IA02 DRAFT PWS for Sources Sought.pdf

PERFORMANCE WORK STATEMENT (PWS)

Annual Junior Reserve Officer Training Corps (JROTC)

Cadet Leadership Challenge (JCLC) 8-10 March 2024

Western High School, 501 S Western Ave Anaheim, CA 92804

Part 1 General Information

1. General: This is a non-personal services contract to provide facilities, lodging, logistical support, meals, training areas, and training activities for the attendees of the 8th Brigade, United States Army Cadet Command (USACC), Western High School Junior Reserve Officer Training Corps (JROTC) Cadet Leadership Challenge (JCLC) from 8 March 2024 to 10 March 2024. The Government will 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.

1.1. Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to provide the specified facilities, lodging, logistical support, meals, training areas, and training activities for 144 JROTC cadets and 24 cadre/chaperones from 8 March to 10 March 2024 as defined in this PWS except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2. Background: The annual JROTC Cadet Leadership Challenge is a three-day event held annually with the purpose of increasing the potential in JROTC cadets to become leaders in their school and community.

Additionally, the camp provides cadets an opportunity to live with and interact with cadets from other schools;

provides an opportunity for physical fitness and citizenship exercises in an unfamiliar environment; and provides recreation and other activities not normally available to the cadets.

1.3. Objectives: The contractor shall provide adequate facilities, lodging, logistical support, meals, training areas, and training activities for the establishment of a JROTC Cadet Leadership Challenge (JCLC). The camp will be conducted during the time period of 8 March 2024 to 10 March 2024. The camp will last a total of three days and two nights with a total of 144 Cadets and 24 cadre/chaperones attending this cycle.

1.3.1 The contractor shall provide adequate lodging for 144 Cadets and 24 cadre/chaperones over this JCLC training cycle.

1.3.2 The contractor shall provide serving equipment, chafing dishes, heating elements to maintain food temperature, serving utensils, disposable plates, cups, napkins, and utensils for requested meals and occupy the dining area for approximately one hour to serve each meal.

1.3.3 The contractor shall provide the facilities, training areas & training activities for 144 Cadets and 24 cadre/chaperones as explained in section 1.3 above.

1.3.4 The contractor’s personnel shall wear clean clothing and present themselves with clothing that does not contain statements that may be offensive to the military or others.

1.3.5 Government Point of Contact: The government Point of Contact (POC) for this JCLC will be LTC Jerry Pearce (JCLC Camp Commander) at pearce_j@auhsd.us. The government POC will provide approval of the final meal selection, final attendee count and confirmation of location and serving times.

1.4 Scope: The Contractor shall provide facilities, lodging, logistical support, meals, training areas, and training activities for the establishment of a JCLC.

DRAFT

1.4.1 Contractor shall provide two nights billeting for 144 Cadets and 24 cadre/chaperones for this training cycle.

Female JROTC Cadets and JROTC cadre/chaperones will not share billets with their male counterparts. Moreover, JROTC cadre (Female or Male) will not share billets with the JROTC cadets participating in the JCLC.

1.4.2 Meals specifics: Contractor shall provide a total of 6 meals for cadets and cadre during the training cycle by the date and quantity listed below. Meals and beverages shall be based on contractor’s pre-planning menus and shall include at a minimum a primary entrée with a vegetarian substitute (protein), three side dish options (vegetables and starches), fruit (breakfast), salad (lunch and dinner), bread (breakfast and dinner), dessert (dinner), and a minimum of two beverage options at each meal. Sample menus are located in 5.3.7. Meals shall be served as follows:

MEAL DATE Number of cadets and adults

Dinner 8 March 2024 (144 Each for Cadets; 24 each for cadre/chaperones)

Breakfast 9 March 2024 (144 Each for Cadets; 24 each for cadre/chaperones)

Lunch 9 March 2024 (144 Each for Cadets; 24 each for cadre/chaperones)

Dinner 9 March 2024 (144 Each for Cadets; 24 each for cadre/chaperones)

Breakfast 10 March2024 (144 Each for Cadets; 24 each for cadre/chaperones)

Lunch 10 March2024 (144 Each for Cadets; 24 each for cadre/chaperones)

1.4.3 Training areas and Training Activities (Programming and Staff): Contractor shall provide training areas and shall provide lessons, and activities to address outdoor learning, leadership and collaborative problem solving, rappelling, rock climbing wall, vertical playpen, zip-line, high & low Challenging Outdoor Personal Experience (COPE), air rifle range, night & day hikes, archery, and nightly campfire pits. Contactor shall also provide instructional and support staff, instructional space and facilities setup as required, instructional materials for cadets and other consumables as required.

1.5 Period of Performance: This Period of Performance (POP) is 8 March 2024 to 10 March 2024.

1.6 General Information:

1.6.1 Quality Control (QC): The contractor shall develop and maintain an effective quality control program 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 quality control program is the means by which he assures himself that his work complies with the requirement of the contract.

1.6.2 RESERVED

1.6.3 RESERVED

1.6.4 Hours of Operation: The contractor shall conduct business between the hours of 6:00 a.m. to 10:00 p.m. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract shall be performed within 50 miles of the school location at Western High School, 501 S Western Ave, Anaheim, CA 92804.

1.6.6 Type of Contract: The government will award a firm fixed price contract.

1.6.7 Security Requirements: In collaboration with the Western High School JROTC cadre, Contractor is required to establish adequate security measures to ensure a safe JCLC training experience for the Cadets in attendance.

1.6.7.1 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.7.2 Special Qualifications: Contractor shall have knowledge of safety awareness; such as, Occupational Safety and Health Association (OSHA), proper clothing and footwear. Contractor shall maintain a professional demeanor when providing training activities and serving the food. Furthermore, food handlers must be aware of all food safety requirements for preparing and serving food for indoor and outdoor dining events.

1.6.7.3 Identification of Contractor Employees: All contract personnel attending meetings, answering government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.7.4 Reserved

PART 2

DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

2. DEFINITIONS, ACRONYMS, AND ABBREVIATIONS:

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. CONTRACTING OFFICER- A person with authority to enter into, administer, and/or terminate contracts and make related determinations and findings on behalf of the government. Note: This is the only individual who can legally bind the government.

2.1.3. DEFECTIVE SERVICE- A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.4. DELIVERABLE- Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.5. 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 key personnel listed in 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.

2.1.6. PHYSICAL SECURITY- Actions that prevent the loss or damage of government property and the improper use or access to facilities owned or operated by the government.

2.1.7. QUALITY ASSURANCE- The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

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 privacy of contract with the subcontractor.

2.1.10. WORKDAY- The number of hours per day the Contractor provides services in accordance with the contract.

2.1.11. WORK WEEK- Monday through Sunday, unless specified otherwise.

2.2. ACRONYMS AND ABBREVIATIONS:

AR Army Regulation COPE Challenging Outdoor Personal Experience DA Department of the Army DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 JCLC JROTC Cadet Leadership Challenge JROTC Junior Reserve Officer Training Corp

KO Contracting Officer POC Point of Contact POP Period of Performance PWS Performance Work Statement QCP Quality Control Program USACC United States Army Cadet Command

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The government will furnish the contractor with an outline of the required support needed for their event. A detailed feeding plan (location of dining site, dietary restrictions, required support equipment, etc.…) will be provided to the contractor upon award and will be updated as changes occur.

3.2 Facilities: RESERVED

3.3 Utilities: RESERVED

3.4 Equipment: RESERVED

3.5 Materials: The Government will provide standard rules and regulations for the vendor as to what is allowed on the site and what is not prior to the event. If certain cooking products will not be allowed on site, it will be forwarded to the vendor to allow them time to adjust their cooking time.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish meals, training areas, training activities, services, equipment, supplies, management, supervision, and labor as specified herein, for Western High School’s JCLC. The Contractor shall provide services in accordance with the terms, conditions and specifications put forth in this performance work statement. Courtesy and consideration shall be provided to all guests and event participants.

4.2 Reserved

4.3. Materials: The contractor shall provide training activities, training areas, and training equipment. Training equipment and materials provided must be serviceable and safe for use. Contractors tasked to provide training activities must be properly trained prior to providing training. Furthermore, contractor must transport and set-up all food and serving equipment prior to each meal start time as coordinated with the government key personnel.

Contractor shall furnish cooking equipment, condiments, chafing dishes, heating elements to maintain food temperature, serving utensils, disposable plates, cups, napkins, and utensils for each meal.

4.4 Utility Conservation: The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning equipment.

4.5 Point of Contact: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the KO. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

4.6 Taxes. The government will be exempted from paying any sales taxes related to this contract. Tax exemption forms will be provided to the contractor upon request.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The contractor shall provide facilities, lodging, logistical support, meals, training areas, and training activities for Western High School JCLC. The purpose of this contracting requirement is to support 144 JROTC Cadets and 24 cadre/chaperones assigned to Western High School, Orange County’s JROTC Programs, and Riverside Poly High School. The JCLC will take place at a location within 50 miles of the school with the period of performance (POP) being 8 March 2024 to 10 March 2024. The Contractor shall furnish all the equipment and material required for the meals and training activities that will take place during Western High School’s JCLC.

5.2. Access, General Protection, and Security Policy and Procedures: This standard language text is for contractor employees with an area of performance within an Army controlled installation, facility, or area. HOWEVER, this is not applicable as the contracting requirement will take place on the hosting organization’s property.

5.3. Task Heading

5.3.1 Task 1: Meals. Transport and set-up all food and serving equipment prior to each meal start time as coordinated with the Government POC. As required, the contractor shall transport food and support equipment to and from the designated serving area at the training site.

5.3.2 Provide all food, beverages, and condiments for use at each meal.

5.3.3 Provide serving equipment, chafing dishes, heating elements to maintain food temperature, serving utensils, disposable plates, cups, napkins, and utensils for each meal.

5.3.4 Tear down each meal service upon completion and remove all debris from the site.

5.3.5 Wipe down and sanitize all tables at the serving location.

5.3.6 Menus. The contractor shall provide a menu for each meal. The menu shall be coordinated with the Government POC a minimum of 30 calendar days prior to the event and any changes agreed upon at that time.

5.3.7 Sample menu could include the following:

Breakfast sample 1: Scrambled eggs, sausage links, vegetable sausage links, potatoes O’Brien, yogurt, oatmeal, cold cereal, whole fruit, water, juice, milk & coffee (1 Each, 8oz Glass/Cup) and condiments.

Breakfast sample 2: Waffles, sausage patties, vegetable sausage links, potatoes O’Brien, yogurt, oatmeal, cold cereal, whole fruit, water, juice, milk & coffee (1 Each, 8oz Glass/Cup) and condiments.

Lunch Sample 1: Cheeseburger, veggie burger, French fries, salad bar, water, milk, juices, tea (1 Each, 8oz Glass/Cup) and condiments.

Lunch Sample 2: Pepperoni and cheese pizza, veggie pizza, salad bar, water, milk, juices, tea (1 Each, 8oz Glass/Cup) and condiments.

Dinner sample 1: Chicken penne pasta w/alfredo sauce, penne pasta w/alfredo sauce, seasonal vegetables, garlic bread, soup and salad bar, yellow cake, water, milk, juices, tea (1 Each, 8oz Glass/Cup) and condiments.

Dinner sample 2: Roasted chicken breast, veggie burger, mashed potatoes, seasonal vegetables, soup and salad bar, yellow cake water, milk, juices, tea (1 Each, 8oz Glass/Cup) and condiments.

Note: consideration / accommodations must be made for vegetarian meals for approximately 3-4 people per meal.

An accurate count of vegetarian Cadets will be provided to the contractor once the Cadets arrive.

5.3.8 Mealtimes. The contractor shall serve meals during the times indicated below:

TIME MEAL DATE Number of cadets and adults

1730-1830 Dinner 8 March 2024 (144 Each for Cadets; 24 each for cadre/chaperones

0800-0845 Breakfast 9 March 2024 (144 Each for Cadets; 24 each for cadre/chaperones

1200-1245 Lunch 9 March 2024 (144 Each for Cadets; 24 each for cadre/chaperones

1730-1815 Dinner 9 March 2024 (144 Each for Cadets; 24 each for cadre/chaperones

0800-0845 Breakfast 10 March 2024 (144 Each for Cadets; 24 each for cadre/chaperones

1200-1245 Lunch 10 March 2024 (144 Each for Cadets; 24 each for cadre/chaperones

5.3.9 Task 2 Facilities & Lodging (Administration):

5.3.9.1 Shall be a regionally accredited public institution with an established leadership program.

5.3.9.2 Shall accept any qualified JROTC cadet to participate in this leadership and character development program.

5.3.9.3 Shall provide on-facility administrative capability to in/out-process JROTC cadets and instructors participating in the leadership and character development program.

5.3.9.4 Shall provide lodging capability to lodge 144 JROTC cadets and 24 cadre/chaperones during each training cycle.

5.3.10 Task 3 Training Activities & Equipment (Curriculum): The proposed curriculum shall include instructional periods and other activities that will enhance the development and learning experience of participants.

5.3.11 The course will provide a Leadership Development Program (LDP) with the goals of: increasing cadet’s awareness of academic programs and career fields (outdoor learning activities); enhancing their personal leadership abilities (group obstacles), developing values and character required to successfully lead and operate in a professional environment (leadership positions); and inspiring academic excellence (attendance requirements).

5.3.12 The course will provide hands-on activities to include rappelling, rock climbing, zip-line, high/low COPE, air rifle range, archery, training classroom and nature hikes in several of the camps training venues to provide opportunities for team building/leadership development and provide physical fitness and social/recreation activities.

5.3.13 Reserved

5.4 Performance Standards. The Minimal Acceptable Standard for this contract is as follows:

5.4.1 All administrative actions must meet or exceed generally accepted academic standards outlined in the accreditation association granting accreditation to the institution.

5.4.2 Every reasonable effort must be made and procedures in place to assure the safety and well-being of cadets throughout all aspects of this program.

PART 6

APPLICABLE PUBLICATIONS

6. Reserved

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 –Performance Requirements Summary

7.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

TECHNICAL EXHIBIT 1

PERFORMANCE REQUIREMENT SUMMARY

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

PERFORMANCE

OBJECTIVE

PERFORMANCE

STANDARD

PERFORMANCE

THRESHOLD

INCENTIVE /

DISINCENTIVE

The contractor shall provide the location, facilities, and logistical support necessary for the establishment of the JCLC as stated in paragraphs 5.3.14 through 5.3.16.

The contractor will ensure the camp’s activities centers and health centers are available for use.

Contractor will ensure that the camp’s infrastructure is maintained and is functional during the camp.

Properly coordinated for Cadets and personnel assigned to the Western High School JCLC are allowed access to Irvine Ranch Outdoor Education Center 100% of the time during JCLC. The facility’s infrastructure, such as roads, sewer system, water, electricity, are in a functional state 98% of the time during the POP.

The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. Any trends of less than acceptable performance could result in terminating the contract or the contract being paid at a reduced price based on the discretion of the KO.

The contractor shall provide lodging for JCLC cadets and cadre/chaperones as per

1.4.1 and 5.3.13 of this

PWS.

The Contractor will make appropriate lodging available as specified in paragraph 5.3.9.4 of this

PWS.

The contractor will ensure that all lodging facilities and associated buildings are maintained in a habitable state 98% of the time during the POP.

The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. Any trends of unacceptable performance could result in terminating or otherwise changing the contract based on the discretion of the KO. See section 2.1.7

– 2.1.8.

The contractor shall provide meals for the JCLC as per section 5.3.1

– 5.3.8.

Meals and beverages will be based on contractor’s pre-planning menus and will include at a minimum; a primary entrée with a vegetarian substitute (protein), three side dish options (vegetables and starches), fruit (breakfast), salad (lunch and dinner), bread (breakfast and dinner), dessert (dinner), and a minimum of two beverage options at each meal. Meals will be

Contractor will ensure meals are served on time 95% of the time during the POP and the meals are fit for consumption based on the reasonable person standard. Also, the contractor will account for the amount of Cadets fed daily during meal times. Meal times will be based on the schedule previously set forth in paragraph 5.3.8 of the Performance Work Statement.

The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. Any trends of less than acceptable performance could result in terminating the contract or the contract being paid at a reduced price based on the discretion of the KO.

Quality control and Quality Assurance refer served in the dining lodge.

to items disclosed in paragraph 2.1.7 and 2.1.8.

The contractor shall provide training activities & training equipment for JCLC as specified above in section 1.4.3.

Contractor will provide a Leadership Development Program with the goals of: increasing cadet’s awareness of academic programs and career fields (outdoor learning activities); enhancing their personal leadership abilities (group obstacles), developing values and character required to successfully lead and operate in a professional environment (leadership positions);

and inspiring academic excellence (attendance requirements).

Contractor will also provide hands-on activities to include rappelling, rock climbing, high/low COPE, Zip-line, Air Rifle Range, Archery, classrooms and nature hikes in several of the camps training venues to provide opportunities for team building/leadership development and provide physical fitness and social/recreation activities.

Contractor will ensure personnel providing training are properly trained 100% of the time prior to presenting training. Contractor will also ensure that equipment used for JCLC training activities are serviceable, safe, and functional during the entire period of performance.

The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. Any trends of less than acceptable performance could result in terminating the contract or the contract being paid at a reduced price based on the discretion of the KO.

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

(This technical exhibit lists any reports or documentation that is required as a deliverable to include the frequency, # of copies, medium/format and who/where it is to be submitted. A deliverable is anything that can be physically delivered but may include non-physical things such as meeting minutes. Note: All PWS deliverables should be included in this exhibit.)

Deliverable Frequency Process Standard Submit To Menus and Meals

Meals for cadets will be provided 8 March 2024 to 10 March 2024 as stated in the PWS paragraph

5.3.8. Menus for all

meals will be finalized and provided 30 days prior to arrival.

Hot meals will be served in the designated dining facility and sack lunches will be distributed for consuming during travel.

Menus will be created using Microsoft Office applications and provided via email.

Food will be prepared in accordance with USDA food handling and preparation guidelines.

Western High School Senior Army Instructor

Training Activities and Training Equipment

Equipment necessary for all scheduled activities will be provided by the contractor and on location at the start of the activity.

A complete plan/schedule of activities will be finalized and provided 30 days prior to arrival.

Personnel designated to provide training will be properly trained prior to presenting.

Items such as ropes, safety equipment, Zip line, COPE, classroom, rappelling gear, archery and any other items required by scheduled activities for use by cadets will be issued and collected at the activity site.

Training schedules will be created using Microsoft Office applications and provided via email.

All training equipment will be inspected for serviceability and only serviceable equipment will be issued to cadets participating in the training.

Western High

Final Invoice A final invoice will be provided within 10 days of event completion and prior to electronic submission for review and approval

The final invoice must be invoiced by line item.

Training schedules will be created using Microsoft Office applications and provided via email.

Western High