Performance_Work_Statement_FINAL_(7_Dec_18).pdf

Page | 1

UNITED STATES SPECIAL OPERATIONS COMMAND (USSOCOM)

SPECIAL OPERATIONS CHIEF OF STAFF (SOCS)

WARRIOR CARE PROGRAM (WCP)

2019 DEPARTMENT OF DEFENSE WARRIOR GAMES PERFORMANCE WORK

STATEMENT (PWS)

7 December 2019

Page | 2

1.0 General

1.1 Background: The Warrior Games Athletic Competition was created in 2010 as an introduction to Paralympic sports for wounded, ill, and injured Service Members and Veterans. From

2010–2014 Warrior Games Athletic Competition were hosted by the U.S. Olympic

Committee and supported by the U.S. Department of Defense (DoD). Since

2010 the Warrior Games continue to be supported by a number of benevolent organizations, private industry, communities and individuals, who have given their resources to make the event memorable for the service members and their families.

Beginning in 2014, the Services took responsibility for hosting the Warrior Games at a venue selected by their leadership. In 2015, the Marine Corps hosted the Games at Quantico

Marine Corps Station in Virginia. In 2016 the Army hosted at the US Military Academy at

West Point. In 2017, the Navy hosted the Games in Chicago. In 2018, the Air Force hosted at the United States Air Force Academy (USAFA) in Colorado Springs, CO.

The 2019 Warrior Games will be hosted by the US Special Operations Command (USSOCOM) at venues throughout the Tampa, FL community. Wounded, ill and, injured athletes from the

US Army, US Marines, US Navy, US Air Force, USSOCOM, and partner nations will compete for the gold in archery, cycling, wheelchair basketball, shooting, swimming, track and field, wheelchair rugby, wheelchair tennis, golf, powerlifting, indoor rowing, and sitting volleyball.

The competition is a springboard for many Service Members and Veterans to continue participating in sports programs in their communities. Since the inception of Warrior Games there has been a significant increase in sports program participation by wounded, ill, and injured service members. There has also been a growing interest in communities to support the recreational and sports activities for wounded, ill and injured service members which has benefitted the entire community of disabled persons.

2.0 Scope/General Information

2.1 Description of Services/Introduction: This is a non‐personal services contract to provide support for the 2019 Warrior Games, led and hosted by USSOCOM in support of DoD and international competitors within the 2019 Warrior Games Athletic Competition. The

Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. The Warrior Games event is an

ADA‐compliant (Americans with Disabilities Act) event. Assumptions include approximately

10% of Warrior Games athletes may require daily wheelchair access and applicable venue accessibility additions/equipment and transportation logistics.

2.2 The Contractor shall provide all non‐personal services, personnel, equipment, supplies, tools, materials, supervision, and other items necessary in support of the Warrior Games Athletic

Competition as defined in this Performance Work Statement except for those items specified as Government furnished property and services. In addition, the Contractor shall provide additional services, subject to the exercise of options (see PWS Section 8.0), to include Sports

Page | 3

Production, Venue Dressing, Transportation, and Video Design/Production. Finally, the

Contractor shall perform to the standards in this contract.

2.3 The 2019 Warrior Games shall feature athletes from the U.S. Department of Defense services

(Army, Navy, Air Force, Marine Corps, and Special Operations) and five international teams

(United Kingdom, Canada, Australia, Denmark, and Netherlands). Each team is limited to no more than 40 athletes total and an approximate 1:1 athlete‐to‐staff ratio.

2.4 The Contractor shall be responsible for the production, execution and support of all events that occur at the 2019 Warrior Games. Additionally, the officiating, recordkeeping and conduct of sporting events shall be within the scope of this contract, and all activities described in this contract shall be supportive of the successful execution of each sporting event. The Contractor shall design, provide, install and operate a system of systems needed to support this PWS. The Contractor shall produce and execute various activities to support the Warrior Games while ensuring a timely and quality presentation.

2.5 The Contractor is expected to manage and provide all support equipment and staff necessary to effectively conduct each athletic event. This includes coordinating the publishing of results, the electronic transmission of results from the Contractor according to the PWS. Results shall also be distributed to personnel such as sport subject matter expects, officials, timers, judges, referees and other staff supporting timely and accurate sports event execution.

2.6 The Contractor is responsible for coordinating with all Warrior Games 2019 venues/facilities to plan, manage, implement and execute all PWS requirements to ensure safe and successful events.

2.7 The Contractor shall maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS and meet associated quality standards and performance requirements.

2.8 Place of Performance: The primary place of performance shall be at the various Tampa, FL

Venues detailed in Attachment 9.1. Planning activities place of performance shall include office facilities near USSOCOM located on MacDill AFB, Florida.

2.9 The 2019 Warrior Games is operating within a strict, limited budget. The Government asks that the Contractor focus on the Event Management and Sports Management objectives as the top two priorities, as they are essential for the success of the 2019 Warrior Games. There is no expectation by the Government for an increase in Sports Production, or even the same level of Sports Production as recent Warrior Games.

3.0 Objectives: The Contractor shall provide the following outcomes in support of the 2019 DoD Warrior

Games Athletic Competition:

3.1 Event Management and Sports Management

3.1.1 Event Management: The Contractor shall provide event management which includes synchronized sports production and sports management throughout the entire execution of Warrior Games 2019. The objective is for the Contractor to support and manage the activities required to execute the Warrior Games in a manner that ensures the events occur on time and are supported in accordance with the plan. Medal ceremonies and presentations are outcome based and therefore the scheduling of medal awards to the athletes shall be directed by the

Warrior Games staff, and not production schedule driven.

Page | 4

3.1.2 Sports Management. The Contractor is expected to manage and provision all support equipment and staff necessary to effectively execute the sports events and support the requirements as approved by the Government. The Contractor shall provide personnel, with appropriate oversight to manage the execution of the 2019 DoD Warrior Games athletic events in accordance with the Warrior

Games plan.

4.0 Government Furnished Property, Equipment, and Services

4.1 The Warrior Games 2019 planning staff will produce a 2019 DoD Warrior Games Rules and

Classifications Document. The initial draft is located as Attachment 9.7. The final version will be provided prior to the initial planning conference.

4.2 Sport / Event Venues: The Government will provide the venues as listed in the table in

Attachment 9.1. Unless otherwise stated, venues only include securing the site for the dates noted in Attachment 9.3 and the Venue Use Agreements.

4.3 Training Week: The Government will be responsible for all requirements regarding the athletic training period prior to Warrior Games competition on 21 June 2019.

4.4 Event Dates: The latest version of the Schedule of Events and 2019 DoD Warrior Games including detailed descriptions of the dates, times, locations, and conduct of each competition sporting and non‐sporting event, is included as Attachment 9.2.

4.5 Strategic Communication

4.5.1 Public Affairs and Marketing – Government will provide and generate public interest, spectator friendly entertainment, and achieve active general public interest in the Warrior Games for current and future events, provide local and national wide‐spread public awareness of the warrior games, Paralympics, and adaptive sports, and develop marketing strategy to achieve local public interest, attendance and spectator participation during athletic events at all venues.

4.6 Defense Media Activity (DMA): DMA is a Department of Defense organization that provides a broad range of high quality multimedia products and services to inform, educate, and entertain audiences around the world. In accordance with their mission, DMA will provide the following services:

4.6.1 DMA Defense Media Operations (DMO):

4.6.1.1 Following initial coordination by the Warrior Games Public Affairs team with Adaptive Athletics representatives for their client service (Navy, USAF, etc.), DMA production teams will reach out directly to the services to produce personality profile/human interest features on one selected athlete and their families/caregivers from each service and

SOCOM.

4.6.1.2 Provision of personality videos/material 5‐6 weeks prior to start of the games (ideally 21 Apr 19).

4.6.1.3 All material produced will go to the Warrior Games DVIDS page for Warrior Games PAO to distribute to their selected outlets in accordance with the Warrior Games Communications Plan.

4.6.1.4 Produced video features will be utilized for advance promotion of Warrior Games, and can be used by each service and DOD on their web and social media sites.

4.6.1.5 All video acquired and produced by contracted entities by DOD is cleared for fair use by the Department of Defense.

Page | 5

4.6.1.6 Provide 7 active duty DMA DMO production personnel onsite during Warrior Games competition events.

4.7 Defense Visual Information Distribution Service (DVIDS): DVIDS is a state‐of‐the‐art, 24/7 operation providing a timely, accurate and reliable connection between the media around the world and the military serving worldwide. Through a distribution hub in Atlanta, GA, DVIDS makes real‐time broadcast‐quality video, still images and print products as well as immediate interview opportunities with service members and subject matter experts. In accordance with their mission, DVIDS will provide the following services:

4.7.1 Use DVIDS to acquire uplink and production capability

4.7.1.1 Switched feed from primary locations (3‐4 cameras)

4.7.1.2 DVIDS truck at track location at the University of South Florida

4.7.1.3 VTec internet switched feed using flyaway kit Tampa Convention Center

4.7.2 Distribution

4.7.2.1 To Warrior Games website via DVIDS https://dodwarriorgames.com/

4.7.2.2 To Defense TV https://defensetv.com/#/video:630148/search

4.7.2.3 To Defense TV App

4.7.2.4 To DGov via DVIDS https://www.defense.gov/

4.7.2.5 To DOD social https://twitter.com/DeptofDefense

4.7.2.6 To DVIDS feature page for marketing internally and externally

4.7.2.7 Uplink for commercial downlink

4.7.2.8 Feed venue video to the Warrior Games Operations Center (use Defense

TV channels over WIFI as delivery method)

4.7.2.9 Local AV Event video feeds will use defense TV over the top box apps over dedicated WiFi as delivery method

4.7.3 Hometown News https://www.dvidshub.net/unit/DMA‐HN

4.7.3.1 DVIDS provide on‐site hometown news interviews with local outlets

4.7.4 Media Repository

4.7.4.1 Media Repository DVIDS feature page serves as the primary landing page for all media associated with Warrior Games

4.7.5 Hometown News https://www.dvidshub.net/unit/DMA‐HN

4.7.6 DVIDS Resources:

4.7.6.1 Satellite truck with 4 camera capability

4.7.6.2 Production kit and thirteen (13) personnel on‐site

4.7.6.3 3 DVIDS personnel on‐site

4.7.6.4 11 MZ uplink to H1 bird

4.7.6.5 IP video delivery from Amalie Arena and Tampa Convention Center

4.8 Joint Operations Center: The Government will provide and coordinate an area in the Tampa

Convention Center designated as the Joint Operations Center (JOC) which will serve as the hub of all Event Management, Sports Management, and Sports Production information. The

JOC will be a space that both the Government and Contractor shall work in throughout the entirety of the 2019 Warrior Games. The JOC facilitates and enables coordination and communication capabilities from start to finish of the 2019 Warrior Games event between all parties involved. The JOC will facilitate timely management and communication to ensure proper safety, security, logistical requirements, medical requirements, contingency requirements, and compliance of all venue and local authority rules for the duration of the event. The Contractor shall be responsible for all materials not provided by the Government per the venue use agreement.

Page | 6

4.9 Joint Support Center: The Government will provide and coordinate an area in the Tampa

Convention Center designated as the Joint Support Center (JSC) which will serve as the hub of all support requirements to include Public Affairs, Protocol, Media, and other service support functions necessary to support Event Management of Warrior Games 2019. The JSC will be a space that both the Government and Contractor shall work in throughout the entirety of the

2019 Warrior Games. The Contractor shall be responsible for all materials not provided by the Government per the venue use agreement.

4.10 Security and Military Force Protection: The Government will provide and coordinate with all local law enforcement. This coordination will ensure all minimum security measures are achieved based off venue and military presence.

4.11 Medical: The Government will provide and coordinate all medical requirements for athletes and spectators. This coordination will ensure all minimum medical measures are achieved based off venue and military presence.

4.11.1 The Government Event Medical Director (EMD) will ensure medical support is available for all Warrior Games competitions and events, including training. The

EMD will be knowledgeable about the type of event, local medical resources and staffing needs especially as it pertains to wounded, ill and injured service members, as well as the expected medical needs of families, DVs, and staff.

4.11.2 The Government will provide all medical supplies/consumables required during training and competition periods.

4.11.3 Prosthetic Adjustment / Repair: The Government will provide qualified/certified/licensed prosthetic adjustment and repair services on‐site for the duration of Warrior Games. All prosthetic repair and massage services will be provided to athletes free of charge.

4.11.4 Sports Massage Services: The Government will provide licensed massage services on‐site for duration of Warrior Games.

4.11.5 Athletic Trainer Services: The Government will provide licensed Athletic Trainers on‐site for the duration of Warrior Games.

4.11.6 The Government will arrange for an ambulance, or ambulances, to be on‐site during competition based off venue, athlete, or spectator requirements.

4.11.7 The Government will provide Sport Equipment repair and service via an experienced adaptive Sport Equipment Mechanic at each applicable venue during training week, sports games, and Demo Sport events.

4.12 Veterinary: The Government will provide and coordinate all veterinary requirements for athlete service dog requirements. This coordination will ensure all minimum service animal measures are achieved based off venue and military presence.

4.13 The Government will be responsible for family activities and services for athletes and their families.

4.14 The Government will provide and distribute all uniforms for athletes and staff. The

Government will set up designated areas to distribute uniforms to participants prior to

Warrior Games competition.

4.15 The Government will provide a welcome reception for the arrival of all athletes, staff, and family members at Tampa International Airport.

4.16 The Government will provide a welcome reception and in‐brief for all athletes and staff during the Practice Week prior to athletic competition.

Page | 7

4.17 The Government will provide sturdy, portable field throws platforms for standing throws specific and para‐seated throws specific competition, tie‐downs and ground stakes, platform ballast, and portable discus cages.

4.18 The Government will provide track relay batons and “host” VI blackout masks.

4.19 The Government will provide swimming “host” VI tappers and blackout googles.

4.20 The Government will provide the following tents, to include set‐up, tear‐down and services for all outdoor venues:

4.20.1 Track and Field

4.20.1.1 Medical: 31’x37’ closed and HVAC cooled with power

4.20.1.2 Athlete Decompression Area: Two 35’x20’ closed and HVAC cooled with power

4.20.2 Wheelchair Tennis

4.20.2.1 Medical: 31’x37’ closed and HVAC cooled with power

4.20.2.2 Athlete Decompression Area: 30’x15’ closed and HVAC cooled with power

4.20.3 Cycling

4.20.3.1 Medical: 31’x37’ closed and HVAC cooled with power

4.20.3.2 Athlete Decompression Area: 31’x37’ closed and HVAC cooled with power

4.21 The Government will provide all Protocol operations with regards to Distinguished Visitor

(DV) personnel. The Government will also provide or coordinate all DV personnel involved with a Medal Ceremony.

4.22 The Government will provide a point of contact for transportation logistics for all transportation requirements throughout planning and athletic competition of Warrior Games

2019. This point of contact will work directly with the Contractor to ensure overall Event

Management and Sports Management requirements are met and achieved.

4.23 The Government will provide a point of contact for food service for all athlete and family member lunch and dinner requirements throughout planning and athletic competition of

Warrior Games. This point of contact will work directly with the Contractor to ensure overall

Event Management and Sports Management requirements are met and achieved.

4.23.1 All water and ice requirements for athletes and Warrior Games 2019 personnel, not to include volunteers or contracted personnel, will be provided by the

Government at a central location ready for distribution.

4.24 The Government will coordinate and provide all medals and awards (including Heart of the Team and Ultimate Champion Awards) for the 2019 Warrior Games.

4.24.1 The Government will provide a point of contact for medals and awards throughout planning and athletic competition of Warrior Games 2019. This point of contact will work directly with the Contractor to ensure overall Event

Management and Sports Management requirements are met and achieved.

4.25 The Government will coordinate and provide a point of contact for the expo who will coordinate with the Contractor regarding overall Event Management. This point of contact will work directly with the Contractor to ensure overall Event Management and Sports

Management requirements are met and achieved.

4.26 The Government will provide and coordinate all updates and developments regarding the website dodwarriorgames.com and all associated social media to reflect real‐time updates of events and results with regards to Warrior Games 2019. This includes the development implementation of a Mobile Application specific to Warrior Games 2019.

Page | 8

4.26.1 The Government will provide a point of contact for website and social media throughout planning and athletic competition of Warrior Games 2019. This point of contact will work directly with the Contractor to ensure overall Event

Management and Sports Management requirements are met and achieved.

4.27 Government Spaces and Equipment:

4.27.1 Facilities: The Government will provide or arrange for office space to include desk(s) and chair(s) as necessary for the Contractor to coordinate their plans with the Warrior Games staff.

4.27.2 Utilities: The Government will provide all fixed utilities within federal facilities.

These utilities shall be available for the Contractor’s use in performance of tasks outlined in this PWS.

5.0 Contractor Furnished Property, Equipment, and Services

5.1 The Contractor shall provide a single point of contact responsible for the coordination of any Government furnished property, equipment and services listed in Section 4.0.

5.2 The Contractor shall furnish all materials, supplies, equipment, facilities, and services required to perform work under this task order that are not listed under Section 4.0 of this

Performance Work Statement.

5.3 The Contractor shall account for all Government property (including Attachment 9.6) and shall maintain accountability for all Government property in accordance with (IAW)

FAR52.245‐1.

5.4 Sport / Event Venues: The Contractor shall utilize the Venue Load‐In and Load‐Out Schedule (Attachment 9.3) as a reference for logistics, operations, and support concerning venue accessibility. Any additional time or requirements that would alter the venue use agreement or incur an additional cost must be coordinated with the Government.

5.5 Event Planning:

5.5.1 Production and Execution Plan: The Contractor shall provide a draft written

Event and Sports Management Plan NLT 15 business days after Contract Award which describes in detail how the Contractor will execute their responsibilities in support of the 2019 DoD Warrior Games.

5.5.2 Project Plan: The Contractor shall develop a comprehensive plan including a checklist for equipment, support, personnel responsibilities (who’s doing what at each venue) and a schedule for event set‐up, execution and tear down.

5.5.2.1 Contractor’s plan shall include an explanation of how the Contractor has determined they shall ensure proper coordination between all personnel involved with the ADA‐compliant, safe, and successful execution of the

DoD Warrior Games.

5.5.2.2 The Contractor shall coordinate their actions with the appropriate

Government staff, DoD Warrior Games POCs, and representatives for each venue prior to the installation of any equipment, tools, production materials, signage, or any other materials related to the DoD Warrior

Games.

5.5.2.3 Contractor’s plan shall include a description of the roles and responsibilities of the Contractor’s key personnel/management team.

Page | 9

5.5.2.4 Contractor shall provide a list of the essential tools and equipment that shall be provided by the Government, and the date of required provisioning up through 100% readiness for event execution.

5.5.2.5 Contractor’s plan shall include a design for providing power to the outdoor event activities. This includes power for Contractor provided requirements. Priority shall be to tap into existing power where available. When power is not available, the Contractor shall design, install, maintain (provide fuel and refuel when required) and take‐down a safe and Government approved portable power generation capability.

5.5.3 Venue Specific Plan – Contractor shall plan the layout of the following venue requirements to include but not limited to:

5.5.3.1 Individual team zones: Track, field, and cycling venues for a 20’x20’ tented area for each team. Tampa Convention Center for a 20’x20’ designated area for each team.

5.5.3.2 Athlete decompression areas: Track, field, tennis, and cycling venues for the Government provided tents listed in Section 4.20. Tampa

Convention Center and Long Aquatic Center for a 20’x20’ designated area.

5.5.3.3 Expo area inside the Tampa Convention Center for the purpose of selected vendors to showcase their products and services related to military adaptive sports and to the military community as a whole.

5.5.3.4 Service animal relief areas for all venue locations.

5.5.3.5 Medal presentation areas: Track, field, cycling, and swimming venues for individual medal presentation within viewing of spectator, that does not disrupt athletic competition. Tampa Convention Center for a central medal presentation area that allows spectators, and also does not disrupt athletic competition.

5.5.4 Venue Specific Provisions and Services:

5.5.4.1 The Contractor shall ensure enough athlete seats within each venue to accommodate athlete participation. Planning information addressing this requirement may include, but is not limited to the venue use agreements enclosed in the Attachments.

5.5.4.1.1 If enough seats are not available through the equipment provided by venue use agreements, the Contractor shall provide seats for use at all venues.

5.5.4.2 Spectator seating/bleachers requirements: The Contractor shall determine venue seating requirements facilitating effective spectator viewing of sports competitions at each venue and augment seating as needed in order to support spectator viewing requirements. Planning information addressing this requirement may include, but is not limited to the venue use agreements enclosed in the Attachments. Provision of augmented seating shall meet all required inspection and safety standards. Handicapped accessible seating shall meet State and Federal accessibility standards. If the Contractor leaves any augmented seating on site after the time required for venue or sport competition

Page | 10 completion, the Government shall not be responsible for any resulting cost or liability.

5.5.4.3 The Contractor shall provide any support personnel required to install, maintain, and operate a system capable of providing sports specific commentary during sporting events. The Contractor shall also provide all or additional microphones, amplification and speakers per the Venue Use

Agreements Attachments to ensure announcements or music are heard by the audiences within the athletic venues, without disrupting or interfering on‐going competition in the same venue.

5.5.4.4 Portable Toilets: The Contractor shall provide ADA Compliant portable toilets for use at Track, Field, and Cycling venues for utilities to augment or fulfill athlete and spectator requirements. Planning information addressing this requirement may include, but is not limited to the venue use agreements enclosed in the Attachments. Provision of portable toilets includes periodic servicing, including but not limited to cleaning, waste removal as required, and restocking of all consumables and materials as required to provide safe, hygienic and effective toilet services.

5.5.5 Cycling: Due to multiple cycling venue scenarios currently in the planning stages, the Contractor shall provide a cost estimate for each scenario addressing Time

Trials and Road Race Scenarios. Costs shall include, but are not limited to, timing solution, course safety barriers, Course Marshalls, required vehicles, and directional cones.

5.5.5.1 Time Trials

5.5.5.1.1 Bayshore Scenario‐ Execute minimal timing solution in order to conduct a 4‐mile Time Trial race along Bayshore Boulevard

(Attachment 9.4) to include set‐up and tear down in a 4‐hour time period. No requirement for robust start/finish truss, signage, or spectator viewing.

5.5.5.2 Road Race

5.5.5.2.1 MacDill Scenario 1‐ Execute a timing solution in order to conduct a single event that combines the Time Trial and Road

Race on the same day on MacDill AFB. Requirement exists for start/finish truss, signage, and spectator viewing.

5.5.5.2.2 MacDill Scenario 2‐ Execute a timing solution in order to conduct the Road Race only on MacDill AFB. Requirement exists for start/finish truss, signage, and spectator viewing.

5.5.6 The Contractor shall participate in the following events leading up to the execution of the Warrior Games:

5.5.6.1 Pre‐Event Site Visits: The Contractor shall conduct pre‐event site visits to inspect the proposed facilities, equipment, staff support, security capabilities, safety measures, A/V and power equipment and capabilities to confirm ADA compliance and identify manpower, equipment, A/V, and power needs to ensure successful pre‐games set‐up, coordination, and

Page | 11 execution of the production and sport requirements for the DoD Warrior

Games.

5.5.6.2 Kickoff Meeting: The Contractor shall attend a post‐award kickoff meeting within 10 business days of contract award. The meeting venue may be video teleconference format. The purpose of the Kickoff Meeting is to review the contract requirements collaboratively and address questions for clarification, as required. The Contactor shall develop meeting agenda, slides and minutes IAW Contract Data Requirement Lists

(CDRLs) A002, A003 and A004.

5.5.6.3 Preliminary Delivery Review: The Contractor shall attend in person a

Preliminary Delivery Review with the Government after the Kickoff

Meeting and prior to the Initial Planning Conference. The purpose is to provide a detailed plan covering the requirements of the PWS to address the overall Event Management Plan and include visits to all venues to discuss the Sports Management Plan.

5.5.6.4 Initial & Final Planning Conferences: The Contractor shall attend an Initial

Planning Conference 11‐15 February 2019 and a Final Planning

Conference in April 2019 in Tampa, FL. The purpose of the Government hosted planning conferences is to inform the U.S. and International

Services regarding the planning efforts of Warrior Games 2019. The

Contactor shall develop meeting agenda, slides and minutes IAW Contract

Data Requirement Lists (CDRLs) A002, A003 and A004. These conferences shall address the specific details associated with all plans addressed in the PWS, and facilitate collaborative information exchange between the Contractor and Government teams. Meeting minutes shall include action item capture and tracking to ensure all issues are tracked to full resolution prior to completion of the Final Planning Conference.

5.5.6.5 Planning Meetings: The Contractor shall participate in scheduled telephone conferences with the Warrior Games staff and other organizations involved in the planning and execution of the event. A recurring agenda item will be Action Item tracking, status, and closure.

5.5.7 Event Delay Contingency

5.5.7.1 Contractor shall develop in coordination with the Government a comprehensive contingency Event Management plan.

5.5.7.2 Event delays are planned for and noted in the Warrior Games Sport

Schedule (Attachment 9.2). Contingency schedule shall be coordinated with the Government.

5.5.7.3 Sport Managers and sport timing/scoring companies whose responsibility include sports in which inclement weather and/or other factors may force contingency competition delays or additional competition days shall be contracted through this timeframe.

5.5.7.4 Sport officials, Timing/scoring solutions, and Sports Managers shall remain contracted through assigned sport competition execution, including competition delays and, if necessary, for contingency inclement weather makeup days.

Page | 12

5.6 Sport Managers Personnel: The Contractor shall provide event planning, management and execution services for thirteen (13) medal sporting events (track, field, swimming, cycling, shooting, archery, powerlifting, indoor rowing, wheelchair basketball, sitting volleyball, wheelchair rugby, wheelchair tennis, and golf). Sport Managers shall be identified NLT 11 Feb

2019.

5.6.1 The Sports Manager shall assist the Sports Director to plan, coordinate, execute assigned sport event, and resolve sport protests for both pre‐games training and

Warrior Games Athletic Competition. The Sports Manager shall assist the Sports

Director in ensuring athletes, officials, and timing/scoring solutions are adhering to the official 2019 Warrior Games Rules and Classifications. Sports Managers must have expert knowledge of the rules and classifications of assigned adaptive sport gained from extensive relevant experience supporting DoD Warrior Games sport events or U.S. Paralympics sport events.

5.6.2 Sports Manager shall be responsible for assigned sport competition arrangements, detailed event run of show defining competition format including event/athlete classification or team brackets and ensure all are accurate and published 48 hours prior to sport event competition. Each Sports Manager is responsible for timely, accurate results and medal ceremony oversight.

5.6.3 Sport managers shall determine the appropriate number of sports officials for each event which will be defined in the Sports Management Plan assist the

Government Sports Director in identifying all sport equipment, officials, timing/scoring needs, volunteers, announcers, event planning, and results management necessary to executing a successful sport competition. This includes sport‐specific training of associated staff with certain positions.

5.6.4 Prior to commencing on‐site service, Sport Managers shall be available for scheduled teleconferences and timely responses to emails to assist Sports

Director with pre‐event planning. Additionally, compiling and exchanges of event related documents, in the form of, Microsoft Word, Excel, PowerPoint, and/or other are required.

5.6.5 Sport Managers shall contribute sport‐specific input toward the After‐Action

Report (AAR), CDRL A005, following their respective event(s).

5.7 Sport Officials Personnel: The Contractor shall provide sport officials experienced in their assigned sport. Knowledge of adaptive sport rules and equipment is highly desirable (i.e.

adaptive or Paralympic sport experience). Sport officials shall be on‐time, stay on‐schedule, and shall perform in accordance with Sport Manager plan. Sports officials shall ensure the safe use of equipment, that the 2019 DoD Warrior Games official rules are followed, that athletes maintain safe and sportsmanlike conduct, shall ensure fair play, and shall capture/communicate accurate scores, times, and/or distances. Sport officials requirements shall be identified NLT 11 Feb 2019.

5.7.1 Each sport shall maintain the appropriate level of credentialed and volunteer officials at all times. Sport officials are required to attend pre‐event briefs held prior to sport execution. Sports officials shall follow 2019 Warrior Game Rules and Classifications Document which models Adaptive Sport Governing body rules and regulations.

Page | 13

5.8 Equipment: The Contractor shall ensure enough sport equipment to accommodate athlete participation based off classification and start rights per Warrior Games Rules and

Classifications Document 2019.

5.8.1 Timing/scoring solutions: Contractor shall provide timing / scoring solutions to support shooting, archery, track and field, cycling, swimming, powerlifting, indoor rowing, wheelchair basketball, wheelchair rugby, wheelchair tennis, and sitting volleyball. The Contractor is not required to provide timing/scoring solution for the sport of golf. Contractor shall utilize existing capabilities at venue locations when present. Timing/scoring solution requirements shall be identified NLT 11 Feb 2019.

5.8.1.1 The Contractor shall provide timing/scoring solution with operators to manage assigned sport in coordination with the Sport Manager and

Sports Director. The Contractor shall provide digital and printed real‐time results to the Sports Manager.

5.8.1.2 Timing/scoring solutions operators are required to attend the pre‐event brief held prior to sport execution.

5.8.1.3 Shooting timing/scoring solution: The Contractor shall provide a shooting range consisting of sixty (60) electronic firing points and scoring system with operators to manage the shooting sport event. Contractor shall supply, at minimum, a National level target and scoring system for the

Shooting competition. Range and scoring system shall have the ability to display results including at least the athlete name, Service/Team name, firing point, target display, classification/course of fire, and score. Each firing point shall have a table monitor for athlete ability to monitor real‐ time individual results.

5.8.1.4 Swimming timing/scoring solution: The Contractor shall provide the electronic timing system, collect and distribute results. The Contractor shall coordinate swim meet results. Other requirements include;

database setup, data entry, seeding, scratches, heat sheets, program preparation, results print outs, in addition, to running the timing system, computers, and results board.

5.8.1.5 Track and Field timing/scoring solution: The Contractor shall provide industry standard electronic timing equipment, software, photo finish, and manage the display of results for the sport of track. The Contractor shall provide fully automated timing and data management for track and field events. The Contractor shall use reel measuring tapes to manage and record distances for field events and display results using flip‐score indicators.

5.8.1.6 Cycling timing/scoring solution: The Contractor shall provide timing services and race management to support cycling time trial and road race events based off the Scenarios from Section 5.5.5. The Contractor shall provide and manage a timing/scoring system to include electronic chip timing, photo finish, finish line set‐up to include overhead trussing, finish line scoreboards to include race time, athlete name, service team, athlete result time and ranking.

Page | 14

5.8.1.7 Archery timing/scoring solution: The Contractor shall provide electronic timing/scoring solution with operators to manage the archery sport event. The Contractor shall capture and transmit results for display using electronic devices. Contractor is responsible for running the timing/scoring solution, electronic devices, computers, and results boards.

5.8.1.8 Team sports preliminary games (wheelchair basketball, wheelchair rugby, wheelchair tennis, sitting volleyball) timing/scoring solution: The

Contractor may utilize tabletop flip‐score and courtside shot clock/game time timing/ scoring solutions as games are played concurrently.

5.8.1.9 Team Sports Bronze/Gold medal games (wheelchair basketball, wheelchair rugby, wheelchair tennis, sitting volleyball) timing/scoring solution: The Contractor shall provide a centralized (center court) timing/scoring solution to display, at minimum, team names, game score, game time/remaining time, and game periods. A more robust solution to include, but not limited to, player name/number, player/team fouls, possession, and bonus, is not required. Contractor shall utilize existing capabilities at venue locations when present.

5.8.1.10 Powerlifting timing/scoring solution: The Contractor shall provide an electronic board or digital projected display of results. Results display to include, but not limited to, athlete names and body weight classes, service team names, attempt numbers, attempt results, and body weight class rankings/results.

5.8.1.11 Indoor Rowing timing/scoring solution: The contractor shall provide an electronic board or digital projected display of results. Results display to include, but not limited to, athlete names and classifications, service team names, event/events, event running time, and rankings/results.

5.8.2 The Contractor is NOT responsible for providing the following sports equipment:

5.8.2.1 Archery: Bows, arrows, or quivers for the athletes.

5.8.2.2 Cycling: Bicycles or helmets for athletes.

5.8.2.3 Field: Throwing platforms or cages for athletes.

5.8.2.4 Golf: Golf clubs, golf balls, or adaptive equipment for athletes.

5.8.2.5 Shooting (Pistol): Pistols or shooting jackets for the athletes.

5.8.2.6 Shooting (Rifle): Rifles or shooting jackets for the athletes.

5.8.2.7 Tennis: Wheelchairs and rackets for the athletes.

5.8.2.8 Track: Racing wheelchairs for the athletes.

5.8.2.9 Wheelchair Basketball: Wheelchairs for the athletes.

5.8.2.10 Wheelchair Rugby: Wheelchairs for the athletes.

5.9 The Contractor shall provide competitive surfaces for venues as applicable to each event being conducted.

5.9.1 Sport court flooring: The Contractor shall provide durable, attractive floor covering in the form of modular, high‐impact polypropylene, solid‐top design tile system suitable for wheelchair adaptive team sports and sitting volleyball use.

Floor covering shall meet height safety requirements not requiring accessibility ramps to access field of play. Sport Court Response Tile or equivalent is

Page | 15 preferred. The Contractor shall supply the personnel and resources required to perform venue to venue and shared sport flooring change overs as needed.

5.9.1.1 Four (4) individual courts that can be used for both wheelchair basketball and wheelchair rugby.

5.9.1.2 Four (4) individual courts for sitting volleyball.

5.9.2 Sport safety backstops for shooting and archery: The objective of the sport backstops is to meet safety measures compliant with sport governing body rules set forth in 2019 DoD Warrior Games Rules and Classifications. The objective is for the support to be built before the events and taken down after competition is complete. The design/build of the backstops must be in a manner that does not damage the facility.

5.9.2.1 A safety backstop to accommodate an archery range consisting of thirty

(30) target mats and stands.

5.9.2.2 A safety backstop to accommodate a shooting range consisting of sixty

(60) electronic firing points.

5.10 Event Execution (Final Planning Conference through work completion)

5.10.1 The Contractor shall maintain communication with the Government staff, Competition Managers, and the Sports officials during the events to ensure their venues and equipment are properly supported and conform to applicable ADA compliance, safety, and governing sport rules, regulations, and standards as defined in 2019 DoD Warrior Games Rules and Classifications. The Contractor’s management shall resolve problems, provide advice to leadership to overcome unforeseen challenges, and make recommendations based on expert knowledge of their equipment. The Contractor shall ensure that any personnel used in the performance of these services have been vetted and meet the criteria for entry onto MacDill Air Force Base. All Contractor personnel must conduct themselves in a professional manner, and maintain a neat and professional appearance.

5.10.2 Daily Pre‐Game Events: The Contractor shall ensure the athletes are provided at least 24 hours in advance the instructions detailing their arrival, staging/practice, competition, post‐practice/competition procedures and locations for all practice and competition venues for all athletes competing in the games.

5.10.3 Sport Competition: The Contractor shall ensure the sports events are well managed (on schedule, using proper equipment, communication in accordance with the plan, official rules being followed, and safe conduct); ensure all understand their roles and responsibilities within event execution; ensure fair play, accurate scores, times, and distances are captured, recorded and transmitted to Warrior Games JOC. The Contractor shall provide subject matter expertise to ensure the Warrior Games event execution plan is manned, equipped, officiated, and executed in accordance with applicable national governing rules, regulations, and standards.

5.11 Classification of athletes: Contractor shall provide athlete classifiers for the duration of the 2019 Warrior Games (training and competition periods). The athlete classifiers must possess certification and experience in Paralympic sports, Warrior Games sports, and/or other adaptive sports classification systems. Athlete classifiers shall provide neutral classification support to ensure athlete classification accuracy and documentation according to the official

Page | 16

2019 DoD Warrior Games Rules and Classifications. The classifiers shall be identified NLT 11

Feb 2019.

5.12 Event Logistics

5.12.1 Property Accountability: The Contractor shall be responsible for accountability and safety of all government and contractor provided equipment utilized in the execution of the games.

5.12.2 Contractor shall identify and work to resolve any deficiencies that shall impact the execution of the games and safety of the participants and attendees.

5.12.3 Contractor shall fully interface with appropriate venue POCs to coordinate facility operational requirements and event logistics, including but not limited to, communications, IT, transportation, security and medical support, where applicable.

5.12.4 Contractor shall be responsible for the logistics of ice and water distribution at all venues for all athletic competitions.

5.12.4.1 The Government will provide water and ice for Warrior Games athletes, coaches, and staff through Proffer (Section 6). The Government will arrange for the water and ice to be delivered to a central location at each venue. The Contractor shall be responsible for developing and implementing a plan to distribute water and ice to ensure adequate water and ice are available for all athletic events at all venues.

5.12.5 Contractor shall be responsible for providing tents during outdoor venue events.

These tents will supplement the Government provided tents (Section 4.20) in order to meet the total tent requirement identified by the Contractor Project

Plan.

5.12.6 Waste Management: If not already provided by the venue, the Contractor shall provide dedicated refuse, trash, and waste stations at all venues and utilize volunteers to empty the containers throughout the Warrior Games to prevent overflow.

5.12.6.1 The Contractor shall provide recycling containers and empty the containers throughout the Warrior Games to prevent overflow.

5.12.6.2 The Contractor shall create and execute a cleanup plan of all materials, sporting equipment, signage, and other similar waste materials.

5.13 The Contractor shall coordinate with Marine Corps POC to ensure the reusable items are to be shipped to support the 2020 Warrior Games within 15 days of completion of the 2019

Warrior Games. The Contractor shall ensure that management and transfer of Warrior

Games property and goods IAW DoD inventory management processes and procedures.

5.13.1 The Marine Corps will pay for shipment of any and all equipment identified for the 2020 Warrior Games from the Tampa, FL area to their destination of choice.

5.14 The Contractor shall be responsible for all registration and credentialing of Warrior

Games 2019 personnel. This includes, but is not limited to: athletes, staff, coaches, officials, distinguished visitors (as coordinated through Government Protocol), family members, and any other personnel designated by the Government. Each individual shall receive credentials/identification which allows them access to certain venues, ceremonies, or services of Warrior Games 2019. This Contractor responsibility shall be coordinated with Government

Warrior Games personnel. The registration capability must allow both U.S. and international

Page | 17 personnel to access and input data. The registration must be active no later than 1 April 2019 and stay active through completion of Warrior Games 2019.

5.14.1 The Contractor shall provide event registration to include on‐site registration, credentialing, and badging services of athlete, athlete family members, athlete team staff, DoD staff, volunteers, participating vendors, Contractors, distinguished visitors, media, and sponsors. The on‐site registration and credentialing shall be set‐up and available NLT 16 June 2019.

5.14.2 Contractor shall provide a means for identifying the athletes, Warrior Games planning staff, service‐specific staff, Contractor‐specific staff, families, vendors, Distinguished Visitors, volunteers, Senior Leaders, sponsors and media in accordance with requirements provided by the DoD warrior Games Staff and

DoD Protocol‐provided standards. The credentialing shall identify which area the individual has access to as well as provide a seamless identification process of athletes.

5.14.3 Contractor shall design and produce the necessary Credential Board signage for installation around the event sites to support the credential zones.

5.15 Quality and Issue Resolution. The Contractor shall communicate unforeseen issues with the appropriate Warrior Games POCs in sufficient time to allow resolution without incident or impact to the successful execution of all Warrior Games sports and events. The Contractor shall monitor performance of their employees, subcontractors, vendors, supplies, services and equipment to ensure compliance with applicable regulatory statutes, processes, and the requirements of this contract. This includes implementing procedures to conduct and document timely and routine inspections; identifying, preventing, addressing and quickly resolving non‐conformances, customer issues, and all formal complaints; and ensure non‐ recurrence of any defects.

5.16 After Action Report (AAR): The Contractor shall provide a written report (in contractor format) to include but not limited to documenting sport manager sport‐specific inputs

(paragraph 6.2.3.3.5), event accomplishment, participant and attendance metrics, planned resources versus actuals consumed, limiting factors, critical issues, failures, and operational assessments to measure effectiveness of Contractor support in filling objectiveness. The report shall be submitted IAW CDRL A005.

5.16.1 The Contractor shall capture 2019 Warrior Games Athlete, Spectator, Coaches, Service Team, and Volunteer attendance count for each event on each day at each venue for inclusion into the After Action Report.

6.0 Proffer: “In‐kind” proffering of services and supplies from individuals and organizations are authorized per OSD Gift Acceptance Authority memo dated 20 Jan 2011 in tandem with the 2019 DoD

Warrior Games Designation Memo. The 2019 DoD Warrior Games staff has received the following proffers:

6.1 Event management to include the golf course and management, logistical, and organization of the entire golf competition.

6.2 Information technology labor and IP through the hosting, maintenance and development activities of the 2019 Warrior Games website and supporting assets such as mobile app, and other supporting digital applications.

6.3 EPIC (massage therapy): Athletic sports massage services, and event/training/meeting room accommodations.

Page | 18

6.4 Printed and digital…