PWS_Sport_Officials_1Apr20.docx

Performance Work Statement Sports Officials for DoDEA-Americas Schools

1. INTRODUCTION. Sports official services are required for Department of Defense Education Activity Americas’ Region (DoDEA-Americas) for the following schools: Fort Campbell High School, Kentucky (KY), Fort Knox Middle/HS Kentucky (KY), Camp Lejeune Middle/HS, North Carolina (NC), Quantico Middle/HS, Virginia (VA), Antilles Middle/HS, Puerto Rico (PR). The contractor shall provide all personnel, management, tools, equipment, labor, uniforms, and transportation, unless otherwise specified as government furnished, necessary to ensure sports official services are performed in accordance with the objectives and standards outlined within this PWS. This requirement calls for the continuous efforts on the part of the contractor to ensure certified (and current certification) sports officials are available to officiate during the entire Indefintive Delivery Indefinite Quantity (IDIQ) period of performance.

2. BACKGROUND. DoDEA instructional program provides a comprehensive prekindergarten through 12th grade curriculum that is dedicated to attaining the highest student achievement for children of active duty military and eligible civilian employees. The Americas Region Interscholastic Athletic Program is designed to promote and encourage participation by all students in supervised activities to enhance students’ social, physical, and emotional development. Athletic participation is recognized as a valuable educational experience, directly complements academic performance, and prepares students for continuous learning and productive citizenship.

3. DESCRITION OF SERVICES: Provide the proper number of qualified and certified officials, referees, scorekeepers, and timekeepers to officiate all high school and middle school sports, IAW the rules as set forth by National Federation of State High School Associations (NFHS), and their respective member State associations and affiliate associations at https://www.nfhs.org/. Sports to be officiated are football, volleyball, basketball, baseball, softball, swimming, soccer, golf, track & field, and wrestling. Projected number of officials, referees, scorekeepers, and/or timekeepers is stated below. Based on availability of need, the number of officials required may be changed.

4. PERFORMANCE OBJECTIVES/STANDARDS

4.1. Two weeks prior to the start of each sports season, the Athletic Director or representative will provide the contractor a copy of the local by-laws and rules of each sport, as well as game schedules for the season.

4.2. The contractor will conduct a pre-game inspection of the playing area. The contractor shall notify the Athletic Director or representative immediately upon cancellation of any game/match due to unplayable field/court conditions. The government reserves the right to override the contractor official field condition determination. The contractor shall conduct a rules review with coaches and/or team captains prior to the start of play.

4.4. The contractor is required to provide the Athletic Director or representative a roster of officials, timekeepers, and timers seven (7) days prior to all scheduled games. The contractor officials, scorekeepers, and timekeepers will complete a sign-in sheet before the start of all games worked and shall submit to the Athletic Director or representative. The contractor will turn in sign-in sheets daily after the completion of the last scheduled game.

4.5. The contractor officials and scorekeepers shall sign and complete scorebooks/sheets after completion of each game, to include the keeping of total game summaries. The contractor will submit these items, plus any written protests (if applicable), to the Athletic Director or representative at the conclusion of the day’s games/matches.

4.6. Work load estimates per sport (the government does not guarantee all games will be played)

4.7. Officials shall maintain a professional attitude and wear appropriate professional officiating uniform and protective gear as established by the NFHS. Contractor’s personnel shall present a neat appearance and be easily recognized.

4.8. The administration or Athletic Director may require that the contractor be removed from the work site or area due to objectionable behavior. Objectionable behavior includes wearing inappropriate attire, using profane language, abusing or disobeying base rules and regulations.

4.9. No official shall be allowed to work a game if it is apparent he/she has been consuming alcoholic beverages. At no time shall an official consume alcoholic beverages or use tobacco products in, on, or around the playing area.

4.10. Officials shall follow NFHS rules in the sport they are officiating, and any State athletic association rules particular to each school based on their geographical location.

4.11. Ft. Campbell HS and Ft. Knox MS/HS are members of the Kentucky HS Athletic Association (KHSAA). In accordance with KHSAA rules and regulations, sports officials are all independent contractors and designated assigning secretaries assign the sports officials to sporting events in their respective areas. The contractor shall schedule the required number of officials through the KHSAA assigning official for each sporting event, with the exception of swim, for each location. For swim, the contractor will receive a list of certified swim officials to contact directly.

4.12. For Kentucky based schools the contractor shall pay individual sports officials in accordance with the pay scale and within time limits set forth in the current KHSAA rules and regulations located at https://khsaa.org/general/khsaa-handbook/. Many schools in the state use the automated pay system Arbiter Pay. It is approved by KHSAA but not yet mandatory.

4.13. Camp Lejeune High school is a member of the North Carolina High School Atheltic Association (NCHSAA). In accordance with their handbook(www.nchsaa.org) each eschool must use only NCHSAA-registered offcials in all competitions, and must work through an approved regional supervisor. Booking fees to regional supervisor/local officals association are required. Officials are to be paid on local fiscal policy as soon as possible by the member schools. Game fees will be paid as approved by the NCHSAA.

4.14. Fort Buchanan and Ramsey High Schools in Puerto Rico are governed by the Puerto Rico High School Athletic Alliance (PRHSAA) which is the governing body that certifies sports leagues serving as members of this Alliance. In turn, the sports leagues will provide the officials in accord with the each school schedule. The PRHSAA is a unique association governing body and serves as the only bilingual (English/Spanish) interscholastic alliance that is available on the Island of Puerto Rico compatible with rules for sports are those that DoDEA follows. These rules not only dictate how sports are played, but also include safety requirements, officiating standards, and consistent standards and rules for competing in sports activities.

4.15. Officials shall not participate as players, coaches, or team managers with the high school in which they are officiating.

4.17. The official shall not officiate in a game or match in which their dependents are participating. To meet competition needs, this may be waived with the approval of both competing coaches and the DoDEA-Americas Athletic Director, and if the official in question takes a non-leading role while officiating.

4.18. Officials shall attend a scheduled sports meeting established by the Athletic Director, at least one-week prior to start of each sport, to go over any specific rules/by-laws governing the upcoming sports schedule. Contractor shall submit a roster of certified officials, their level of certification, and contact info, to the local Athletic Directors prior to the first regular scheduled season contest.

4.19. Officials shall comply with all base safety requirements when officiating on base and rule on any point or any situation not specifically covered within the by-laws and National Association Rules. DoDEA safety requirements shall be followed for each sport as outlined within the DoDDS-E IAP.

4.20. All personnel employed by the contractor in the performance of this IDIQ or any other persons entering the government installation, shall abide by the security regulations of the installation. The contractor is required to pick up required equipment/ keys and return at the end of each game.

4.21. The head official shall review score book/sheet to ensure all required information is present to include time, date, teams playing, officials and score keeper names. The head official duties are not complete until the official score book/sheet is approved and signed by all officials and score keepers at the end of each contest.

4.22. The head official shall notify the the athletic director if a contest is protested, or a player receives an ejection. Officials shall report any player/coach being ejected due to unsportsmanlike conduct or inappropriate behavior; both verbal and physical, towards players, officials, or spectators. In the case of an ejection, a written statement must be submitted to the athletic director by COB on the next duty day (Monday-Friday). If applicable reporting must also be done at the specific state athletic association.

4.23. Officials shall enforce the Code of Conduct, sportsmanship policy, courtesy rule and governing sports by-laws. Additionally, officials shall support the following sports governing bodies and enforce their official rulebooks.

4.23.1. Football National Federation of State High School Association Rules

4.23.2. Volleyball National Federation of State high School Association Rules

4.23.3. Basketball National Federation of State High School Association Rules

4.23.4. Baseball National Federation of State High School Association Rules

4.23.5. Softball National Federation of State High School Association Rules (Fast Pitch)

4.23.6. Soccer National Federation of State High School Association Rules

4.23.7 Wrestling National Federation of State High School Association Rules

4.24. Performance Standards. The contractor is required to meet all the requirements of this PWS throughout the life of the IDIQ, with special attention to ensuring all officials are NFHS certified, maintain a professional attitude, wear appropriate officiating uniform and protective gear, present a neat appearance and be easily recognizable, follow all base and DoDEA safety guidelines. The contractor shall maintain an acceptable quality level of 98% for all of the above performance standards. The method of surveillance will be validated through customer complaints and periodic inspections, as deemed necessary.

5. SPECIAL REQUIREMENTS / CONSTRAINTS

5.1. Government Furnished Property and Services.

5.1.1. The government shall provide the facilities, fixtures, sports equipment and supplies, which include game balls, bats, and score books/sheets, for the play and scoring of each contest.

5.1.2. No alterations shall be made to furnished facilities without specific written permission from the local school Principal.

5.1.3. The government shall provide the contractor with a schedule of games, current copy of applicable governing by-laws, at sports meetings or at least one-week prior to first scheduled games/season of applicable sport.

5.1.4. The contractor shall be responsible for safeguarding all government property provided for contractor use. At the end of each work period, all government equipment and materials shall be returned to the on-site school official.

5.1.5. The government shall provide a secure room for officials to dress and lock personal items during the contest(s).

5.2. Contractor Furnished Equipment and Services.

5.2.1. The contractor shall provide all (personnel), management, tools, equipment, labor, uniforms and protective gear, and transportation to/from game locations, unless otherwise specified as government furnished, necessary to ensure athletic official services are performed in accordance with the objectives and standards outlined within this PWS.

5.2.2. The contractor shall provide a contract manager and an alternate(s) that shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager and alternate(s) shall act for the contractor, and shall be designated in writing to the contracting officer prior to contract start.

5.2.2.1. The contract manager or alternate shall be available to meet with the athletic coordinator and local school officials (government representatives) to discuss problem areas as needed.

5.2.2.2. Telephone numbers of the local school athletic director or alternate(s) shall always be updated and provided to the contracting officer and government representatives for short notice cancellation notification due to inclement weather, military related communications, or acts of God.

5.2.2.3. The contract manager and all employees shall be able to read, write, speak and understand English. The government reserves the right to restrict employment of any contractor employee, or prospective contractor employee, who is identified as a potential threat to the health, safety, security, general wellbeing or operational mission of DoDEA.

5.3. Hours of operation. The schools are in operation from August to June. All contracted sporting events will take place during the course of the school year. Normal Hours are Monday –Saturday, 8:00AM – 11:00 PM.

5.4. Postponed and Suspended Games. The contractor shall follow the guidelines established by the NFHS, and each school respective athletic association. In the event that the school is not associated with any athlteic association they shall fallow the below guidelines.

5.4.1. If the school cancels a contest, the administration or athletic director will notify the head official no later than 2-hours prior to the start of the competition. No charges will be incurred to the school for cancellations made 2-hours before start time.

5.4.2. If an official must cancel a contest due to misconduct or forfeiture, the exact cause of cancellation must be recorded in score book/sheet and the school Athletic Director must be notified as soon as possible.

5.4.3. Officials shall have the authority to forfeit any game due to gross misconduct and/or no show of teams scheduled after 1 hour of time has expired after the scheduled start of the contest. Officials shall be paid for forfeitures after agreement with the Area athletic director.

5.4.4. Officials shall also have the authority to postpone any game due to inclement weather (following NFHS guidelines), suitability of the playing field, or emergencies such as military recalls/alerts.

5.4.5. The first set of officials shall be paid for one contest if cancellation is made after they are at the contest site. When field weather conditions warrant, the first set of officials shall cancel all scheduled competitions for that sport, at that time, and notify all other officials, scorer keepers, coaches, local Athletic Directors, or administration. The school will only be responsible to pay for one cancelled competition per event site, per day.

5.4.6. Cancelled or postponed contests may also be added to the schedule. Contractor shall be notified a minimum of 3 days in advance of any rescheduled or added contest.

5.5. Services shall not be provided without the issuance of a Task Order (TO) signed by a Contracting Officer from the DoDEA-Americas Procurement office. All TO’s issued hereunder is subject to the terms and conditions of this IDIQ contract. Only a Contracting Officer may modify TO’s. A Government Representative, when authorized by the Contracting Officer, may only schedule/coordinate with the contractor, required Athletic Officials for games within funding limitations per applicable Task Order as it is awarded/modified.

5.6. Payments. In order to pay the sport officials expeditiosly, and in a timely manner, the contractor shall submit a spreadsheet confirming the number, and name of sport officials that officiated each event to the athletic director(s) or his/her representative within 24 hours after completion of each event.

5.7. Invoice. Payment shall be Net 30 days and will be based on receipt of a proper invoice and receipt and acceptance of services signed by a government representative indicating that services have been received and payment is authorized. Contractor will only be paid for contests worked. Contractor shall submit invoices through https://wawf.eb.mil.

5.8. Government Representatives. The contractor will be furnished a list of government representatives who have the authority to schedule/coordinate, required athletic officials for scheduled games within the funding limitations per applicable call order as it is awarded or modified. All actions shall be within the established terms and conditions of the contract. Government representatives shall maintain a log of the actual number of athletic officials for scheduled/coordinated games and expenditures for each call order.

6.0. SECURITY.

6.1. All personnel employed by the contractor in the performance of this contract, or any representative of the contractor entering any government installation shall abide by all security instructions and directives of that installation. Employees are responsible for safeguarding all government property provided for contractor use.

6.2. The contractor and, as applicable, subcontractor shall not employ persons for work on this contract if such employee is identified as a potential threat to the health, safety, security, general wellbeing or operational mission of the Installation and its population, nor shall the contractor or subcontractor employ persons under this contract who have an outstanding criminal warrant as identified during the Criminal Background Check (CBI).

6.3. Contractors shall ensure their employees and those of their subcontracts have the proper credentials allowing them to work in the United States. Employees and subcontractors later found to be undocumented or illegal aliens will be remanded to the proper authorities.

6.4. The contractor shall submit any request for compensation on delays to the Contracting Office for approval. The contractor shall notify the Contracting Office or authorized representative as soon as the contractor realizes/determines of any potential delays in accordance with the terms and conditions of this requirement.

6.5. All contractors and subcontractors when working in a Controlled, Restricted or other sensitive areas must be escorted at all times. The military agency or unit responsible for the project or work is responsible for providing the escorts. The Contractor shall follow existing procedures and instructions for obtaining entrance to restricted or controlled areas.

7.0 DELIVERABLES: As specified throughout the PWS.

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