1._PWS.pdf

PERFORMANCE WORK STATEMENT (PWS) SPORTS OFFICAL CONTRACT AT

GERRITY FITNESS CENTER TINKER AFB

DATE: 16 MAY 2017

I. DESCRIPTION OF SERVICES

1. Scope of Work. The contractor shall, except as specified in this Performance Work Statement (PWS) as government furnished property or services, provide all personnel, supervision, and any items and services necessary to perform sports officials services at Tinker Air Force Base and conform to the professional standards identified in this contract, and shall follow all applicable instructions and directives as identified by this PWS. Contractor shall provide services for sports program unless instructed otherwise by the Fitness

Center Director (FCD) and/or Sports Director (SD), and/or assigned Contract Officer Representative (COR).

Contractor tasks include, but are not limited to, the following: uniforms, transportation, equipment and incidentals at TAFB for Intra/extramural, (Basketball, Soccer, Flag Football, Softball, Volleyball) and men’s

Varsity Basketball and Softball in accordance with this PWS. The estimated quantities of work are listed in

Technical Exhibit 2, Workload Estimates. The contractor shall submit reports and documentation as identified throughout this PWS. Requests for such reports and documentation and responses shall be coordinated through the government point of contact (POC). The RULES GOVERNING PLAY OF

EACH IDENTIFIED SPORTS AND ANY REVISIONS THAT MAY FOLLOW are mandatory minimum standards incorporated into this PWS and are required to be met in performing all services/tasks in all aspects of this contract.

2. Program Overview. The Tinker AFB Gerrity Fitness Center provides sporting programs to meet the needs of Department of Defense (DOD) personnel who frequent the facility.

a. Customer Eligibility. The primary customers at The Gerrity Fitness Center are active duty military members. Secondary customers are active duty military dependents, reservists, retired military and dependents, DoD civilian personnel, and contractors, along with authorized guest personnel of eligible members.

3. Operational Requirements and Specific Tasks.

a. Officials. All officials shall be registered and certified and shall have 1 year experience in the sport they are calling. A copy of the certification will be forwarded to the TAFB Sports Director (SD) by the contractor at time of the award and prior to officials officiating any scheduled game. If this is not accomplished and season has to be postponed, contractor pay will be reduced until requirement is met.

(1). Basketball – Registered with and certified by Oklahoma Secondary School Activities

Association (OSSAA).

(2). Softball - Registered with and certified by Oklahoma Secondary School Activities

Association (OSSAA) or the United States Specialty Sports Association (USSSA).

(3). Flag Football - Registered with and certified by the Oklahoma Secondary School Activities

Association (OSSAA) or previously agreed upon organization.

(4). Soccer – Registered with and certified by United States Soccer Federation, FIFA or the

Oklahoma Secondary School Activities Association (OSSAA).

(5). Volleyball- Registered with and certified by the Oklahoma Secondary School Activities

Association (ISSAA)

b. Reporting. Officials shall report to the QAP, designated athletic field and/or gymnasium, or registry in uniform prepared and capable to perform their duties a minimum of fifteen (15) minutes prior to game start time.

(1). The Gerrity Fitness and Sports Center reserves the right to contact the vendor for replacement if the official(s) fail to report by game start time.

(2). Uniforms worn by officials will be in compliance with their governing association or one approved by the S D. Officials will also have in their possession all equipment required by the sport when reporting for duty.

(3). The FCD, or SD (an agent acting in his/her behalf), has the authority to remove any official from officiating in the TAFB sports program he deems unqualified.

(4). Any and all protests will be handled by the FCD or SD and the president or Head official of the Association.

(5). Contractor shall be notified two hours prior to game time on the day of event for cancellation or schedule changes. Contractor shall not be paid for games when notified by above criteria.

(6). If less than the above numbers of officials are present, the contractor shall proceed with the game. If the game is played with less than the above number of officials and/or scorekeeper and/or scoreboard/clock operator, the contractor shall be paid only for the actual number of officials/personnel working the game. In addition, if an official and/or scorekeeper and/or scoreboard/clock operator arrives after the game(s) begins, the pay shall be ½ of the established rate and the contractor file will be documented as to the reason for non-compliance with this contract. Should this action be determined to be “excessive” by the Sports Director (SD), recommendation for termination will be provided to the

Contracting Officer. (CO)

(7). When there is a forfeit due to one team having less than the required number of players, the team having the required number of players may conduct a scrimmage game which will be officiated, if requested.

(8). When the last game/games of the night is/are forfeited for any reason, the contractor will receive pay for only the number of games actually officiated.

(9). Contractor representative and/or official shall turn-n all issued equipment and game report sheets after last scheduled game is complete

c. Scorekeepers. If NO scorekeeper is used, the officials(s) shall pick up and return all equipment to the

Fitness Center, unless otherwise stated in the Bylaws.

d. Scheduling. The Gerrity Fitness & Sports Center (GFSC) will have sole authority to schedule/reschedule/postpone games or cancel games except for inclement weather or safety reasons after a game has started. The GFSC shall provide a copy of game schedule to contractor.

(1). Rescheduling of games will be accomplished when/if necessary as dictated by TAFB operations.

(2). If the contractor fails to provide the appropriate number of officials/score keepers/time keepers for a scheduled game, then the contractor will have deducted the amount of the missed games from their next invoice. For example, if the contractor is supposed to provide four officials (two refs, one time keeper, & one score keeper) but only the two refs and a score/time keeper show, then not only will the contractor not be paid for the missing official BUT then the amount that they would have been paid will be deducted from their next invoice. PLEASE NOTE: This is not meant to punish the contractor but rather to encourage the contractor to make sure that all personnel that are supposed to work a game show up and provide the service that they agreed to provide.

e. Rules Governing Play.

(1). Basketball – National Collegiate Athletic Association (NCAA) for Adult and Tinker AFB by-laws.

(2). Softball –USSSA or ASA and current Tinker AFB Slow Pitch Softball by-laws.

(3). Flag Football – United States Flag & Touch Football League (USFTL) and Tinker AFB

Flag Football by-laws.

(4). Soccer – Federation Internationale de Football Association (FIFA) and Tinker AFB Soccer by-laws.

(5). Volleyball- United States Volleyball Association (USVBA) and Tinker AFB Volleyball by-laws.

(6). If a conflict exists between subject rules and bylaws, the TAFB bylaws will dictate.

h. End of Month Reports. Invoices shall be submitted monthly. Officials and/or scorekeeper and/or scoreboard/clock operator will sign score sheets and verify scores for each game played. Invoices shall reflect the actual number of games played and the actual number of officials used in each game. Upon receipt of the score sheets with acceptable invoices attached, the FCD or SD will certify that amounts submitted are equal to games played then the contractor shall forward them for payment.

i. Government Provided Equipment. Game-specific sports balls, scorebooks, game report sheets, and game clocks.

4. WASTE MANAGEMENT. The contractor shall assist the government by complying with the base re-cycling program. This may require segregating reusable/recyclable waste materials by type. The government shall retain ownership of all reusable waste materials. Non-reusable waste materials (trash and garbage) will be removed from the facility by a government-approved method.

a. HAZMAT. All HAZMAT materials brought on the base must go through HAZMAT Pharmacy.

b. Trash. All trash must be taken to the dumpsters a soon as they are taken from the trash can. No trash or card board boxes will be place on the floors longer than 10 minutes. This is to prevent a safety hazard. The back loading dock is not a trash collection point and must be kept clean at all times.

5. Contractor’s Quality Control Program. The contractor shall establish, through an independent function, a quality program that shall encompass all aspects of the contract. The contractor shall implement the quality program in accordance with the Quality Program Plan (QPP). The QPP shall include the following:

a. Quality Control (QC). The contractor shall develop and maintain a QC inspection system that encompasses all functions of the contract. The QC inspection system shall satisfy the requirements in the Inspection of Services clause in the Request for Proposal (RFP) and resultant contract and shall be designed to keep the Contractor’s management informed of all issues affecting quality. The QC records of inspections shall indicate the nature and number of observations made the number and type of deficiencies found, and the nature of corrective action taken as appropriate.

b. Quality Assurance (QA). The contractor shall develop and maintain a QA program ensuring the

Government’s interests are protected. Through a clearly separate entity this function shall assure all aspects of the contract to include the QC inspection system. Personnel performing the QA function shall be independent of site management and have sufficient, well-defined responsibility, authority, and the organizational freedom to identify and evaluate quality problems and to initiate, recommend, or provide solutions.

c. Quality Control Records. The contractor shall maintain adequate records of all audits and inspections. The QA records shall indicate the nature and number of observations made, the number and type of deficiencies found, and the nature of corrective action taken as appropriate.

d. Quality Status Reports. Quality Status Reports (QSR) shall be generated on a monthly basis.

Details of audits and inspections accomplished, significant deficiencies noted, trend analysis of contract performance and current status of all issues yet to be resolved shall be provided. QSRs shall be distributed to the contractor’s program management and government representatives concurrently. At a minimum, the QSRs must include metrics which verify whether the performance standards in the Service

Delivery Summary have been met.

e. Corrective Action. The QA function shall ensure that timely and effective corrective action is obtained for all deficiencies identified by the government. All deficiency responses shall include identification of the cause of the deficiency to preclude recurrence and an analysis of the quality program’s effectiveness in the area of the deficiency.

f. Training Program. The QA function shall develop and maintain a training program designed to ensure all contractor personnel are clearly aware of the contractual requirements and are current with any changes throughout the life of the contract.

g. Special Inspections. The QA function shall conduct special inspections at the contracting officer’s or site commander’s written request. Results of the inspection or audit will be provided, in writing, in a timely manner.

h. Management Involvement. Personnel performing management functions shall have distinct, well-defined duties, and responsibilities within the quality program.

i. Inspection Instructions. Inspection, auditing, and testing shall be prescribed by clear, complete, and current instructions. The inspection instructions shall include the specific criteria for approval and rejection of services that will be used in each inspection or audit; checklists may be used for this purpose. The contractor’s inspection instructions shall be documented and shall be available for review by the government representatives throughout the life of the contract. The contractor shall notify the on-site government representatives in writing of any changes to his inspection instructions.

j. Quality Control. The contractor shall develop, submit for contracting approval, and maintain a quality control program to ensure the requirements of this contract are performed in accordance with established standards. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. As a minimum the contractor shall develop quality control procedures addressing the areas identified in the Service

Delivery Summary. The contractor shall make appropriate modifications (at no additional cost to the government) and obtain acceptance of the plan by the CO. The Air Force shall reserve the right to determine contractor QCP’s unacceptable at any time during contract performance.

If a QCP is found to be unacceptable at any time during after initial acceptance, the contractor shall be notified and the CO will take action to enforce the Inspection of Services clause requiring an inspection system acceptable to the government.

6. Phase-In. The contractor shall provide a complete phase-in plan to ensure a smooth transition in the change of work effort. The plan shall be submitted to the contracting officer as part of the proposal.

a. Continuation of Essential DoD Contractor Services During Crisis: The contractor shall establish and provide a written plan to ensure continued support during a crisis in accordance with

Defense Federal Acquisition Regulation Supplement (DFARS) Clause 252.237-7023 which is incorporated in full text in the contract. This plan shall be submitted with the contractor’s proposal.

7. Health and Safety on Government Installations: In performing work under this contract on a

Government installation, the contractor shall comply with federal, state and local regulations and AFI 91-203 Air

Force Consolidated Occupational Safety Instruction as established by this contract and Appendix C. The contractor shall notify the CO of any injuries that occur to contractor personnel while on the installation. The contractor shall notify the CO of damage to government property or equipment during the execution of the contract.

8. Voluntary Protection Plan (VPP): Tinker AFB is in the process of pursuing VPP recognition or has already been recognized under the Occupational Safety and Health Act (OSHA) Voluntary Protection Plan

(VPP). VPP impacts all "applicable contractors" operating on Air Force Installations. (Applicable contractors are contractors which have completed one-thousand (1000) hours or more at Tinker AFB within three (3) months on the same contract.) It is the contractor's responsibility to ensure its employees and managers have a comprehensive understanding of VPP as well as full compliance with OSHA requirements. Contractor shall follow the safety and health rules of the installation, OSHA and this PWS. Detailed information on VPP is available on the OSHA website at http://www.osha.gov/dcsp/vpp/index.html.

The contractor shall provide their Total Case Incidence Rate (TCIR), their Days Away Restricted and/or Transfer

Case Incident rate (DART) rates and their OSHA Form 300A and annually to the CO and the COR for consolidation and submission as part of the installation's annual VPP Safety and Health management report.

TCIR and DART rates are due by the 15th of January of each year. However, if the contract expires before

January 15th than the contractor shall submit their 300A log, TCIR and DART rates by the end of the contract period of performance.

The contractor shall be responsible for compliance with the OSHA (Public law 91-596). The contractor shall submit a Safety and Health Plan (SHP) and corresponding site safety checklist to the CO and the COR ten (10) work days after contract award. The contractor's SHP shall include appropriate measures to ensure the contractor reacts promptly to investigate, correct and track alleged safety and health violations and uncontrolled hazards in the contractor work areas. The contractor shall comply with the contractor’s SHP.

The contractor shall identify in the SHP processes and procedures used to track compliance with the SHP, and the process and procedures which shall be used to correct violations

The contractor's SHP shall demonstrate a management commitment to employee safety and health and shall identify the application of the SHP to subcontractors. (If applicable)

The contractor's SHP shall: identify the roles and responsibilities of the following individuals; management, supervisors, employees and safety coordinator.

The contractor's SHP shall, identify applicable safety rules and regulations, and shall include a worksite hazard analysis to include base-line hazard identification and required control measures.

The contractor's SHP shall, include a job site analysis to include hazard of tasks required to control measures, identify employee safety and health training requirements and the documentation process.

The contractor's SHP shall include a workplace inspection frequency to include identifying the individual conducting the inspections and shall include employee hazard and mishap reporting procedures.

The contractor's SHP shall identify individual(s) responsible for corrective hazards, and shall identify first aid and injury procedures, procedures for accident investigation and reporting, identify emergency response procedures and identify the process for tracking controlled hazards in contractor work areas.

The primary contractor shall be responsible for establishing these requirements for all subcontractors who qualify as applicable contractors meaning they are working on Tinker AFB for a minimum of one- thousand

(1,000) hours in three (3) months under the same contract.

The Contractor shall submit the TCIR, DART rates, and OSHA Form 300A annually to the COR/CO.

Information provided in the TCIR, DART rates, and OSHA Form is contract specific and due by the th of January of each year.

The Contractor shall submit a Safety and Health Plan and corresponding site safety checklist to the

COR/PCO ten (10) business days after award.

9. Emergency Procedures: Contractor employees shall follow the direction of Government employees in regards to emergency procedures, i.e. fire, tornado, active shooter, bomb threats. It is the responsibility of the contractor to provide guidance, training and establish procedures for responding to emergency for their http://www.osha.gov/dcsp/vpp/index.html employees. It is the contractors' responsibility to account for their employees following an emergency evacuation. Contractor Personnel shall participate with Government personnel in all fire and tornado drills and no additional cost to the Government.

II. SERVICE DELIVERY SUMMARY

Performance Objective PWS paragraph Performance

Threshold

1. Officials are scheduled in accordance with the game(s) schedule provided by sports director

I.3.d

100% of scheduled games

2. Contractor representative and/or officials turn-in game report sheets accurately completed .

I.3.b.9 and

I.3.h

100% of the time

3. Comply with governing rules assigned for each individual sport

I.3.e

100% of the time

4. Satisfy guests in timeliness of service and courteousness of employees

I.1 100 % of the time

5. Provide official’s certification(s) to sports director annually I.3.a 100 % of the time

6. Reconcile game report sheets and monthly invoice I.3.h 100 % of the time

7. Provide COR with accurate invoice on first submittal I.3.h 100 % of the time

5. Acts of God. The contractor shall use reasonable diligence to provide a regular and uninterrupted supply of service, but shall not be liable for damages, breach of contract or otherwise, to the government for failure, suspension, diminution, or other variations of service occasioned by or consequence of any cause beyond the control of the contractor, including but not limited to acts of God or of the public enemy, fires, floods, earthquakes, or other catastrophe; strikes; of failure or breakdown of transmission or other facilities. If any such failure, suspension, diminution, or other variation of service shall aggregate more than 48 hours during any billing period hereunder, an equitable adjustment shall be made in the monthly billing specified in this contract.

6. According to the Inspection of Services Clause: The government will evaluate the contractor’s performance under the contract. The identification of the COR, with a brief resume of their duties and authority under this contract will promptly furnish to the successful bidder. The government representative will evaluate the contractor’s performance through inspections. The government representatives will evaluate the contractor’s quality control program. The government representatives may inspect each task as completed or increase number of quality assurance inspections if deemed appropriate because of repeated failures discovered during quality assurance inspection or because of repeated customer complaints. Likewise, the government may decrease the number of quality assurance inspections if performance dictates. The Contracting Officer shall enforce the inspection of services clause in accordance with the contract terms and conditions for the contractor’s failure to perform satisfactory services or failure to correct non-conforming services. The Food Service Officer will evaluate the contractor’s performance once every 3 months using AF FORM 1038 and the guidelines on AFMAN 34-240.

7. Performance Evaluation Meetings. The contract manager may be required to meet at least weekly with the COR and the CO during the first month of the contract. Meetings will be as often as necessary thereafter as determined by the CO. The written minutes of all performance evaluations meetings shall be prepared by the government and signed by the contract manager, CO, and COR. Should the contractor non-concur with the minutes; the contractor shall so state any areas of non-concurrence in writing to the CO within 10 calendar days of receipt of the signed minutes. The minutes will be included in the contract file.

TECHNICAL EXHIBIT NUMBER 1

GAME OFFICIAL’S MANNING

REQUIREMENTS GERRITY FITNEE CENTER

1) Intramural Basketball (250 games) - Two officials, ONE scorekeeper and ONE

Scoreboard/clock operator

2) Soccer (50 games) – Three officials and NO scorekeeper per game

3) Flag Football (90 games) – Three officials and NO scorekeeper per game.

4) Intramural Softball (350 games) - Two officials and NO scorekeeper per game.

5) Intramural Volleyball (50 games) Two officials and NO scorekeeper per game

6) Men’s Varsity Basketball (12 games) Three officials and ONE scorekeeper per game.

TECHNICAL EXHIBIT NUMBER 6

APPLICABLE PUBLICATIONS and FORMS

Publications and forms applicable to this Performance Work Statement (PWS) are listed below. The contractor shall follow those publications to the extent (that is, the specific procedure in a paragraph, section, chapter or volume) specified in the PWS. The contractor shall be guided by those coded advisory to the extent necessary to meet requirements in this PWS. At the start of the contract, the government provides all publications and forms listed. The Government may issue supplements or amendments to listed publications from any organizational level during the life of the contract. The contractor shall keep all issued publications up-to-date. The contractor shall immediately implement those changes in publications that result in a decrease or no change in the contract price. Before implementing any such revision, supplement, or amendment that will result in an increase in contract price, the contractor shall submit to the administrative contracting officer (ACO) a price proposal for approval. Price proposals shall be submitted within 30 calendar days from the date the contractor receives notice of the revision, supplement, or amendment giving rise to the increase in cost of performance. The Government will consider changes in the contract price due to supplements and amendments shall be considered under the

“Contract Terms and Conditions-Commercial Items” clause. The Government will continue to supply the

Government forms needed for daily operations. Upon completion of the contract, the contractor shall return to the Government all issued publications and unused forms.

PUBLICATIONS CODE:

AFI ---------Air Force Instruction.

AFMAN---Air Force Manual.

AFP---------Air Force Pamphlet.

AF Form----Air Force Form.

DD Form---Department of Defense Form.

DEPARTMENT OF DEFENSE and AIR FORCE PUBLICATIONS

Mandatory (M)

Number Date Title of Directive Or Advisory (A)

DoD 5500-7-R 8-30-93 Ethics Standards A

Change 1 11-2-94

AFI 64-106 3-25-94 Air Force Industrial Labor Relations Activities M

DoD 4161.2-M 12-12-1991 Property manual M

OTHER DIRECTIVES:

TAFB Sports By-laws

NCAA for Adults By-laws

USSSA or ASA and TAFB Slow Pitch Softball By-laws

United States Flag & Touch Football League and TAFB Flag Football By-laws

Federal Internationale de Football Association and TAFB Soccer By-laws

United States Volleyball Association and TAFB Volleyball By-laws

AIR FORCE FORMS:

TAFB 72 FSS Customer Comment Cards