Kids Youth Camp FY25 Statement of Work.docx

Statement of Work (SOW) Indiana National Guard (ING) Kids Youth Camp 22-27 June 2025

1. Introduction:

Kid’s Youth Camp is a 5-day residential camp that has been hosted annually for years. The camp brings children of National Guard Service members and Gold Star youth aged 9-17 together in a dynamic camp setting. The theme for the week is LDRSHIP and each day campers will be introduced to the Army Core Values through a variety of training.

There are several goals to hosting camp:

1. To provide recreational opportunities for campers.

2. To develop habits of healthy lifestyles.

3. To increase youth leadership.

4. To create team building.

5. To increase camper knowledge of the Army Core Values.

6. To develop skills among campers.

7. To increase camper communication.

8. To provide opportunities for children to build peer relationships; and

9. To facilitate personal growth.

These goals are met through a variety of dynamic training types:

1. Platoon competitions.

2. Educational workshops.

3. Team Building activities.

4. Personal challenge activities.

5. Community service.

6. Recreational activities.

7. Large group games; and ceremonies and formations.

2. Scope/Requirements:

2.1. Location: A secure location that is conducive to youth safety, learning, recreation, and cost efficiency; in the vicinity of Indianapolis, IN. Indianapolis was identified as a preferred location due to the high number of military families living in the area. Kid’s Youth Camp must be the sole vendor and will occupy the entire camp during the performance period, 22-27 June 2025.

2.2. Accommodations: Provide accommodation in permanent, hard-stand buildings that will adequately house up to 120 youth as well as 30 adult chaperones and/or additional support staff. Youth and adult chaperones must be housed together to ensure adequate supervision (1:15 ratio), while remaining support staff must be able to be housed separately from youth. Housing must be in weatherized and climate-controlled facilities that allow for the separation of youth by gender. Cabin/Dormitory style is preferred.

2.2.1. The Contractor will provide all lodging and training area locations. Lodging will be climate controlled and will include indoor restrooms (with flush toilets) and showers, garbage receptacles, and means to store medications requiring refrigeration. Outdoor training locations will have access to toilets, shade, running water, and have clearly defined inclement weather shelters.

2.2.2. Sleeping Quarters: Lodging structures shall be safe, adequate in size for accommodating youth and their adult chaperones, clean and have watertight roof and sides and be climate controlled. Heat sources will not be open flame. Housing must allow for separation between genders. Floor space within provided lodging will accommodate the bed, storage for personal belongings, aisles and exit ways, and assembly space. All existing electrical services, wiring and fixtures shall be in good repair and safe condition. Natural ventilation shall be provided through operable windows or other exterior openings. Sleeping quarters must have indoor toilets and showers, enough to accommodate group size. Adequate cleaning supplies must be available in each of the individual sleeping quarters and/or bathrooms.

2.2.3. Toilets, Showers and Privies: Natural ventilation shall be provided through operable windows or other exterior openings; artificial in lieu of natural lighting, and mechanical ventilation may be provided in toilet rooms and assembly space.

2.2.4. Fire Safety: The means of egress from all structures shall be maintained in an unobstructed, easily traveled condition at all times. Walkways should be clear of snow, ice or other debris. Sleeping quarters that occupy 15 or more people shall be provided with at least two separate means of egress located as far apart as practical.

2.2.5. First Aid: The Contractor will provide First Aid supplies within reasonable distance of all accommodations & recreation areas, including but not limited to: bandages, gauze, cold/heat packs, etc. All staff shall be current on CPR/AED certification and shall be trained in water safety. AED shall be available on site.

2.3. Meeting space: To provide meeting space indoors, and locations that will accommodate the entire group together (during meals and large group activities) as well as 4 separate spaces that will accommodate approximately 45 personnel. Space must also be able to be transformed into smaller breakout spaces, or alternate rooms and space available.

2.3.1. Meeting space may be indoor or outdoor and will require the ability to set up chairs in a classroom setting. One meeting space must accommodate the full group. Four additional spaces must be able to house approximately 45 pax.

2.4. Meals: To secure meals breakfast, lunch, dinner, and evening snack for all full training days (Monday, Tuesday, Wednesday, Thursday) and partial meals during travel days (Saturday, Sunday, Friday). Meals must be provided in a climate-controlled, indoor eating space. Hot and cold beverages during meals. Water shall be available for drinking at all times through the duration of the event.

2.4.1. Meals shall be catered towards youth ages 9-17. Adults will eat the same meals. Meals shall follow USDA Nutritional guidelines. All meals shall have substitutions available for attendees with special dietary needs. A backup meal option should be available at each meal. Snack option suggestions: fresh fruit, veggies and dip, cookies and milk, chips and salsa, popcorn, granola bars, cheese, and crackers, etc.

2.4.2. Beverages: Water, (available 24 hours within a reasonable distance of all activities) Milk, fruit juices, or hot chocolate (only during meals) and Coffee (FOR ADULTS ONLY).

2.4.3. Meal Schedule:

-Day One (Sunday) Evening snack.

-Day Two (Monday) Hot prepared breakfast, Hot/Cold bag/box style lunch, Hot prepared dinner, Two snacks.

-Day Three (Tuesday) Hot prepared breakfast, Hot/Cold bag/box style lunch, Hot prepared dinner, Two Snacks.

-Day Four (Wednesday) Hot prepared breakfast, Hot/Cold bag/box style lunch, Hot prepared dinner, Two Snacks.

-Day Five (Thursday) Hot prepared breakfast, Hot/Cold bag/box style lunch, Hot prepared dinner, Two Snacks.

-Day Six (Friday) Hot/Cold prepared breakfast, One Snack

**All meals and snacks shall be prepared for total numbers of youth and adults reported as attending by the State Family Program Director 1 week prior to the forum**

2.5. Recreation: At least three high-impact activities must be offered (for example: climbing wall, high ropes course, zip line, horseback riding, or alpine tower), or a popular option that is approved by State Youth Coordinators. And at least three recreational activities must be offered (for example: swimming, large group games and activities, fishing, or group sports) or another popular option that is approved by State Youth Coordinators.

2.5.1. Outdoor Recreation: Appropriate activities for youth outdoors should be available and part of the base cost of hosting the camp. A full list should be provided to include all options for recreation activities that will be readily available during free time. Camp staff should continue to provide supervision during free time activities.

2.5.2. State Youth Coordinators will coordinate training activities with the contracted facility. Contract facility staff will be responsible for running most activities, as well as reasonably enforcing adherence to the predetermined schedule. Volunteer chaperones will lead any military-related activities, such as, but not limited to; marching and formations, flag etiquette, introduction to MRE’s, resilience training (if certified), and other Kid’s A.T. traditions. All training must be approved by State Youth Coordinators.

2.5.3. Accreditation: Facility must be ACA (American Camp Association) accredited to ensure highest possible safety standards are in place and adhered to.

3. Deliverables:

3.1. Map of Locations:

-Labeled schematic of the proposed locations for:

-Sleeping facilities and number of rooms -Bed types and number of occupants per room -Location and number of toilets and showers -Indicate maximum occupancy for all rooms utilized.

-Designated outdoor meeting areas and maximum occupancy.

3.2. Sample Menu:

One day menu to lay out meal choices for breakfast, lunch and dinner and evening snack.

Final menu to be submitted to the State Youth Coordinator at a minimum of two weeks prior to the first day of camp.

3.3. Staffing:

- Camp staff is ultimately responsible for supervision, administrative, and medical duties

- Camp staff should maintain a high level of professionalism when in the vicinity of youth or INNG volunteers.

- At least one medically certified staff member shall be readily available at all times throughout the duration of the event Requests:

- Shall designate a clear schedule for medications / time and location for morning and night medications to take place each day

- Shall provide a direct method of communication for CYP coordinators and volunteer chaperones to contact medical staff as needed.

- Shall provide an on-site representative to be available in person and via telephone until the departure of the final party on the last day at 1800.

4. INARNG Responsibilities:

4.1. Staffing:

-10-15 Volunteer Chaperones shall be provided by INNG Youth Program.

- Volunteer staff responsibilities are limited to military-related activities and shall not be relied upon to serve as supervision in order to reach appropriate ratios.

-All curriculum and training shall be developed in collaboration with INNG Youth Program.

4.2. One week prior to camp:

- Shall provide a list to the venue with the total number of youth and adults attending.

- Shall provide a list to the venue with all known food allergies of personnel in attendance.

5. Point of Contact:

-P.O.C. is Ms. Katie Griffin, Lead State Youth Coordinator, at katie.n.griffin.ctr@army.mil or 317-247-3300 x85441