I.B.01. W912LD24Q0009_Att(1)_Performance Work Statement (PWS).docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

RING LEADERS Military Youth Summer Camp Services

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Responsibilities, to perform a 5-day, 4-night, over-night adventure summer youth camp services, as defined in this PWS for a Base Year plus 4 option years. Meeting space, food, lodging, and customized outdoor activities shall be performed by the contracted service provider with oversight by the Lead Child and Youth Program Coordinator (LCYPC). The LCYPC will provide the lodging list, numbers for food and outdoor activities, and confirm the cabins/lodging rooms and meeting spaces with the contract service provider prior to the event.

PRICING OF CLIN STRUCTURE / PROPOSAL: This is a Firm Fixed Price (FFP) contract and LCYPC and community partners will be charged for the number of campers associated with the Contract Line-Item Numbers (CLINs) exercised.

As an example, if CLIN 0001 and 0002 are exercised, the LCYPC will be charged for 80 campers and the contractor should prepare to host 80 campers. The number of campers who attend will be no more than 80 but may also be less than 80. In this example, if less than 80 campers attend, the contractor will still be entitled to the full price of CLINs 0001 and 0002. The Government assumes the risk of exercising CLINs and not being able to fulfill the intended number of campers. The contractor should price out each CLIN based on the number of campers noted for that CLIN. To further clarify, CLIN 0001 reflects the cost of 72 campers, CLIN 0002 reflects the cost of an additional 8 campers, CLIN 0003 reflects the cost of an additional 8 campers, and CLIN 0004 reflects the cost of an additional 8 campers. This is a FFP contract, pricing will not be adjusted in the future. As such, the price for each year should take into account any anticipated inflation year over year and price accordingly. Please see the CLIN Structure, Attachment 2 for complete details.

1.1.1 Objectives: This event provides the opportunity for children and youth of the Rhode Island National Guard Child and Youth Program (RINGCYP), ages 8-17, to connect with each other in a camp setting with a programming focus on leadership, team building, resilience, life skills, personal development, and military values. The camp shall provide a fully staffed, fairly remote, outdoor/nature-oriented summer adventure camp to include all requirements in Section 5.0 and subsections for detailed requirements.

1.2 Background: This is a services contract to provide Lodging, Food and Conference Facilities for a 5- day, 4-night camp adventure to support 72-96 youth attendees. 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.

1.3 Period of Performance (PoP): The Period of Performance shall be 1 Base Year of 12 months and 4 option years. This event will be held in August each year. Actual days for the 2024 base year will be 19-23 August. Half days on 19 and 23 August. Full days on 20-22 August. The base year will be starting at contract award and each option year will be exercised by 30 Jun of the current year to allow the vendors sufficient time to plan for the event. Any options exercised after 30 June will be a bi-lateral agreement.

1.4 General Information:

1.4.1 Place and Performance of Services: The Camp shall be in Rhode Island, no more than 15 miles from a hospital. The contractor shall provide twenty-four (24) hour camper supervision by trained camp staff who have been background checked and are at least 18 years of age that meet American Camp Association (ACA) requirements. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.2 The contractor’s communication regarding health, well-being, questions, concerns, discipline, and management of campers throughout the week of camp shall be with LCYPC and/or State Family Program Director (SFPD) and/or Military Point of Contact (MPOC) and/or Military Family Life Counselor (MFLC). They shall be used as a resource for military campers and staff working with military campers.

1.4.3 Daily after-action meeting between elected camp staff (i.e., Head Counselor) and the LCYPC/SFPD/MPOC to discuss any questions, concerns, disciplinary actions, or other actions that need to be addressed.

1.4.4 Telework: The Government does not permit the contractor to telework in support of this requirement.

1.4.5 Recognized Holidays: The following are recognized United States (US) holidays. The contractor is not required to perform services on these days:

1.4.2.1 New Year’s Day: January 1st

1.4.2.2 Martin Luther King, Jr.’s Birthday

1.4.2.3 President’s Day

1.4.2.4 Memorial Day

1.4.2.5 Juneteenth National Independence Day: June 19th

1.4.2.6 Independence Day: July 4th

1.4.2.7 Labor Day

1.4.2.8 Columbus Day

1.4.2.9 Veteran’s Day: November 11th

1.4.2.10 Thanksgiving Day

1.4.2.11 Christmas Day: December 25th

1.4.6 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary (PRS).

1.4.7 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

1.4.8 Installation Access and Security Requirements: Not Applicable

1.4.9 Security Requirements. Not Applicable

1.4.10 Communications Security/Information Technology (COMSEC/IT) Security:

All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.11 Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (DoDD) 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals whose PII has been compromised.

No public advertising or information shall be shared about who is in attendance during the week of the RING camp or who is the customer. All advertising for attendance at the camp shall be done through RINGCYP and its partners.

1.4.12 Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.13 Special Qualifications: This service requirement does require special qualifications and certifications required as part of this service. All licenses, certifications and trainings must be valid and up to date as per established standard of the practice by the first day of performance of this contracted service. Qualifications listed below.

Camp must be an ACA Accredited Camp.

Food Service: The contractor is responsible for ensuring all food preparations and serving are staffed with personnel who possess a current food handling certification (ServSafe or equivalent) during the Camp.

Medical: Staffed medical/first aide personnel must have appropriate qualifications, training & license(s), to include certification in child and adult CPR, to provide medical attention as needed. One (1) medical staff member shall be available 24 hours a day, for treating children and to distribute/administer medication and monitor medical conditions.

Education/Childcare: Staff must possess appropriate levels of training and certifications as required to perform their duties in accordance with applicable local, state, and federal laws, in line with industry standards.

Aquatics: Certified and trained lifeguards, and aquatics instructors are required for the performance of this requirement. All lifeguards and aquatics instructors must possess appropriate credentials, license, and training.

Note: Contractors must ensure that any personnel performing under a contract are fully trained, licensed, certified, and otherwise qualified to provide services.

1.4.14 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the Contracting Officer (KO) in accordance with FAR 42.5. The KO, Contracting Officer’s Representative (COR) and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.15 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR, to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.16 Identification of Contractor Employees: Not applicable

1.4.17 Combating Trafficking in Persons: The United States Government has adopted a zero-tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.4.18 Contractor Travel: Not applicable.

1.4.19 Data Rights Not Applicable.

1.4.20 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.4.21 Phase In / Phase Out Periods: Not Applicable.

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.3 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.4 Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.5 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.6 Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.7 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.8 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.9 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have priority of contract with the subcontractor.

2.2 Acronyms:

3.0 Government Responsibilities

3.1 The Government shall provide:

3.1.1 Organization and execution of the pre-registration process to ensure camper eligibility prior to providing camper with the camp’s registration paperwork or access to the camp’s registration website.

3.1.2 Communication and collaboration with Camp Director regarding staff training, logistics, schedule, activities, registration process, etc.

3.1.3 Training for camp staff about the deployment cycle, unique qualities of military kids and families and their exceptional strength, concerns and issues and develop activities and themes to support/address these strengths, concerns, and issues prior to the start of camp.

3.1.4 Campers with activities, education and/or sharing opportunities designed specifically for military children and youth, to help them (1) form bonds/connect with other military children and youth; (2) learn to express themselves and communicate effectively; (3) explore their unique strengths, concerns, and issues; and (4) build resiliency and healthy coping mechanisms.

3.1.5 Coordination of all extra-curricular activities during the day and evening programming not provided directly by the camp.

3.1.6 Static military displays, if a “Military Day” is planned.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government Responsibilities in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

4.2 Secret Facility Clearance: Not Applicable.

4.3 Contractor Security Clearance: Not applicable.

5.0 Requirements:

5.1. The contractor shall provide:

5.1.1 A minimum of one (1) Camp Director and a minimum of one (1) Counselor, per ACA standards, for every eight (8) military youth campers.

5.1.2. Clean, safe, private, and well-maintained, gender separated cabins with beds for each of 72-96 campers with a counselor sleeping in each cabin at a ratio of at least one (1) counselor for every eight (8) campers.

5.1.3 One (1) adult male cabin for volunteers/RING staff only.

5.1.4 One (1) adult female cabin for volunteers/RING staff only.

5.1.5 Clean, safe, private, well-maintained, and secured shower and toilet facilities, separated by gender.

5.1.6 Twenty-four (24) hour camper supervision by trained, background checked, CPR and first aid certified camp staff of at least 18 years of age that meet ACA requirements.

5.1.7 One (1) medical staff member available 24 hours a day, trained and certified in child and adult CPR and first aid, for treating children and monitoring medication and medical conditions.

5.1.8 One (1) full-time certified cook with an appropriately staffed and inspected kitchen with current food safety certification (ServSafe or equivalent) and dining area to provide campers and volunteers three (3) nutritious meals per day with two (2) healthy snacks in between (see menu section). Snack shall be put out in a central location, like the cafeteria or a tent, for the kids to grab on the go. Snacks shall be made available daily from 10:30 a.m. to 11:30 a.m. and from 4:00 p.m. to 5:00 p.m. Vendor shall choose one snack from the healthy snack choices listed in the menu section. Adjustments must be made for any camper with specific food allergies and/or dietary restrictions, as documented through the camp’s registration process.

5.1.9 Vendor will ensure campers always have access to potable water.

5.1.10 One (1) designated storage area for the RING to use for materials and supplies that is centrally located (i.e., an empty cabin, shed, etc.)

5.1.11 A large indoor facility that can hold all campers, staff, and volunteers to be used for activities during inclement weather and nighttime activities, i.e., Camp talent show. Facility shall include a power supply, sound system, and microphone required for speakers and performances.

5.1.12 Facilities, grounds, access, and materials for at least 3 traditional camping experiences such as arts and crafts, campfires, cookouts, field games and sports, nature walks, etc.

5.1.13 At least eight (8) different activities offered, must include aquatics, with certified staff responsible for running activity.

5.1.14 Access to water for recreational use with at least three (3) of the following activities available and staffed with a certified lifeguard and certified instructor (where necessary) during activity time: marine biology lessons, swimming, sailing, kayaking, canoeing, or other aquatic activities.

5.1.15 At least one (1) high adventure activity, such as a high/low ropes course or a rock wall, that is safety certified and staffed with a certified staff member.

5.1.16 A field-day-like competition (at least 3 hours) organized and facilitated by the camp staff, with the campers grouped into four heterogeneous teams, allowing each camper an opportunity to participate, to promote teambuilding, comradery, competition, resilience, sportsmanship, fitness, and healthy lifestyles.

5.1.17 Large open field that can allow for large, static military displays for an optional military appreciation day. Displays shall be supplied by the Government.

5.1.18 Large, outdoor movie screen, projector, DVD player/laptop computer, sound system, HDMI cord, and power supply required for one outdoor movie night.

5.1.19 Provide the LCYPC/SFPD/MPOC with all required camp registration documents (medical, camp liability, etc.) or the website information for online camper registration, no less than two months prior to first day of camp.

5.1.20 Provide the LCYPC/SFPD/MPOC with full descriptions/camp plans/ schedules/ emergency procedures and other reasonable requests for information at least 30 days prior to beginning of the first day of camp. Work with LCYPC/SFPD/ MPOC to coordinate final schedule 10 days prior to beginning the first day of camp.

5.1.21 The camp shall allow parents/guardians to utilize the camp’s registration system (either online or hard copies), at least two months prior to the first day of camp, to enroll their child in the camp only after the family has been vetted through the RINGCYP. (The RINGCYP will vet the campers through a pre-registration process and then provide the camp with a roster.)

5.1.22 The camp shall Collaborate with and allow for the LCYPC/SFPD/ MPOC, the Government, and its partners for deliverables in 3.1 “The Government shall provide.”

5.1.23 Provide three (3) references for camps/events conducted within the past three (3) years that are similar in size and magnitude as it relates to participants and activities.

5.1.24 Proof of being an ACA Accredited Camp.

5.1.25 The camp needs to provide proof of liability insurance.

5.1.26 The camp assumes ALL direct and indirect safety liability.

5.1.27 The camp, camp staff, and campers must be covered by camp’s liability insurance.

5.1.28 The camp is responsible for paying all indirect and direct costs associated with providing the camp week and experiences.

6.0 OTHER:

6.1 The Government shall be permitted to connect its equipment to the contractor’s electrical outlets and facilities, with no additional costs to the government for use of contractor’s electrical service.

7.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

Federal Acquisition Regulation

Defense Federal Acquisition Regulation Supplement

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

5.1.1 A minimum of one (1) Counselor for every eight (8) military youth campers.

5.1.6 Twenty-four (24) hour camper supervision by trained, background checked, CPR and first aid certified camp staff of at least 18 years of age.

5.1.8 Appropriately staffed and inspected kitchen with current food safety certification (ServSafe or equivalent) and dining area to provide campers and volunteers three (3) nutritious meals per day with two (2) healthy snacks in between (see menu section).

5.1.2 Clean, safe, private, and well-maintained, gender separated cabins with beds for each of the campers with a counselor sleeping in each cabin at a ratio of at least one (1) counselor for every eight (8) campers.

5.1.5 Clean, safe, private, well-maintained, and secured shower and toilet facilities, separated by gender.

TECHNICAL EXHIBIT 2

Deliverables Schedule

Meal Menu’s

RING Child & Youth Program RING LEADERS Military Youth Camp

SCHEDULE:

Breakfast: 8:30 a.m. to 9:00 a.m.

Lunch: 12:45 p.m. to 1:15 p.m.

Dinner: 6:00 p.m. to 6:30 p.m.

Mid-Morning and Mid-afternoon Snacks:

Snack times: 10:30 a.m. to 11:30 a.m. and 4:00 p.m. to 5:00 p.m.

During each snack time, vendor is to offer one snack from the following healthy snack choices for campers and staff for each day. Vendor is not to repeat the same snack in one day.

SNACK OPTIONS:

-granola bars -trail mixes (no peanuts) -fresh assorted whole fruit (bananas, apples, oranges) -cheese sticks -crackers -pretzels -popcorn

MENUS

Each meal must provide a suitable vegetarian option that will meet dietary needs/restrictions provided to Vendor.

*Need to provide comparable vegetarian option. (V) denotes possible vegetarian option Day 1 Breakfast Lunch Dinner *Meatball Sub Marinara Sauce on side Parmesan Cheese Caesar Salad Salad bar Milk and Juice

Pitchers of Water on each table *Chicken Tenders Macaroni and Cheese Carrots, peas, corn French Fries, ketchup Salad bar Dessert: Chocolate and vanilla pudding

Day 2 Breakfast Lunch Dinner Scrambled Eggs *Sausage patty English muffins Fresh Fruit Assorted Cereal Yogurt Bar Juice/Milk/Coffee Pitchers of Water on each table Cheese Pizza (V) and Pepperoni Pizza Steamed broccoli Salad bar Milk and Juice Pitchers of Water on each table Chicken Fajitas Soft beef tacos Refried beans (V) Toppings: cheese, lettuce, tomato, sour cream, taco sauce Spanish rice Salad bar Dessert: Cinnamon sugar churros

Day 3 Breakfast Lunch Dinner Pancakes with syrup Scrambled Eggs *Bacon Fresh Fruit Assorted Cereal Yogurt Bar Juice/Milk/Coffee Pitchers of Water on each table *Chicken patty on a bun cheese, lettuce, tomato, pickle.

Kernel corn Curly fries Mayonnaise, mustard, ketchup Salad bar Milk and Juice Pitchers of Water on each table Cheese Ravioli (V) Marinara Sauce on side Garlic bread sticks Salad bar Dessert: Fresh baked brownies

Day 4 Breakfast Lunch Dinner Bagels with cream cheese, jelly, butter *Bacon Fresh Fruit Assorted Cereal Yogurt Bar Juice/Milk/Coffee Pitchers of Water on each table Ham & Cheese, Turkey & Cheese, Veggie Wraps (V) Mayonnaise, Mustard, Ketchup Fresh melon Salad bar Milk and Juice Pitchers of Water on each table BBQ: Hamburgers, hotdogs, veggie burgers (V) Corn on cob Watermelon Assorted Chips Potato Salad Ketchup, mustard, mayonnaise Dessert: Assorted Novelty Ice Bars

Day 5 Breakfast Lunch Dinner French toast with syrup *Sausage Home fries Fresh Fruit Assorted Cereal Yogurt Bar Juice/Milk/Coffee Pitchers of Water on each table *Pulled pork sliders French fries Salad bar Ketchup

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February 2024