PWS_-_Sports_Officials_Final.docx

PERFORMANCE WORK STATEMENT

FOR

Athletic Officials for Okinawa District

1. General Information and Scope of Work.

1.1 Introduction; The Department of Defense Education Activity (DoDEA), as one of only two Federally-operated school systems, is responsible for planning, directing, coordinating, and managing prekindergarten through 12th grade educational programs on behalf of the Department of Defense (DoD).

DoDEA is globally positioned, operating 166 accredited schools in 8 districts located in 11 foreign countries, 7 states, Guam, and Puerto Rico. DoDEA employs approximately 15,000 employees who serve more than 72,000 children of active duty military and DoD civilian families.

1.2 Background: Department of Defense Dependents Schools (DoDDS) Okinawa is part of DoDEA. DoDEA’s instructional program provides a comprehensive prekindergarten through 12th grade curriculum that is dedicated to attaining the highest student achievement for children of active duty military and eligible civilian employees. The Pacific Area Interscholastic Athletic Program is designed to promote and encourage participation by all students in supervised activities to enhance students’ social, physical, and emotional development. Athletic participation is recognized as a valuable educational experience, directly complements academic performance, and prepares students for continuous learning and productive citizenship.

1.3 Scope of work: The athletic official services are limited to the Okinawa District athletic program. The contractor shall provide all management, tools, equipment, labor, uniforms, and transportation, unless otherwise specified as government furnished, necessary to ensure athletic official services are performed in accordance with the objectives and standards outlined within this PWS. This requirement calls for the continuous efforts on the part of the contractor to ensure certified athletic officials are available during entire contract period of performance.

2. Requirement (Objectives).

2.1. Sports to be officiated are football, volleyball, basketball, baseball, softball, and wrestling. The contractor shall provide the required number of officials.

2.2. The following types of officials are required. Based on availability of need, the number of officials required may be changed.

2.2.1. Football: Official (up to 5 personnel), chain crew (3 personnel), score keeper, and time keeper. Jr Varsity games shall use 4 officials and school provides chain crew, score keeper and time keeper.

2.2.2. Volleyball: First official (crew chief), second official, score keeper (2 score keepers for varisity games).

2.2.3. Basketball: Lead official (crew chief), assistant official (2), score keeper, and time keeper. Jr Varsity games shall use 2 officials.

2.2.4. Baseball: Lead umpire (crew chief), assistant official, and score keeper

2.2.5. Softball: Lead umpire (crew chief), assistant official, and score keeper

2.2.6. Wrestling: Dual Match (2-3 officials per match), Tournament (4-9 officials), and scorekeeper

2.3. Work load estimates per Sport. The Government does not guarantee all games will be played for every sport. The number of games is dependent on the preliminary athletic schedule completed approximately 3-4 months before each new school year. Actual game schedule is finalized approximately 1 month prior to each sport season. Quantities specified herein are estimates only.

2.3.1. Football: 6 Jr Varsity and 10 Varsity regular season and 2 tournament/far east games estimated between August through November and will consist of four 12-minute quarters and if necessary to include overtime as outlined in the NFHS rule book.

2.3.2. Volleyball (Girls): 40 Jr Varsity and 40 Varsity regular season to be held September through November. Volleyball matches will be best two out three or best three out of five games. Estimated match play is 60 minutes.

2.3.3. Basketball (Boys/Girls): 40 Jr Varsity and 40 Varsity regular season and 65 tournament/Far East games estimated to be held November through February. Basketball will (4) 8-minute quarters, (4) 6-minute quarters, or (4) 10-minute quarters and if necessary to include overtime as outlined in the NFHS rule book.

2.3.4. Baseball (Boys): 30 Jr Varsity and 40 Varsity regular season to be held March through May. Baseball will play seven or nine full innings. In case of ties the game will continue with full innings until the tie is broken.

2.3.5. Softball (Girls): 40 Jr Varsity and 40 Varsity regular season to be held March through May. Softball will play seven full innings. In case of ties the game will continue with full innings until the tie is broken.

2.3.6. Wrestling: 42 regular season duals to be held November – February. Dual Matches: 90-120 minutes.

2.4. Officials shall maintain a professional attitude and wear appropriate professional officiating uniform and protective gear. Contractor personnel shall present a neat appearance and be easily recognized.

2.5. The administration or Athletic Director may require that the contractor be removed from the work site or area due to objectionable behavior. Objectionable behavior includes wearing inappropriate attire, using profane language, abusing or disobeying base rules and regulations, or disobeying rules and regulations as outlined in the Far East Program Procedures Guide (FEPPG) and the governing sport rulebooks.

2.6. No official shall be allowed to work a game if it is apparent he/she has been consuming alcoholic beverages. At no time shall an official consume alcoholic beverages or use tobacco products in, on, or around the playing area.

2.7. Officials shall follow National Federation of State High School (NFHS) rules in the sport they are officiating. Federation Internationale Des Luttes Associees (FILA) rules for wrestling.

2.8. Officials shall not participate as players, coaches, or team managers within the high school sport in which they are officiating.

2.9. The official shall not officiate in a game or match in which their dependents are members. To meet competition needs this may be waived with the approval of both competing coaches and if the official in question takes a non-leading role while officiating.

2.10. Officials shall attend a scheduled sports meeting, at least one-week prior to start of each sport, to go over any specific rules/by-laws governing the upcoming sports schedule. Contractor shall submit a roster of officials and contact info, to Athletic Director prior to first regular scheduled season game. FEPPG will be distributed to the head official during the sports meeting or one-week prior to start of the season.

2.11. All contests and events will abide by the Far East Program Procedures Guide (FEPPG) Manual Mercy Rules established for each sport. An Athletic Director and/or administration will notify the officials association of each sport’s mercy rules no less than one week prior to the beginning of each season.

2.12. Officials shall comply with all base safety requirements when officiating on a government installation, and rule on any point or any situation not specifically covered within the by-laws and National Association Rules. DoDEA safety requirements shall be followed for each sport as outlined within the FEPPG.

2.12.1 All personnel employed by the contractor in the performance of this contract, or any representative of the contract entering the government installation, shall abide by the security regulations of the installation.

2.13. Officials shall acquire a team roster from both teams prior to the start of each game.

2.14. The head official shall pick up the required equipment/keys from the coach or Athletic Director and return them back to the coach or Athletic Director after the last contest of the night.

2.15. The head official shall review score book/sheet to ensure all required information is present to include time, date, teams playing, officials and score keeper names. The head official duties are not complete until the official score book/sheet is approved and signed by all officials and score keepers at the end of each contest.

2.16. The head official shall notify the administrator or the Athletic Director if a contest is protested, if a player receives an ejection, or is injured. Specific reporting procedures are outlined in the FEPPG. Officials shall report any player/coach being ejected due to unsportsmanlike conduct or inappropriate behavior; both verbal and physical; towards players, officials, or spectators. In the case of an ejection, a written statement must be submitted to the Athletic Director by 1200 of the next duty day (Monday-Friday).

2.17. Officials shall report any injuries. A detailed description of the situation, listing name, player number, school, and what/why/how shall be entered into the official score book/sheet.

2.18. Officials shall enforce the Code of Conduct, and FEPPG sportsmanship policy, mercy rule and governing sports by-laws. Additionally, officials shall support the following sports governing bodies and enforce their official rulebooks. These rulebooks shall govern play when items are not covered by the FEPPG.

2.18.1. Football National Federation of State High School Association Rules

2.18.2. Volleyball National Federation of State High School Association Rules

2.18.3. Basketball National Federation of State High School Association Rules

2.18.4. Baseball National Federation of State High School Association Rules

2.18.5. Softball National Federation of State High School Association Rules (Fast Pitch)

2.18.6. Wrestling Federation Internationale Des Luttes Associees (FILA) Rules

3. Constraints.

3.1 The contractor shall provide all management, tools, equipment, labor, uniforms and protective gear, and transportation to/from game locations, unless otherwise specified as government furnished, necessary to ensure athletic official services are performed in accordance with the objectives and standards outlined within this PWS.

3.2 The contractor shall provide a contract manager and alternate(s) that shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager and alternate(s) shall act for the contractor, and shall be designated in writing to the contracting officer and the government representatives at time of contract award.

3.2.1 The contract manager or alternate shall be available to meet with school officials (government representatives) to discuss problem areas as needed.

3.2.2 Telephone numbers of the contract manager or alternate(s) shall always be updated and provided to the contracting officer and government representatives for short notice cancellation notification due to inclement weather, military related communications, or acts of God.

3.2.3 The contract manager and all employees shall be able to read, write, speak and understand English. The government reserves the right to restrict employment of any contractor employee, or prospective contractor employee, who is identified as a potential threat to the health, safety, security, general well-being or operational mission of DoDEA.

3.3 Hours of operation. The schools are in operation from August to June. All contracted sporting events will take place during the course of the school year. Normal Hours are Monday –Saturday, 8:00AM – 11:00 PM.

3.4 Cancellations. Cancellations of scheduled contests will be handled as follows.

3.4.1 If the school cancels a contest, the administration or Athletic Director will notify the head official no later than 2-hours prior to the start of the competition. No charges will be incurred to the school for cancellations made 2-hours before start time.

3.4.2 If an official must cancel a contest due to misconduct or forfeiture, the exact cause of cancellation must be recorded in score book/sheet.

3.4.3 Officials shall have the authority to forfeit any game due to gross misconduct and/or no show of teams scheduled. Officials shall be paid for forfeitures.

3.4.4 Officials shall also have the authority to postpone any game due to inclement weather, suitability of the playing field, or emergencies such as military recalls/alerts.

3.4.5 The first set of officials shall be paid for one contest if cancellation is made after they are at the contest site. When field/area weather conditions warrant, the first set of officials shall cancel all scheduled competitions for that sport, at that time, and notify all other officials, scorer keepers, coaches, Athletic Directors, or administration. The school will only be responsible to pay for one cancelled competition per event site, per day.

3.4.6 Cancelled or postponed contests may also be added to the schedule. Contractor shall be notified a minimum of 2 days in advance of any rescheduled or added contest.

3.5 Services shall not be provided without the issuance of a task order from the DoDEA-Pacific Procurement office.

3.6 The Far East Athletic Council reserves the right to revise governing rules and regulations before season start or during the course of any season. The school will notify the contractor’s designated representative no later than 48 hours prior to the first revised competition.

3.7 Enterprise-wide Contractor Manpower Reporting Application (ECMRA). The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Department of Defense Education Activity (DoDEA) via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mill.

4. Government-Furnished Resources.

4.1 The government shall provide the facilities, fixtures, and sports equipment and supplies, which include game balls, bats, and score books/sheets, for the play and scoring of each game.

4.2 No alterations shall be made to furnished facilities without specific written permission from the administration.

4.3 The government shall provide the contractor with a schedule of games, current copy of applicable governing by-laws, FEPPG at sports meeting or at least one-week prior to first scheduled games/season of applicable sport.

4.4 The contractor shall be responsible for safeguarding all government property provided for contractor use. At the end of each work period, all government equipment and materials shall be returned to the on-site school official.

5. Contract Deliverables.

Reference

6. Acronyms and Definitions. Acronyms were introduced when first used throughout the document.

7. Performance Requirement Summary (PRS).

7.1 PRS.

Standards

PWS 2.2 to include subparagraphs:

Number of Official Required.

PWS 2.4:

Wear of Proper Officiating Uniforms and Protective Officials wear appropriate professional officiating uniform and protective gear. Contractor personnel shall present a neat appearance and be easily recognized.

PWS 2.5:

No Ojectional Behavior by Sports Officials.

Sports Officials present a professional behavior at all times and obey installation rules.

100% compliance with presenting a professional behavior.

100% Inspected by COR or Athletic Directors

PWS 2.7:

Officials follow the rules of NFHS and FILA.

7.2 Quality Assurance Surveillance Plan (QASP). A copy of the QASP will be provided separately.