PWS - Sports Official Contract (Combined Fitness and Youth Center) (Nov )_.pdf

PERFORMANCE WORK STATEMENT (PWS)

Sports Officiating Contract: Intramural and Youth Sports

Spangdahlem Air Base, Germany

15 October 2025

Part I: General Information

1.1 Description of Services/Introduction: The contractor will be required to work with youth between the ages of 5-17 and/or adults 18+. The Contractor shall provide all labor, tools, uniforms, materials, supervision, and transportation necessary to provide sports officiating and scorekeeping services at Spangdahlem Air Base for both intramural and youth sports. Intramural sports to be officiated include flag football, basketball, volleyball, soccer, and softball. Youth sports to be officiated include basketball, soccer, flag football, volleyball, baseball, and track and field. The Contractor shall provide certifications for all officials in each sport to the Contracting Officer Representative and Contracting Officer before assigning officials to games. Additionally, they will meet the standards of recognized officiating associations and National Alliance for Youth Sports (NAYS) guidelines.

1.2 Mission: This PWS outlines requirements for intramural and youth sports officiating services at Spangdahlem AB, Germany. Spangdahlem AB offers various sports programs to promote morale, welfare, and recreation. This contract supports the intramural sports program as outlined in DAFI 34-114, paragraphs 3.5 and 3.5.5., DoDI 6060.4, and National Standards for Youth Sports located in Department of the Air Force Instruction 34-144, Child and Youth Programs, Attachment 3.

1.2.1 The Contractor shall provide officials, scorekeepers, timers, tools, equipment, materials, and supplies necessary for officiating intramural and youth sport games.

1.2.2 The Contractor shall furnish officials for sports who are members of or certified by recognized associations for each sport. The contractor shall furnish officials for youth sports who possess a current certification for the sport they officiate from a state or national certification association (KSN, NAYS, USSSA, IABO, etc.)

1.3 Government Responsibilities:

1.3.1 The government will not exercise supervision or control over the Contractor's personnel.

The Contractor is solely responsible for its personnel's actions and performance, while remaining accountable to the U.S. Government for contract fulfillment.

1.3.2 Add what the GOV will be providing (1.1, 1.2.1 & 3.4)

1.4 Objectives: The Contractor will ensure officials support the intramural and Youth Sports program by adhering to the governing body's official rule books and local By-laws. Provide a

BASHAM, CHRISTINE E CIV USAF USAFE 52 CONS/PKB

Is this a requirement for intramural sports officials or just youth?

VASSELL, ODAINE R TSgt USAF USAFE 52 FSS/FSVS Youth Center consistent pool of qualified officials for both intramural and youth leagues. The Government has the sole authority to alter the By-laws.

1.4.1 Governing bodies include: USA Softball/Amateur Softball Association (USA/ASA Softball), National Collegiate Athletic Association (NCAA), United States Volleyball Association (USVA), National Intramural-Recreational Sports Association (NIRSA) Flag Football Rule Book, Federation International de Football Association (FIFA).

1.4.2 Spangdahlem Air Base Sports By-laws, written by the Youth and Fitness Sports Director, supersede individual sport association rules.

1.5 Scope:

1.5.1 Officials are required to enforce all pertinent rules, local By-laws, and safety requirements without deviation.

1.5.2 The Contractor shall provide the following number of officials and scorekeeper/timers for each scheduled contest:

1.5.3 Youth Sports:

1.5.3.1 Flag Football: 2 referees per game for youth ages 5-17. Not to Exceed (NTE) 8 games per year. The regular season will be comprised of 6 games. If games are postponed due to inclement weather or a valid protest, then we can exceed the max to 8 games.

1.5.3.2 Basketball: 1 referee per game, 1 timekeeper/ scorekeeper for youth ages 5-17. NTE 18 games per season. The regular season will be comprised of 16 games. If games are postponed due to inclement weather or a valid protest, then we can exceed the max to 18 games.

1.5.3.3 Volleyball: 2 referees per game, 1 scorekeeper for youth ages 5-17. NTE 18 games per year. The regular season will be comprised of 16 games. If games are postponed due to inclement weather or a valid protest, then we can exceed the max to 18 games.

1.5.3.4 Soccer: 1 referee per game for youth ages 5-17. NTE 18 games per year. The regular season will be comprised of 16 games. If games are postponed due to inclement weather or a valid protest, then we can exceed the max to 18 games.

1.5.3.5 Baseball: 2 referees per game for youth ages 5-17. NTE 18 games per year. The regular season will be comprised of 16 games. If games are postponed due to inclement weather or a valid protest, then we can exceed the max to 18 games.

1.5.3.6 Track and Field: 2 referees per meet for youth ages 5-17. NTE 18 games per year. The regular season will be comprised of 16 games. If games are postponed due to inclement weather or a valid protest, then we can exceed the max to 18 games.

1.5.4 Intramural Sports

1.5.4.1 Flag Football: 4 Officials (1 Head Referee, 1 Linesman, 1 Back Judge, 1 Downs man)

1.5.4.2 Basketball: 3 Officials (2 Referees, 1 Scorekeeper/Timekeeper)

1.5.4.3 Volleyball: 4 Officials (1 Referee, 2-line judges, 1 Scorekeeper)

1.5.4.4 Soccer: 3 Officials (1 Referee, 2 Linesmen)

1.5.4.5 Softball: 3 Officials (2 Umpire, 1 Scorekeeper)

1.6 Hours of Operation:

1.6.1 The Contractor shall provide services for intramural sports between 1500 and 2000 CET, Monday through Friday, maintaining an adequate workforce for uninterrupted task performance, except when the government facility is closed due to inclement weather, acts of God, or military-related commitments.

1.6.2 The contractor shall provide services for youth sports on the weekday evenings 1600-1800 and Saturdays 0800-1400 CET.

1.7 Place of Performance:

1.7.1 Intramural Sport Services will be performed at the Spangdahlem Fitness Center Gymnasium (Building 580), Spangdahlem Sports Field (Building 1422), Spangdahlem Softball Fields (Building 1220), or the Spangdahlem Alternate Sports Field (Building 1182).

1.7.2 Youth Sports Services will be performed at School Age Care (Building 427), Youth & Teen Center (Building 457), Biggs Field (Next to Skelton Track), Falcon Field (Next to School Age Care building), Perimeter Field (Across the street from Teen Center), Community Commons Gym (Building 441), and Skeleton Gym track.

1.8 Security Requirements:

1.8.1 Contractor personnel must submit to a local background investigation. Personnel with unfavorable results will not be permitted on the installation. All personnel will be escorted while performing work in controlled areas. Personnel, without installation access credentials must be escorted on and off the installation and will not have access to other areas.

1.8.2 For personnel requiring base access, the Contractor shall provide POC names, passport information, and social security numbers to the COR at least five days before the scheduled event. The COR is responsible for processing base access passes.

1.8.3 Physical Security: The Contractor shall safeguard all government equipment, information, and property. Government facilities, equipment, and materials shall be secured at the end of each work period.

1.8.4 Identification of Contractor Employees: Contractor personnel must clearly identify themselves as contractors (e.g., by wearing company-branded clothing) and appropriately mark all documents/reports as contractor products. They must carry picture identification and display escorted visitor badges when required.

1.9 Government Furnished Items and Services:

1.9.1 Services: The COR will provide the Contractor with a schedule for at least one week and no more than two weeks before each season. This schedule is subject to change (with at least 24 hours' notice when possible) due to inclement weather, acts of God, or military commitments.

The COR will inform the Contractor of local By-laws two weeks before the season starts, with at least 48 hours' notice of any changes. The Contractor will be paid for forfeited games if present at the scheduled start time. The COR will notify the Contractor of postponed games. The Contractor will not be paid for postponed games if notified three hours before the scheduled game time. If a game is postponed due to inclement weather or a valid protest less than 3 hours before the scheduled games, the Contractor will be paid for the rescheduled game not to exceed the maximum games for each sport.

1.9.2 Facilities: The Fitness Center and Youth Center will provide and maintain appropriate playing fields for competitions, meetings, and clinics.

2 General Requirements:

2.1 The Contractor shall conduct a sports clinic for all officials (including scorekeepers and timers) at least one week before each sport season. The clinic will cover specific By-laws/rules, sports-specific training, and any other pertinent information. The Contractor shall submit an attendance roster to the CORs no later than one duty day after the clinic.

2.2 The Contractor shall designate a Contract Manager with full authority to act on all contract matters. Contact information for the Contract Manager shall be provided to the government and documented/uploaded in the System Performance Monitor (SPM).

2.3 The COR will notify the Contract Manager of cancellations, who will then inform their staff.

2.4 The Contractor shall provide the Fitness Center COR and Youth Sports Departments COR with a complete roster of officials and scorekeepers (including contact information) before each sporting event and the COR will upload that information under “COR Documents” section

2.5 Officials shall not participate as players, coaches, or team managers in the leagues they officiate. The Contractor shall provide the COR with a monthly schedule of officials and scorekeepers by the 1st of each month once the season begins.

2.6 The Contractor and all employees must be proficient in English (reading, writing, speaking, and understanding).

BASHAM, CHRISTINE E CIV USAF USAFE 52 CONS/PKB

Are these rescheduled games accounted for in the NTE listed above?

Meaning, if a game is cancelled for weather 2 hours before scheduled game time, then we are paying the contractor for that game and the rescheduled game. Are all of those games accounted for in NTE?

VASSELL, ODAINE R TSgt USAF USAFE 52 FSS/FSVS Updated.

BASHAM, CHRISTINE E CIV USAF USAFE 52 CONS/PKB

Fitness Center COR and Youth Sports COR

2.7 The Contractor and officials must maintain a professional demeanor in all interactions (oral and written) with the Contracting Office, Fitness Center staff, Youth Sports Staff, athletes, spectators, and all other patrons.

2.8 The Contracting Officer may, in writing, remove the Contractor or officials from the work site/based for unprofessional behavior (e.g., inappropriate attire, profane language, disrespectful behavior, harassment, violation of base rules/regulations).

2.9 Officials may not work games under the influence of alcohol. Alcohol and tobacco use are prohibited in/around the playing area and during meetings with the Contracting Officer or Fitness Center and Youth Sports Departments.

2.10 Officials with three or more complaints or deemed unfit due to unprofessionalism by the Contracting Officer and Fitness Center COR or Youth Sports Department COR, may be removed from officiating for the remainder of the season.

2.11 Officials shall comply with all Air Force and Spangdahlem AB safety requirements, including those outlined in local By-laws and the official rule book for each sport.

3.0 Game Day Responsibilities:

3.1 Officials shall arrive at the event location at least 15 minutes before the scheduled game time, ready to work. The head official will remain until all scheduled games are completed and will review scorebooks for accuracy.

3.2 Pre-game preparations (verifying scorebooks, inspecting the playing area/players/equipment, conducting coin tosses/coach meetings) shall be completed before the scheduled game time.

3.3 Officials should wear appropriate, clean, and professional clothes and have the necessary officiating equipment. Their attire should clearly identify them as sports officials with the companies badge clearly identify (e.g., company-branded clothing or standard uniforms designated by the governing body).

3.4 Officials collect game-day rosters from each team before the contest. Officials shall strictly adhere to local By-laws and the official rule book for each sport. Officials shall pick up and return required game equipment, scorebooks, and keys to the Fitness Center or Youth Center after the last scheduled contest.

3.4.1 Game equipment provided: Expand on what equipment is needed

3.4.2 Youth Sports:

3.4.2.1 Flag Football: 2 footballs, flags, a marked field, & whistle

3.4.2.2 Basketball: 2 basketballs, time clock, scorebook, a marked court & whistle

3.4.2.3 Volleyball: 2 volleyballs, scoreboard, a marked court & whistle

BASHAM, CHRISTINE E CIV USAF USAFE 52 CONS/PKB

Honestly, I do not like this paragraph because it is not how non-personal services contracts operate.

VASSELL, ODAINE R TSgt USAF USAFE 52 FSS/FSVS Can you provide us with the correct verbiage?

BASHAM, CHRISTINE E CIV USAF USAFE 52 CONS/PKB

CORs

BASHAM, CHRISTINE E CIV USAF USAFE 52 CONS/PKB

Badges for contractor identification?

VASSELL, ODAINE R TSgt USAF USAFE 52 FSS/FSVS The sport attire is a clear way to identify them.

RODRIQUEZ, RHANDAL T 2d Lt USAF USAFE 52 CONS/PKB This contradicts what is said in 1.1. are we going to provide the equipment or will the contractor be providing the equipment? Please provide a Government Furnished Property section to list what the government will be providing for this contract. As well as explicitly state what we will not provide and what shall be provided by the contractor.

3.4.2.4 Soccer: 2 soccer balls, a marked field, & whistle

3.4.2.5 Baseball: All applicable tools and home plate umpiring gear, time clock and scorebook.

1.5.3.6 Track and Field: a marked field.

3.4.3 Intramural Sports:

3.4.3.1 Flag Football: 2 football & game jerseys

3.4.3.2 Basketball: 2 basketballs, table for scorekeeping, game jerseys, and access to the scoreboards.

3.4.3.3 Volleyball: 2 volleyballs, game jerseys and scoreboard.

3.4.3.4 Soccer: 2 soccer balls and game jerseys.

3.4.3.5 Softball: 4 game balls and game jerseys.

3.5 The head official is responsible for turning on field lights at dusk and turning them off after the last game.

3.6 The Contractor shall provide all game results (including verified and signed scorebooks/score sheets) to the Fitness Center or Youth Center Sports Department by 1200 hours the next duty day.

3.7 The head official shall report any ejections, injuries, or protests to the Fitness Center COR or Youth Sports Department COR. A written incident report, including participant name, rank, unit, and a detailed description of the incident, shall be submitted to the Sports Department no later than 1200 hours on the next day of duty.

3.8 The Contract Manager may postpone games due to inclement weather or unsafe field conditions. The Contractor will be paid for completed or started games, but not for fully postponed games until they are played on the rescheduled date.

3.9 The Contractor will not receive full payment if obligations are not fulfilled. Scorekeeping and timing must be performed for all games. Minimum staffing requirements as listed from 1.5.3 to 1.5.4.5 must be met.

3.10 The Contractor must notify the COR if officials are unavailable according to the following schedule:

3.10.1 For Youth Sports held on Saturdays, the Contractor must notify the COR by 1200 hours on the preceding Friday.

3.10.2 For Youth Sports held on Friday nights, the Contractor must notify the COR by 1200 hours on the preceding Thursday.

BASHAM, CHRISTINE E CIV USAF USAFE 52 CONS/PKB

CORs

3.10.3 For Intramural Sports and any other Youth Sports games (not on Friday nights or Saturdays), the Contractor must notify the COR by 1200 hours on the game day if officials are unavailable.

3.11 Failure to notify by the appropriate deadline will result in the government not paying for services that are not performed.

Part III: Applicable Publications:

The Contractor shall comply with all applicable regulations, publications, manuals, and local policies, including:

• DAFI 34-114, paragraphs 3.5 and 3.5.5

• DAFI 34-144: Child and Youth Programs

• DoDI 6060.4: Youth Programs

• National Standards for Youth Sports (NAYS)

• Governing body rule books (NCAA, FIFA, USA Softball, USVA, etc.)

4. TRANSITION PLAN

4.1 The contractor shall provide a transition plan within 10 business days of contract award. The transition plan shall address how the contractor intends to ensure a seamless transition of services.

4.2 The Transition Plan shall include but not be limited to:

4.2.1 A detailed schedule of transition activities.

4.2.2 Methods for communicating with Fitness Center staff

4.2.3 Procedures for familiarizing contractor personnel with the facility.

4.2.4 Strategies for recruiting and retaining qualified instructors.

4.2.5 Plans for maintaining class schedules.

4.2.6 The government will provide access to the previous contractor for up to one week to coordinate the transition efforts.