PWS SPORTS OFFICIALS 2025.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

SPORTS OFFICIALS &

SCOREKEEPERS

14 January 2025

1. DESCRIPTION OF SERVICES

1.1. SCOPE OF WORK. Contractor shall provide/furnish all labor, tools, equipment, uniforms, material, supervision and transportation necessary to provide sports officiating and scorekeeping services at Kirtland Air Force Base for all Intramural and Varsity sports and any special events as defined in this performance work statement. Except as specified in Section 3- Government Furnished Equipment and Facilities.

1.2. AREAS OF RESPONSIBILITIES. Sports to be officiated are intramural basketball, volleyball, soccer, softball and flag football (to include pre-season games if necessary), varsity sports and special events. The contractor shall provide the required number of officials, shot clock operators and scorekeepers at each scheduled contest. The term Sports Officials (SO) generally refers to all these positions.

INTRAMURAL VARSITY (OPTION)

Flag Football 2 Officials

1 Linesman

Softball 2 Officials* 1 Scorekeeper

3 Officials* 1 Scorekeeper

Basketball 2 Officials 1 Scorekeeper 1 Timekeeper

3 Officials 1 Scorekeeper 1 Timekeeper

Volleyball 2 Officials** 1 Scorekeeper

3 Officials 1 Scorekeeper

Soccer 2 Officials 3 Officials

* Softball Intramural and Varsity may have a minimum of 1 official/umpire and 1 scorekeeper.

** Volleyball Intramural may have a minimum of 1 official and 1 scorekeeper.

1.2.1 Sports Officials shall wear appropriate professional officiating attire. SO’s shall report to intramural and varsity game sites no later than 15 minutes before game time and be ready to start the game on time.

1.2.2 SO’s shall not participate as players, coaches or team managers within the leagues in which they are officiating.

1.2.3 All SO’s shall be competent and understand all commercial, association and local rules and by-laws in the sport they are officiating. The applicable certificates of all officials shall be submitted to the Fitness Center Director and/or Designated Representative and updated as necessary. SO’s shall be certified for the sport they officiate. Certification organizations MUST be nationally recognized.

1.2.4 SO’s shall comply with Air Force Safety requirements as listed in DAFI 34- 114, and each sports by-law when officiating on Kirtland Air Force Base

(KAFB).

1.2.5 The contractor shall designate a head official in writing and shall submit this information to the Fitness Center Director or designated representative and the Contracting Office two weeks before the start of each season and immediately should changes occur.

1.2.6 The head official shall review scorebooks/score sheets to ensure all the following required information is filled in; date, time, teams playing, officials, timekeeper and scorekeeper names. Other required information includes final scores approval and signature of all officials, timekeepers and scorekeepers at the end of each game.

1.2.7 The head official shall ensure the field lights are turned on at dusk and turned off following last scheduled game of the evening for all outdoor sports.

1.2.8 Scorekeeper(s) shall pick up required equipment and return to the Fitness Center staff after the last game of the night. Fitness center staff members and the scorekeeper(s) shall conduct a joint inventory at the return of the equipment.

1.2.9 SO’s shall report all injuries, protests, ejections and forfeitures to the Fitness Center Director and/or designated representative. Officials shall report any player or coach ejected for unsportsmanlike conduct or inappropriate behavior (as outlined in the bylaws). A detailed description of the situation, listing name, rank, unit and what/why/how shall be entered into the official scorebook/sheet. In the case of an ejection/protest, the head official shall provide a written statement to the Fitness Center Director or designated representative by noon the next calendar day.

1.2.10 SO’s shall abide by the KAFB sports plan and KAFB bylaws. Additionally, officials shall enforce the governing body playing rules (listed in the bylaws).

Officials shall rule on any point, or any situation not specifically covered by the KAFB bylaws or National association rules. The Fitness Center reserves the right to revise bylaws at any time. In the event the bylaws conflict with the SOW, the SOW shall take precedence.

1.2.10.1 Each sport’s by-laws are voted at the coaches meeting, which takes place approximately 2 weeks prior to the start of each sport’s season. The Fitness Center will provide the contractor a copy of the official by-laws after the coaches’ meeting prior to the start of the season.

1.2.10.2 Flag Football- KAFB Fitness Center Flag Football Rules

1.2.10.3 Softball- ASA rules except when modified by KAFB Fitness Center by-laws

1.2.10.4 Basketball- NCAA rules except when modified by KAFB Fitness

Center by-laws

1.2.10.5 Volleyball- USA Volleyball rules except when modified by KAFB

Fitness Center by-laws

1.2.10.6 Soccer- International Football Association Laws of the Game except when modified by KAFB Fitness Center by-laws

2. SERVICE SUMMARY (SS)

2.1. Services Summary Table. The service summary is designed to capture the overall performance requirements for this PWS. This PWS and SS contain six performance items that are of particular interest to the Fitness Center. The Fitness Center Director or designated representative will verify and document all 6 items of interest listed below.

SS Item Number Performance Objective 1 Provide require number of SO’s at each scheduled contest 2 Review scorebooks/score sheets to ensure all required information is documented 3 All officials shall be certified in the sport in which they are officiating 4 All SO’s shall wear appropriate professional officiating attire 5 The SO’s shall report to the game site no later than 15 min prior to game time 6 Safeguarding all government property

2.2 Payment Reduction Formula. Failure by any of the scheduled SO’s to be at the game site by the scheduled starting time will result in a reduction from the contractor’s monthly payment in accordance with the percentages listed below. Fitness Center staff will not be used to back-fill a late or absent SO.

2.2.1 Flag Football- Required number of SO’s is three. Payment for game shall be reduced 33% for each official who does not arrive by the scheduled game time.

2.2.2 Softball- Required number of SO’s is three. Payment for game shall be reduced 33% for each official who does not arrive by the scheduled game time.

2.2.3 Basketball- Required number of SO’s is three. Payment for game shall be reduced by 33% for each official who does not arrive by the scheduled game time.

2.2.4 Volleyball- Required number of SO’s is three. Payment for game shall be reduced by 33% for each official who does not arrive by the scheduled game time.

2.3 Minimum number of Sports Officials. The required number of SO’s for each sport is the minimum number. The government has established a minimum number of SO’s for a game to be played. These minimum numbers benefit the government by reducing the number of cancelled games due to absent officials.

3. GOVERNMENT FURNISHED EQUIPMENT AND FACILITIES

3.1 Facilities. The government will furnish or make available facilities for each sport. The government will provide the maintenance and repair of all playing areas.

The contractor and its employees shall make no alterations to furnished facilities without specific written permission from the Contracting Officer. The government will provide adequate lighting resources for all indoor/outdoor games.

4. CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 Except for facilities designated as government furnished the contractor shall furnish everything needed to perform this contract according to all its terms and conditions.

5. GENERAL INFORMATION

5.1 Contractor Personnel. The contractor shall designate in writing a local manager and alternate that shall have full authority to act for and contractually bind the contractor on all contract matters relating to the daily operation of this contract.

Designation letters shall include contact information such as phone number and email. The contractor shall notify the government of any changes to contact information.

5.1.1 The contract manager or alternate shall be available during normal business hours (0800-1700) and be able to meet the day of notification to discuss any problem areas.

5.1.2 The government reserves the right to contact officials for short notice cancellation due to inclement weather, military related commitments or acts of God.

5.1.3 The contract manager and all employees shall be able to fluently read, write, speak and understand English. The government reserves the right to deny base access to any contractor employee who is identified as a potential threat to the health, safety, security general well-being or operational mission of KAFB and its population.

5.1.4 The contractor shall not hire uncertified officials on this contract.

Certificates for all SO’s shall be submitted to the Fitness Center Director or designated representative prior to each sports season.

5.1.5 The contractor shall provide KAFB with a schedule of assigned SO’s prior to each season.

5.1.6 No SO shall work a game if it is apparent he/she has been consuming alcoholic beverages or controlled substances. At no time shall an official consume alcoholic beverages or use tobacco products in and around the playing area.

5.1.7 SO’s shall not engage in arguments or behave in an unprofessional manner during, prior or after scheduled games.

5.1.8 SO’s shall be no younger than 18 years of age.

5.2 SCHEDULE OF WORK.

5.2.1 The Fitness Center shall provide the contractor with a schedule of game locations, dates and times of contests no later than two weeks prior to the first scheduled competition of that scheduled sport. Schedules are subject to change due to inclement weather, acts of nature and military requirements. The fitness center shall notify the contract manager and alternate no later than 48 hours prior to the first rescheduled competition.

5.2.2 Intramural and Varsity game times limits will be set withing the Kirtland AFB Fitness Center by-laws.

5.3 HOURS OF OPERATION.

5.3.1 East Fitness Hours of Operation are as follows: Monday-Thursday 5am-8pm, Friday 5am-7pm, Saturday/Sunday 8am-4pm.

5.3.2 The contractor is not required to provide services on the following federal holidays:

New Years Day, MLK Day, Washington’s Birthday, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day.

5.3.3 Officials may be required to work on weekends as scheduled or due to make-up contests. Cancelled or postponed contests may also be added to the end of the schedule, extending the season schedule.

5.4 QUALITY ASSURANCE

5.4.1 The government will periodically evaluate the contractor’s performance against the standards set forth in this PWS.

5.4.2 The government is responsible for the inspection and acceptance of services provided. All work shall be accomplished in a timely and professional manner. Work that does not conform to the statement of work may be justification for rejection of monthly invoice. Correction of any deficiency shall be at no additional cost to the contract.

5.4.3 The contractor shall respond to written concerns or complaints from the contracting office. The contractor shall provide the contracting office a written response within five business days from the day the concern or complaint is sent.

5.5 QUALITY CONTROL

5.5.1 The contractor is required to maintain a quality control program and ensure contract services are performed in accordance with this PWS. The PWS quality control program shall identify and implement procedures to ensure the elimination of defective services. The quality control program shall be revised as required or when consecutive discrepancies are noted. The quality control program shall be reviewed by the government for the following-

5.5.1.1 Clear, complete and current inspection instructions

5.5.1.2 Specific criteria for approval and rejection of services

5.5.1.3 Adequate record keeping of nature and number of deficiencies and corrective action taken.

5.5.1.4 A copy of the Quality Control Plan shall be submitted to the contracting officer within 10 business days after contract award. The contracting officer shall review and accept the document or return it to the contractor for revision.

5.5.1.5 After acceptance of the Quality Control Plan, updated copies shall be provided to the contracting officer as changes occur. The contracting officer shall review and accept the update or return it to the contractor for revision.

5.6 CANCELLATIONS.

5.6.1 The Fitness Center reserves the right to cancel all contests. If the contest is cancelled and the contractor is notified verbally no later than 4 hours prior to the start time, the government will not be obligated to pay for the cancelled game(s) except as provided in 5.5.5 below.

5.6.2 If the contest is cancelled within four hours of the start time (or the first schedule contest in a series of contests) the government will pay the contractor for one (the first) contest.

5.6.3 When field or weather conditions warrant, the SO’s may cancel all scheduled contests on that night and notify all SO’s and Fitness Center Staff.

5.6.4 SO’s shall have the authority to postpone any contest due to inclement weather, suitability of the playing field, or emergencies such as military recalls/alerts.

5.6.5 Officials shall have the authority to cancel or call contest forfeiture due to gross misconduct and/or no show/tardiness of teams scheduled. The exact cause of cancellation must be recorded in score book/sheet.

5.7 SECURITY REQUIREMENTS.

5.7.1 All personnel employed by the contractor in the performance of this contract, or any representative of the contractor entering the government installation, shall abide by the security regulations of the installation in accordance with KAFB Instruction 31-101, Installation Security Program.

5.7.2 The contractor shall be responsible for safeguarding all government facility and sports equipment provided by intramural, varsity and special event sports play from damage by participants and onlookers (ex- outside storage areas, score board panels, sports equipment, etc.). At the end of each work period, all government equipment and materials that were provided shall be returned to the Fitness Center.

5.8 BASE SPORTS PLAN.

The schedule below is estimated. The Fitness Center will provide firm dates.

Basketball: Jan-Mar, Volleyball: Mar-Apr, Soccer: Apr-May, Softball: June-Aug, Flag Football:

Aug-Sept

5.9 CONTRACTOR FULL-TIME EQUIVALENT REPORTING.

IAW the implementation of the FY 11 NDAA Section 8101, Contractor Inventory. The contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. Reporting inputs shall be for labor executed during the period of performance for each government fiscal year of the contract, 1 October through 30 September. All data shall be reported no later than 31 October of each calendar year.