Sports Official PWS updated.pdf

PERFORMANCE WORK STATEMENT

SPORTS OFFICIAL SERVICES 8 January 2025

1. PURPOSE.

The primary purpose of this contract is to provide officials, scorers, and timers for the Base Sports Program at McConnell AFB KS (to include support for the Fitness Center) in accordance with the contract services specifications listed in the following sections.

1.1. The contractor (hereafter referred to as the contractor or authorized representative) shall provide sports officials, scorers, and timers in support of intramural and youth sports. Sports to be officiated include flag football, softball and basketball only. Officials will be required to wear the uniform prescribed by the rule book governing the sport they are officiating. Transportation to and from the game sites will be at no expense to the government. Officials will have current certification by the governing body of the sport they are officiating. Officials will provide their own rule books published by the following governing organizations:

a. National Collegiate Athletic Association

b. National Touch and Flag Rules

c. United States Specialty Sports Association

1.2. All sports will be governed by locally developed by-laws, Base Sports Plan, and the rule book of the sport being played, in that order. Officials may not vary from published guidelines and rules of the respective governing body of the sport. The Base Sports Plan is revised yearly by the Fitness Center and Base Sports Council. The contractor will be provided one copy of the most current version of this document. By-laws are revised prior to the season start by the coaches, a contractor representative, and the Athletic Director. The contractor will be provided one copy of these by-laws shortly after they are revised.

1.3. Officials shall not participate as a player, coach, or team manager in the sport in which he/she

(hereafter referred to as he) is officiating. Scorers and timers are exempt from this rule.

1.4. The contractor must attend the coaches’ meetings prior to season start and contribute to the process of revising the sports by-laws.

1.5. Officials will meet prior to each game and determine who the official in charge will be. This official will be the ultimate authority should there be a need to settle a disagreement either with each other or with players or coaches. Officials, scorekeepers, and timers shall not under any circumstances allow their emotions to influence the manner in which the game is played.

1.6. The contractor will be given a written schedule for each sport at least one week prior to season start.

1.7. Officials, scorekeepers, and timers are required to be at the location of the scheduled games at least

15 minutes prior to game start. The official is expected to be in full uniform for the sport he is officiating at that time. If officials fail to show for a game, they will not be paid. If officials, scorekeeper, and timers are not in place 15 minutes prior to the game start or fail to show more than twice in each sport’s season, corrective action will be taken by the Government.

1.8. The official in charge will meet with both teams’ coaches/team captains at least 5 minutes prior to game start in order to emphasize rules or procedures the official feels need extra emphasis in order to improve the game. This also offers coaches/team captains an opportunity to ask questions about rules or procedures they are unsure of.

1.9. The official in charge has the authority to forfeit any game because of gross misconduct by coaches, players, or spectators. He can also discontinue play (temporarily or for the remainder of the day based on his judgment) for severe weather, such as lightning within five miles, during outdoor events. He can terminate a game if a unit, such as the Fire Department, gets an emergency call while the game is in progress.

1.10. If any player or coach is ejected from a contest for any reason, the official in charge is responsible for annotating the official scorebook that the participant was ejected from the game. If a player is ejected for flagrant, unsportsmanlike conduct, the official in charge must notify the Athletic Director the next workday (excluding weekends) in person, by phone, or in writing.

1.11. The contractor will supply the contracting officer and Athletic Director a list of all officials and the sports for which they qualify NLT 10 days after contract is awarded. Documentation showing officials qualifications will be required. Additions or deletions to this list will be accomplished in writing and furnished to the contracting officer and Athletic Director. Officials not having official certification on file with the contracting office and the Athletic Director will not be allowed to officiate until this deficiency is corrected. Officials guilty of unprofessional conduct (such as intoxication immediately prior to and during a game he is officiating) will be removed from the game and are subject to permanent suspension on the recommendation of the Athletic Director.

1.12. Officials for outdoor sports shall have the sole responsibility for ensuring outdoor lights are turned on and off, and the press boxes are properly secured prior to leaving the playing fields.

1.13. The official in charge is responsible for ensuring that the score books are picked up from the Fitness

Center prior to the first game of the day and returned following the last game of the day.

1.14. See chart below for list of required officials for each sport.

Sport Number of Officials Number of Scorer/Timer Basketball 2 1 Softball 1 1 Flag Football 3 0

2. CONTRACTOR REQUIREMENTS.

2.1. The contractor will ensure that the required officials are scheduled for each contest. The contractor (or his authorized representative) should monitor the performance of all officials, ascertain their capabilities, and take appropriate remedial action if necessary. As a minimum, the contractor should ensure the official has control of the game and has a thorough knowledge of the rules and is able to apply these rules properly.

2.2. The contractor shall coordinate and conduct coaches and officials’ clinics no later than one week prior to the start of each sport. Scorers and timers shall be trained also using the same time schedule. The contractor shall document the performance of the clinics. This documentation will be provided to the Fitness Center Director no later than 3 days after the clinic is conducted.

2.3. The contractor will serve as an advisor to the protest board of the base sports advisory committee. His basic function will be to advise the board members of the rule(s) pertinent to the matter under protest and to give guidance as to how they apply in the situation in question.

2.4. The contractor will serve as the rule interpreter for all rules of these applicable sport as they are written by the national organizations referred to in section 1.1 above. Interpreting the Base Sports Plan and by-laws will be the responsibility of the Athletic Director.

2.5. The contractor will inform all officials, timers, and scorekeepers scheduled to work game(s) as to changes in game times and schedules.

2.6. The contractor shall provide the base athletic section with timely notification of any game cancellations or postponements. Such notifications shall be made by telephone to the base athletic section no later than 12:00 p.m. on the day of the scheduled game time. A voice message or an email shall be deemed official notification of a canceled or postponed game, should no one answer the phone call. The contractor shall not cancel more than 2 games per each sport season.

2.7. The contractor will conduct and document as a minimum one evaluation per official, scorekeeper, and timer per sport of all officials, scorers, and timers designated to work that sport. As a minimum the evaluation criteria should rate an official’s control of the game, judgment, knowledge of the rules, punctuality, proper wear of uniform, hygiene, floor (or field) mechanics, and control of emotions. The scorers should be rated on the accuracy of the score books as they are completed after a game. The timer should be rated on his ability to run the clock with a minimum of errors. Officials, scorers, and timers having more than three errors in a game should receive further training to correct those errors.

2.7.1. These written evaluations should be discussed with the official, scorer, and timer evaluated. The form should be signed by the rates and rater and submitted to the Athletic Director no later than five days after the scheduled event. The Athletic Director reserves the right to observe officials and remove any official, scorer, or timer (for the remainder of the season in that sport) that does not meet the criteria mentioned in the paragraph.

2.7.2. Both the Athletic Director and contractor representative must evaluate an official who receives repeated complaints (more than three) from coaches or players. These complaints have to be made to the Athletic Director or his representative and can be verbal or in writing.

3. FUNCTIONS/RESPONSIBILITIES OF THE GOVERNMENT.

3.1. The base athletic section shall provide the facilities, equipment, and supplies necessary for teams to play each sport. Supplies not provided (such as softball gloves) will be provided by individuals or their teams.

3.2. Appropriate playing fields, the maintenance, repair and care of fields, and a facility for meetings and clinics to be held shall be provided by the base athletic section for the contractor.

3.3. The base athletic section will provide the contractor with a schedule of games at least one week in advance of scheduled events. Tournament dates shall be coordinated with the officials as far in advance as possible but no later than two (2) days before the tournament. This schedule shall be subject to change by the government due to inclement weather, other acts of God, and military related problems and commitments (flying, alerts, TDYs, etc.). This schedule shall include all pertinent information such as the date, day, time, hours, name of teams, and locations of games.

3.4. The base athletic section shall provide the contractor with timely notification of any game cancellations or postponements. Unless weather conditions dictate otherwise, such notification shall be made by telephone to the Contractor no later than 2:00 p.m. on the day of the scheduled game time. A voice message left for the contractor, or a message left with an individual authorized to receive such notification shall be deemed official notification of a canceled or postponed game. All canceled games, regardless of who canceled, will be rescheduled.

4. COMPENSATION.

4.1. The contractor will not be paid for canceled/postponed games if notified within the allotted time limits as stated in section 3.4. The contractor will not be paid the full amount for a game if he fails to provide the total amount of officials, scorers, and timers called for in the contract.

4.2. One official doing the work of two does not justify the Government being charged for two officials. Having only one official at a game when the contract calls for two is a failure by the contractor to meet the terms of the contract.

4.3. If a series of games (example: four games back-to-back) are all canceled/postponed after the deadline set above, the contractor will be paid for the first game only. The contractor shall not be due extra compensation if games are played as scheduled but with substituted teams rather than teams on the original schedule.

4.4. Forfeited games (when a team fails to show for a scheduled game or when a game is cancelled by the Fitness Center staff after the deadline mentioned above) and games that have been started are considered complete games for pay purposes.

4.5. Confirmation of games having been worked will be made based on completed score books or daily pay sheets accomplished by the official in charge. The completed score books or daily pay sheets are due upon completion of the game and shall be turned into the Fitness Center Director (or his authorized representative) after the last game of the day/evening.

5. GENERAL INFORMATION.

5.1. Base Passes. Should the contractor and/or subcontractors need a base identification card or vehicle pass; each employee must have possession of his/her pass at all times while working on this contract.

Contract employees will not enter any restricted areas. No security clearance is required, but the Contractor shall provide, on company letterhead, the names of each employee entering the installation with the following information: Social Security, date of birth, vehicle tag number, driver’s license, and home address not later than five business days before access is needed to the installation. The Contractor shall be responsible for the return of passes issued to employees who separate from the contract before the expiration date of each contract period including any extensions to the contract.

Lost or stolen passes shall be reported immediately to the contracting officer with a written follow up to the contracting officer within 72 hours.

5.2. Contractor personnel shall have in their possession a valid and current driver’s license at all times while on McConnell AFB, Kansas.

5.3. Security Reporting Requirements. The contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of DOD personnel, contractor personnel, resources, and classified or unclassified defense information.

Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment.

5.4. Performance of Services During Crisis Declared by the Commander. In the event the contractor is unable to perform his daily operations due to a peacetime emergency and or wartime contingency disturbance etc., neither the Government nor the contractor shall take action for noncompliance with contract requirements.

6. PERIOD OF PERFORMANCE.

The contract is for 1 base year plus 4 option years:

Base Year: 1 June 2025 – 31 May 2026 Option Yr 1: 1 June 2026 – 31 May 2027 Option Yr 2: 1 June 2027 – 31 May 2028 Option Yr 3: 1 June 2028 – 31 May 2029 Option Yr 4: 1 June 2029 – 31 May 2030