PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

Summer Camp for Montana Military Kids

1.0 General: This is a non-personal services contract to provide service for a Child and Youth Program (CYP) Residential Summer Camp during the Summer of 2024. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. T h e 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 Youth Camp Support Services, as defined in the PWS.

1.1 Scope: The Government is anticipating approximately 220 attendees. Attendees will be comprised of approximately 25-30 Adult Specified/Background Checked Volunteers, 20-25 Junior Counselors (Ages 15-17), 2-4 Child and Youth Program/Beyond the Yellow Ribbon Staff, 2-5 daytime only volunteers/facilitators, and 130-150 Campers (Ages 9-15). This meets the requirement of an Adult/Child Ratio of 1-6. Child and Youth Staff will arrive in the afternoon on the 1st day for setup/prep. Volunteers and JC’s will arrive on the second day between 1100-1200 for trainings/prep. Campers will arrive on the 2nd day between 1400-1500. Camp activities will take place between days 3-7. Campers will depart on Day 6 between 1100-1200. 15-25 Junior Counselors, 4 Child and Youth Program/Beyond the Yellow Ribbon Staff, 2-5 Adult Volunteers will remain at camp on day 6 and depart on day 7 at 1100 for a junior counselor appreciation and event review event.

1.2 Objectives: The Contractor must provision for the requested number of attendees’ lodging, meals, meeting space and recreational space to accommodate events, to ensure adequate space for learning and to meet the needs of the youth, junior counselors, volunteers, facilitators, and staff. Contractor shall provide lodging, indoor meeting space rooms, outdoor recreational space, outdoor meeting space, indoor staffing and volunteer supply area, parking (35-40 spaces), and serve meals and snacks. The Contractor shall ensure there is a conducive learning environment/atmosphere at the event venue to support Child and Youth trainings and core element workshops and shall provide those government personnel and their families attending the event with quality accommodations and identified support services.

1.3 Background: The Army National Guard (ARNG) Child and Youth Services Program promotes and sustains the quality of life of ARNG dependents ages 6-18 while building resilience and developing life skills through secure, timely, flexible, high-quality support services and enrichment programs.

1.4 This event is for Montana Military Youth Dependents in Guard or Reserve Components, with priority to youth who are currently, about to, or have recently experienced deployment. Ages of youth range from 9-17 years of age. A majority of adult volunteers are current service members, former teen council members, military spouses, or government employees that serve military service members/families.

1.5 During this event, military youth gain resilience skills based on curriculum designed specifically for military families, life skills, communication/leadership skills, and skills focused on Program Core Elements. During each full day campers attend 2 required workshops that focus on resilience, communication, leadership and/or social emotional learning, and attend 2 choice workshops. Choice workshops are put into categories to meet each of the Core Program Elements (art/recreation, health/fitness/sports, life skills (cooking/outdoor skills/team building), and STEM.

1.6 Period of Performance (PoP): The Period of Performance shall be a consecutive seven days between June and August 2024: 1 day/night for Child and Youth Program staff set up, .5 day/night for volunteer/junior counselor training, 4.5 days/4 nights for campers, and 1 day/night for the junior counselor retreat.

1.7 Place and Performance of Services: The Contractor shall provide services to support the Child & Youth Program Summer Camp, including lodging, indoor meeting space, meals, additional support items, outdoor field, outdoor tables/chairs, and maintenance for equipment. The Government shall provide a preliminary room count upon award of the contract, with an updated number in June, and a final attendee count one week prior to the event start date. Location shall be somewhat centralized in the state of Montana.

1.8 Post Award Conference: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR subpart 42.5. The KO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor’s performance. Contractor attendance at these meetings shall be at no additional cost to the government.

1.9 Contract Manager: The contractor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the KO to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are preformed wholly at the expense of the contractor.

1.10 Identification of Contractor Employees: All contractor employees attending meetings and working in situations where their contractor status is not obvious to third parties or youth participants are required to identify themselves as such to avoid creating an impression that they are Government Employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitable market as contractor products or that contractor participation is appropriately disclosed. Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name and employee name displayed.

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term is used in this contract refers to the prime.

2.1.2 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.

2.1.3 Contract Administrator: The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

2.1.4 Contracting Officer: A person with 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.

2.1.5 Contracting Officer’s Representative: An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.6 Defective Service: A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.7 Deliverable: Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.8 Government-Furnished Property or Government Property: Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.9 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.10 Quality Assurance: The government procedures to verify that services being performed by the Contractor are acceptable in accordance with established standards and requirements of this contract.

2.1.11 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.12 Subcontractor: One that enters into a contract with a prime contractor. The

Government does not have privity of contract with the subcontractor.

2.2 Acronyms:

ADA American with Disabities Act AOR Area of Responsibility CM Contract Manager COR Contracting Officer Representative CPR Cardiopulmonary Resuscitation C&YP Child and Youth Program DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense FAR Federal Acquisition Regulation FY Fiscal Year GFP Government Furnished Property HIPAA Health Insurance Portability and Accountability Act of 1996 IAW In accordance with KO Contracting Officer MFLC Military Family Life Consultant NLT No later than NGB National Guard Bureau OCI Organizational Conflict of Interest POC Point of Contact PWS Performance Work Statement QA Quality Assurance QC Quality Control TE Technical Exhibit

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S):

The Government will not provide the property, material, equipment, and/or services to the Contractor to assist the Contractor with the requirements of this PWS.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E): The

Contractor shall furnish all supplies, equipment, facilities, services, labor, and management necessary to perform PWS and other contract requirements.

5.0 Requirements: The Contractor shall provide services to support the Child and Youth

Program Event, including lodging, meeting space, meals, wi-fi capability, waste removal, on-site maintenance, outdoor recreational space and/or activities.

5.1 Lodging: The Contractor shall provide lodging for up to 220 individuals. Lodging includes a designated space/building with appropriate number of beds. Attendees will provide their own bedding (sleeping bags/blankets/pillows). Lodging for youth attendees must be by age groups and gender. Each group will also need lodging for volunteers to meet the 6-1 ratio. A lodging space will also need to be provided for 4 staff. Lodging space will be required for 2 medics (with empty bed space for ill or injured individuals).

5.1.1 Lodging: Lodging will need to be split up into 8 different groups by age and gender. There will be 4 groups by age and each age group will be split into 2 smaller groups by gender. These groups should have a designated area for lodging. 1 group can be split into 2 different spaces, but they are not to mix with another age/gender group. (IE: the 13-year-old boys group & 9 year old girls group should not be lodging in the same space, but all 13 year old boys could be in 2 spaces, as long as it’s not in a space with another group and still provides the 6-1 adult/child ratio). This is an estimated number of youths by age group based on previous year attendance:

5.1.1.1 9-year-old girls: 12 youth, 2 adult volunteers, and 4 junior counselors

5.1.1.2 9-year-old boys: 18 youth, 3 adult volunteers, and 4 junior counselors

5.1.1.3 10-year-old girls: 15 youth, 3 adult volunteers, and 3 junior counselors

5.1.1.4 10-year-old boys: 18 youth, 3 adult volunteers, and 3 junior counselors

5.1.1.5 11-year-old girls: 18 youth, 3 adult volunteers, and 2 junior counselors

5.1.1.6 11-year-old boys: 18 youth, 3 adult volunteers, and 3 junior counselors

5.1.1.7 12–13-year-old girls: 18 youth, 3 adult volunteers, and 2 junior counselors

5.1.1.8 12–13-year-old boys: 22 youth, 4 volunteer, and 2 junior counselors

5.1.2 Lodging staff: the contractor must provide a lodging area for 4 staff. This lodging space needs to be separate from campers/volunteers/JC’s/facilitators/medics. The lodging space could be 1 room for all 4 staff, but 2 rooms would be preferred over 1.

5.1.3 Lodging Medic: the contractor must provide a lodging space for 2 medics (or camp nurses). This lodging space needs to be easily accessible to attendees and provide at a minimum: 2 extra empty beds for ill or injured attendees. This lodging area needs to be separated from other attendees.

5.1.4 Lodging Adult Facilitators: the contractor must provide a designated lodging area for hired camp facilitators coming into lead a workshop. The designated lodging area needs to provide at a minimum 2 beds. This lodging area needs to be separated from other attendees.

5.2 Bathrooms: The venue must provide at a minimum 4 separate bathrooms. More than 4 bathrooms are acceptable, but bathrooms must meet the appropriate toilet, sink, and shower ratio of campers.

5.2.1 Toilets/sinks: The contractor shall provide a 15-1 toilet/sink ratio. This would be a minimum of 14 toilets/sinks or 7 toilets/sinks per gender. These toilets can be split up into multiple smaller bathrooms or provided by 2 large communal bathroom/shower houses (Male and Female). If most bathrooms are provided through large communal bathhouses, there needs to be 2 individual bathrooms provided in a communal space (Lodge and/or Dining). Two of the bathrooms needs to meet ADA requirements, one for each gender.

5.2.2 Toilets- Meeting Space/Dining: At a minimum the contractor must provide 2 bathrooms/toilets in a common meeting space or in the dining area.

5.2.3 Showers: The contractor needs to provide at a minimum 6 showers for females and 6 showers for males. More showers are preferred, but 12 showers are needed for 220 individuals. The showers must also be able to maintain warm water temperatures for 1.5 hours at a time.

5.3 Dining/Meal Accommodations: The contractor shall provide all food, equipment, and materials needed for all meals and snacks provided by camp. Contractor shall provide staff to prepare, cook, and serve meals and snacks. Contractor shall provide staff to clean kitchen and verify cleanliness of dining area prior to meals.

5.3.1 Each meal needs to be balanced with an option of protein/meat, vegetables, fruit, and starch/carbohydrates. Meals also need to be appropriately and commonly enjoyed by youth who are elementary/middle school ages. The meals on the Volunteer/JC Training day and Staff set up day (Day 1, early Day 2, Late Day 6, and Day 7) can be more adult appropriate meals.

5.3.2 Camp Meals: The meals that need to be provided during the actual camp will be for 220 individuals. Final head count and specialty diets will be provided 2 weeks prior to camp. Known specialty diets and estimated head count will be provided in June as a close approximate, with a final 2 week before.

5.3.2.1 Meals: Certain food items on certain days have been highlighted and those will be required to be served for that meal. All other meals shall have a varied menu. Breakfast will need to always have a small selection of cereal and fruit options in addition to the traditional breakfast.

5.3.2.2

a) Day 1: Lunch, Dinner

b) Day 2: Breakfast, Lunch, Snack, Dinner (Pizza), Evening Dessert.

c) Day 3: Breakfast, Lunch, Snack, Dinner, Evening Dessert (S’mores)

d) Day 4: Breakfast (Pancakes), Lunch, Snack, Dinner, Evening Snack

e) Day 5: Breakfast, Lunch, Snack, Dinner, and evening snack (Popcorn, Mixed Candy).

f) Day 6: Breakfast, bagged lunch, Snack, Dinner, and evening snack

g) Day 7: Continental style Breakfast only

Number of campers and staff

Date Breakfast Lunch Snack Dinner Evening Snack Beds

Day 1 (August 6, 2024) 0 30 0 30 0 30

Day 2 (August 7, 2024) 30 50 50

(pizza) 220 220

Day 3 (August 8, 2024) 220 220 220 220

(s'mores) 220

Day 4 (August 9, 2024)

(pancakes) 220 220 220 220 220

Day 5 (August 10, 2024) 220 220 220 220

(movie) 220

Day 6 (August 11, 2024) 220

220 (bagged lunch

10:30am pick

up) 50 50 50 50

Day 7 (August 12, 2024)

(continental style) 0 0 0 0 0

5.3.3 Specialty Diet Meals Provided: The contractor needs to provide appropriate food alternatives for individuals with dietary restrictions or special dietary needs. A final number and description of Dietary Needs will be provided 2 weeks prior to camp. We will have an estimated number 20 individuals needing specialty diet alternatives.

Examples are gluten free, peanut allergies, tree nut allergies, vegetarian/vegan, dairy free, egg free, or non-greasy items.

5.3.4 Drinks: Water shall be provided and readily available throughout the entirety of camp. Hot Chocolate, Milk, and Juice shall be provided with breakfast for campers and coffee (with creamer/sugar) for adults and Junior Counselors needs to be available in the mornings. Hot Coffee, water, and Hot Chocolate should be available starting at 6:30am each morning breakfast is served. Lunch and Dinner will have water and not less than one alternative. Alternative drinks should not be soft drinks, but juice or “sports” style drinks to help replace electrolytes.

5.3.5 Snacks: Snacks should be a relatively healthy snack, unless otherwise stated.

Examples of healthy snack options include, but are not limited to carrots, cucumber slices, apples, grapes, baked crackers, baked chips, pretzels, dried fruit, fruits snacks, and numerous other items that are not overly sweet/salty. Exceptions to sweet/salty are evening snack on day 3, and day 5. Day 3 evening snack should be smores and healthy options for bonfire. Day 5 should be traditional movie snacks to include popcorn, small amounts of candy, plus healthy options.

5.3.6 Dining Room Accommodations: The space needs to be large enough to fit 220 individuals at a time- theater style. While dinning, the meals can either be served all at once if 220 individuals can comfortably fit at a time. If not, the dining space needs to comfortably fit 100 individuals at a time and we can have younger kids start 1 hour earlier, followed by the older kids for each meal.

5.4 Indoor Workshop Accommodations: the contractor shall provide adequate indoor space for our indoor workshop options. Each day we will have a resilience workshop that needs to be able to sit 40-50 individual’s classroom style (chairs with tables) and have space for a screen and projector. Screen, projector, and computer will be provided by Child and Youth staff, but Wi-Fi capabilities shall be provided by the contractor. At the same time, we will need a 2nd indoor space that will fit 25-35 individuals, classroom style, with extra empty space to move around for workshop activities. Ideally these workshop spaces would be entirely separate, but if not, the dining space can be used as long as the workshops can be set up on opposite sides of the room with minimal interruption to the other group.

5.4.1.1 On Day 5 of camp, contractor will provide mixing bowls, utensils for morning cooking workshop at the dining room.

5.4.2 Outdoor Workshop Accommodations: The contractor shall provide a large and flat outdoor space, approximately 100 yards. The contractor shall also provide small outdoor spaces that can accommodate 25-35 individuals at a time with picnic tables and/or benches for craft workshops.

5.4.3 Outdoor Gathering Space: The contractor shall provide a dedicated area where up to 220 individuals can gather at a time. This could be an outdoor pavilion, bleachers, stage, or something similar. The purpose of these gatherings is to make announcements, give directions for the next workshops, play silly Olympic games, and host our annual camp dance. The space shall be large enough to participate in these activities comfortably and safely.

5.4.4 Staff/Program Space Accommodations: The Child and Youth Program/Beyond the Yellow Ribbon Staff will need a space to organize all supplies and materials needed for workshops and activities provided by staff/volunteers/JC’s/Volunteers.

The space needs to be readily accessible for staff and volunteers. The space needs to provide Four 6-foot tables in an L shape. This space can be placed in a separate space, but accessible or provided in the corner of a communal space.

5.4.5 Other Recreation Accommodations: the contractor will need to provide an adequate space to comfortably fit up to 220 individuals for our annual skit night and annual awards ceremony. The contractor shall provide an adequate space to host a youth dance for 150+ individuals. The supplies for both can be provided by the Child and Youth Program.

5.5 Security, Supervision, Health Safety:

5.5.1 Security: The contractor needs to provide adequate measures for the safety and wellbeing of all attendees. The contractor must provide a safe environment that meets standard local/state licensing requirements. The contractor must mitigate danger and potential for injury/harm that is at an appropriate level for youth ages 9-

17. The contractor shall have all contracted staff (individuals that come into contact with children or are regularly on the premises) appropriately background checked.

Any staff/volunteers provided by the contractor cannot have any violent or sexual offense convictions. The facility must not be easily accessible to the general public.

Any outside visitors must be required to check-in with a staff member of the contractor.

5.5.2 Health and Safety:

Camp Medic Accommodations: the contractor will need to provide lodging space for 2 medics (or camp nurses), along with 2 empty bed space for ill or injured individuals) unless the camp already provides camp medics and/or nurses.

Camp Medic/Nurse Supplies: the contractor is not required to provide camp medic/nurse supplies, but if that is a service and product provided by the contractor a detailed list of supplies and services will need to be provided. The contractor will also need to provide information (location/address/distance) on the nearest emergency services (emergency room/hospital/clinic).

5.6 Emergency Cancellation Policy: If the camp can not be provided due to an

Emergency, manmade or a natural disaster (forest fire, flooding), the government will cancel the contract/payment if the service did not take place.

6.0 Deliverables: The contractor shall provide a map of location with labeled schematic of proposed location for sleeping facilities (include # beds per location), Restrooms (include # toilets, sinks, and showers per location), indoor meeting space (include max occupancy rating), and outdoor meeting space (include square footage).

7.0 Applicable Publications applicable to the PWS are listed below:

Publication Website Federal Acquisition Regulation www.acquisition.gov Defense Federal Acquisition Regulation Supplement www.acquisition.gov

AR 530-1: Operations Security