Performance Work Statement.pdf

PERFORMANCE WORK STATEMENT (PWS)

RELIGIOUS SUPPORT OFFICE (RSO) WATCH CARE SERVICES

PART 1

GENERAL INFORMATION

1. GENERAL: This is a non-personal services contract to provide Watch Care Services. The Government shall 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. This PWS defines the requirements and deliverables of the contractor that support the individual Free Exercise of Religion for military personnel, family members, and authorized personnel.

1.1. Description of Services/Introduction: The contractor shall provide a Watch Care

Coordinator, who shall be responsible for the complete management, scheduling, and oversight. The contractor will also provide a team of qualified childcare providers to support the Religious Support Office (RSO) programs across Fort Hood, TX. The Contractor shall provide non-personal services necessary to perform Watch Care Services as defined in this Performance Work Statement, except for those items specified as government furnished property and services.

1.2. Background: The Fort Hood RSO provides robust religious programming for a large and diverse community of Soldiers and their families. A key component of this programming is the provision of reliable, safe, and high-quality watch care during religious services and events. The RSO requires a professional coordinator to manage the significant administrative and logistical burden of staffing these events across multiple locations and at various times.

1.3. Scope: The Contractor shall provide a Watch Care Coordinator to manage a flexible and scalable team of childcare providers. The coordinator will be the single point of contact for the RSO for all watch care staffing needs. The scope for the coordinator includes managing personnel for recurring weekly services, special religious events, and surge requirements as directed by the RSO. The services will support up to thirteen (13) chapel locations on the installation, please see section 1.6.6 for all chapel locations. The contractor should anticipate having a coordinator who is able to oversee staff who will perform services at approximately three to five (3-5) locations simultaneously during a typical recurring service period.

1.3.1. The Contractor shall provide a team of staff to manage. The scope for the team of staff. More of this will be provided later.

1.3.2 This contract does not create an employer-employee relationship between the Government and Contractor, as well as any corporation, partnership, business association, other party, or legal entity with which the Contractor may be associated. The Government assumes no responsibility for costs incurred for services performed by the contractor that are not included in this contract.

1.3.3. The Contractor shall only provide services for which no Unit Ministry Team (UMT) members (Chaplains and Religious Affairs Specialists), RSO Department of the Army (DA) Civilians, or volunteers are able to perform. Under no circumstances shall a Contractor provide direction to a Chaplain, Religious Affairs Specialist (RAS), general military member, a DA Civilian, or volunteer, nor shall he/she represent in an official capacity of the Federal Government, U.S. Army, or the local congregation that the contract supports.

1.3.4. It is the responsibility of the Contractor to guard against any actions that are of the nature of personal services, give the impression of personal services, or portray his/her position as that of an employee.

1.4. Period of Performance: The period of performance shall be for one (1) Base Year of 12 months from the date of award, and two (2) 12-month option years.

Base Year: 01 APR 2026 – 31 MAR 2027

Option Year I: 01 APR 2027 – 31 MAR 2028

Option Year II: 01 APR 2028 – 31 MAR 2029

1.5. Quality Control: The Contractor shall develop and maintain a Quality Control Plan (QCP) to ensure the 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.

As a minimum, the QCP shall include procedures for verifying the qualifications and certifications of all managed childcare providers and a system for inspecting the quality of care provided during events.

1.5.1. The Contractor’s Proposed QCP shall be submitted to the Contracting Officer (KO) through the Contracting Officer’s Representative (COR) for review within ten (10) working days after date of contract award (Deliverable A.0001). 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.

1.5.2. The Government will review and either notify the Contractor in writing of acceptance of the plan or return their comments to the Contractor within ten (10) workdays. If the Government has provided comments, the Contractor shall then have three (3) workdays to submit a Final QCP. After receipt of the Final QCP, the Contractor may receive the Contracting Officer’s acceptance in writing.

1.5.3. Any proposed changes to the accepted QCP are required to be resubmitted for acceptance by the KO no later than 10 calendar days prior to the anticipated change and before implementation by the Contractor. The timeline noted above will apply for review and acceptance of proposed changes. At a minimum, the QCP must include and answer the following to be acceptable to the Government:

A. A chart showing the organizational structure and lines of authority, the names, qualifications, duties, responsibilities, and classification of each member of the Contractor's Quality Control Team.

B. How will the Contractor monitor work to ensure that performance complies with all deliverables (etc. timelines, deadlines, and goals)?

C. How will the Contractor monitor work to ensure that performance complies with all specifications and requirements of the contract, including clauses?

D. How will the Contractor monitor and ensure staff qualifications remain current and valid including DOCPER processes/approvals throughout contract performance?

E. How will the Contractor ensure all keys issued will remain controlled items (Paragraph 1.6.10 Key Control)?

F. How will the Contractor inventory and track maintenance of all Government Provided Equipment / Materials?

G. How will the Contractor identify, investigate, and correct any non-conforming performance and prevent similar deficiencies in the future?

H. How will the Contractor file and save all Quality Control related documents for the life of the contract plus 5 years?

1.6. Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP).

1.6.1. Recognized Holidays:

Holiday Date

New Year’s Day 1 January

Martin Luther King, Jr.

Day

3rd Monday in January

President’s Day 3rd Monday in February

Memorial Day last Monday in May

Juneteenth 19 June

Independence Day 4 July

Labor Day 1st Monday in September

Columbus Day 2nd Monday in October

Veteran’s Day 11 November

Thanksgiving Day 4th Thursday in November

Christmas Day 25 December

1.6.2. Training Holidays: CONUS has historically granted military personnel training holidays as compensation for time that they spent on field training. These are typically combined with regular holiday leave schedules (for example, Christmas half days or days on day off schedules).

Training holidays may affect access to military operated facilities. If scheduled work or access to facilities is required, coordination with occupants will be necessary or the work in the facilities affected shall be rescheduled after the training holiday. However, announced training holidays or exodus of military personnel may provide the Contractor with an opportunity for unrestricted access to facilities and areas. The Contractor shall take full advantage of such opportunities by planning maintenance or actions that are better accomplished when such areas are vacant.

1.6.3. Hours of Operation: 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.

1.6.4. Government Facility Office Hours: The Government facility office hours are between 0830-1630 Monday thru Sunday except U.S. Holidays identified in paragraph above or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

1.6.5. Contractor Support Hours: This contract does not require a traditional Monday–Friday, 9:00 a.m. to 5:00 p.m. schedule. Workdays and hours will vary according to the approved Calendar of Events, CLIN specific tasks, and scheduled meetings. Many tasks will require evening, weekend, and holiday support.

The contractor should provide support for Fort Hood Religious Communities during the following core hours (at minimum):

Tuesdays: 8:30 a.m. – 12:30 p.m.

Thursdays: 4:30 p.m. – 8:30 p.m.

Sundays: 8:30 a.m. – 3:30 p.m.

Additional pre-scheduled times and days as required.

1.6.5.2. Post Closure: The facility may open or close during local or national emergencies, administrative closures, or other Government directed shutdowns. The contractor shall maintain an adequate workforce to ensure uninterrupted performance of all PWS tasks whenever the facility is open. Workforce stability and continuity are essential considerations when hiring personnel.

1.6.6. Place of Performance: The work to be performed under this contract will normally be performed at the Main Post Chapel, Main Post Chapel Annex, Comanche Chapel, and other chapel facilities where service is required.

1. Main Post Chapel

2. West Fort Hood Chapel

3. Old post Chapel

4. Camp Finlayson Chapel

5. Comanche Chapel

6. Lucky 16 Chapel

7. OIF Chapel

8. 13TH ACSC

9. Rugged Chapel

10. Iron horse Chapel

11. Memorial Chapel

12. 25th street Chapel

13. Carl Darnal AMC Chapel

1.6.7. Type of Contract and Fee Schedule: The government will award a Labor Hour Contract for Watch-Care Coordinator Services.

1.7. Security Requirements: The Contractor and all associated sub-Contractors shall comply with applicable garrison, facility and area commander garrison/facility access and local security policies and procedures provided by Government representative. The Government reserves the right to bar or remove individuals when deemed in the best interest of the Government. The Contractor is responsible for employing personnel that can gain and maintain base access. The security requirements are in accordance with CPM 530.1 – OPSEC Contract Requirements Package Review Coversheet. The Contractor shall comply with the security requirements listed below for access to the installation.

1.7.1. AT Level I Training: All Contractors requiring access to Army installations, facilities, and controlled-access areas will complete AT Level I awareness training within 45 calendar days after the contract start-date or effective date of incorporation of this requirement into the contract, whichever is applicable. The Contractor will submit certificates of completion for each affected contractor o the COR or to the KO, within 7 calendar days after training is completed.

AT Level I awareness training is available online at https://jko.jten.mil/courses/atl1/launch.html. (Deliverable A.0002

1.7.2. Access and General Protection/Security Policy and Procedures: The Contractor will comply with applicable installation, facility, and area commander installation/facility access and local security policy and procedures (provided by Government representative). The Contractor will also provide all information required for background checks to meet installation-access requirements to be accomplished by the installation provost marshal office, director of emergency services, or security office. The Contractor must comply with all personal identity verification requirements as directed by DOD, HQDA, and local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the force protection condition (FPCON) at any individual facility or installation change, the Government may require changes in Contractor security matters or processes.

1.7.3. iWATCH Training: The Contractor and all associated sub-contractors shall brief all employees on the local iWatch program (training standards provided by the requiring activity ATO). This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within 5 calendar days of new employees commencing performance with the results reported to the COR NLT 30 calendar days after contract award. (Deliverable A.0003)

1.7.4. OPSEC Training: New employees must be trained within 30 calendar days of their reporting for duty and annually thereafter. OPSEC Awareness for Military Members, DoD Employees and Contractors is available at the following website:

https://securityawareness.usalearning.gov/opsec/index.htm

1.7.5. Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.7.6. Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references for keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the KO.

1.7.7. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the KO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying.

1.7.8. The Contractor shall prohibit the use of Government issued keys/key cards by any person other than the Contractor. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of person other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the KO.

1.7.9. Lock Combinations: The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.8 Background Check & Investigation Requirements: The COR/Government POC shall: All Contractor personnel performing services under this contract are subject to background checks as a condition of employment. Background Check & Investigation: Requirements in accordance with CPM 531.1 – OPSEC Contract requirement and installation security procedures and policies

All contractor personnel performing services under this contract are subject to background checks as a condition of employment.

The Contractor shall conduct and document a pre-employment screening for each potential employee. Upon completion, the Contractor shall forward a "Pre-Employment Packet" to the COR for review prior to the Government initiating any background checks.

The COR shall ensure all forms are complete, have been quality checked and are legible prior to acceptance. The packet will contain a scanned copy of the required forms.

Upon receipt of a complete Pre-Employment Packet, the COR will initiate the required checks, which include:

a) Child and Youth National Agency Check with Inquiries (CNACI)

b) an Installation Records Check (IRC).

No one is authorized to begin work, even under Line-of-Sight Supervision (LOSS), until the COR receives a favorable interim suitability determination.

1.8.1. Background Check Reverification: All subjects require reverification every five years.

The Contractor will maintain a tracker and prepare reverification paperwork NLT 90 days prior to expiration. Subjects cannot provide services with expired background checks.

1.8.2. Notification of Favorable or Unfavorable Suitability Determinations: The COR will provide a suitability letter to the Contract Officer. The COR shall provide all documentation to Contract Officer, who will maintain all background check documentation in the subject’s paperless contract file (PCF).

1.8.3: Annual Recertification and Self-Reporting: All personnel must immediately report any arrests, charges, or convictions. New crimes involving child victims, sexual offenses, or other serious offenses.

1.9. QUALIFICATION: Ensure that each subject hired under the contract pre-employment screening consists of:

(a) Resume

(b) Reference checks (minimum of two past employer references)

(c) Assessment of subject’s eligibility, qualifications, temperament and suitability for work with children.

a. Must be able to pass a Background Check and fill out all necessary forms to complete background check upon selection of awardee and before award.

1) Completed DD Form 2981, Basic Criminal History and Statement of

Admission.

2) Completed DD Form 2980, Authorization for Release of Information for

Background Checks. (Section a has two additional two bullet points that are in the specification document; verify if you still need them and if you don’t remove from here and from the specification document)

(d) Proof of Citizenship

A: REQUIRED QUALIFICATIONS:

A-1: Specifically for the Coordinator:

a) At least 18 years of age.

b) Ability to lift 30 lbs.

c) Ability to lead group activities and manage behavior

d) Must be able to respond quickly to emergencies

e) must have strong administrative, scheduling, and compliance skills

f) Must be able to manage multi-age programs and staff

g) Strong communication and conflict management skills

h) Ability to maintain documentation for all personnel.

i) Must be able to pass a background check

j) Ability to identify safety hazards and maintain a secure childcare environment

k) Skilled in scheduling, staffing, and maintaining required child–staff ratios l)

m) Management Experience: Must have a minimum of three (3) years of documented experience in a supervisory or management role, responsible for scheduling, managing, and evaluating a team of at least 8 individuals.

n) Childcare Experience: Must have a minimum of two (2) years of documented experience working in a licensed childcare facility or similar professional setting.

o) Ability to coach, mentor, and train new staff in chapel procedures and safety standards

p) Ability to maintain accurate attendance logs, incident reports, and training records

q) Ability to handle sensitive situations with professionalism and discretion

r) Ability to coordinate with chapel leadership and abide by the performance work statement/ contract.

s) Ability to understand the unique needs of military children, including deployment cycles, PCS transitions, and reintegration stress

t) Skilled in making safe, informed decisions under pressure

u) Ability to maintain line-of-sight supervision of all children in their care.

v) Must be able to work with patience and flexibility

w) Ability to maintain confidentiality and uphold chapel standards

x) Strong sense of integrity and commitment to child safety

y) Strong interpersonal skills and the ability to build trust with diverse military families

z) Strong attention to detail and ability to manage multiple tasks simultaneously

A-2: Specifically for Team of Staff:

a) Must have experience working in childcare or with children.

b) Ability to manage mixed-age groups safely.

c) Experience with infants, toddlers, and school-age children.

d) Must be able to demonstrate professional conduct and reliability

e) Ability to lead group activities and manage behavior

f) At least 18 years of age.

g) Ability to lift 30lbs

h) Must be able to pass a background check

i) Good communication and teamwork skills

j) Must have a physical ability to care for children.

k) Must be patient and adaptable

l) Must have strong communication skills

m) Awareness of safety hazards and commitment to maintaining a secure environment

n) Ability to respond quickly and appropriately in urgent situations

o) Understanding of safe sleep practices, hygiene, and sanitation standards\

p) Sensitivity to the unique needs of military children experiencing deployments, PCS moves, or reintegration

q) Respect for diverse backgrounds, cultures, and denominations represented in the chapel community

r) Skill in using positive guidance and redirection techniques

s) Understanding how to support children experiencing emotional or behavioral challenges

t) Consistent attendance and punctuality

u) Commitment to following all safety, supervision, and accountability procedures

v) Respectful, ethical conduct at all times

B: REQUIRED TRAININGS AND CERTIFICATIONS: Following training will be obtained by the contractor.

1. Cardiopulmonary Resuscitation (CPR) Certification (American Red Cross or American Heart Association).

2. First Aid Certification (American Red Cross or American Heart Association).

Food Handler’s Permit (if required by installation of public health)

C: REQUIRED TRAININGS AND CERTIFICATIONS: The Government shall train or provide the contractor with access to the following training prior to starting their duties as stated in the PWS.

C-1: Where or Who will give the trainings:

C-2: Family Advocacy Program

1. Child Abuse prevention

2. Mandatory Reporter Training

3. Supervision and accountability standards

C-3: Religious support Office/ Chapel Staff

1. RSO orientation

2. Chapel Childcare Standard of procedures

3. Sign in/ out procedures

4. Facility Safety walkthrough

5. Emergency procedures

6. Fire Evacuation

7. Shelter in Place Training

D: DISQUALIFICATION

a) No person will be approved to provide services if they have a civilian or military conviction for a sexual offense, any criminal offense involving a child victim, or a felony drug offense. The Government reserves the right to deem an individual unsuitable based on other derogatory information

D-1: Mandatory / Automatic Disqualification: No person will be approved to provide services if they have a conviction (civilian or military) for:

a) a sexual offense.

b) any criminal offense involving a child victim.

c) a felony drug offense; or

d) have been held negligent in a civil/administrative proceeding concerning the death or serious injury to a child entrusted to their care.

D-2: Derogatory Information: Any self-disclosed derogatory information will be reviewed. If background checks reveal derogatory information, the subject may need to provide additional documentation. Subjects with derogatory findings cannot work until a favorable INTERIM adjudication is made. The government reserves the right to terminate contracts in the event the contractor is found “unsuitable,” per the contract and PWS.

E: Additional Information: Additional information can be found at http://www.opm.gov/investigations/background-investigations. Re-verification of background checks is required every 5 years.

1.10. Safety, Parental Access, and No Touch Policy: The contractor shall comply with the local Standard of Procedures NO touch policy.

1.10.1. Safety: Contractor shall comply with all applicable safety rules, regulations, and orders to prevent injury, loss, or damage.

1.10.2. Abusive Situations: Contractor shall restrict access to children by unauthorized persons and use a visitor sign-in/out log. Tasks like diapering and supervision will be shared among staff.

A daily attendance record for children and staff will be maintained for each room.

1.10.3. Parental Access to Children: To provide maximum flexibility for families, parents may be permitted to leave the premises during an event after dropping off their children, provided they remain reachable by phone. The Contractor shall develop and include in their Standard Operating Procedure (SOP) specific procedures for such instances, including robust emergency contact and notification protocols, to be approved by the Garrison Chaplain. This provision is intended to support full participation in RSO-sponsored activities.

1.10.4. No Touch Policy: All care providers shall sign, indicating their understanding of, the "Touch / No Touch Policy" prior to providing care. The policy must be accessible to providers and parents.

1.10.4.1 : Appropriate touching involves contact for nurturance, guidance, and safety (e.g., hugs, reassuring touches on the shoulder, holding hands to cross a street).

1.10.4.2 : Inappropriate touching involves coercion, exploitation, or physical force applied in anger (e.g., forced kisses, corporal punishment, slapping, pinching, fondling).

1.11. Reporting of probable child abuse: All contract employees are required to report signs/evidence of child abuse to ALL the following: a representative of the RSO, the Chaplain in charge of the service, and Garrison Emergency Services (911). Evidence includes excessive bruise, signs of being bound, or trauma to genitals/rectum. The COR will provide contact information.

1.12. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference and periodic progress meetings convened by the contracting activity.

At these meetings, the KO will appraise the contractor of the government's view of their performance, and the contractor will appraise the Government for any problems being experienced. These meetings shall be at no additional cost to the government.

1.13. Quarterly Meeting Attendance and Designated Representative: The Contractor shall ensure that a designated company representative with decision-making authority attends 100% of quarterly meetings as scheduled by the Government. This representative must be consistent across meetings to ensure continuity and program alignment. The Contractor shall notify the

COR in writing of the designated representative's name and contact information within 10 business days of contract award and shall provide written notification of any changes to this designation NLT 5 business days prior to the next scheduled meeting (Deliverable A.017). The Contractor shall submit a quarterly meeting attendance record to the COR NLT 5 business days after each quarterly meeting (Deliverable A.020)

1.14. Communication Responsiveness: The Contractor shall respond to all Government calls and emails within 48 hours of receipt during normal business days (Monday-Friday). If a call or email is received on a weekend (Saturday-Sunday) or Federal holiday, the Contractor shall respond within 72 hours. Responses must come directly from the designated company representative or an authorized alternate identified in writing to the COR meeting (Deliverable A.021).

1.15. Contracting Officer Representative (COR): The Government will provide a COR, identified by separate letter, to monitor all technical aspects of the contract and assist in administration. The COR is not authorized to change any of the terms and conditions of the contract or obligate the Government. The COR's duties include ensuring technical performance, performing inspections, maintaining communications with the contractor on technical matters, and coordinating site entry and availability of Government property.

1.16. Key Personnel: RESERVED

1.17. Identification of Contractor Employees: All contract personnel shall identify themselves as contractors in meetings, on the phone, and in any situation where their status is not obvious.

All documents produced by contractors shall be marked as contractor products.

1.18. Data Rights: The Government has unlimited rights to all documents and materials produced under this contract. These materials are the property of the Government and shall not be used or sold by the contractor without written permission from the Contracting Officer.

1.19. Organizational Conflict of Interest (OCI): The Contractor shall notify the Contracting Officer immediately if it becomes aware of any actual or potential OCI. The Contractor shall submit a plan to avoid or mitigate any such OCI. The Contracting Officer may apply remedies as deemed necessary if an OCI cannot be satisfactorily avoided or mitigated.

1.20. COMBATING TRAFFICKING IN PERSONS: IAW FAR 52.222-50.

1.21. PHASE IN /PHASE OUT PERIOD: The Contractor shall have personnel on board during the thirty (30) day phase-in period to become familiar with performance requirements and ensure a smooth transition. A similar phase-out period will apply at the end of the contract.

1.22. SAFETY REQUIREMENTS: The Contractor shall comply with the Occupational Safety and Health Act (OSHA), 29 CFR 1910, and EM 385-1-1, Safety and Health Requirement Manual.

1.23. INSURANCE: Contractor will be required to obtain, at a minimum, liability insurance coverage that meets the standards set by the State of Texas for licensed childcare facilities. Proof of this coverage will be a requirement.

PART 2: DEFINITIONS & ACRONYMS

2.1. DEFINITIONS:

2.1.1. CONTRACTOR: A supplier or vendor awarded a contract to provide specific supplies or services to the government.

2.1.2. CONTRACTING OFFICER (KO): A person with authority to enter, administrate, and/or terminate contracts on behalf of the government. The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR): A Government employee appointed by the KO to administer the contract.

2.1.4. DEFECTIVE SERVICE: A service output that does not meet the standard of performance associated with PWS.

2.1.5. DELIVERABLE: Anything that can be physically delivered, including non-manufactured items such as reports or meeting minutes.

2.1.6. KEY PERSONNEL: Contractor personnel evaluated in a source selection process and required to be used in contract performance.

2.1.7. PHYSICAL SECURITY: Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE (QA): The government procedures to verify that services are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP): An organized document specifying the surveillance methodology for contractor performance.

2.1.10. QUALITY CONTROL (QC): Measures taken by the Contractor to ensure the quality of a product or service meets contract requirements.

2.1.12. WORKDAY: The number of hours per day the Contractor provides services in accordance with the contract.

2.1.13. WORK WEEK: Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

AED: Automated External Defibrillator AT: Antiterrorism CNACI: Child and Youth National Agency Check with Inquiries COR: Contracting Officer’s Representative CPR: Cardiopulmonary Resuscitation IAW: In Accordance With IRC: Installation Records Check KO: Contracting Officer LOSS: Line-of-Sight Supervision OPSEC: Operations Security PWS: Performance Work Statement QA: Quality Assurance QASP: Quality Assurance Surveillance Plan QC: Quality Control QCP: Quality Control Plan RSO: Religious Support Office SOP: Standard Operating Procedure SCA: Service Contract Act UMT: Unit Ministry Team

PART 3: GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1. Services: N/A

3.2. Facilities: The Government, through the Religious Support Office (RSO), shall provide the Contractor with access to suitable Government-furnished facilities (e.g., chapel classrooms, nurseries, multi-purpose rooms) to fulfil the requirements of this PWS. These facilities are Government property under the control of the RSO for the purpose of supporting the religious support mission. The RSO is responsible for ensuring that these facilities are available to the Contractor for all scheduled watch-care events. The use of these facilities by the Contractor does not imply exclusivity, and the Contractor’s access for contracted services shall not be impeded by other agencies. The Contractor shall not be responsible for negotiating facility access with other installation agencies.

3.3. Utilities: The Government shall provide all necessary utilities in the facility. The Contractor shall instruct employees in utilities conservation practices.

3.4. Equipment: The Contractor will have access to Government equipment available in the facilities, such as scanners, fax machines, printers, computers, etc., as well as to items listed in the PWS.

3.5. Materials: The Government will provide Garrison Standard Operating Procedures (SOPs) and Policies.

PART 4: CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1. General: The Contractor shall provide trained and qualified personnel and ensuring they maintain all required certifications listed in this PWS.

4.2. Materials: The Contractor shall furnish materials, supplies, and equipment necessary to meet the requirements under this PWS. The contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract that are not listed under Part 3 of this PWS.

4.3. Equipment: N/A

PART 5

SPECIFIC TASKS

5.1. Watch Care Coordinator: Duty Description

The Contractor shall provide one (1) dedicated Watch Care Coordinator who will serve as the primary point of contact and manager for all services outlined in this PWS.

5.1.1. Personnel Management:

The coordinator shall recruit, vet, hire, and manage a pool of qualified childcare providers.

The coordinator must maintain a sufficient pool of providers for staff events.

Based on historical data, the number of providers needed can range from approximately 2 to 16 individuals per event period, depending on attendance.

The coordinator is responsible for ensuring all managed personnel meet the certification, background check, and training requirements listed in Section 5.3 of this PWS.

The coordinator will manage all scheduling, timekeeping, payroll, and HR functions for their provider staff.

5.1.2. Operational Oversight:

The coordinator will receive watch care requests from the RSO Staff and will be responsible for assigning and deploying the required number of providers to the correct chapel locations at the specified times. A 24-to-48-hour notice will be given by RSO staff.

The coordinator shall function as a mobile supervisor, conducting roving on-site oversight across all active watch care locations during scheduled events. The coordinator will visit each active location at least once during each service period to ensure quality of care, address issues, and support their staff.

The coordinator will serve as the on-site liaison between the UMT, parents, and the childcare providers.

5.1.3. Administrative Duties:

Meetings: The coordinator is required to attend a weekly planning meeting with the RSO COR to synchronize upcoming watch care requirements.

Reports: The coordinator shall submit weekly staffing no later than 1200 on Monday of each week to the RSO Staff or COR detailing the number of providers assigned to each location for the previous week and a projection for the upcoming week. The report shall also include any incidents or issues that occurred.

Communication: The coordinator must be available to communicate with the RSO COR via phone or email during normal business hours (0900-1700 M-F) and during all scheduled watch care event times.

5.2. Watch Care Team of Staff: Duty Description.

5.2.1 : Labor Categories, Job description and Expectations (See Attachment/ Technical Exhibit 4 for ratios and more information): Service Contract ACT Directive & SCA- Sam.Gov

Child Care Services Coordinator/ Childcare Center Clerk (SCA 24580):

o Serves as the on-site administrative lead for all child-watch operations.

Responsible for compliance, scheduling, reporting, and oversight of all child-care personnel.

Child Care Worker (0Months to 18 years) Description (SCA 24570):

o Provides care for infants through preschool age children in a church child watch environment. Ensures safety, hygiene, and appropriate engagement.

o Supervises school-age children in structured and unstructured activities. Ensures safety, behavior management, and positive engagement o Provides supervision and support for teenagers in a church youth watch environment. Facilitates safe activities and ensures compliance with conduct expectations.

Work Schedule

5.3. Duty hours: Work Hours will be flexible to meet the demands of the RSO schedule. Core responsibilities will align with the care hours below, in addition to standard administrative duties.

Recurring Schedule: The coordinator must be on duty to provide oversight during the following core hours:

Sunday: 0800 - 1300 hrs.

Tuesday: 0800 - 1200 hrs.

Thursday: 1600 - 2100 hrs.

Special Schedule: The coordinator must be available to manage and oversee staffing for special events that may occur any day of the week including evenings and weekends, with at least 24-to-48-hour notice from the RSO (e.g., Vacation Bible School, holiday services, unit memorial ceremonies).

5.3.1. Work Location/Office: The Government will not provide a dedicated office for the coordinator. The coordinator will perform administrative duties from their own location and will conduct oversight duties on-site at the various installation chapels.

5.4. On-Site Registration and Accessibility: To ensure no barriers exist for participation in religious services, the contractor shall implement a simplified, on-site registration process for parents. This process must be efficient and must not require pre-registration weeks in advance or the immediate production of documentation that could deter families from attending worship.

The primary goal is to facilitate participation in support of the Chapel Revitalization initiative, not to create an administrative obstacle.

5.5. Broken Items: The Contractor shall provide a needed and note any broken items to the COR per the local SOP. (Deliverable A.0006). The Contractor shall provide a complete list of expendables.

5.6. Staffing Rooms: Contractors should provide employees with perform services in each classroom to meet adult: child ratio requirements per Army Regulation (AR) 608-10 and fire marshal capacity. The Contractor shall meet adult: child ratios at all times.

5.7. Notification: The contractor shall notify the guardian after administration of basic first aid for minor injuries. More serious injuries shall be reported to parents immediately. For injuries requiring immediate medical care, staff are required to call 911. Administer basic first aid and make required notifications.

5.9. Hygiene: The Contractor shall ensure proper hygiene for children, including washing hands/faces, changing diapers, and changing soiled clothes. Contractor shall ensure proper hygiene.

5.10. Reset and Cleaning: The Contractor shall Reset/clean watch care rooms after each service.

This task requires the contractor to perform all services necessary to return a Watch Care Room to a fully operational, sanitary, and welcoming condition after a child’s stay. The detailed tasks for “Reset/Clean Watch Care Rooms” include, but are not limited to, the following: Wiping down and sanitizing all surfaces with approved cleaning agents. This includes beds, cots, tables, chairs, and all high-touch surfaces such as doorknobs, light switches, and faucets. Thoroughly cleaning and sanitizing all toys and play equipment in the room. Sweeping, mopping, or vacuuming all floors as appropriate. Emptying, cleaning, and sanitizing all trash and diaper receptacles. Restocking room supplies to their required levels. This includes conducting a final quality control inspection to ensure the room meets all cleanliness and readiness standards before the next arrival.

5.11. Identification: Contractors shall always wear a badge while performing services.

Contractor should wear a badge.

5.12. Monthly Reports: The Contractor shall prepare monthly watch care reports including a weekly breakdown of attendance by age, provided to the COR NLT the 5th business day of the following month. (Deliverable A.0007). Submit accurate monthly watch care reports.

5.13. Work Log: The Contractor shall prepare and maintain a monthly Watch Care Work Log, including sign-in/out sheets and incident reports. Reports shall be provided to COR NLT on the 5th business day of the following month. Prepare and submit accurate monthly watch care Work Log.

5.14. LOSS: The Contractor shall provide line of sight supervision (LOSS) for their employees who have an interim adjudication for their background check. The LOSS provider must have a cleared, final adjudication. Contractor shall provide qualified LOSS as required.

5.15. Invoice Submission: The Contractor shall submit an invoice to the COR and into WAWF by COB on the 5th of every month, including all required details (Vendor name, contract number, CLINs, dates, total cost, etc.). Submit a complete and accurate invoice.

5.16. Service Contract Reporting: The contractor shall prepare and submit the following reports to the COR:

a) A list of expendables needed and any broken items.

b) A monthly Watch Care Report including a weekly breakdown of attendance by age.

c) A monthly Watch Care Work Log, including sign-in/out sheets and any incident reports. The estimated workload for administrative tasks is detailed in Technical Exhibit 3.

d) A monthly invoice submitted to the COR and into the Wide Area Workflow (WAWF) system no later than the 5th of every month.

PART 6

APPLICABLE PUBLICATIONS

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

1) Army Regulation 165-1

2) Army Regulation 608-10

3) Army Pamphlet 165-18

4) Installation Access Control or (AE) Regulation 604-1

5) DODD 5500-7R

6) DoDI 6060.02

7) Army Directive 2014-23

8) DoDI 5000.72

9) 29 CFR 1910

10) EM 385-1-1, Safety and Health Requirement Manual

11) DoDI 1402.5

12) DoDI 1304.28 Guidance for the Appointment of Chaplains for the Military Departments

13) DoDI 1304.28 Educational Standards

14) DoD 5400.11-R

15) 32 CFR Part 505

16) 29 CFR 1910

17) EM 385-1-1 Safety and Health Requirement Manual

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

Attachment/Technical Exhibit List:

1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

3. Attachment 3/Technical Exhibit 3 – Estimated Workload Data

4. Attachment 4/Technical Exhibit 4 – Adult to Child Ratio

TECHNICAL EXHIBIT 1

Performance Requirements Summary

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

STANDARD

PERFORMANC

E THRESHOLD

ACCEPTABLE

QUALITY

LEVELS

(AQLs)

METHOD OF

SURVEILLANCE

Incentive/

Disincentive

Forward a copy to the COR and the

Requiring Activity Manager of each favorable background check

(PWS para 1.6.11.5.)

Within 7 days of receipt

100% 100% Inspection CPARS Rating and Monthly Report to the Contracting

Officer

Forward a copy to the COR and the

Requiring Activity Manager of each unfavorable background check

(PWS para 1.6.11.5.)

Within 7 days of receipt

100% 100% Inspection CPARS Rating and Monthly Report to the Contracting

Officer

Attend planning and coordination meetings /provide input for services.

(PWS para. 5.1.)

IAW KO

scheduling

100% Periodic Inspection

CPARS Rating and Monthly Report to the Contracting

Officer

Adhere to the child to adult ratios and occupancy per room

(PWS para. 5.6.)

IAW AR 608-10,

Para 5-13 Table 5-

100% 100% Inspection CPARS Rating and Monthly Report to the Contracting

Officer

Maintain line-of-sight supervision (PWS para. 5.7.)

At all times 100% 100% Inspection CPARS Rating and Monthly Report to the Contracting

Officer

Prepare monthly watch care reports (PWS para. 5.12.)

Consist of weekly breakdown of watch care attendance by age, logs, incident reports

100% 100% Inspection CPARS Rating and Monthly Report to the Contracting

Officer

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE (It will be submitted electronically)

Deliverable Frequency # of

Copies Medium/Format Submit To (A.0001)

Contractor’s Proposed QCP (Para, 1.6.1) within ten (10) workdays after date of contract award

1 .pdf COR

COR SUBMIT

TO KO

(A.0002)

AT Level I Training

(Para. 1.6.7.1.)

within 7 calendar days after training is completed

1 .pdf COR

(A.0003) iWATCH Training

(Para. 1.6.10.3.)

NLT 30 calendar days after contract award

1 .pdf COR

(A.0004) favorable background check

(Para.1.6.12.10.)

within seven (7) calendar days of receipt by the Contractor, 1 .pdf COR

(A.0005) unfavorable background check (Para.

1.6.12.10.)

within seven (7) calendar days of receipt by the Contractor

1 .pdf COR

(A.0006) The Contractor shall provide a list of expendables

(Para. 5.4)

NLT (as defined at the local SOP)

1 Excel COR

(A.0007) Prepare monthly watch care reports

(Para. 5.12)

NLT the 5th business day of the month following the

1 Excel COR

Deliverable Frequency # of

Copies Medium/Format Submit To month of performance

(A.0008) The Contractor shall prepare monthly watch care Work Log

(Para. 5.13)

NLT the 5th business day of the month following the month of performance

1 Excel COR

TECHNICAL EXHIBIT 3

ESTIMATED WORKLOAD DATA

This exhibit provides the Government’s estimated annual workload distribution across the major tasks defined in this PWS. This data is provided to assist the contractor in developing its staffing plan and price proposal. It is an estimate only and not a guarantee of hours for any specific task.

The total annual compensation is based on the Labor Hour Cap set within the contract.

ITEM

NAME

ESTIMATED QUANTITY

TECHNICAL EXHIBIT 4

RATIOS AND SUPERVISION

Texas Child Care Regulations.pdf

Texas Health and Human Services. Page 114

Age Group Ratio (1 Adult: Children) Ratio (2 Adults: Children) 0 – 11 months 1: 4 2:10

12-17 months 1: 5 2:13

18-23 months 1: 9 2:18

2 years 1: 11 2:22

3 years 1: 15 2:30

4 Years 1:18 2:35

5 years 1:22 2:35

6-8 years 1:26 2:35

9-12 years 1:26 2:35