IA02 - DRAFT PWS - Hephzibah HS JCLC Black Creek.pdf

AUG 22

PERFORMANCE WORK STATEMENT (PWS)

Hephzibah High School, JROTC

JCLC Black Creek 3–7 June 2024

Part 1 General Information

1. General: This is a non-personal services contract to provide services to support JROTC Cadet Leadership Challenge (JCLC) Black Creek 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, lodging, facilities, tools, materials, supervision, meal services, eight (8) four-seat golf carts, all requirements shall be co-located. The Contractor shall provide services in accordance with the terms, conditions, and specifications set forth in the Performance Work Statement (PWS). Challenging Outdoor Personal Experiences (COPES) course to conduct skills, techniques, and tools for rock climbing, zip line, archery range, and other items necessary to perform activities in support of 180 JROTC Cadets and 20 Cadre members participating in JCLC Black Creek. The Contractor shall perform to the standards in this contract. The golf carts will be operated by Cadre.

1.2 Background: Cadet Command Regulation (CCR) 145-2 provides the guidelines for the training of the Junior Reserve Officers Training Corp (JROTC) Program and requires each JROTC unit to annually conduct a JCLC. Hephzibah High School requires a contractor to provide billeting, food service, and training facilities required to support JCLC daily operations within 130 miles of Hephzibah High School, 4558 Brothersville Rd, Hephzibah, GA 30815.

1.3 Scope: The Contractor shall provide lodging, facilities, equipment, supplies, and meals, as specified herein, for JCLC Black Creek from 3-7 June 2024 to provide 180 Cadets and 20 Cadre from 10 high schools with services necessary to complete the JCLC. The Contractor shall provide services in accordance with the terms, conditions, and specifications set forth in this PWS.

1.3.1 Period of Performance: The Period of Performance (POP) shall be 3 June 2024 to 7 June 2024. The Contractor shall perform to the standards and acceptable quality levels identified in this PWS. The contract request does not contain option years.

1.4 Objectives: The objective of this contract is to provide lodging, meals, and facility usage.

- Provide Cadets an opportunity to practice/test leadership skills in an unfamiliar environment.

- Allow Cadets a chance to participate in citizenship building exercises.

- Provide Cadets the opportunity to experience living and interacting with their peers from other units schools.

- Instruct leadership-type skills to Cadets in a “hands-on” military type environment.

- Provide an opportunity to participate in adventure training.

1.5 General Information:

1.5.1 Quality Control Plan (QCP): RESERVED

1.5.1.1 The Contractor shall inform the COR of issues or potential issues that might affect the performance within 24 clock hours of identifying those issues. Verbal reports shall be followed up by written reports within two (2) business days.

1.5.2 Quality Assurance: 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 must 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 the acceptable quality levels (performance thresholds).

1.5.3 Recognized Holidays: No federal holidays occur during the period of performance.

1.5.3.1 U.S. Holidays: No work shall be performed on a holiday.

1.5.4 Operating Hours: RESERVED

1.5.4.1 Contractor Support Hours: The Contractor shall provide support between the hours of 0600 to 2000, the days Monday through Friday. The Contractor shall provide a point of contact to support JCLC operations during the hours of 2000 to 0600 (throughout the night oversight of facility use in support of planned events). The Contractor shall maintain an adequate workforce at all times, 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 workforce is essential.

1.5.5 Place of Performance: The work under this contract will be performed at the Contractor’s facility. Maximum travel allowable, one way, is 130 miles from Hephzibah High School, 4558 Brothersville Rd, Hephzibah, GA 30815.

1.5.6 Type of Contract: The government will award a firm fixed price (FFP) service contract.

1.5.7 Security Requirements: RESERVED

1.5.8 Contracting Officer’s Representative (COR): As determined by the Contracting Officer, a COR will be appointed and identified by letter of designation, a copy of which will be provided to the Contractor by the Contracting Officer. The designation letter states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is not authorized to obligate the Government.

If the work is not written in the contract, the COR is not authorized to request new work. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract, perform inspections necessary in connection with contract performance, maintain written and oral communications with the Contractor concerning technical aspects of the contract, issue written interpretations of technical requirements, including Government drawings, designs, specifications, monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies, coordinate availability of Government property, and coordinate site entry of Contractor personnel.

PART 2

DEFINITIONS & ACRONYMS

2. Definitions and Acronyms

2.1 Definitions: Although not inclusive of every term used within this PWS, the following provides a list of definitions used throughout this PWS and commonly used in the acquisition field.

Contracting Officer – means a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

Contracting Officer's Representative (COR) – As defined in DFARS 202.101, means an individual designated and authorized in writing by the Contracting Officer to perform specific technical or administrative functions. DoD Instruction (DoDI) 5000.72, Part II Definitions states the following when defining a COR: “Defined in subpart 202.101 of Reference (f). Any individual delegated responsibilities pursuant to subpart 1.602-2 of Reference (e), regardless of local terminology, must be certified in accordance with this instruction. For example, local terminology can be COR, Contracting Officer’s technical representative, technical point of contact, technical representative, alternate COR, administrative COR, assistant COR, line item manager, task order manager, quality assurance personnel, quality assurance evaluator, or COR management.” In addition, Army Regulation 70-13, Chapter 2, paragraph 2-2g, states, in part, the following when providing other surveillance support personnel to assist the COR when needed, “…These other surveillance support personnel may serve as on-site representatives of the COR in performance of actual contract surveillance if they meet all COR requirements and have been appointed by the Contracting Officer as alternate CORs.”

Contractor – means 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.

Day – means, unless otherwise specified, a calendar day.

Defective Service – means a service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable – means anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

Government Property - means all property owned or leased by the Government.Government property includes both Government-furnishedand Contractor-acquired property. Government property includes material, equipment, special tooling, special test equipment, and real property. Government property does not include intellectual property and software.

Physical Security – means that part of security concerned with physical measures designed to safeguard personnel; to prevent unauthorized access to equipment, installations, material, and documents; and to safeguard against espionage, sabotage, damage, and theft.

Quality Assurance – (or Government contract quality assurance) means the various functions, including, inspection, performed by the Government to determine whether a Contractor has fulfilled the contract obligations pertaining to quality and quantity.

Quality Assurance Surveillance Plan (QASP) – means the key Government-developed surveillance process document and is applied to Performance-Based Service Contracting (PBSC). The QASP is used for managing Contractor performance assessment by ensuring that systematic quality assurance methods validate that Contractor quality control efforts are timely, effective, and are delivering the results specified in the contract or task order. The QASP directly corresponds to the performance objectives and standards (i.e., quality, quantity, timeliness) specified in the Performance Work Statement (PWS). It provides specific details on how the Government will survey, observe, test, sample, evaluate, and document Contractor performance results to determine if the Contractor has met the required standards for each objective in the PWS. The QASP, with very few if any exceptions, is an internal to Government document.

Quality Control – means all necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

Subcontractor – means one that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

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

Work Week - Monday through Friday, unless otherwise specified.

2.2 Acronyms: Although not inclusive of every term used within this PWS, or that may be included in an acquisition, the following provides a list of acronyms commonly used in the acquisition field.

AFARS Army Federal Acquisition Regulation Supplement AOR Area of Responsibility AR Army Regulation CFR Code of Federal Regulations COR Contracting Officer’s Representative DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense FAR Federal Acquisition Regulation GFP Government Furnished Property

IAC Installation Access Control IACO Installation Access Control Office ID Identification IGE Independent Government Estimate IT Information Technology KO Contracting Officer OPSEC Operations Security POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program RA Requiring Activity TE Technical Exhibit

PART 3

GOVERNMENT PROPERTY (GP) AND SERVICES

3. Government Property and Services

3.1 Services: RESERVED

3.2 Facilities: RESERVED

3.3 Utilities: RESERVED

3.4 Equipment: RESERVED

3.5 Materials: RESERVED

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. Contractor Furnished Property and Services

4.1 General: The Contractor shall provide all supplies, equipment, facilities, lodging, and services required to perform work under this contract that are not listed under Part 3 of this PWS. The Contractor shall provide the following in support of this contract: Management, supervision, labor, food, serving equipment, chafing dishes, heating elements, serving utensils, plates, cups, utensils, and disposable napkins for each meal.

4.2 Materials: The Contractor shall furnish all materials, supplies, and equipment necessary to meet the requirements under this PWS.

4.3 Equipment: The Contractor shall provide intermural fields, sport courts (indoor basketball hoops, volleyball nets), athletic fields (football/soccer/softball fields).

4.4 Golf Carts: The Contractor shall provide eight (8) four-seat passenger golf carts.

4.5 Facility: The Contractor shall provide a recreation center, covered pavilion, intermural fields, sport courts, and dining facility that can seat approximately 300 JCLC participants.

4.6 Lodging: The Contractor shall provide sleeping facilities that are furnished solely on the basis of one (1) individual to a bed/cot with no more than two (2) individuals to a room/tnet for double occupancy, proper lighting, bathroom with shower area including shower curtain and toilet.

4.7 Meal Services: The Contractor shall prepare and serve meals during the times indicated for the duration of contract as specified within this PWS. The Contractor shall provide a total of 2,600 meals for cadets and cadre.

4.8 Courtesy: The Contractor’s employees shall be courteous to all persons served under this contract. Courtesy rendered shall be equal to that rendered to other customers of the establishment and equal to that expected of any public lodging facility. Services and consideration provided all guests shall be provided to event participants.

4.9 Taxes: The government is exempt 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 Facilities and Equipment: The Contractor’s facilities shall meet the following minimum standards:

5.1.1 Facility is not undergoing renovation or remodeling during the time of the camp and not located within an area considered a high crime area or designated a high crime area as determined by local police statistics.

5.1.2 The Contractor shall provide non-smoking sleeping facilities for 180 cadets and 20 cadre members participating in JCLC Black Creek. The facilities shall be clean and available for check-in no later than 3 June 2024. Rooms for cadets shall be furnished solely on the basis of one (1) individual to a bed/cot with no more than two (2) individuals to a room/tent for double occupancy. Lodging for cadre can be individual rooms/tents. The Contractor shall provide separate shower area(s) with shower curtains, and toilet facilities and shall be in working order prior to arrival and all work orders completed. Male and female cadets are to be housed separately at the same facility with the appropriate gender Cadre and chaperones in the same facility.

5.1.3 Fire and Safety: The Contractor’s facility shall comply with applicable fire and safety codes and regulations.

5.1.4 The Contractor shall provide Challenging Outdoor Personal Experience (COPE) facility to conduct skills, techniques, and tools for rock climbing 3-7 June 2024.

5.1.5 The Contractor shall provide Zip Line training and associated activities 3-7 June 2024.

5.1.6 The Contractor shall provide Archery Range 3-7 June 2024.

5.1.7 The Contractor shall provide Scout Craft activities that provide a variety of woodcraft knowledge and skills to assist individuals seeking venture into wild country to sustain themselves 3-7 June 2024.

5.1.8 The Contractor shall provide eight (8) four-seat golf carts for Cadre to transport equipment 3-7 June 2024. The golf carts will be operated by Cadre only.

5.1.9 The Contractor shall provide daily access to the recreation center, pavilion, intramural fields, and sport courts (basketball, volleyball, softball, football, soccer) 3-7 June 2024.

5.2 Miscellaneous Services: The Government will not be responsible for any miscellaneous charges incurred by the camp participant. The Contractor shall explain to the participant that miscellaneous services are not covered by this contract and are payable by the participant, such as personal telephone charges, pay-for-view movies, room service, internet service, meals in excess of the contract requirements, and other such services.

5.3 Basic Services: The Contractor shall provide services for meals, lodging, and facility usage in order to conduct JCLC Black Creek 3-7 June 2024, for 180 cadets and 20 cadre from JROTC Programs (10 Programs) within 130 miles from Hephzibah High School, our center point.

5.4 Meals and Food Services: The Contractor shall provide meals for 180 Cadets and 20 Cadre members 3-7 June . The Contractor shall meet the following minimum requirements:

5.4.1 The Contractor shall provide, prepare, transport, and set-up all food, beverages, and all condiments, i.e., mayonnaise, mustard, ketchup, steak sauce, hot sauce, pickles, salad dressing, syrup, salt and pepper, for use at each meal. The Contractor shall prepare and deliver lunches to the Cadet’s training sites. The Contractor shall have all meals prepared and ready to serve 15 minutes prior to scheduled serving times as listed in PWS para 5.4.5.1.

5.4.1.1 The Government will not be required to furnish cadets to serce each meal to participants.

5.4.2 The Contractor shall provide all food and condiments, serving equipment, chafing dishes, heating elements to maintain food temperature, serving utensils, disposable plates, cups, bowls, napkins, and utensils for each meal.

5.4.3 The Contractor shall wipe down and sanitize all tables at serving location as well as food preparation area and equipment, tear down each meal service upon completion and remove debris from site.

5.4.4 The Contractor shall meet all local and state regulations pertaining to food safety and best practices.

5.4.5 Meal Times: The Contractor shall prepare and serve meals during the times indicated below.

5.4.5.1 Times:

0600 – 0800 Breakfast 1140 – 1400 Lunch 1700 – 1900 Dinner

5.4.6 Meal Count:

ITEM

NAME

ESTIMATED QUANTITY

1 Lunch, 3 June, 180 cadets / 20 cadre

2 Dinner, 3 June, 180 cadets / 20 cadre

3 Breakfast, 4 June, 180 cadets / 20 cadre

4 Lunch, 4 June, 180 cadets / 20 cadre

5 Dinner, 4 June, 180 cadets / 20 cadre

6 Breakfast, 5 June, 180 cadets / 20 cadre

7 Lunch, 5 June, 180 cadets / 20 cadre

8 Dinner, 5 June, 180 cadets / 20 cadre

9 Breakfast, 6 June, 180 cadets / 20 cadre

10 Lunch, 6 June, 180 cadets / 20 cadre

11 Dinner, 6 June, 180 cadets / 20 cadre

Late Night Pizza, 6 June, 180 cadets / 20 cadre

13 Breakfast, 7 June, 180 cadets / 20 cadre

5.4.7 The Contractor shall prepare and serve a menu similar to the following in order to meet the dietary needs of JCLC participants. Menus shall be compliant with USDA guidelines and coordinated with the Government POC a minimum of 10 days prior to the event. Any changes shall be agreed upon at that time. All meals shall be served hot with exception of cold lunch sandwiches. Bottled water and beverages shall be made available at each meal. The Contractor shall adhere to the meals identified on the JROTC menu below or equally equivalent.

5.4.8 Menu sample:

MONDAY, 3 JUNE 2024

Lunch Menu Chicken sandwich, French fires, Assorted fruit Orange sherbet, Assorted juices, Milk, Bottled water

Dinner Menu Lasagna, Broccoli, Garlic bread, Assorted fruit Chocolate chip cookies, Assorted juices, Milk, Bottled water

TUESDAY, 4 JUNE 2024

Breakfast Menu

Sausage, French toast, Scrambled eggs, Mandarin oranges Assorted juices, Milk, Bottled water

Lunch Menu Cold cut sandwich, Chips, Pineapple tidbits Sorbet cup, Assorted juices, Milk, Bottled water

Dinner Menu Smoked pork loin, Macaroni and cheese, Mixed vegetables, Diced peaches Oatmeal raisin cookie, Assorted juices, Milk, Bottled water

WEDNESDAY, 5 JUNE 2024

Breakfast Menu Blueberry pancakes, Bacon, Scrambled eggs, Assorted fruit Assorted juices, Milk, Bottled water

Lunch Menu Tacos, Fajita corn, Churro, Applesauce Assorted juices, Milk, Bottled water

Dinner Menu Teriyaki chicken bowl, Egg roll, Assorted fruit Fortune cookie, Assorted juices, Milk, Bottled water

THURSDAY, 6 JUNE 2024

Breakfast Menu Bacon, Scrambled eggs, Cheese grits, Cinnamon fruit, Assorted fruit Assorted juices, Milk, Bottled water

Lunch Menu Hamburger, Cheeseburger, French fries, Mixed fruit Slushy, Assorted juices, Milk, Bottled water

Dinner Menu Beef pot roast, Mashed potatoes, Gravy, Corn, Peaches Chocolate chip cookie, Assorted juices, Milk, Bottled water

Late Night Assorted Pizza’s

FRIDAY, 7 JUNE 2024

Breakfast Menu Cereal, Boiled eggs, Muffins, Yogurt, Assorted fruit Assorted juices, Milk, Bottled water

PART 6

APPLICABLE PUBLICATIONS

6. Applicable Publications (Current Editions):

6.1 The Contractor must abide by all applicable regulation, publications, manuals, and local policies and procedures.

6.1.1 Cadet Command Regulation (CCR) 145-2 – JROTC, Organization, Administration, Operations, Training, and Support, 22 Aug 22

6.1.2 DA PAM 30-22 – Operating Procedures for the Army Food Program

6.1.3 Federal Acquisition Regulation (FAR)

PART 7

ATTACHMENT AND TECHNICAL EXHIBIT LISTING

7. Attachment and Technical Exhibit List

7.1 Technical Exhibit A – Performance Requirements Summary

7.2 Technical Exhibit B – Deliverables Schedule

TECHNICAL EXHIBIT A

Performance Requirements Summary (PRS)

PERFORMANCE

OBJECTIVE

STANDARD PERFORMANCE

THRESHOLD

PRS #1 - PWS para (5.1.2) – Lodging

The Contractor shall provide lodging for 180 Cadets and 20 Cadre members from 3-7 June 2024.

Lodging provided for 180 Cadets and 20 Cadre.

Separate shower area(s) with shower curtain and toilet facilities. Male Cadets and Cadre are billeted separately from female Cadets and Cadre.

No more than two (2) Cadets per room/tent for double occupancy.

100% Compliance.

Everyone has a bed/cot.

Ensure facility is not undergoing renovation or remodeling during the time of the camp.

PRS #2 - PWS para (5.1.4) – COPE Facility

The Contractor shall provide Challenging Outdoor Personal Experience (COPE) facility 3-7 June 2024.

Provide a COPE facility to conduct skills, techniques, and tools for rock climbing for 180 cadets.

PRS #3 – PWS para (5.1.5) – Zip Line

The Contractor shall provide zip line training and activities 3-7 June 2024.

Provide zip line training and activities for 180 cadets.

100% Compliance.

PRS #4 – PWS para (5.1.6) – Archery Range

The Contractor shall provide an archery range 3-7 June 2024.

Provide archery range for 180 cadets.

100% Compliance.

PRS #5 – PWS para (5.1.7) – Scout Craft

The Contractor shall provide Scout Craft

Provide scout craft activities for woodcraft knowledge and skills for 180 cadets 3-7 June 2024.

activities for woodcraft knowledge and skills.

PRS #6 – PWS para (5.1.8) – Golf Carts

The Contractor shall provide eight (8) four-seat passenger golf carts 3-7 June 2024.

Provide eight (8) four-seat passenger golf carts. Golf carts will be operated by Cadre only.

100% Compliance

For Cadre to transport equipment.

PRS #7 – PWS para (5.1.5) – Recreation Center, Pavilion, Intramural Fields, Sports Courts

Provide daily access to recreation center, pavilion, sports fields, and sports courts (basketball, volleyball, softball, football, soccer) for 180 cadets 3-7 June 2024.

100% Compliance.

Provided for sporting activities.

PRS #8 – PWS para (5.4) – Meals and Food Services

The contractor shall provide meals for 180 Cadets and 20 Cadre from 3-7 June 2024.

Provide up to four (4) meals per day. All meals shall be served hot with exception of cold sandwiches lunches and ready to serve 15 minutes prior to scheduled serving time.

Everyone gets a meal.

TECHNICAL EXHIBIT B

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To Golf carts Daily

8 Physically provided At designated training sites

Meals Up to four (4) meals daily IAW schedule

3 Breakfast 3 Lunch 1 Late night 3 Dinner

Physically

Government Point of Contact

Meals / Meal Count

Up to four (4) meals to serve personnel daily from 3-7 June

Breakfast meals:

Lunch meals:

Late night pizza:

Dinner meals:

Total meal count:

2,600

Physically

Contractor’s dining facility

Invoice Once 1 WAWF PIEE WAWF