IA02 - Sources Sought Notice - DRAFT PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

Phoenix Union High School (PXU) Junior Cadet Leadership Challenge

5th Brigade, JROTC, Phoenix Union High School 25-29 May 2025

Part 1

General Information

1. General: This is a non-personal service(s) contract to provide services to support the Phoenix Union HS District (PXU) JROTC Cadet Leadership Challenge (JCLC) during the period of performance 25-29 May 2025. The government shall not exercise any supervision or control over the contract service providers performing the services. 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 lodging and meal services for 103 cadets and 30 cadre from 25-29 May 2025 for 5th JROTC, PXU JCLC. All phases of training will be conducted by JROTC Cadre.

The contractor shall provide services in accordance with the terms, conditions, and specifications set forth in this Performance Work Statement (PWS). The contractor shall perform to the standards in this contract.

1.2 Background: JCLC is an annual requirement for all JROTC units. Camp required must have proven capability to provide billeting, food services and specialized facilities and activities areas required to support the Phoenix Union High District JROTC Programs. PXU Consists of 10 High Schools. Alhambra, Trevor G. Browne, Camelback, Carl Hayden, Central, Maryvale, North, Academies of South Mountain, Cesar Chavez, Betty H. Fairfax and Office of the Director of Army Instruction.

1.3 Scope: The Contractor shall provide non-personal service(s). The contractor shall provide all personnel, tables, chairs equipment, furniture, supplies, facilities and cabins, bathhouses, tools, materials, supervision, and other items and non-personal services necessary to provide food service support as defined in this Performance Work Statement, except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.4 Objectives: The objective of this contract is:

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

-Give 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 not available to Cadets.

-Provide meals, lodging and training facilities as specified in this PWS to ensure the event is successful for cadets and cadre.

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.

1.5.1.1 The Contractor shall inform the COR of issues or potential issues that might affect the performance within 7 days of the event start date. This is 168 hours before the event start date. Vendor can be contacted between 6:00am and 6:00pm Monday through Friday. Verbal reports shall be followed up by written reports within 5 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: 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. The contractor understands and agrees that services will be rendered on the 26th of May 2025, which is recognized as Memorial Day.

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

Please refer to the following.

1.5.4.1 Contractor Support Hours: The Contractor shall provide support between the hours of 0600-0800 a.m. for breakfast, 1200-1300 p.m. for lunch, and 1700-1800 for dinner from 25-29 May 2025. The Contractor shall maintain an adequate workforce at all times, for the uninterrupted performance of all tasks defined within this PWS when the facility is not closed for the above reasons. 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 to be performed under this contract will be performed at a location that is 100 miles north of Phoenix, AZ where it is suitable for outdoor training which is 15-20 degrees cooler than Phoenix, AZ where the temps can exceed 100 degrees. The location is in Prescott Pines, AZ.

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.

1.7 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.

1.7.1 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.

1.8 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.

1.9 Key Personnel: Reserved

1.9.1 Special Qualifications:

1.10 Identification of Contractor Employees: All Contractor personnel attending meetings 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.

1.11 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.

1.12 Organizational Conflict of Interest (OCI): Contractor and subcontractor personnel performing work 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 OCI as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer 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 Contracting Officer to avoid or mitigate any such OCI. The Contractor’s OCI Mitigation Plan will be determined to be acceptable solely at the discretion of the Contracting Officer. In the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect 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.

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

Government property includes Government-furnished. 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.

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 AR Army Regulation AT Anti-terrorism 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 ID Identification KO Contracting Officer OCI Organizational Conflict of Interest OPSEC Operations Security PII Personally Identifiable Information

POC Point of Contact 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 UOM Unit of Measure

PART 3

GOVERNMENT PROPERTY (GP) AND SERVICES

3. Government Property and Services

3.1 Services: 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.

3.2 Materials: Reserved

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. Contractor Furnished Property and Services

4.1 General: The Contractor shall furnish meals, supplies, equipment, facilities and services required to perform work as specified herein. The contractor shall provide permanent structure facilities with electrical power for in processing, camp operations center in concert with billeting for our staff and Headquarters element. A 24-hour on-site First Aid station and dining facility, to include adequate cleaning supplies. 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 all facilities, meals, training areas, a full-service dining facility. and training equipment. Training equipment and materials provided must be serviceable and safe for use. Contractor shall furnish necessary materials such as disposable plates, cups, napkins, and utensils for each meal and serving equipment to perform under this contract. Facilities shall include adequate gender separate lodging for 110 Cadets and 29 Cadre. An adequate training facility for archery/pellet shooting, team building obstacles, and a field for competitive games.

4.3 Vehicles and Equipment: Contractor: shall provide the following equipment: table, chairs, serving equipment, chafing dishes, heating elements to maintain food temperature, serving utensils. disposable plates, cups, napkins, and utensils for each meal. One golf cart for transportation within the camp.

4.4 Medical Support: The Phoenix Union school district has a trained medic that will be on site throughout the entire JCLC event. The contractor shall provide trained and qualified medical staff that will be on site the entire time throughout the event. Minimum requirement will be at least one person with Emergency Medical Technician (EMT) Certification, an on-call physician.

4.5 Clothing: 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.

4.6 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.

4.7 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

5.1 Basic Services: The contractor shall furnish facilities, furniture, equipment, supplies, management, supervision, and labor to provide facilities, lodging accommodations and meal service, as specified herein, for the Phoenix Union High School District JCLC for 103 Cadets and 30 Cadre from ten schools during 25-29 May 2025. The contract shall provide services in accordance with the terms, conditions and specifications set forth in the PWS.

5.1.1 Basic Services Tasks:

a. The contractor shall provide fixed facility, climate controlled housing with adequate ventilation.

b. The contractor shall have operational bathhouses for Male and Female Cadets, equipped with Sinks, Toilets, Toilet Paper, Showers with privacy draping, and changing areas.

c. Male and Female Chaperones will be assigned accordingly to their respected areas of responsibility for supervision of male and female cadets.

5.2 Tasks: Tasks consist of the following:

The contractor shall provide the following meals cadets, and cadre:

Dinner Advance Party 25 May 2025 at 1700hrs (13/4Total 17 Dinners)

Breakfast Advance Party 26 May 2025 at 0730hrs (13/4 Total 17 Breakfasts) Lunch 26 May 2025 at 1200hrs (103/30 Total 133 Lunches) Dinner 26-28 May 2025 between 1630-1800hrs (103/30 per day total of 399

Dinners) Breakfasts 26-29 May 2025 at 0700-0800hrs (103/30 per day total of 399

Breakfasts)

5.2.1 Set-up all food,serving tables, chairs, and other equipment prior to each meal start time as coordinated with the Government POC

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

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

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

5.3 Menus. The contractor shall provide a menu similar to the following for each meal.

All meals shall be served hot (as applicable). .

Breakfast Meal (26-29 May 2025):

Bacon, Sausage, Eggs, French Toast, Pancakes, Potatoes, and Assorted Fruit.

Breakfast will also include Juice, Milk, Chocolate Milk, Water and Coffee.

Lunch Meal (25-29 May 2025):

Hot Dog Bar, Assorted Salads and Sandwiches with Chips. Lunch will also include Punch, Water, and Lemonade.

Dinner Meal (25 May 2025) Advanced Party:

Beef Stroganoff, Green Salads, Dinner Rolls, Vegetables, Various Cooked Potatoes, Dinner will also include:

Sodas, Water, Fruit Punch, Lemonade, Chocolate Milk, Tea and Coffee

Dinner Meal (26 May 2025) Roast Beef, Mashed Potatoes, Green Salads, Dinner Rolls, Vegetables, Various Cooked Potatoes, Dinner will also include:

Sodas, Water, Fruit Punch, Lemonade, Chocolate Milk, Tea and Coffee

Dinner Meal (27 May 2025) Hamburgers, Hotdog Bar, Chili, Green Salads, Chips, Condiment Stations, (Lettuce, Sliced Tomatoes, Pickles, Onions, Ketchup, Mayonnaise, Mustard, Sodas, Water, Fruit Punch, Lemonade, Milk (Chocolate & Regular), Tea and Coffee.

Dinner Meal (28 May 2025) Beef Stroganoff, Green Salads, Dinner Rolls, Vegetables, Various Cooked Potatoes, Dinner will also include:

Sodas, Water, Fruit Punch, Lemonade, Chocolate Milk, Tea and Coffee

5.3.1. Menu: The contractor shall submit a copy of the menu to the Government POC for approval/disapproval no later than 19 May 2025.

5.3.2. Hydration Stations: Contractor shall have operational hydration stations throughout the training area and or hydration station with water containers filled with water and Ice.

5.3.3 Training Facilities: The contractor shall provide an outdoor group game infrastructure area for “ga-ga ball” “flag challenge”, and space for running relay-style competitive games.

5.3.4 The contractor shall provide “low ropes” venues for cadet leadership and confidence building. The contractor shall ensure all necessary equipment is available to complete the low ropes training during the duration of the JCLC.

5.3.5 The contract shall provide an archery range for cadets confidence building. The contractor shall ensure all necessary equipment is available to complete Archery Training.

5.3.6 Medical Facilities: The Contractor shall provide a fixed, dedicated, climate-controlled building area to be used as a First Aid Center.

5.3.7 Transportation: The contractor shall provide two golf carts for use by Cadre during the JCLC.

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

5.3.12 Miscellaneous Services: The contractor shall 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.

PART 6

APPLICABLE PUBLICATIONS

6. Applicable Publications (Current Editions): The following publications, manuals, regulations, etc. are applicable to this requirement and the Contractor shall adhere to the most current versions.

6.1 The Army Physical Security Program (AR 190-13)

6.1.1 U.S. Army Corps of Engineers Safety and Health Requirements Manual (EM

385-1-1)

6.1.2 Policies and Procedures for Property Accountability (AR 735-5)

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 ACCEPTABLE

QUALITY LEVELS (AQLs)

PWS Para. 5.1 The contractor shall provide meals timely for 103 Cadets, and 30 cadre participating in the PXU JCLC, 25-29 May 2025.

Meals served are nutritious, hot, filling, and of appropriate temperature in accordance with AZ State Food Service standards.

Meal served on time. The contractor shall serve meals during the times indicated below.

DATE TIME MEAL #

26-29 May 2025 0600-0800 Breakfast 26 May 2024 1130-1230 Lunch 133 25-28 May 2025 1700-1800 Dinner 399

ADV PRTY 17 DINNER 25 MAY

ADV PRTY 17 BRKFST 26 MAY

PWS Para 1-3. The contractor shall provide housing for 103 cadets and cadre while participating in the 2025 JCLC

Cabins will have bunks, mattresses, and electrical outputs.

25-29 May 2025 Is not going under any renovation or remodeling during the time of camp.

PWS Para 1-3 Showers, Sinks & Toilets/ Bathouses

Showers, Sinks, Toilets/Bathhouses are available for both male and female cadets attending JCLC.

25-29 May 2025 Is not going under any renovation or remodeling during the time of camp.

TECHNICAL EXHIBIT B

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To

Meals Meals to serve approximately 103/30 persons per day

4 Breakfasts 1 Lunches 4 Dinners

Each JCLC Camp Commander

Invoice Once 1 Digital https://piee.arm y.mil