IA02 DRAFT PWS - Rocky Mountain Western Classic Drill Meet - Facilities.pdf

PERFORMANCE WORK STATEMENT (PWS)

5TH Brigade Drill Competition

Rocky Mountain Western Classic Drill Meet 19-20 April 2024 United States Army Cadet Command

5th Brigade JROTC Programs

PART 1

GENERAL INFORMATION

1. General: This is a supply contract for building rental to provide facilities, furniture, equipment, supplies, management, supervision, and labor in support of the 2024 Rocky Mountain Western Classic Drill Meet (Formerly Rocky Mountain Nationals Drill Meet) for JROTC programs. The Government shall not exercise any supervision or control over the contract 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: This is a non-personal service(s) contract to provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to facilitate the rental of the contractor facility in support of the 2024 Rocky Mountain Western Classic Drill Meet as defined in this Performance Work Statement (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 Rocky Mountain Western Classic Drill Meet has been in existence in one form or another for more than 20 years and currently is an open-invitational drill for all JROTC programs. The event serves as an alternate to other regional and national level competitions for programs that cannot afford the time or expense of participating in similar events located primarily on the eastern seaboard.

The format, standards, and judging mirror those of the Army Nationals and Joint Service Nationals in order to prepare competing teams for increasing levels of competition at closer proximity or more convenient date for programs in the western region. Each year, the event hosts approximately 1,300 JROTC student-cadets, spectators, local educators, stakeholders, and local media at our competition. The facility required to host a drill competition of this size is rather unique, in that an inordinate amount of unobstructed space (approx. 37,000 square feet or more) for drill teams to perform, and to be able to complete the competition in one day. Also, the Drill Team Championship Competition is required to be held entirely in one location to maintain the integrity of the competition, and an appropriate level of oversight by management personnel.

1.3 Scope: Provide training facilities, furniture, equipment, supplies, management, and supervision.

1.4 Objectives: The competition provides an event with national-level quality standards and top-notch competitors for developing teams that are preparing for future competition at Army and Joint-Service Nationals. It also serves as an alternative venue for teams that habitually compete at national-level competitions annually.

1.5 General Information:

1.5.1 Quality Control Plan (QCP): The contractor’s existing quality assurance system shall be utilized in accordance with FAR 12.208.

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: The following provides information on recognized holidays for the purpose of the PWS. If submittal of any documentation (e.g., deliverables, submittals, etc.) deadlines fall on a holiday, the closest workday prior to the holiday will apply as the deadline for submittal.

1.5.3.1 U.S. Holidays: Work shall not be performed on U.S. federally recognized holidays occurring during the normal workweek unless otherwise directed by the Contracting Officer. When a U.S. holiday occurs on a Saturday or a Sunday, the holiday is observed on the preceding Friday or following Monday, respectively.

New Year’s Day M. L. King Memorial Day Presidents Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

1.5.4 Operating Hours: The Government facility office hours, facility operating hours, and the Contractor support hour requirements often coincide, however, they may differ.

Please refer to the following.

1.5.4.1 Government Facility Office Hours: Reserved

1.5.4.2 Government Facility Operating Hours: Reserved

1.5.4.3 Contractor Support Hours: The contractor is responsible for conducting business, between the hours of 0600hrs to 2000hrs or until event is complete each day from 19 - 20 April 2024. The Contractor must, always, maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS for the period stated. Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.5.4.3.1 Contractor Work Plan: Reserved

1.5.5 Training Holidays: Reserved

1.5.6 Place of Performance: The work to be performed under this contract will be performed within 20 miles of Denver, Colorado, 80223.

1.6 Security Requirements: The following information is provided on security related matters. Contractor personnel performing work under this contract do not require a security clearance.

1.6.1 Security Program: Reserved

1.6.2 Personnel Security Clearance Requirements: Reserved

1.6.3 Installation Access: Reserved

1.6.3.1 Installation Pass Log: Reserved

1.6.3.2 Individual Termination or Expiration of Employment: Reserved

1.6.3.3 Contract Termination or Cancellation: Reserved

1.6.3.4 Common Access Cards (CAC) and CAC Log: Reserved

1.6.4 Background Checks:

1.6.4.1 U.S. Citizen: Reserved

1.6.5 Physical Security: The Contractor shall safeguard all Government equipment, information, and property provided for Contractor use.

1.6.6 Operations Security (OPSEC) Requirements: Contractor personnel shall adhere to facility security policies and restrictions. The Contractor shall immediately report suspicious activities to security personnel.

1.7 Key Control: Reserved

1.8 Post Award Conference/Periodic Progress Meetings: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The Contracting Officer, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the Contracting Officer 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.

Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.8.1 The Contractor shall attend, participate in, and furnish input to scheduled and unscheduled meetings, conferences, and briefings that relate to the functions and services herein as required by the Government to provide effective communication and impart necessary information. The Contract Manager or designated representative shall attend meetings as requested by the Government. Meeting attendees shall at times include Contractor managerial, supervisory, and other personnel knowledgeable of the subject matter. Meetings may start or end outside of regular duty hours.

1.9 Contracting Officer’s Representative (COR): Refer to Part 2 of this PWS for the definition of a 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.

1.10 Key Personnel: Reserved

1.11 Identification of Contractor Employees: All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties must identify themselves, to include proper marking of signature blocks in correspondence, to avoid creating an impression in the minds of members of the public that they are Government officials. The Contractor shall ensure that all documents or reports, produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

1.12.2 Contractor Identification Badges: Contractor personnel shall be easily identifiable through the display of badges IAW Contractor Identification (AE Reg. 27- 715). (For services at Child, Youth, and School Services where children are present, recommend personnel wear identification when children are present.)

1.13 Contractor Travel: Reserved

1.14 Other Direct Costs (ODCs): Reserved

1.15 Data Rights: Reserved

1.16 Non-Disclosure Requirements: Reserved

1.17 Protection of Government and Contract Information: Per Public Use Notice of Limitations stated by Defense imagery Management operations Center and contained at www.dimoc.mil/resources/limitations/, the contractor shall not cite any information (e.g., contract information, pictures, locations, etc.) obtained through this contract on any hard copy or digital marketing tools to include its company website.

1.18 Non-Disclosure Statements: Reserved

1.19 Organizational Conflict of Interest (OCI): Reserved

1.20 Phase In /Phase Out Period: Reserved

1.21 Safety: Reserved

1.22 Environmental Compliance: Reserved

1.23 Required Training: The following provides information on training requirements.

1.23.1 Anti-Terrorism (AT) Level I Training: Reserved

1.23.2 OPSEC Training: Reserved

1.23.3 iWATCH Training: Reserved

1.23.4 Information Assurance (IA) Training: Reserved

1.23.5 Personally Identifiable Information (PII): Reserved

1.24 Notice to Proceed: Reserved

1.25 Government Property and Services: Reserved

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.

Contractor-acquired Property - means property acquired, fabricated, or otherwise provided by the Contractor for performing a contract and to which the Government has title.

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-furnished Property – As reflected in FAR 52.245-1, Government-furnished Property “means property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract.

Government Property - means all property owned or leased by the Government.

Government property includes both Government-furnished and 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.

Statement – means the specific results-based activities required to satisfy HLOs. A statement contains a result, the context of the statement, and the required action(s).

Statements focus on “what” is to be accomplished; however, they are not prescriptive in describing “how” the outcome is to be achieved. Each HLO may have several statements to flesh out the areas necessary to meet the objective. Statements are similar to Level 3 in a Work Breakdown Structure.

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

Workday - 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.

AR Army Regulation COR Contracting Officer’s Representative DA Department of the Army DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense FAR Federal Acquisition Regulation ID Identification JCLC JROTC Cadet Leadership Challenge JROTC Junior Reserve Officers Training Corps OCI Organizational Conflict of Interest 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 Special Tooling and Test Equipment: Reserved

3.6 Materials: Reserved

3.7 Training: Reserved

3.8 Common Access Cards (CAC): Reserved

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. Contractor Furnished Property and Services

4.1 General: The Contractor shall furnish facilities, equipment, supplies, management, supervision, and labor as specified herein. The Contractor shall provide services in accordance with the terms, conditions and specifications put forth in this PWS.

4.2 Materials: The contractor shall provide permanent-structure facilities with electrical power with floor space as outlined in Part 5 of this PWS. The contractor shall provide eighty (80) 8-foot long folding tables for equipment, judging, and scoring and 1,000 folding chairs for judges and competitors in team staging area. Seating in the main competition arena must accommodate 1,600 spectators in permanent stadium seating around the arena.

4.3 Vehicles and Equipment: Reserved

4.4 Security: The contractor shall provide security to ensure participants are in a safe and crime free environment.

4.5 Background Checks: Reserved

PART 5

SPECIFIC TASKS

5.1 Basic Services: The contractor shall provide services to support the Rocky Mountain Western Classic Drill Meet during the period of 19-20 April 2024. The contractor shall provide equipment, supplies, tools, and adequate floor space as outlined in this section to support the drill competition. The contractor shall provide services in accordance with the terms, conditions and specifications set forth in this PWS. The contractor shall perform to the standards in this contract.

5.2 Tasks: Tasks consist of the following:

5.2.1 The contractor shall provide access to JROTC/SROTC personnel the day before the competition, Friday, 19 April 2024, from 8:00 A.M. to 6:00 P.M., to facilitate the setup of the performance venues, Competition Headquarters, the Judge’s Chambers, and the Competition Scoring area. The contractor shall provide total access to the facility on event day, Saturday, 20 April 2024 from 6:00 A.M. to 8:00 P.M.

5.2.2 The contractor shall provide cleanup of the facility and ample trash receptacles for the deposit of trash and debris by spectators, participants, and event staff.

5.2.3 The contractor shall provide sufficient restroom space to accommodate approximately 2,600 JROTC Cadets, Chaperones, Judges, Instructors and Parents.

5.2.4 The contractor shall provide (1) room with a minimum of 12,000 square feet, with 35-foot-high ceilings to accommodate teams competing simultaneously on two 85’ x 70’ drill pads with a total spectator capacity of at least 1,600 in permanent stadium seating around the arena. The space must be unobstructed for drill maneuvers, judging, and award presentation. The contractor shall provide a separate room measuring 10,000 square feet of un-obstructed space and 16-foot-high ceilings at a minimum, which will be utilized as for two color guard competitions pads (55’ x 55’ each) and three small competition pads (25’ x 25’ each) for drill competition. The contractor shall provide an additional inspection area measuring at least 1,500 square feet (30’ x 50’). The contractor shall provide two additional rooms measuring 300 square feet each for scoring room and judges’ break room. The contractor will provide a 12,000 square foot area for competition team staging area. All floors shall be hard surface in competition areas.

5.2.5 The contractor shall provide one thousand (1,000) folding chairs and eighty (80) 8-foot-long folding tables to be placed in competitor staging and competition areas.

5.2.6 The contractor shall provide one set of bleachers for team group photos.

Bleachers must be at least 12 feet wide and have three risers for three rows of Cadets to accommodate at least 18 competitors.

5.2.7 The contractor shall provide public address system and technical support on competition day (20 April 24). Public address system must be audible to spectators in the main arena area for announcements and closing/awards ceremony. PA system must include two microphones (primary and back-up) which may be corded or wireless.

5.2.8 Fire and Safety. The contractor’s facility shall comply with applicable fire and safety codes and regulations.

5.2.9 Access to loading docks and equipment/personnel ramps to facilitate all drill teams to bring their equipment into the Drill area.

5.2.10 The contractor shall make available enough Janitorial/Custodial staff to maintain the facility in a clean and orderly manner.

5.2.11 The contractor shall not charge admission to access the facility or view the competition.

5.2.12 Miscellaneous Services. The contractor shall not be responsible for any miscellaneous charges incurred by the event 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 and meals more than the contract requirements, and other such services.

5.2.13 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.

5.2.14 Contractor Personnel Attire. Contractor personnel shall wear clothing that is clean and does not contain statements that may be offensive to others.

PART 6

APPLICABLE PUBLICATIONS

6. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

6.1 CCR 145-2 – Organization, Administration, Operations Training and Support

6.2 Federal Acquisition Regulations (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)

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

PWS Para. 5.2, Contractor shall provide access to facility for setup of performance venues. Make available total access to the facility on event day.

Provide cleanup of facility and provide ample trash receptacles and janitorial crews. Provide sufficient restrooms for the setup and event. Provide three separate rooms, one elevated stage, chairs, tables and loading dock.

Facility of at least 36,100 square feet (IAW Part 5.2.4) shall be made available on the day before of event for setup. One or more rooms for drill competitions and team staging, two separate rooms for Judge/Scoring that can able to be secured from the inside during occupancy and from the outside while room is empty of personnel in order to secure valuables.

One room/area for drill team inspection phase. Facility shall have sufficient restroom space to accommodate JROTC Cadets, Chaperones, Judges, Instructors and Parents.

Is not undergoing renovation or remodeling during the time of the event and not located within an area considered a high crime area or designated a high crime area as determined by local police statistics. The contractor’s facility shall comply with applicable fire and safety codes and regulations.

The contractor’s compliance increases the likelihood of using the contractor for same function in the future. The contractor’s compliance will be noted in CPARS as necessary

TECHNICAL EXHIBIT B

DELIVERABLES SCHEDULE

Deliverable Date / Quantity Date Medium/Format Location

Setup Access to Facility

19 April 2024

First day

In person

Within 20 miles of Denver, CO 80223

Event Day Access to

Facility

20 April 2024

Event day

In person

Same as above

Restrooms

Sufficient to accommodate event attendees

Available each day

Multiple locations

Cleanup

Have enough Janitorial/Custodial crews available for cleanup

Chairs / Stadium Seating

1,000 ea. chairs made available for use during the duration of event.

Stadium Seating for spectators to accommodate

1600.

Tables

80 ea. 8ft tables made available for use during the duration of event

Bleacher

1 x set with minimum three risers and 12 feet wide

Available each

Drill Area Same as above

Drill and competition team staging area

Two areas of 12,000 square feet each / 24,000 square feet total of un-obstructed space, to be used by designated personnel during event

12,000 sq feet per room

Deliverable Date / Quantity Date Medium/Format Location

Drill team inspection phase

One room or separate area more than 1,500 square feet

Per room

Judge/Scoring room

Two secured rooms (300 sq. ft.

each) made available separate from Drill area

Per room

Access to loading dock

19-20 January 2024 for equipment setup

Available each day

Each Same as above

Final Invoice

Final Invoice will be provided within 10 days of event completion.

The final invoice must be invoiced by line item.

The final invoice will be created in the

Wide Area Workflow.

WAWF at https://piee.eb.mil