P01-PWS - Adaptive Obstacle Race Summer Sports.pdf

PERFORMANCE WORK STATEMENT – Adaptive Obstacle Race

1. SCOPE

The Department of Veterans Affairs (VA) requires an adaptive obstacle race to support the 2026 National Veterans Summer Sports Clinic (NVSSC) to be held in Orlando, Florida hosted by the Orlando VA Medical Center. The purpose of this requirement is to secure an adaptive obstacle race course, permits, logistics support, participant access, race support, and related services to accommodate 300 attendees to participate in healthy activities and foster empowerment, adaptability, and resilience.

2. PERIOD AND LOCATION OF PERFORMANCE

Services will be provided for a total of one day, May 9, 2026 at the VA Orlando Medical Center.

3. REQUIREMENTS

The contractor shall provide all services, personnel, equipment, materials, supervision, and logistical support necessary to design, produce, and execute a professionally managed adaptive obstacle course race event for Veteran participants. The contractor shall coordinate with the government to ensure the course design meets program objectives and participant needs.

The contractor shall demonstrate the capability to modify course elements to accommodate participants with varying physical abilities, including mobility impairments, prosthetic use, and other adaptive sports considerations. Adaptive accommodation shall include:

• Alternate obstacle options where required

• Safe ingress and egress points

• Course design considerations that allow participation by Veterans with disabilities while maintaining safety and event integrity

The contractor shall be responsible for all aspects of event execution, including but not limited to the following:

• Participant access and race support for 300 attendees to include full access to the course, support infrastructure, and on-site staffing and operational control during the event

• Power, portable toilets (to include ADA units), a wash area, changing tents, water stations, T-shirts, and medals

• Compliance with applicable safety standards and risk mitigation practices. Coordination and acquisition of required permits and approvals including event insurance. Administrative oversight and planning. All logistics necessary to ensure safe and effective race execution

• Design and construction of a safe and accessible adaptive race course. Provision of race infrastructure, obstacles, timing systems, and course support. Equipment transport and setup, course construction and teardown, and event setup, operation, and teardown

• Build a custom adaptive 1.2-mile course with 15 obstacles to include staffing to set up and operate. The obstacles should include the following:

1. 4’ Wall

2. Over/Under

3. Tire Flip

4. Balance Beam

5. Low Mud Crawl

6. Invert Wall

7. Spear Throw

8. Hurdles

9. Bucket Carry

10. Sandbag Carry

11. Atlas Carry

12. Disc Throw

13. ‘Cindy’ Carry

14. Log Carry

15. Fire Jump

4. OFFEROR ELIGIBILITY

Due to the safety, accessibility, and logistical requirements associated with conducting a large-scale adaptive athletic event, the contractor shall be the entity that owns, operates, or directly manages the race event platform, infrastructure, and operational staff necessary to conduct the event. The contractor shall be the entity responsible for the production and operation of the obstacle race event including course design, permitting, logistics, and race execution.

Offers from third party brokers, booking agents, or intermediaries that do not have direct operational control over race production and execution will not be considered, as such arrangements increase performance risk, create fragmented responsibility for safety and liability, and may delay coordination required for adaptive modifications and Veteran participant support.

Contracting Officer’s Representative (COR):

a. Delegation of Authority letters shall be forwarded to the using service and the contractor after agreement has been signed, identifying the individual(s) as the COR(s). No additional service shall be provided without the approval of the CO or his/her designee of this contract.

b. The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer or his/her delegated representative acting within the limits of his/her authority.

Authorized Services:

a. Only those services specified herein are authorized under this contract. Before permitting and/or performing any service of a non-contract nature, the contractor shall advise the CO of the reason (s) for the additional work and/or service. The Contractor is cautioned that only the Contracting Officer or his/her designee may authorize additional services that are within the scope of this contract and that reimbursement shall not be made unless prior authorization is obtained from the CO.

b. All changes to the contract shall be issued through a contract modification in writing from the Contracting Officer to the Contractor.

Work Stoppage/Delays: The Contracting Officer shall be notified at the earliest time available, but no later than the next business day, via phone of the Contractor’s knowledge of any conditions which may adversely affect the Contractor’s ability to perform under the terms and conditions as stated in this contract.

Invoice and Payments: Contractor shall submit monthly invoices in the arrears electronically via the Tungsten-Network System at the end of each month for each hotel, for payment of work completed in that billing period. Contractor shall submit original invoice electronically to:

Department of Veterans Affairs Financial Services Center http://www.tungsten-network.com (Toll-free telephone number: (877) 489-6135)

Payment shall be made monthly in arrears upon receipt of properly prepared invoice.

The invoice MUST be itemized to include the following information. Any information listed below that is not provided on an invoice will render that invoice incomplete and the invoice will be returned for immediate correction.

a. Date of service.

b. Description of services.

c. Unit Cost billed.

d. Extended amount due.

e. Invoice number, date.

f. Contract number.

g. Obligation number for each hotel.

Invoices sent to other than the above e-mail address will delay payment to the Contractor and failure to comply with the above information shall delay payment to the Contractor.

Point of Contact (POC): The hotel shall assign a POC for the purposes of administration of this contract. The POC shall be available at a minimum once a month to meet with the National Veterans Summer Sports Clinic staff and the Contracting Officer, meetings shall be coordinated with the COR.

The contractor shall provide a point of contact in the space below:

a. Name: 

b. Title:

c. Telephone number:

d. Email address:

National Holidays:

Any overtime or holiday pay that may be entitled to the Contractor’s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government. The Contractor is not required to provide service on the following U.S. Government holidays, nor shall the Contractor be paid for these days:

http://www.tungsten-network.com/

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