Attachment_1-PWS_Athletic_Officials_Edgren_HS.pdf

Performance Work Statement Athletic Officials for Edgren High School

1. INTRODUCTION. Athletic official services are required for Edgren High School (HS) 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. BACKGROUND. Department of Defense Dependents Schools (DoDDS) Japan is part of Department of Defense Education Activity (DoDEA). DoDEA 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 participate is recognized as a valuable educational experience, directly complements academic performance, and prepares students for continuous learning and productive citizenship.

3. PERFORMANCE OBJECTIVES/STANDARDS

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

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

3.2.1. Football: Official (up to 5 personnel), chain crew (3 personnel), score keeper, and time keeper

3.2.2. Volleyball: Up official (crew chief), down official, score keeper, and linesman (up to 2)

3.2.3. Basketball: Lead official (crew chief), assistant official (up to 2), score keeper, and time keeper

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

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

3.2.6. Soccer: Center official (crew chief) and lineman (up to 2)

3.3. Work load estimates per Sport (The government does not guarantee all games will be played)

3.3.1. Football: 11 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.

3.3.2. Volleyball (Girls): 22 regular season and 45 Tournament/Far East games estimated between September through November. Varsity Volleyball matches will have a best of three out of five games.

Estimated match play is 60 minutes.

3.3.3. Basketball (Boys/Girls): 50 regular season and 64 Tournament/Far East games estimated between November through February. Basketball will have (4) 8-minute quarters, with a 10-minute halftime and if necessary to include overtime as outlined in the NFHS rule book.

3.3.4. Baseball (Boys): 10 regular season and 30 Tournament/Far East games estimated between March through May. Baseball will play seven full innings. In case of ties the game will continue with full innings until the tie is broken.

3.3.5. Softball (Girls): 10 regular season and 30 Tournament/Far East games estimated between 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.

3.3.6. Soccer (Boys/Girls): 20 regular season and 40 Tournament/Far East games estimated between March through May. Soccer will have (2) 40-minute halves. Half-time is 10-minute.

3.4. 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.

3.5. 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 PAIAP Manual and the governing sport rulebooks.

3.6. 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.

3.7. Officials shall follow National Federation of State High School (NFHS) rules in the sport they are officiating.

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

3.9. 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.

3.10. 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. PAIAP Manuals will be distributed to the head official during the sports meeting or one-week prior to start of the season.

3.11. All contests and events will abide by the Pacific Area Interscholastic Athletic Program (PAIAP) Manual 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.

3.12. Officials shall comply with all base safety requirements when officiating on Yokosuka or Ikego, 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 PAIAP.

3.12.1 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.

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

3.14. 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.

3.15. 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.

3.16. 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 Manual.

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).

3.17. 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.

3.18. Officials shall enforce the Code of Conduct, PAIAP 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 PAIAP Manual.

3.18.1. Football National Federation of State High School Association Rules

3.18.2. Volleyball National Federation of State high School Association Rules

3.18.3. Basketball National Federation of State High School Association Rules

3.18.4. Baseball National Federation of State High School Association Rules

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

3.18.6. Soccer National Federation of State High School Association Rules

3.19. Performance Standards. The contractor is required to meet all the requirements of this PWS throughout the life of the contract, with special attention to ensuring all officials are NFHS certified, maintain a professional attitude, wear appropriate officiating uniform and protective gear, present a neat appearance and be easily recognizable, follow all base and DoDEA safety guidelines, and enforce rules of the PAIAP manual. The contractor shall maintain an acceptable quality level of 98% for all of the above performance standards. The method of surveillance will be customer complaint and periodic inspections, as deemed necessary

4. APPLICABLE DOCUMENTS

4.1. Pacific Area Interscholastic Athletic Program (PAIAP) Manual

5. SPECIAL REQUIREMENTS / CONSTRAINTS

5.1. Government Furnished Property and Services.

5.1.1. 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.

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

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

5.1.4. 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.

5.2. Contractor Furnished Equipment and Services.

5.2.1. 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.

5.2.2. 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 Athletic Director at time of contract award.

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

5.2.2.2. 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.

5.2.2.3. 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 wellbeing or operational mission of DoDEA.

5.3. 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.

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

5.4.1. 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.

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

5.4.3. 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.

5.4.4. 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.

5.4.5. 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.

5.4.6. 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.

5.5. Services shall not be provided without the issuance of a task order signed by a Contracting Officer from the DoDEA-Pacific Procurement office. All orders issued hereunder are subject to the terms and conditions of this contract. This contract shall control in the event of conflict with any order.

Only a Contracting Officer may modify task/delivery orders. Modifications to task orders will be issued on Standard Form (SF 30). A Government Representative, when authorized by the Contracting Officer, may only schedule/coordinate with the contractor, required Athletic Officials for games within funding limitations per applicable task order as it is awarded/modified.

5.6. Payment. Payment shall be net/30 days and will be based on receipt of a proper invoice and receipt/acceptance of services signed by a government representative indicating that services have been received and payment is authorized. Contractor will only be paid for contests worked.

5.7. 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.

5.8. Government Representatives. The contractor will be furnished a list of government representatives who have the authority to schedule/coordinate, required athletic officials for scheduled games within the funding limitations per applicable task order as it is awarded/modified. All actions shall be within the established terms and conditions of the contract. Government representatives shall maintain a log of the actual number of athletic officials for scheduled/coordinated games and expenditures for each task order.

DELIVERABLES: As specified throughout the PWS.

Reference Deliverable Responsibility Due Date/Time

3.10. Sports Meeting Government/

Contractor At least one week prior to each sport season.

3.10. Roster of officials Contractor Prior to first regular scheduled season game.

3.10.

5.1.3.

Copy of PAIAP Manual Government At sports meeting or one week prior to start of season.

3.13. Acquire team roster from both

teams

Contractor At least 30 minutes prior to start of each game

3.14. Pick up required equipment/

keys and return

Contractor Before game and after last game of the day

3.15. Approved and signed official

scorebook

Contractor End of each game

5.1.3. Schedule of games to Contractor Government At least one week prior to scheduled season

5.2.2. Contractor Info Contractor Award time and updated as necessary