Proposed_PWS_-_Childcare_BPA_rev-3.pdf

Performance Work Statement (PWS)

Childcare Services

Beale AFB CA, Religious Support Teams Events

For the Beale Chaplain Corps Events

1.0 General Scope of Services:

1.1 The Beale Air Force Base Chaplain Corps requires certified and licensed commercially available childcare services while hosting spiritual enrichment events.

1.2 Place and Performance of Service: Event duration will consist of either single day or multiple day events. The contractor will at all times maintain an adequate work force facilitating the uninterrupted performance of all tasks defined within this PWS. The contractor will maintain a suitable “child to worker” ratio at all times. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

2.0 Government Furnished Property, Material, Equipment and Services: The Government will provide the property, material, equipment and/or services listed below solely for the purpose of performance under this contract.

2.1 Property: The Beale AFB Chaplain Corps (BCC) will ensure a room or rooms necessary to provide the services outlined in this PWS is available at the requested venue.

2.2. Materials: Parents or guardians will provide diapers, formula, and food (if necessary) for children (infants and toddlers) at time of drop-off or as appropriate throughout the day. The Chaplain Corps will provide all meals and snacks for children.

2.3 Equipment: Basic room equipment (chairs and tables) will be provided. The contractor will state the requirements necessary to provide childcare for various ages.

3.0 Contractor Furnished Materials and Equipment:

3.1 The contractor will provide themed events, supplies and activities; cover shipping costs for supplies and materials; provide age-specific room decorations for each event; and incorporate customized theme-based schedule of childcare programs.

3.2 The contractor must carry sufficient corporate liability insurance to cover possible claims, and an insurance rider to protect us as the client. Proof of this insurance must be provided during bid process.

3.3 The contractor is responsible for furnishing any transportation, lodging and per diem for childcare providers necessary to provide the services outlined in this PWS. Those costs must be included in the price.

4.0 Requirements:

4.1 Childcare Services

4.1.1 Provide sufficient certified childcare personnel to meet the following ratios:

Ages 0 – 2: 1 provider per 2 children (1:2) Ages 3 – 5: 1 provider per 4 children (1:4) Ages 6 – 12: 1 provider per 6 children (1:6) Ages 13 – 17: 1 provider per 9 children (1:9) The minimum number of personnel required at any event will be four (4).

4.1.2 Set up of childcare rooms the day before (scheduled in coordination with the venue’s Point of Contact (POC) and the Government POC) or an hour prior to registration and tear down of childcare rooms after the children checkout.

4.1.3 Safe check-in and check-out procedure, to include the details of each child’s dietary and medical needs.

4.1.4 Meals and snacks will be delivered to the contractor. The contractor is responsible for feeding meals and snacks. Meal cleanup by the contractor will be coordinated with the venue’s POC and the Government POC.

4.1.5 Provide a staff member for the registration table, to check in/checkout children and maintain accountability.

4.1.6 Must bring all supplies to include toys, games, arts and crafts, etc. and have self-sufficient activities in order to engage youth (ages 0-17) for the entire length of the event.

4.1.7 Maintain constant supervision of checked-in children. No child shall be left unattended for any amount of time.

4.1.8 Report to the Government POC any information that would pose a threat to the security and safety of children during the work performance period.

4.1.9 Designate professional childcare staff to continue childcare services when an offsite location is utilized this is to include, at a minimum, being an adult chaperone on the contracted transportation to the offsite childcare venue.

4.2 Childcare Providers:

4.2.1 All childcare providers must meet the requirements outlined in section 20351 of Title 34, United States Code and any additional legal or licensing requirements for the state in which childcare services take place. In accordance with section 20351 of Title 34, United States Code, each agency that hires (or contracts for hire) individuals involved with the provision to children under the age of 18 of child care services shall assure that all existing and newly hired employees undergo a criminal history background check. A background check shall be based on a set of the employee’s fingerprints obtained by a law enforcement officer and conducted through the Federal Bureau of Investigation and through the State Criminal History Repositories of all states that an employee lists as current and former residences.

4.2.2 Childcare providers must be experienced childcare professionals, certified in CPR and First Aid, and fingerprinted with background check. The contractor must have copies of all certifications, fingerprint clearances, reference checks and security background checks on each staff member. The contractor must maintain and verify currency of background checks for all staff serving at this event. The contractor should provide all staff training, and brief their staff on planned schedule of activities, children attending and emergency procedures specific to the event location. The contractor will cover all expenses associated with their staff.

4.2.3 All childcare providers who work with children must be at least 18 years old.

4.2.4 Contract Manager: The contractor shall provide an onsite contract manager who shall be responsible for the performance of the work. The name of this person and an alternate or alternates, who shall act for the contractor when the manager is absent, shall be designated in writing to the contracting officer prior to the contract start date.

4.2.4.1 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 and alternate or alternates must be able to read, write, speak, and understand the English language.

4.2.5 Contractor employees shall present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and employee name. All articles of clothing shall be reasonably clean, in good repair, and shall not display any obscene or objectionable words, phrases, sketches or pictures. Contract manager will maintain final determination on the suitability of clothing.

4.3 Cleaning: The contractor will perform general clean-up and pack-up procedures. The room/rooms and equipment will cleaned at the end of each session in readiness for the next to the standards required by California and Federal regulations. The company will ensure that at completion of the session the room/rooms are left in the same condition as they were accepted from the venue staff. The contractor will be responsible for any damages caused by the contractor at no expense to the government.

5.0 Contractor Manpower Reporting Application (CMRA):

5.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Beale Air Force Base Chaplain Corps via a secure data collection site.

5.2 The contractor shall completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs shall 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, beginning with 2019. Contractors may direct questions to the help desk at http://www.ecmra.mil.

6.0 Contract Information, Administration and Requirements

6.1 CONTRACT PERIOD: The contract period will be from 1 July 2019 through 30 June 2023.

6.2 TASK ORDERS: Services furnished under this contract shall be ordered on a Task Order (DD Form 1449 - Order for Supplies or Services). The tasks order shall obligate funds and provide the vendor with the 1) contract number and task order number; 2) date of the event; 3) estimated number of children; and 5) estimated cost. No funds are obligated under this contract until a task order is issued. Task orders will be issued no later than 21 days prior to the event date. The contractor will be given a minimum of a 7 days’ notice for any changes by the Contracting Officer. Cancelations will be made no later than 7 days’ prior to the beginning of the performance period. If cancelations occur within the 7 day window, the contractor may negotiate a settlement for actual costs incurred only.