PC_PWS_JSS_Summer Camp.pdf

PERFORMANCE WORK STATEMENT

JSS CYS Summer Camp

1. General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform the request of lodging, meeting space, catering, outdoor experiential learning, and venue safety to conduct WA National Guard Youth

(WANGY) Summer Camp from 18-23 AUG 2024 in Thurston County.

1.1.1 Objectives: The contractor will provide the work outlined in the PWS below, in Thurston County from 18-

23 AUG 2024. The Government requires the contractor to begin services 18 AUG 24 at 1700 and end services 23

AUG 2024 at 1500.

1.1.2 Description of Services: Contractor will provide lodging, meeting space, outdoor education with programming staff, and meals for the JSS-CYS Summer Camp. The event will be held between the following date range of 18-23 August 2024. The facility will be in Thurston County, Western Washington and be able to provide all services requested onsite. The facility must be American Camp Association accredited.

The camp facility will provide staff to facilitate programming, identified as swimming, boating, archery, challenge course, and other recreational activities available onsite. Staff to facilitate programming will be available for the five-day duration. All staff must have background checks on file and proper certifications for programming.

Lifeguards must be certified by a nationally recognized body or equivalent certificate with documented related skills, have First Aid & CPR certification, and follow standard policies and procedures.

1.2 Background: The WA National Guard Child & Youth (WANGY) Program’s mission is to provide quality programs which empower National Guard youth to be more resilient. Children of the National Guard are geographically dispersed across the state and in order to provide an ideal opportunity to connect the summer camp was developed. It also establishes a network of resilient families that can be utilized during deployment cycles to encourage resilient families. In an outdoor camp environment, we provide youth the traditional residential camp setting with teambuilding activities that help to challenge youth to step out of their box. WANGY Camp started in 2003 with 29 youth and 30 adults at the YMCA Camp Reed by Mary Thomas. In 2013, WANGY Camp, East

& West locations, provided a camping experience for 305 campers and they were supported by 35 Junior

Counselors and 80 adults.

1.3 Period of Performance:

Base Period: 18 AUG 2024 – 23 AUG 2024 (3rd wk of AUG, if approved for 5 yr contract)

Option Period 1: 17 AUG 2025 – 22 AUG 2025 (3rd wk of AUG)

Option Period 2: 16 AUG 2026 – 21 AUG 2026 (3rd wk of AUG)

Option Period 3: 15 AUG 2027 – 20 AUG 2027 (3rd wk of AUG)

Option Period 4: 13 AUG 2028 – 18 AUG 2028 (3rd wk of AUG)

1.4 General Information

1.4.1 Place and Performance of Services: The contractor shall provide services between the hours of 0800 –

1800, at the contracted location, from 18 AUG to 23 AUG 2024. The Contractor must, at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government 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 are essential.

1.4.2 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is how they assure themselves that their work complies with the requirement of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance

Requirements (PRS). After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.4.3 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. 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 minimum acceptable defect rate(s).

1.4.4 Communications Security/Information Technology (COMSEC/IT) Security: All communications with

DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.5 Physical Security: The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured. In addition, because of current cultural climate, the contractor shall provide security cameras, blue light emergency boxes across venue, active shoot response training, lodging that secures from the inside, and ensure the safety of national guard youth at location in case of medical emergency, active shooter emergency, natural disaster, or other security emergency issues not mentioned. Security is a nonnegotiable amenity for the youth of national guard service members.

1.4.7 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal

Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (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 will 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.

1.4.8 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration 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 furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regards 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 names and contact information of the COR(s) will be provided to the vendor in writing after contract award.

1.4.9 Key Personnel: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available 0800-1500 at the given location.

1.4.10. Combating Trafficking in Persons: The United States Government has adopted a zero-tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR

22.17.

1.4.11 Organizational Conflict of Interest: 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) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests

(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 mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and 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.

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor – a supplier, vendor, or venue awarded a contract to provide specific supplies, services, or tasks to the government. The term used in this contract refers to the prime.

2.1.2 Defective Service – a service output that does not meet the standard of performance associated with the

PWS.

2.1.3 Deliverable - Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.4 Key Personnel - Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.5 Physical Security - Actions that prevent the loss or damage of Government property, national guard youth, or CYS staff.

2.1.6 Quality Assurance (QA) - The Government procedures to verify that services being performed by the

Contractor are performed according to acceptable standards.

2.1.7 Quality Assurance Surveillance Plan (QASP) - An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.8 Quality Control (QC) - All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.9 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.10 Lead Child & Youth Program Coordinator (LCYPC) – This is the POC and lead for the CYS program; and the personnel on the ground verifying and utilizing contractors’ facilities to achieve program goals.

2.2 Acronyms:

AQL Acceptable Quality Level

CFR Code of Federal Regulations

CM Contract Manager

COMSEC Communications Security

COR Contracting Officers Representative

DoD Department of Defense

DoDI Department of Defense Instruction

FAR Federal Acquisition Regulation

GFP Government Furnished Property

OCI Organizational Conflict of Interest

PRS Performance Requirements

POC Point of Contact

PWS Performance Work Statement

QA Quality Assurance

QASP Quality Assurance Surveillance Plan

QC Quality Control

QCP Quality Control Program

TE Technical Exhibit

WANGY Washington National Youth Services

3.0 Contractor Furnished Property, Materials, and Equipment

3.1 General: The contractor shall furnish everything required to perform these services indicated in paragraph

1.1.2, description of services, and paragraph 5.0, requirements.

4.0 Requirements: The contractor shall provide:

4.1 Room Reservations/Lodging:

4.1.1- Lodging options for 80 attendees. Separate beds or lodging buildings will be available to accommodate separating attendees by gender. Gender neutral spaces, to include restrooms, available for youth not identifying as male or female.

4.1.2- Lodging will be available from Day 0 1700 – Day 5 1500.

4.1.3- Occupants will have access to sanitary restroom/shower facilities with running hot and cold water for all participants within a reasonable distance of lodging, preferably within the lodging structure.

4.1.4- Check-in for camp staff (30 adults and junior counselors) will occur on day zero at approximately 5 PM.

Check-out for camp staff will appear on day five at approximately 3 PM.

4.1.5- Check-in for campers (50) will occur on day one at approximately 3 PM. Check-out for campers will occur on day 5, at about 11 AM.

4.1.6- These numbers are for planning purposes only. A final number of participants up to the 80 indicated will be given to the facility seven days before the event for the base year.

4.1.7- Venue must be able to accommodate an increase or decrease of attendees from the base year number of

100 for each option period.

4.1.8- All lodging must be within the local government per diem rates.

4.1.9- Government reserves the right to cancel this contract up to 7 days before the event.

4.2 Facilities / Outdoor Education:

4.2.1- Venue will be American Camp Association accredited and able to support youth camp events.

4.2.2- Meeting spaces will be available from Day 0 1700 – Day 5 1500.

4.2.3- The venue will have multiple indoor and outdoor meeting space options to accommodate small and large groups simultaneously. Meeting space options will allow groups to distance themselves socially during activities.

Space will be used for workshops, classes, outdoor education, team building, campfire, art projects, staff meetings, for the duration of the event.

4.2.4- The venue will have a centralized space for event medical staff to support the event. Space will include beds for sick youth, an area to dispense medication, and basic supplies to assist with maintaining clean areas and comply with covid guidelines and is suitable to treat any potential patients.

4.2.5- Venue will provide outdoor education experiential learning, e.g., challenge course, archery, swimming, hands-on environmental experience and other recreational activities, and teambuilding activities up to 4 hours per day for all attendees. The venue will have trained certified staff to facilitate outdoor experiential learning in environmental science. Staff must have background checks and certifications on file.

4.2.6- Venue can provide minimum required security of staff and national guard youth – the venue must provide multiple security cameras, blue light emergency boxes across venue, active shooter response training, lodging securable from inside, gate coded lock, and to ensure the safety of national guard youth at location in case of medical emergency, active shooter emergency, natural disaster, or other security emergency issues not mentioned.

Security is a nonnegotiable service for the youth of national guard service members.

4.3 Catering/Food Service

4.3.1- The vendor will provide buffet style meals for all attendees. Vendor to have staff licensed in WA State standards for food handling permits. The vendor must have current and passing Food Service/Public Health

Inspection.

4.3.2- Vendor must provide buffet style meals on the following dates and times.

Day 0 – Dinner for 30

Day 1 – Breakfast & Lunch for 30, Dinner for 80

Day 2 – Breakfast, Lunch & Dinner for 80

Day 3 – Breakfast, Lunch, & Dinner for 80

Day 4 – Breakfast, Lunch, & Dinner for 80

Day 5 – Breakfast for 80, Lunch for 30

4.3.3- Meal times will be 0800 breakfast/1200 lunch/1800 dinner.

4.3.4- The dining meal space will have enough room to accommodate up to 80 people to eat simultaneously.

4.3.5- As required by the Department of Defense Instruction (DODI) 6060.2 Child Development The program, the Code of Federal Regulations (CFR), Title 7, Chapter II, Subchapter A, Part 226 provides guidance for the provision of nutritious foods that contribute to the wellness, healthy growth, and development of young children and the health and wellness of older adults. The vendor will consult this information to assist with meal options for attendees.

4.3.6- Vendor will be able to accommodate special food needs (vegetarian, vegan, dairy/nut/gluten-free, and Low

FOD map) upon one (1) week advance request.

4.3.7- The vendor will provide a menu as part of the proposal, including special food options.

4.3.8- All meals must be within the local government per diem rate. Identified for Thurston County as up to $12 for Breakfast, $17 for Lunch, and $34 for Dinner per person per day. Requesting modification of menu to meet

$12 for breakfast, $15 for lunch, and $25 for dinner per person per day.

TECHNICAL EXHIBIT 1

Performance Requirement Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Performance

Objective

Performance Standard Acceptable

Quality Levels

(AQL)

Surveillance Method / By

Whom

1.4.5

Physical Security

The contractor shall provide security cameras, blue light emergency boxes across venue, active shoot response training, lodging that secures from the inside, and ensure the safety of national guard youth at location in case of medical emergency, active shooter emergency, natural disaster, gate on location opened by a secure code,or other security emergency issues not mentioned.

Documentation provided electronically, verified on Day

1 of each period of performance..

Electronic Submission and

Onsite Inspection/COR &

LCYPC

5.1 Room

Reservations/Lodging

The contractor shall provide separate beds to accommodate up to 80 persons, which includes gender neutral spaces upon arrival.

Accommodations have access to sanitary restroom/shower facilities within reasonable distance of lodging with running hot and cold water.

Documentation provided electronically, verified on Day

1 of each period of performance..

Electronic Submission and

Onsite Inspection/COR &

LCYPC

5.2 Facilities/

Outdoor Education

(Accreditation)

The contractor shall provide evidence of American Camp

Association accreditation, First

Aid & CPR certification for lifeguard staff, challenge course inspection and accreditation for outdoor experiential learning staff, and background checks on file for all staff.

Documentation provided electronically, verified on Day

1 of each period of performance.

Electronic Submission and

Onsite Inspection/COR &

LCYPC

5.2 Facilities/Outdoor

Education (Meeting

Spaces)

The contractor shall provide multiple indoor and outdoor meeting space options to accommodate multiple groups simultaneously. Spaces must allow groups to distance themselves socially, if required, and be able to utilize for workshops, outdoor

Documentation provided electronically, verified on Day

1 of each period of performance.

Electronic Submission and

Onsite Inspection/COR &

LCYPC

education, team building, arts & crafts, and staff meetings.

5.2 Facilities/Outdoor

Education (Medical

Space)

The contractor shall provide centralized space that included area for medical staff, separate lodging for sick youth, an area to dispense and secure medication, and basic supplies to maintain cleanliness of area.

Documentation provided electronically, verified on Day

1 of each period of performance.

Electronic Submission and

Onsite Inspection/COR &

LCYPC

5.2 Facilities/Outdoor

Education (Outdoor

Education Activities)

The contractor shall provide outdoor experiential learning activities identified as challenge course (high ropes/low ropes), archery, swimming with lifeguards present, and hands on environmental science experience up to 4 hours per day for all youth attendees.

Documentation provided electronically, verified on Day

1 of each period of performance.

Electronic Submission and

Onsite Inspection/COR &

LCYPC

5.3 Catering/Meals

(Accreditation)

The contractor shall provide evidence of WA Food Handling permits for all staff. In addition, contractor shall provide evidence of passing Public Health

Inspection.

Documentation provided electronically, verified on Day

1 of each period of performance.

Electronic Submission and

Onsite Inspection/COR &

LCYPC

5.3 Catering/Meals

(Date & Time)

The contractor shall provide meals beginning on Day 1 to Day 5 with the specified amounts and meals.

In addition, meals shall be provided for up to 80 persons at

0800 (breakfast), 1200 (lunch), and

1800 (dinner).

Documentation provided electronically, verified on Day

1 of each period of performance.

Electronic Submission and

Onsite Inspection/COR &

LCYPC

5.3 Catering/Meals

(Nutritional

Standards)

The contractor shall provide meals that meet the nutritional standard outlined in DoDI 6060.02, title 7, chapter 2, subchapter A, part 226.

In addition contractor will be able to accommodate special food needs of vegetarian, vegan, dairy/nut/gluten free, and Low

FOD Map dietary concerns.

Documentation provided electronically, verified on Day

1 of each period of performance.

Electronic Submission and

Onsite Inspection/COR &

LCYPC

5.3 Catering/Meals

(Facilities)

The contractor shall provide dining space that is able to accommodate up to 80 persons to eat simultaneously.

Documentation provided electronically, verified on Day

1 of each period of performance.

Electronic Submission and

Onsite Inspection/COR &

LCYPC