PWS_Sports_Officials 27 Feb 2020.pdf

SPORTS OFFICIALS

Performance Work Statement

(PWS)

Aviano Air Base 31st Force Support Squadron

27 February 2020

TABLE OF CONTENTS

SECTION NO. AND TITLE PAGE NO.

I. Description of Services 3

1.1. Services Outline 3

1.2. Sports Officials Services 3

1.3. Bylaws and Rules 6

1.4. Personnel 6

1.5. Security Requirements 7

II. Services Summary & Quality Control 8

III. Government Furnished Equipment 11

3.1. Government Furnished Equipment 11

SECTION I

DESCRIPTION OF SERVICES

1. DESCRIPTION OF SERVICES.

1.1 Services Outline. The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to perform the Sports Officiating and Score / Timekeeping Services as defined in this Performance Work Statement (PWS), except as specified in Section III as Government-Provided Equipment, at Aviano AB. The contractor shall perform the contracted services to the standards identified in this PWS. The estimated quantities of work are listed in Appendix 1, Estimated Number of Games. The desired objectives and the desired results of these services can be found in the Services Summary in Section II.

1.2. SPORTS OFFICIALS SERVICES

1.2.1. Certified Sports Officials. Contractor shall have experience in sports officiating, training of officials and scheduling. In accordance with (IAW) AFI 34-266, Air Force Fitness and Sports Programs Contractor para

3.2.9. Contract Sports Officials contract sports officials must be certified and trained through a recognized and approved National Governing Body for the particular sport and must have retained ability equal to the period of the contract. All officials must be members of the National Association of Sports Officials (NASO), be National Intramural-Recreational Sports Association (NIRSA) certified, or of a state registered sports officials association for the sport being officiated. Contractor shall submit a resume of qualifications with solicitation.

The contractor shall supply the Contracting Officer and a Mission Owner a list of all officials and their certifications no later than two weeks prior to the start of each sport season. Only personnel certified in the specific sport shall be allowed to perform work for that sport under this contract. The contractor shall maintain records of each individual’s training and certifications. Officials shall have a valid certificate for each sport they officiate. The Contracting Officer may reject any official deemed unqualified. All rejections, changes, or deletions shall be in writing and forwarded to the contractor within 48 hours after evaluation along with the reason for dismissal. Sports to be officiated are as follows:

1.2.2. Intramural Sports. Contractor shall furnish sports officials for all of the following intramural sport games and playoffs:

Playoffs* Flag Football 3 Officials 3 Officials Basketball 2 Officials, 1 Score / Timekeeper 3 Officials, 1 Score / Timekeeper Volleyball 1 Referee, 1 Score / Timekeeper 2 Referees, 1 Score / Timekeeper Softball 1 Umpire, 1 Score / Timekeeper 3 Umpires, 1 Score / Timekeeper Soccer 1 Referee 3 Referee

1.2.3. Varsity Sports. Contractor shall furnish sports officials for all of the following varsity level sport games and playoffs:

Basketball 3 Officials, 1 Score / Timekeeper Volleyball 2 Referees, 1 Score / Timekeeper Softball 3 Umpires, 1 Score / Timekeeper Soccer 3 Referees

1.2.2 Enforce Rules and Bylaws – Minimum Personnel Required. Officials are direct representatives of the Sports Program. As such, they are authorized and required to enforce all rules and bylaws established for each sport they are officiating (See 1.2.4), along with the current official association rules. The below referenced rule books establish the minimum personnel necessary to officiate the games/matches. Contractors shall enforce the rules of the sports they officiate and adhere to standards identified in each rule book.

1.2.2.1. Football National Collegiate Athletic Association / National Intramural Recreation Sports Association Flag Football Rule Book (current edition). All flag football games performed under this contract for the Aviano AB Fitness Centers shall have no fewer than three (3) certified officials.

1.2.2.2. National Collegiate Athletic Association Basketball Rule Book (current edition). All Intramural Basketball games to be performed under this contract for Aviano AB Fitness Centers shall include no fewer than two (2) referees, as well as one (1) time/score keeper. All Varsity Basketball games to be performed under this contract for Aviano AB Fitness Centers shall include no fewer than three (3) referees, as well as one (1) time/score keeper.

1.2.2.3. The United States of America Volleyball (USAV) Association Rule Book (current edition). This requirement applies to all volleyball matches to be performed under this contract for Aviano AB Fitness Centers.

All Intramural Volleyball games shall include no fewer than one (1) referee and one (1) scorekeeper. Varsity Volleyball games shall include no fewer than one (2) referee and one (1) scorekeeper

1.2.2.4. United States Specialty Sports Association (USSSA)/Amateur Softball Association (ASA) of America Rule Book (current edition). This requirement applies to those services to be provided to Aviano AB Fitness Center programs. Each Intramural game to be performed under this requirement shall include no fewer than one (1) umpire and one (1) scorekeeper. All Varsity Softball games to be performed under this contract for Aviano AB Fitness Centers shall include no fewer than three (3) umpires, as well as one (1) time/score keeper.

1.2.2.5. FIFA Soccer Rule Book (current edition). This requirement applies to all soccer games to be performed under this requirement. Each Intramural game to be performed for the Fitness Centers at Aviano AB shall have no fewer than one (1) referee. The Varsity Soccer games to be performed under this contract for Aviano AB Fitness Centers shall include no fewer than three (3) referees.

1.2.3. Prohibited Participation by Officials. Officials shall not participate as players, coaches, or team managers in the sport they officiate. In addition, the official must not be a relative or a business associate to any participants of the sport they officiate.

1.2.4. Sports Clinic. Officials will attend a scheduled sports clinic, at least one-week prior to start of each sport season, to go over any specific rules/by-laws governing the upcoming sports schedule. Contractor will submit a roster of attendance, to the Sports Director prior to first regular scheduled season game.

1.2.5. Pre-Season Meeting. The contractor shall meet with the athletic director for each 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. In the case that the 30 day window conflicts with the contract award date, the contractor shall arrange a date with the Government which allows for sufficient review of the specific sport rules and by-laws.

Should the vendor submit a written request to the Contracting Officer, this meeting may be conducted via teleconference.

1.2.6. Contractor Employees. The contractor shall supply the Contracting Officer and end users with a complete roster of officials and score keepers names and phone numbers prior to the start of each sport season.

This shall serve to expedite and assist with the processing of identifications required to perform background clearances which will be required for base access.

1.2.7. Control of Game. The contractor shall take full authority and responsibility for proper conduct and control of game, taking positions on the playing area for making calls, and to eject game participants and spectators which display poor sportsmanship as deemed by the official.

1.2.8. Scheduling Officials for Games. The contractor shall coordinate with the Mission Owner via meeting/teleconference the first Monday of every month, to be sure of the date, time, and location of each game for that month. A separate meeting shall be conducted for each end user. Contractor shall be responsible for scheduling of all officials for the games that are provided to the contractor by the Government representative.

1.2.9. Validating Calls. An official may consult with another official at any time or when requested to do so by a team manager. However, the final decision will rest with the official whose executive authority it is to make the decision.

1.2.10. Pre-Game Meeting. The officials shall be at the proper location for the scheduled game, fifteen

(15) minutes before game time, ready to officiate (including scorekeepers and timers).

1.2.11. Wear Proper Uniforms – (Personal Protective Equipment PPE). The officials shall wear proper uniforms as outlined in the rule books and have proper equipment in their possession at each game (including scorekeepers and timekeepers). Should an official arrive without appropriate personal protective equipment, as outlined in the referenced guidelines, the Mission Owner reserves the right to cancel the event. All uniforms and PPE will not be Government furnished.

1.2.12 Cancellation of Games. The official(s) has/have the authority to cancel any game/match due to excessive misconduct or tardiness of a team. This determination will be made at the discretion of the official(s).

The contractor’s personnel shall provide no less than a fifteen (15) minute “grace period” before cancelling a game/match for tardiness. In cases which the Mission Owner participants fail to properly arrive at the scheduled time, the contractor is entitled to full payment for the entire event. Inclement weather or lightening warning cancellations will be made at 1500 hrs. If no weather call is made by this time, game will be called at game time by the official/ program director. If the game has already started and a weather warning comes across, then the decision to continue play will be left up to the game officials. For example: when lightening within five (5) miles comes across the loud speaker, officials should clear the playing area to the dugouts and direct spectators to take cover. A weather time out 10 minutes – 20 minutes will be observed until weather conditions pass. Any delay over 20 minutes may result in game rescheduling.

1.2.13. Postponement of Games. The Mission Owner and the Contracting Officer have the authority to postpone any game because of emergencies, such as military commitments or inclement weather. Outdoor games will be temporarily postponed due to lightning within five (5) miles. If the lightning remains in the area, games will be postponed on an individual basis. Military commitments will be interpreted by the Mission Owner.

1.2.14. Reliability. If the contractor fails to provide the minimum number of required personnel, (or an official fails to meet the terms outlined under paragraph 1.2.10. of this Section), the game or match may be postponed and replayed at a later date as described in the Services Summary of this PWS. Should the Government not elect re-performance, the contractor shall not receive payment for the cancelled event. Appeals shall be submitted in writing to the Contracting Officer within one business day from notification of Government’s intent to withhold payment.

1.2.15. Reporting Injuries. Any injury sustained by either a player or official, shall be brought to the immediate attention of a Government representative, in the event a Government representative or their staff is unavailable injuries shall be reported no later than 0800 hours the next duty day.

1.2.16. Contractor Notification of Postponement. The contractor shall be notified of a rainout or postponed game not later than three hours before game time, by the Sports Director/Fitness Center Staff. In case of postponements after the three-hour grace period, the contractor shall be paid for only the first scheduled game after the notification.

1.2.17. Hours of Operation, Holidays and Weekends. Officials may be required to work weekends and holidays, as scheduled, or due to make-up games or tournament games.

Fitness Center hours of operation are: - Monday – Friday 0500 – 2100; Saturday 0900 – 1600 and Sunday 0900 – 1400; Family Days/Goal Days: 0900-1600

1.2.18. Consumption of Drugs and Alcohol. No official shall be allowed to officiate a game/match under the consumption of alcohol or drugs. Contractor personnel shall not consume alcohol in, on, or around the playing area. Contractor personnel shall smoke only in areas labeled as designated smoking areas. This applies before, during, in-between, and after games/matches.

1.2.19. Professional Conduct. Officials shall maintain a professional attitude and appearance at all times.

The Contracting Officer may request temporary or permanent suspension of any official that does not abide by this contract, the sports rules, or the local bylaws. Reasons may include, but are not limited to: lack of professional ability, lack of sufficient knowledge of the sport, tardiness, intoxication, misconduct, or unprofessional appearance or behavior. Scoring Documents. Scorebooks and score sheets shall be submitted to the Government representative before 1000 hours the next duty day, or left in a mutually agreed upon location after the game/match. For the receipt of this documentation the Mission Owner shall provide no fewer than two

(2) representatives to the contractor at the commencement of each season. It shall remain the Mission Owner’s sole responsibility to transmit and receive the returned copies of these letters.

1.2.20. Absent Officials. Should an official/scorekeeper fail to report on time the contractor will not be paid in full but on a prorated basis for that official /scorekeeper time on the court or field. The contractor shall not be paid for an official / scorekeeper missing the entirety of the game. All officials/scorekeepers/timers must sign the scorebook prior to each game.

1.2.21. Ejection of Players. Incidents leading to player or coach ejection, protest of the game, or any other problem(s), shall be reported to the Fitness Center Director, athletic director, coach, or principal before 0800 the following duty day.

1.2.22. Outdoor Sports. Government staff for the Fitness and/or Sports Center shall be responsible for ensuring outdoor lights are turned off and press boxes are properly secured prior to leaving the field of play.

1.2.23. Contractor Progress Meetings/Surveillance. The contractor shall meet with the Mission Owner upon a mutually agreed date and time to discuss contractor performance and/or any contract concerns. Surveillance of contractor personnel by the Quality Assurance Representatives will be accomplished at least monthly. However, the Government shall reserve the right to perform on the spot inspections of the contractor personnel at any time. Location for meetings will be mutually determined by all parties. Should the vendor submit a written request, this meeting may be held via teleconference.

1.2.24. Contractor Inspections. The contractor is expected to maintain the standards of a quality control program. The contractor shall perform periodic inspections to ensure each sport identified in paragraphs

1.2.2. and 1.2.3. are is inspected on a season basis. The inspection summary shall include criteria that address the performance level of the provided official’s services. The contractor shall provide the inspection report to the Contracting Officer if requested.

1.3. BYLAWS AND RULES.

1.3.1. Bylaws. Bylaws and rules for Aviano AB will be provided to the contractor by the Government at least four weeks prior to the start of the particular sports season.

1.4. PERSONNEL

1.4.1. Contract Manager. The contractor shall provide a contract manager who shall be responsible for the performance of work. The name of this person, and alternate(s), who shall act for the contractor when the manager is absent, shall be designated in writing to the Contracting Officer within 10 days after contract award.

1.4.1.1. Resumes of Contract Manager(s)/Coordinator(s): These resume(s) shall reference the experience and qualifications of the proposed project manager(s). Intended personnel shall have management experience.

1.4.1.2. Authority. 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. Availability. The Contract Manager or alternate shall be available via telephone Monday through Friday, 0800 – 1630, or be able to respond within two (2) hours of receiving a message during this timeframe.

1.4.1.3. English Language. The Contract Manager and alternate must be able to read, write, speak, and understand the English Language.

1.4.2 Contractor Employees. The contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the Contracting Officer as a potential threat to the health, safety, security, and general well-being of operational mission of the installation and its population.

1.4.2.1. Warning Concerning DoD Personnel. The contractor is cautioned that off-duty active duty military personnel hired under this contract may be subject to permanent change of station, change in duty hours, or deployment. Military Reservists and National Guardsmen may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the contractor’s ability to perform; however, their absence at any time shall not constitute an excuse for nonperformance under this contract.

1.5. SECURITY REQUIREMENTS

1.5.1. Expectations. The contractor shall obtain base access passes. Specific instructions will be provided upon award.

1.5.2. Contractor Badge Policies. All requests for contractor badges will be submitted through the Base Contracting Squadron Office and/or the requesting agencies base point of contact.

All contactor employees who’ll be granted unescorted access to the Installation are required to consent to a Criminal Background Investigation (CBI) prior to being granted entry to the Installation. Continued employment is contingent upon successful completion and favorable reporting of the CBI.

Contractor badges will be issued for a maximum period of one year. Prior to reissuing new badges, all old badges must be returned to 31 SFS, Pass and Registration for destruction. The Mission Owner Personnel shall provide escort while the contractor employees commence performance, but it is still expected that the vendor shall commence the procedure for undergoing the investigation for all assigned personnel upon contract award.

Vendors should consider this added cost when proposing their prices for this requirement, as it is not the Government’s intention to provide an additional equitable adjustment for this concern after award. The Government does not expect the vendor to submit all of their personnel for this background check, but sufficient individuals should be certified to ensure a smooth flow of operations.

1.5.3. Vetting Procedure for Background Checks. Prospective vendors shall coordinate documentation in a timely manner to allow appropriate background investigations and checks to be conducted on personnel attempting to access military installations in the Republic of Italy. While a full review shall be conducted at the pre-performance conference at time of contract award, vendors shall need to transmit information regarding employees at the earliest opportunity, to ensure timely processing of base access passes. The following Air Force Instructions: s AFI 31-501 Section 3.2 and USAFE31-208 Sections C, D, and E, may be used as a guide to illustrate the Air Force’s policies for base installation access.

SECTION II

SERVICES SUMMARY & QUALITY CONTROL

2.1. Service Summary. The contractor service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. The SS and the contractor’s QCP provide information on contract requirements, the expected level of contractor performance, and the expected method of government Inspection/Acceptance of services provided. These thresholds are critical to the mission success. Procedures are set forth in Federal Acquisition Regulation clause FAR 52.212-4(a), Contract Terms and Conditions-Commercial Items, Inspection/Acceptance, and will be used to remedy all deficiencies.

Table 1. Performance Services Summary

Performance Objectives PWS Ref.

Performance Threshold Remedies

The contractor shall supply the Contracting Officer and a Mission Owner a list of all officials and their certifications no later than two weeks prior to the start of each sport season. The contractor shall maintain records of each individual’s training and certifications.

1.2.1

95% compliance per each sport season.

Consideration in the case sports season gets postponed or re-performance at no additional cost to the government.

Contractors shall enforce the rules of the sports they officiate and adhere to standards identified in each rule book. 1.2.2.

100% compliance. Re-performance at no additional cost to the Government

Officials will attend a scheduled sports clinic, at least one-week prior to start of each sport season. 1.2.4.

100% compliance.

Zero missed scheduled meetings.

Re-performance at no additional cost to the Government

The contractor shall meet with the sports director for each sports program at least 30 days prior to the start of each sports season.

1.2.5.

100% compliance.

Zero missed scheduled meetings.

Re-performance at no additional cost to the Government

The contractor shall schedule the officials for the games the first Monday of every month. 1.2.8.

100% compliance.

Zero missed scheduled meetings.

Re-performance at no additional cost to the Government

The officials shall be at the proper location for the scheduled game, fifteen

(15) minutes before game time, ready to officiate (including scorekeepers and timers).

1.2.10

95% compliance per month.

Re-performance at no additional cost to the Government or monetary deductions for no-show.

Officials shall wear proper uniforms and have appropriate personal protective equipment in their possession at each game

1.2.10 100% compliance. Re-performance at no additional cost to the Government

The contractor must provide the minimum number of required personnel

1.2.14.

100% compliance. Re-performance at no additional cost to the Government or monetary deductions for no-show.

No official shall be allowed to officiate a game/match under the consumption of alcohol or drugs. 1.2.18

100% compliance. Re-performance at no additional cost to the Government or monetary deductions for no-show.

Scorebooks and score sheets shall be submitted to the Government representative before 1000 hours the next duty day, or dropped off in a mutually agreed upon place after the game/match.

1.2.19

No more than three, (3), delinquent log books per sport officiated, per month.

Consideration shall be considered in the event it happens.

The contractor shall provide a contract manager who shall be responsible for the performance of work.

1.4.1.

100% compliance. Consideration shall be considered in the event it happens.

2.2. Quality Assurance. The government will evaluate the contactor’s performance under this contract.

Government personnel will record all surveillance observations. The contractor shall attend meeting approximately once a month to discuss performance. QAP will coordinate location, date/time with contractor.

2.3. Inspection / Acceptance. The government is responsible for the inspection and acceptance of services authorized. All work shall be accomplished in a timely and professional manner. Work, which does not conform to the specifications contained herein, will be justification for rejection. Correction of any deficiency shall be at no cost to the United States government or the Aviano AB Fitness Center.

2.4. Contractor’s Quality Control Plan (QCP). The contractor shall develop and maintain a Quality Control Plan (QCP) to ensure the service, as identified in this Performance Work Statement (PWS), is performed in accordance with PWS and in accordance with commonly accepted commercial practices. The contractor shall develop and implement the procedures to identify, prevent, and ensure nonperformance and continual repeats of defective services does not occur. As a minimum, the contractor shall develop quality control procedures addressing the areas identified in Section II, Services Summary. The contractor shall establish and maintain a complete QCP that ensures services are performed and maintained in accordance with the contract, all applicable laws and regulations and reach the objectives stated in the PWS in accordance with the requested delivery schedule. The QCP shall address all aspects of quality, to include the responsibility for surveillance/inspections, description of records to be kept, and corrective actions to be taken as a remedy for unsatisfactory performance. A copy of the QCP shall be submitted with the contractor’s offer. Any changes to the QCP shall be provided to the CO for approval prior to implementation.

2.5. Periodic Inspections/Surveillance Activity. This method requires the Mission Owner to use a “spot check” style evaluation based on the contractor’s Quality Control Plan provided with the quote and the weekly checklist provided to the Mission Owner POC within five (5) calendar days from the beginning of each month. Periodic inspections will be conducted on a scheduled basis (daily, weekly, or monthly) and may be adjusted based on the contractor’s quality trends. The QCP shall be used by the Mission Owner to schedule inspections/surveillance activity and resulting documentation. Any unsatisfactory inspection result (requirement deficiency, discrepancy, accomplishment) shall be reported and the contractor must re-perform the service promptly after notification and in accordance with the Services Summary. Failing to meet the performance threshold for any of the established performance objectives in any observation period shall result in the Mission Owner’s Contract Deficiency Report sent to the Contractor and/or in a letter of concern sent from the CO to the contractor. In turn, the CO will take any required action, if deemed necessary, and in accordance with the Services Summary Remedies.

2.6. Complaints. The contractor will respond to written concerns or complaints received by the contracting office.

(Note: Response is an action designated to correct or clarify a situation under question.) The contractor will provide the contracting officer a written response within 5 working days from the day the concern or complaint was received.

SECTION III

GOVERNMENT-FURNISHED EQUIPMENT

3.1. GOVERNMENT-FURNISHED EQUIPMENT

3.1.1. Facilities. There are no Government-Furnished Facilities provided under this contract.

3.1.2. Equipment. The Government shall provide scoreboards/logbooks. The Government shall also provide scorecards/logbooks, and shall provide this equipment as outlined in the individual delivery orders. Officials need to pick up and drop off sign- in sheets and six (6) part folder during season.

3.1.3. Schedule. The government will provide the official(s), with a schedule of games and tournaments at least one week prior to scheduled games/season.

Standard Sport Season

Table 1. Standard sport season per month

STANDARD SEASON F. Football Basketball Volleyball Softball Soccer

OCTOBER X

NOVEMBER X X

DECEMBER X

JANUARY X

FEBRUARY X

MARCH X

APRIL X X

MAY X X

JUNE X X

JULY X

AUGUST X

SEPTEMBER X