21Q4010_AMEND02_100621.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The purposes of this amendment are as follow :

1. To provide update PWS – Paragraph 3.4 w as added

2. 52.212-1 Addendum– INSTRUCTIONS TO OFFERORS - COMMERCIAL ITEMS has been revised.

- deleted Management Plan and Staff Plan

- Added Technical Contraints Subfactor

3. 52.212-2 – EVALUATION -COMMERCIAL ITEMS

- Deleted evalution factor and subfactors

- Inserted “See 52.212-2 Addendum - EVALUATION -COMMERCIAL ITEMS

4. 52.212-2 Addendum - EVALUATION--COMMERCIAL ITEMS (OCT 2014) has been revised.

- Added tw o new evaluation subfactors under Technical Capability.

Note: All changes are in “Red” Font.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 35

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 10-Jun-2021

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street , County, State and Zip Code) X HE125421Q4010

X 9B. DATED (SEE ITEM 11)

07-May-2021

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer X is extended, is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

10-Jun-2021

CODE

DOD EDUCATION ACTIVITY

ATTN: PROCUREMENT DIVISION

4800 MARK CENTER DRIVE

SUITE 05F09-02

ALEXANDRIA VA 22350-1400

HE1254 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

HE125421Q4010

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

SOLICITATION/CONTRACT FORM

The required response date/time has changed from 14-Jun-2021 04:30 PM to 20-Jun-2021 10:00 PM.

The following have been modified:

PWS

PERFORMANCE WORK STATEMENT

FOR

Night Monitor Services for PAC South Okinawa

1 General Information and Scope of Work.

1.1 Agency: The Department of Defense Education Activity (DoDEA) is a Department of Defense field activity that provides education to eligible Department of Defense military and civilian dependents from pre-kindergarten through grade 12. DoDEA requires a Night Monitor for students, grades 9 through grade 12, attending overnight athletic and academic events located in Okinawa, Japan to ensure students are remaining in their assigned facilities / room from 22:00 – 06:00 and following DoDEA Pacific Overnight Policy and Procedures.

1.2 Background: DoDEA Pacific operates academic and athletic events for children of U.S. military and government civilian employees stationed in the U.S. territory of Guam, South Korea, Mainland Japan, and Okinawa, Japan. The purpose of this position is to patrol assigned zones by foot to enforce DoDEA overnight policy and regulations and ensure that the students are provided with a safe and professional environment.

1.3 Scope of work: The contractor shall provide professionally trained Night Monitors, uniforms, program management, and any other necessary items to perform all Night Monitor Services tasks and functions as defined in this performance work statement (PWS). The number of events requiring Night Monitors will vary based on event schedules and locations. These events total approximately 33 nights annually. The period of performance is from August 2021 through May 2022, as the base year with four additional Option Years.

Please see Appendix 1 – for estimated schedule of events and locations. The Government does not guarantee all events will take place at every location. Quantities specified herein are estimates only.

2.0 Requirements (Objectives)

2.1 (Objective 1) Night Monitor Service

The objective of the Night Monitor Service is to enforce DoDEA overnight policy and regulations and ensure that the students are provided with a safe and professional environment. Contractor shall provide professionally trained Night Monitors. Night Monitor Services are required for part of the school year (reference Appendix 1). The total number of the required services is based on the current need and may be subject to change throughout the school year. A list of the names of the personnel to perform services shall be provided to the COR prior to the commencement of work.

The tasks listed below are provided to help the contractor in gaining a better understanding of the requirements in order to successfully meet the objective. The tasks are not all inclusive as the contractor is expected to develop the total solution for meeting all the requirements of the objective in accordance with a performance based approach.

Support Tasks (Objective 1):

(Task 1) Monitor DoDEA students at the assigned lodging facilities to ensure students are in compliance with DoDEA Pacific Overnight Policy and Regulations (Appendix 6).

(Task 2) Report to assigned location no later than 21:30 to start of duty at 22:00 to receive instructions, room list, contact information, area of supervision, and to meet DoDEA POCs and facility staff.

(Task 3) The Night Monitor will place an anti-tampering device, such as low adhesive masking tape, on doors if the DoDEA POC does not do so themselves. The Night Monitor will remove the anti-tampering device from the doors at 06:00.

(Task 4) Ensure all DoDEA students stay in their designated location (room, sleeping area) during these “lights out” hours 22:00 – 06:00.

(Task 5) Identify and report known or suspected problems, issues, or concerns to the appropriate DoDEA POCs immediately.

(Task 6) For one billeting location, complete frequent (every 15 minutes or 30 for multiple floors) patrols of billeting by visually inspecting doors, windows, and other viable means of exiting designated locations rooms are secured. For multiple billeting locations, complete patrols at least every 45-60 minutes. The patrol patterns are to be varied and not predictable.

(Task 7) Complete patrols of stairwells, lobby area, hallways, other billeting facilities, and surrounding outdoor areas to include outdoor balconies and keep record of it in the Night Monitor Activity Log (See Appendix 3).

(Task 8) The Night Monitor will position themselves at a location that affords the best possible vantage point for overall observation. The Night Monitor will not be in the sleeping area of students or DoDEA POCs. If the sleeping area is a gym, the NM will not be in the gym. A door must be between the sleeping area and the Night Monitor.

(Task 9) Night Monitors shall not conduct physical searches of individuals or their possessions.

(Task 10) Night Monitors and/or their supervisors may be required to participate in video review to identify participants as a part of Military and/or DoDEA investigation.

(Task 11) If a suspicious or contraband substance’s smell is noticed emitting from a student room immediately notify POC of the location.

(Task 12) Keep unwanted or suspicious persons and students from entering other student rooms or sleeping area.

(Task 13) Remain vigilant for signs of student distress such as choking, vomiting, unconsciousness, seizure, misbehavior, or other abnormal conditions by monitoring hallways.

(Task 14) Respond to student distress by alerting the DoDEA POC to call for emergency assistance.

(Task 15) Report any potential signs of fires, such as visible or olfactory cues of smoke to DoDEA POCs and Billeting Staff.

(Task 16) Assist with crowd control to a designated safety area in the event of, a natural disaster, fire, or evacuation.

(Task 17) If a DoDEA Student violates the DoDEA Pacific Overnight Policy and Regulations (Appendix 6), note it in the Night Monitor Activity Log (Appendix 3) and immediately contact the POC.

(Task 18) The Night Monitor Activity Log (Appendix 3) is to be completed on paper and submitted at 06:00 to the DoDEA POC by the predetermined location as discussed in the 21:30 meeting. This location could be under the POC DoDEA room door, hotel front desk, or other predetermined location.

(Task 19) Communicate verbally in English to the DoDEA POCs during the shift (2130- 0600) of any unusual symptoms.

(Task 20) Complete incident report to note any student misbehavior, accident or incident to the DoDEA POC and assist the POC in completing and submitting an incident report (reference Appendix 4).

(Task 21) Be properly attired and present a neat and clean appearance. Required attire shall be uniform and consist of a polo shirt, pants, reflective vest (solid color), and name tag in English that is clearly visible at all times during the performance of duties such that upon casual observance, contractor personnel can be identified and not be confused for a student. Appropriate dress includes shoes that cover both toe and heel. Tank tops, shorts, or clothing with offensive language or gestures is not appropriate attire.

(Task 22) The Night Monitor shall have on hand the required documents, Incident Report, Activity Log, and Contact List of DoDEA POC.

Performance Standards and Acceptable Quality Levels (Objective 1) The following applies to Objective 1:

2.1.1 Performance Standard (PS1) - Tasks will be completed by the required completion date Acceptable Quality Level (AQL 1) - 95 % of tasks will be completed by the required completion date. The remaining 5% shall be completed no later than 5 days after their due date.

2.2 (Objective 2) Project Manager The objective of the Project Manager is to coordinate the assignments of the Night Monitors and ensure they are in compliance with the contract.

The tasks listed below are provided to help the contractor in gaining a better understanding of the requirements in order to successfully meet the objective. The tasks are not all inclusive as the contractor is expected to develop the total solution for meeting all the requirements of the objective in accordance with a performance based approach.

Support Tasks (Objective 2):

(Task 1) The Contractor shall appoint in writing a project manager who has the authority to act as the centralized point of contact for work performed under this contract and can act on behalf of the contractor on all matters pertaining to the daily operations. The COR must be able to contact the project manager at any time, 24 hours a day, 7 days a week, as necessary.

(Task 2) The project manager or designated alternate must be able to speak, read and write

English sufficiently enough to effectively communicate with government officials and also be able to meet with government personnel within one hour of notification to discuss contract discrepancies.

(Task 3) The Night Monitor Project Manager will provide the name, photo, and contact information of the scheduled Night Monitor at least 5 business days prior to the first night of check in to the DoDEA POCs.

(Task 4) The Night Monitor Project Manager will confirm the dates, time, and location of billeting with the DoDEA District POCs at least 5 days prior to the first night of check in to the DoDEA POCs.

Performance Standards and Acceptable Quality Levels (Objective 1) The following applies to Objective 2:

2.2.1 Performance Standard (PS1) - Tasks will be completed by the required completion date Acceptable Quality Level (AQL 1) - 95 % of tasks will be completed by the required completion date. The remaining 5% shall be completed no later than 2 days after their due date.

3 Constraints

3.1 Security Requirements

The Contractor shall provide personnel who meet the following minimum security requirements.

3.1.1 Criminal Background Checks. In accordance with, DoDI 1402.5 and DoDEA HQ memorandum dated September 5, 2009, contractor employees coming in contact with students shall be vetted for criminal and security records through local level host nation checks and or as required for issuance of a U.S. Military installation pass that allows access during FPCON Charlie. The contractor must keep the local COR up to date on which company employees have been assigned to each school district. The certification of background check shall be made available upon request by the COR in English. This requirement applies for all Contractor employees directly associated with the program at the commencement of the contract and for all new employees hired after the contract award date whose positions shall bring them in direct contact with students. All employees must have this background check and there are no exceptions or waivers. The Contractor shall immediately inform the COR if an employee under this contract commits a criminal offense that would create a risk to the safety of students or if an employee is charged with any offense which could result in suspension or revocation of any professional certification. Contract personnel must be notified that if a background check yields negative or derogatory results, termination of employment may be possible. The contractor is responsible all costs associated with the background checks.

3.1.2 Zero Tolerance Weapons Policy. Weapons are items carried, presented, or used in the presence of another person in a manner likely to make a reasonable person fear for their safety. Contractor employees shall not carry and or possess weapons of any type while performing duties on or off any installation

3.1.3 Contractor personnel must comply with the Standards of Conduct detailed in Appendix 5. The Contractor shall ensure that inappropriate conduct is not tolerated. The Contractor agrees that such behavior may be grounds for suspension or dismissal of a contractor’s employee from performance under this contract.

3.2 Key Personnel

Night monitors must be meet the key requirements.

3.2.1 Medically fit to perform the duties specified in this PWS and are free of all communicable diseases (to include typhoid, tetanus, diphtheria, malaria, and other common communicable diseases).

3.2.2 Equipped with, and in possession of, an operational cell phone during the performance of duties.

3.2.3 Registered on the military installation prior to the start of services. Contractor employees shall have their access badges (unescorted) with them at all times.

3.2.4 Registered to access the military installation during increased force protection conditions.

3.2.5 Knowledgeable of their assigned location(s).

3.2.6 Knowledgeable in all aspects of their duties in accordance with this PWS.

3.2.7 Ability to observe accurately, recalling faces, names, descriptive characteristics and facts of incidents and places.

3.2.8 Proficiency in English (able to speak and write English) at the time of application to complete the tasks stated in the PWS.

3.2.9 The contractor shall designate, in writing, a primary PM and an alternate PM who will have full authority to act on the contractor’s behalf on all matters relating to services provide and performance under this PWS. This shall be provided to the COR prior to the commencement of work.

3.2.10 The contractor shall provide the COR with written notification of personnel appointments prior to the commencement of work and prior to any replacement of personnel assuming these duties.

3.2.11 Prior to the start of performing any duties under this PWS, the Contractor shall ensure that all Night Monitors are properly trained and clearly understand the duty to perform as Night Monitors as described in this PWS.

3.2.12 For changes to event billeting, the contractor shall adjust employee work schedules within 2 days of notification. For emergency changes (i.e. weather, emergency evacuation, unscheduled school closings, etc.), the contractor shall respond to changes within one hour of notification. The contractor shall comply with an adjustment to the schedule as directed by the COR and incorporate any variances in scheduling.

3.3 Work Hours

3.3.1 The work hours for the Night Monitors are 2130 – 0630

3.3.2 The COR must be able to contact either the primary PM or alternate PM at any time, regarding change of event schedules, emergencies, severe weather notifications, or other similar urgent, non-routine matters.

3.3.3 Subcontract Management

3.3.4 The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. Contractors may add subcontractors to their team after notification to the contracting officer.

3.4 Compliance with Federal Acquisition Regulation paragraph 3.6. - Contracts with Government Employees or Organizations Owned or Controlled by Them.

Company’s owners or persons that substantially own or control the business are not eligible to be awarded the contract in accordance with FAR 3.601 that states “Except as specified in 3.602, a contracting officer shall not knowingly award a contract to a Government employee or to a business concern or other organization owned or substantially owned or controlled by one or more Government employees. This policy is intended to avoid any conflict of interest that might arise between the employees’ interests and their Government duties, and to avoid the appearance of favoritism or preferential treatment by the Government toward its employees.”

4.0 Government – Furnished Resources

The following will be provided by the government to perform the contract

4.1 Government furnished information such as event schedule and contact information of the coach. The district COR/POC will be appointed to update the event schedule spreadsheet on a monthly basis to ensure proper lead time for the Program Managers to identify and schedule Night Monitors as needed.

4.1 A week prior to the event, the Government will confirm the event schedule.

4.2 Reports

4.2.1 Nightly Student Monitor Report. The PM and COR shall obtain a copy of the Nightly Student Monitor Report from the Night Monitor and maintain a copy for their records.

4.2.2 Night Monitor Incident Report. The PM and COR shall obtain a copy of the Nightly Student Monitor Report from the Night Monitor and maintain a copy for their records.

4.2.3 The PM shall keep electronic reports for 2 years.

4.2.4 The PM shall use a naming convention for easy search ability such as Date and Location. For example “IR 05JUN2018_Yokota”.

5.0 Contract Deliverables

Deliverable PWS Ref. Delivery Date To

Designation of Project Manager(s)

3.2.9 Prior to the commencement of work COR

Security Background Checks of Night Monitors

3.1.1 Prior to the commencement of work COR

Night Monitor Activity Report

4.2.1 Submit reports with findings same day

as received

COR

(PACNightMonitor @dodea.edu)

Night Monitor Incident Report

4.2.2 Submit a summary of incident reports

with findings same day as received

COR

(PACNightMonitor @dodea.edu)

Initial Event Billeting Planning

Appendix 1 Prior to the commencement of work PM

Confirmation of dates, time, and location of billeting with DoDEA POC

2.2 Task 4 At least 5 days prior to the event PM

Confirmation of Night Monitor (Name, Photo, and Contact Information)

2.2 Task 3 At least 5 days prior to the event DoDEA POC

6.0 Acronyms and Definitions

6.1 Contracting Officer Representative (COR). The Government Point of Contact who provides oversight of the contractor’s performance under the contract.

6.2 Facility Staff. The on duty employees of the billet, hotel, lodge, or dormitory such as front desk staff.

6.3 Night Monitor. Individuals assigned by project managers to perform under the contract at the specific athletic or academic events.

6.4 Point of Contact (POC). Depending on the event, it could be the following: Coach, Event Director, Tournament Director, Traveling Educator, Academic Director, and Athletic Director.

6.5 Project Managers (PM) (Primary and Alternate). The individuals appointed by the contractor to act as his/her representative and responsible for all services performed under this contract.

7 Performance Requirement Summary (PRS)

7.1.1 Performance Requirement Summary.

The Government will evaluate the contractor’s performance requirements as stated in the Performance Requirement Summary (PRS) below:

PERFORMANCE REQUIREMENT SUMMARY

Required Services

Performance Standards

Acceptable Quality Levels

Methods of Surveillance

Adherence to DoDEA Pacific

Overnight Policy and Regulations

100% of task completed within the timeline, per

PWS 2.1

100% except for minor errors that DoDEA staff can correct in less than one hour

COR or POC will conduct periodic inspections, and follow up on customer complaints.

Attendance and Punctuality

100% of task completed within the timeline, per PWS 2.1 Task 2

100% except for minor errors that DoDEA staff can correct in less than one hour

COR or POC will conduct periodic inspections, and follow up on customer complaints.

Frequent Patrols (every 15 minutes)

100% of task completed within the timeline, per PWS 2.1 Task 6

100% COR or POC will conduct periodic inspections, and follow up on customer complaints.

Reports

100% of task completed within the timeline, per PWS 2.1 Task 20

100% COR or POC will conduct periodic inspections, and follow up on customer complaints.

Attire 100% of task, per PWS 2.1 Task 21

100% COR or POC will conduct periodic inspections, and follow up on customer complaints.

The Government will issue a contract discrepancy report to the Contractor when services do not conform to contract standards, or exceed the maximum allowable defects for any service identified in the PRS. Additionally, the Government will also issue a Notification of Service Deficiency Report (NSD) in the event of any safety violation or hazardous situation endangering the facilities or health of individuals.

7.2 Deficiencies and Schedule of Deductions

7.2.1 The contractor is subject to deductions for incomplete or unsatisfactory Night Monitor Services. A Notification of Service Deficiency (NSD) will be issued by the COR. The NSD will explain the circumstances and findings concerning the incomplete or unsatisfactory service, and will state the amount of deduction from the invoice(s), if any.

7.2.2 Notification of Service Deficiency (NSD). The contractor is subject to deductions for incomplete or unsatisfactory night monitor services For unsatisfactory or incomplete services, an NSD will be issued by the COR.

7.2.3 The NSD will explain the circumstances and findings concerning the incomplete or unsatisfactory service, and will state the amount of deduction from the invoice(s), if any.

Reference Appendix 2 for a sample NSD form.

7.2.4 The Government shall use any completed NSD as part of an overall evaluation of contractor performance when determining present or future contractual actions.

Deductions can be taken in addition to any other actions taken by the CO.

7.3 NSD Issuance and Instructions.

7.3.1The Government shall issue an NSD to the contractor within two (2) calendar days of the knowledge of the discrepant event.

7.3.2 The contractor shall respond to, and return the NSD within two (2) calendar days after receipt of the Report. Failure by the contractor to timely respond shall result in a final determination by the Government without contractor input.

7.3.3 The COR will provide a copy to the CO. The Government will make a determination based upon the contractor’s timely response and, as needed, apply the appropriate deduction.

7.3.4 The COR shall forward a completed NSD with the Government’s determination to the contractor within 7 calendar days of their response submission (or 9 calendar days after NSD report date if no timely response is provided by the contractor).

7.3.5 When a deduction determination is made, the amount of the deduction will be applied to the next invoice submitted by the contractor.

7.4 Quality Assurance Surveillance Plan (QASP)

The Government will utilize a QASP to monitor the contractor’s performance on the contract.

The QASP is a living document and can change at any time during the life of the contract. As such, the Government reserves the right to unilaterally edit the QASP at the Government’s discretion.

Appendices:

Appendix 1: Overnight DoDEA Pac Region Event Schedule

Appendix 2: Notification of Service Deficiency (NSD) Form

Appendix 3: Night Monitor Activity Log

Appendix 4: Night Monitor Incident Report

Appendix 5: Standards of Conduct

Appendix 6: DoDEA Pacific Overnight Policy and Regulations

Appendix 1

Overnight DoDEA Pac Region Event Schedule

TRAVELING

SCHOOL DEP DATE

RETURN

DATE EVENT SPORT LOCATION

HMHS

Fri, Sep 10, Sun, Sep 12, 2021 FB HMHS @ Kubasaki FB Okinawa

KNHS

Fri, Sep 24, Sun, Sep 26, 2021 FB Kinnick @ Kubasaki FB Okinawa

KNHS Fri, Oct 8, 2021 Sun, Oct 10, 2021 FB Kinnick @ Kadena FB Kadena

HMHS

Fri, Oct 22, Sun, Oct 24, 2021 FB HMHS @ Kadena FB Okinawa

ALL

Tue, Oct 26, Sun, Oct 31, FE D-1/2 Boys/Girls Tennis @ Kubasaki TN Okinawa

ALL

Sun, Nov 14, Fri, Nov 19, 2021 Jazz and Modern Music AE Okinawa

KNHS, HMHS

Tue, Feb 8, Sat, Feb 12, FE D-1 Boys Basketball @ Kadena BBB Okinawa

ALL

Mon, Mar 7, Thu, Mar 10, Junior Science Humanities Symposium AE Kadena

KNHS, HMHS

Wed, May 18, Sun, May 22, 2022 FE D-1 Baseball @ Kubasaki BB Okinawa

KNHS, HMHS

Wed, May 18, Sun, May 22, FE D-1 Girls Soccer @ Kadena GS Okinawa

Appendix 2

NOTIFICATION OF SERVICE

DEFICIENCY (NSD) FORM

Contract Number Contractor

Date of Deficiency NSD Issued by Report Date

Contract

CLIN

Event Night Monitor Name SD/Deficiency

SD Deduction Rate

CONTRACTOR RESPONSE

Describe Cause of Deficiency and Action Taken to Correct Deficiency

Signature _____________________________Title__________________ Date_______

GOVERNMENT ACTION

Government Finding

SD Rate Applied to Contract CLIN _____No _____Yes – Dollar Deduction $ ________

Deduction Applied to Current Invoice No: ____________ or ________ Next Immediate Invoice Submission

Government Signature ___________________ Title________________ Date________

Appendix 3

DoDEA Pacific Night Monitor Activity Log Event: Date:

School(s) Billeting Location(s) DoDEA Employee & Room #

Signature for Hand Off Meeting

⬜ Edgren MHS

⬜ E.J. King MHS

⬜ M.C. Perry HS

⬜ Kinnick HS

⬜ Yokota HS

⬜ Zama American HS

⬜ Daegu MHS

⬜ Humphreys HS

⬜ Osan MHS

⬜ Kadena HS

⬜ Kubasaki HS

⬜ Guam HS

Hand Off Meeting 2130 Information Were the student rooms sealed at 2100?

Gender of Students

Special Instructions* Where will the NM place the hard copy of the report at 0600?

⬜ Yes

⬜ No

If No, who will seal the student rooms?

⬜ DoDEA Employee

⬜ Both

⬜ Females

⬜ Males

⬜ Are there gender specific floors, wings, or buildings?

Males _________________ Females________________

⬜ Early Departure, Time

⬜ Knock on the DoDEA Employee’s Door at 0600

⬜ Slip it under the DoDEA Employee’s room

⬜ Front Desk

⬜ Other______________

⬜ Night Monitor

⬜ Other_________________

Student Room Numbers:

*Observations will happen every 15 minutes, unless teams are billeted in different buildings, then it will be at least every hour.

Approx Time Observations Location / Room Comments

END OF MONITORING

Did you remove the seal for all student rooms?

⬜ Yes ⬜ No

Where did you leave a hard copy of this report?

Did you send a digital copy to the Night Monitor Program manager and PACNightMonitor@dodea.edu?

⬜ Yes ⬜ No

Night Monitor:

Signature:

Contact Information: Date:

Time:

Appendix 4 DoDEA Pacific

Night Monitor Incident Report

Event: Billeting Location(s):

Date:

Student Name(s):

School Name(s):

Location: Time: Room:

Brief Description of Incident:

DoDEA Employee Contacted: Signature:

Result:

Appendix 5

STANDARDS OF CONDUCT

1.0. Contractor personnel shall NOT:

1.1 Use verbal assault, foul language, personal or racial insults, physical contact, or threats of physical violence to obtain a student’s name or to enforce discipline during the performance of contracted services.

1.2 Engage in any conduct of a sexual nature (verbal or physical) with students on/around the school grounds or billeting location.

1.3 Have any physical contact with students.

1.4 Exchange contact information with students.

1.5 Be under the influence of intoxicants, drugs or medications that impair the senses during the performance of contracted services.

1.6 Not use tobacco on school grounds.

1.7 Give or sell beverages, food, tobacco products, or merchandise to students.

2.0. Contractor personnel shall:

2.1.0 Be properly attired and present a neat and clean appearance. Attire shall:

2.1.1 Be such that upon casual observance, contractor personnel can be identified and not be confused for a student.

2.1.2 Include shoes that cover both toe and heel and are appropriate for running, jumping and basic climbing.

2.1.3 Not include tank tops, shorts, or clothing with offensive language or gestures.

2.1.4 Include name tags that are clearly visible at all times during the performance of duties.

Appendix 6

DoDEA Pacific Overnight Policy and Regulations

DoDEA Pacific Student Code of Conduct & Cancellation Policy

Participation in high school co-curricular activities is a privilege extended to students who agree to abide by the standard rules of conduct governing the program. Participants are expected to maintain the highest standards. All host school and military installation rules must be observed. All tournament / event schedules and planned activities must be promptly attended. The following behavior is not acceptable. Other negative behavior not specifically mentioned will be dealt with according to the severity of the behavior.

1. Possession or use of drugs, alcohol, or tobacco products, including e-cigarettes

2. Possession or use of weapons, or look alike weapons

3. Abusive, vulgar language or behavior

4. Hazing, fighting or other physical, violent acts

5. Criminal misconduct, theft, vandalism, etc.

6. Sexual misconduct

7. Misuse of government equipment/facilities; misuse of the possessions of other participants

8. Personal attire/dress that is non-compliant with host school or installation dress code. Violation of any installation regulations or host nation requirements

9. Travel in non-approved vehicles such as friends and/or students from other schools

10. Unauthorized absence from designated locations (i.e., billeting, activity, or during travel), including curfew violations. Participants may only depart the company of the traveling group with specific written permission from parents that identify a responsible adult to accompany their child.

Parents or guardians will be responsible for any additional fees resulting in an early return for disciplinary reasons. Fees may include flight or train.

Parents or guardians are responsible for any expenses associated for withdrawing their student from a Far East event for unauthorized reasons after team members / applicants have been selected and placed on the final travel roster.

Possible expenses may include but are not limited to the following:

1. Airline ticket

2. Train ticket

3. Reservation change fees

4. Shared room fees

5. Non refundable deposits

Justifiable reasons may include but are not limited to the following:

1. Documented student illness or injury that precludes participation in the event

2. The student is on emergency leave with the family

Unjustifiable reasons might include but are not limited to the following:

1. Removing the student for disciplinary reasons

2. Removal due to the student not performing up to an acceptable academic level past the eligibility check

3. Participating in a school or district event, match, or game after being placed on the Far

East final roster

I have read and agree to abide by the above behavior Code of Conduct and Cancellation Policy

Student Name Student Signature & Date

Parent/Guardian Parent/Guardian Signature & Date

Coach/Sponsor/AD/AcaD Coach/Sponsor/AD/AcaD Signature & Date

The coach/sponsor will keep a copy of this signed throughout the season / event.

52.212-1 ADDENDUM – INSTRUCTIONS TO OFFERORS - - COMMERCIAL ITEMS

TECHNICAL QUOTE REQUIREMENTS.

(A) The Offeror’s quote shall include all data and information requested by these Instructions to Offerors (ITO) and must be submitted in accordance with these instructions. Non-conformance with the instructions provided in this ITO may result in an unfavorable quote evaluation.

(B) Quotes should provide the following administrative information:

1. Tax identification number (TIN)

2. Unique Identity Identifier (Formally DUNS)

3. Complete Business Mailing Address

4. Cage Code

5. Contact Name

6. Contact Phone

7. Contact email address

(C) Technical Capability Factor. A technical quote shall be submitted by the Offeror in sufficient detail to evaluate compliance with the requirements of the solicitation and must address the requirements defined in the Performance Work Statement (PWS). Offeror shall address Technical Capability in accordance with the three two subfactors below:

1. Management Plan Subfactor. Offerors shall demonstrate an understanding of the requirement to provide services free of conflict of interest and in accordance with FAR 3.6 principles by providing a written management plan. As part of their management plan, Offerors may include current versions of chartering documents, bylaws, and any other relevant documentation.

2. 1. Technical Approach Subfactor. Offerors shall provide product information that clearly indicates the quoted services meet the requirements indicated in the PWS, specifically, Offeror shall indicate how it will meet PWS Support Tasks (Object 1), Task 1 through Task

22. . The quote should not simply rephrase or restate the Government’s requirements but rather, shall provide convincing rationale to address how the Offeror intends to meet these requirements. Offerors shall assume that the Government has no prior knowledge or experience and will base its evaluation on the information presented in the Offeror's quote. The specific requirements of the Technical Approach subfactor are defined in Addendum to FAR 52.212-2 Evaluation – Commercial Items.

2. Technical Constraint Subfactor. Offerors shall provide clear statement that none of its company’s owner(s) are also US Federal Government employees in accordance with FAR 3.6. Company owners also include persons that substantially own the company. Also see PWS paragraph 3.4.

3. Staffing Plan Subfactor. Offerors shall submit its staffing plan with its quote. The Staffing plan shall outline their plan to recruit, train, and maintain certified officials and other personnel performing under the contract.

(D) Page size should be 8.5 x 11 inches and pages shall be single spaced.

Except for the reproduced sections of the solicitation document, the text size shall be no less than 10 point.

(E) All referenced documents for this solicitation are available on the Federal Business Opportunities (FedBizOpps) website at http://www.fedbizopps.gov. beta.sam website at https://sam.gov/content/home. Potential Offerors are encouraged to subscribe for real-time e-mail notifications when information has been posted to the website for this solicitation.

PAST PERFORMANCE REQUIREMENTS.

(A) To assist the Government is evaluating Past Performance, Offerors should shall submit customer Points of Contact (POC) and Past Performance information relating to at least one similar requirement for applications previously provided by the Offerors.

The applications services should have been provided within 3 years from the closing date of the solicitation. The Past Performance information should include:

1. POC Name

2. Agency/Company

3. Phone number

4. Email Address

5. Description of work provided

6. Contract/Order Number (if applicable)

(B) The Government reserves the right to contact the POC’s to gather information on any aspect of the Offeror’s performance of providing the applications services. The Government also reserves the right not to contact some or all the POC’s provided. It is the Offeror’s responsibility to verify the POC information is current.

Submit the Past Performance Information along with the technical quote.

(C) In addition to, or in lieu of, contacting the POC’s provided by Offerors, the Government may research Offerors’ past performance on its own by searching various databases such as System for Award Management (SAM), Past Performance Information Retrieval System (PPIRS), and the Federal Awardee Performance and Integrity Information System (FAPIIS).

PRICE QUOTE REQUIREMENTS.

(A) Offerors shall submit all price quotes on the complete, most current conformed copy of the solicitation that includes all amendments. If the Government amends the solicitation, offerors shall include a memo with the price quote acknowledging the number of amendments to the solicitation that was received. The conformed copy of the solicitation with all prices and other necessary information completed shall constitute the price quote.

(B) Offerors should complete blocks 12, 17a, 17b, 30a, 30b, and 30c of the RFQ, Standard Form 1449. Offerors should insert their company’s CAGE code in the box titled “CODE” in block 17. By submission of its offer, the Offeror accedes to all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or subfactors. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale.

(C) If the Offeror is registered in System for Award Management (SAM), complete paragraph (b) of FAR provision 52.212-3 Alt 1, Offeror Representations and Certifications; or if the Offeror is NOT registered in SAM, complete paragraphs (c) through (o) of FAR provision 52.212-3, Offeror Representations and Certifications. Contract awardee must be registered in SAM before the contract can be awarded.

(D) Complete any other fill-ins and certifications in provisions required in the RFQ.

(E) Period for acceptance of offers. IAW 52.212-1(c), Period for Acceptance of Offers, by submission of its offer, the Offeror agrees quoted price is valid for 60 days after the closing date indicated in block 8 of the solicitation.

(F) Questions concerning this solicitation shall be submitted two business days before the solicitation closes.

(G) Any references to Requests for Proposal (RFP) in the provision FAR 52.212-1 will also have the same meaning as Requests for Quotes (RFQ) for this solicitation.

(H) The term “Offeror” may be substituted for “Quoter”, and the term “quote” may be substituted for “offer” or “quotation”.

TECHNICAL AND PRICE QUOTE, AND PAST PERFORMANCE SUBMISSION REQUIREMENTS.

Offerors shall submit one (1) electronic technical and price quote, and past performance information in .pdf, or Microsoft Office (e.g. Word, Excel, etc.) format by e-mail on or before the closing date and time stated in Block 8 of the solicitation to Ms. Miyuki Kinjo, Contract Specialist, email at miyuki.kinjo@dodea.edu and Ms. Thatsanee Schwarzmann, Contacting Officer, e-mail at thatsanee.schwarzmann@dodea.edu.

To be considered timely, the Offeror’s email with the attached proposals shall be received in Ms. Kinjo’s and Ms. Schwarzmann’s email inbox by the solicitation closing time. Ensure the combined size of all attachments are less than 10 MB or DoDEA’s network will reject the email. Offerors are required to ensure that all attachments are virus free.

(End of Provision Addendum)

52.212-2 EVALUATION--COMMERCIAL ITEMS

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate the quotes: Technical, Past Performance, and Price. The order of importance of these factors is: Technical, Past Performance and Price. Technical is more important than Past Performance, and when combined Technical and Past Performance are significantly more important than price. The government is using Simplified Acquisition Procedures for this procurement.

Evaluation Factors:

Factor 1: Technical Capability: Vendors will be evaluated on how well they demonstrate their understanding of and ability to perform the requirement as set forth in the Performance –Based Work Statement (PWS) as well as the general quality of the proposed products and services.

Factor 2: Past Performance: Vendor’s Past Performance will be evaluated to determine the vendor’s likelihood of success on the present requirement.

Factor 3: Price: Price will be evaluated to ensure price reasonableness.

See FAR 52.212-2 Addendum.

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of provision)

52.212-2 ADDENDUM – EVALUATION – COMMERCIAL ITEMS

BASIS FOR CONTRACT AWARD This acquisition will be conducted using Federal Acquisition Regulation (FAR) Parts 12 and 13. FAR Part 15 evaluation procedures will NOT be applied. The Government will award a Firm Fixed-Price, single-award requirements type contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will offer the best value to the Government, price and other factors considered. When combined, Technical Capability and Past Performance factors are more important than price. The evaluation process shall proceed as follows:

a. Technical Capability Factor. The technical capability factor consists of three two subfactors: 1) Management Plan, 2) Technical Approach, and 3) 2) Technical Constraints. Technical quotes will be evaluated at the factor level. An overall Technical Capability Factor rating will be provided as either Excellent, Acceptable, or Unacceptable. The Technical rating will be provided based on a combined assessment of the technical subfactors. The ratings are defined below:

Excellent – Quote clearly exceeds minimum requirements of the solicitation.

Acceptable – Quote clearly meets the minimum requirements of the solicitation.

Unacceptable – Quote does not clearly meet the minimum requirements of the solicitation.

1. Management Plan Subfactor. This sub-factor evaluates the Offeror’s current ability to receive award or perform the required services on a government contract in accordance with FAR Part 3.6 and without need of a FAR 3.602 waiver (see PWS Paragraph 5). In evaluating this factor, the government may consider information in the Quoter’s quote and information from other sources. This sub-factor factor is evaluated as either Acceptable or Unacceptable.

2. 1. Technical Approach Subfactor. This sub-factor evaluates the Offeror’s capability as an organization in providing the officials Night Monitor services of the kind or similar to those specified in the Performance Work Statement. Specifically, Offeror’s technical approach regarding PWS Support Tasks (Object 1), Task 1 through Task 22 will be evaluated. The subfactor shall be evaluated as Excellent, Acceptable, or Unacceptable.

2. Technical Constraints Subfactor. This sub-factor evaluates the Offeror’s current ability to receive award or perform the required services on a government contract in accordance with FAR Part 3.6 and without need of a FAR 3.602 waiver (see PWS Paragraph 3.4). In evaluating this factor, the government may consider information in the Quoter’s quote and information from other sources. This sub-factor factor is evaluated as either Acceptable or Unacceptable.

3. Staffing Plan Subfactor. This sub-factor evaluates the Offeror’s capability (planned procedures and practices) to hire, train, and maintain the necessary staff to meet the requirements initially and over time in the various locations and for the various functions in a limited labor market. This subfactor shall be rated as Excellent, Acceptable, or Unacceptable.

Note: A rating of “UNACCEPTABLE” for any technical subfactor may disqualify a Quoter from being considered for contract award.

b. Past Performance.

1. The Past Performance evaluation results in an assessment of the Offeror’s probability of meeting the solicitation requirements. One performance assessment rating will be assigned for each Offeror after evaluating the Offeror’s recent (within the past 3 years as of closing date of the RFQ) and relevant past performance, focusing on performance that is relevant to the contract requirements. See Past Performance Evaluation Ratings, excerpted below:

Acceptable – Based on the offeror’s performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort, or the offeror’s performance record is unknown. (See note below.)

Unacceptable – Based on the offeror’s performance record, the Government has no reasonable expectation that the offeror will be able to successfully perform the required effort.

2. Evaluation Process. The Government will review the past performance information provided by offerors and may contact the associated customer POC’s. Additionally, the Government will review information obtained from other sources available to the Government, to include, but not limited to, SAM, PPIRS, FAPIIS, and other databases.

3. Assigning Ratings. As a result of the Government’s assessment of the offeror’s past performance information, feedback from previous customers, and information obtained through SAM, PPIRS, FAPIIS, etc., the Government will assign rating of either Acceptable or Unacceptable.

Note: In the case of an Offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past performance. Therefore, the offeror shall be determined to have unknown past performance. In the context of acceptability/unacceptability, “unknown” shall be considered “acceptable.”

c. Price. The price quotes will be evaluated for price reasonableness but not rated.

Offeror’s quoted prices will be determined by multiplying the quoted unit prices by the quantities identified in each line item. The individual line items will be totaled to determine the offeror’s total quoted price. The “5-Year Total” on the bottom of the worksheet will be the Offeror’s total quoted price for evaluation purposes. The offeror’s price quote will also be evaluated to determine completeness and reasonableness.

d. Contractor Responsibility – To be eligible for award, the offeror must be determined responsible as defined in Federal Acquisition Regulation (FAR) 9.104-1. The Government reserves the right to obtain information relative to present and past performance on its own.

e. General Considerations – The quote must comply in all material respects with the requirements of law, regulation and conditions set forth in the solicitation.

f. The government intends to award a contract without discussions; however, the government reserves the right to hold discussions. It should be noted that there is no obligation on the part of the government to make an award to any Offeror in response to this RFQ.

(End of Provision Addendum)

(End of Summary of Changes)