PWS Sports Officials 25 Apr 2023.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

SPORTS OFFICIALS

ELLSWORTH AFB, SD

11 January 2023

TABLE OF CONTENTS

SECTION 1

1. GENERAL 3

1.1 Scope of Work 3

1.2 Background 3

1.3 Contract Management 3

1.3.1 Contract Manager 3

1.3.2 Employees 4

1.3.3 Training 4

1.4 Physical Security 4

1.5 Intramural Schedule 4

1.5.1 Sports Hours of Operation 4

2. Contractor Furnished Property 5

3. Duties and Procedures 5

3.1 Official’s Requirements 5

4. Safety 6

5. Games 6

5.1 General 6

5.2 Forfeits 6

5.3 Cancellations 6

6. Holidays and Closures 6

6.1 Recognized Holidays 6

6.2 Inclement Weather 7

7. Security Requirements 7

7.1 Base Access 7

7.2 Main Base Access 7

7.3 Security Manager 7

7.4 Security Training 8

7.5 Base Access 8

7.6 Contract Personnel Requirements 8

7.7 Contractor Vehicles 8

7.8 Reporting Requirements 8

8. Pandemic Response 8

9. Transition Plan 8

SECTION II

2. Government Furnished Property 10

2.1 Facilities 10

2.2 Equipment 10

2.3 Services 10

Acronyms 12

Appendix A

SECTION I

GENERAL INFORMATION

1. GENERAL

1.1.Scope of Work. The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items necessary to perform sports officiating defined in this Performance Work Statement at Ellsworth Air Force Base (EAFB), South Dakota (SD).

Employees and Officials is used interchangeably throughout the PWS.

1.2.Background: The 28th Bomb Wing (28 BW) is Air Combat Command’s lead B-1B conventional bomb wing. It is responsible for training and equipping combat-ready forces for the application of conventional airpower worldwide. It is the host unit to EAFB, South Dakota, and provides aviation, logistics, base support, and medical infrastructure to the eight other associate units.

28th Force Support Squadron, Bellamy Fitness, is home to a variety of cardio equipment, free weights, racks, fitness classes, and state-of-the-art machines all designed to keep the men and women of EAFB in shape and encourage comradery. The requirement of this contract is to support this operation by providing Sports Officials to officiate intramural games held at the 28 FSS Bellamy Fitness Center.

1.3. Contract Management.

1.3.1. Contract Manager. The contractor shall provide a contract manager who shall be responsible for the performance of work. The name of this person and alternate(s) who shall act for the contractor when the manager is absent shall be designated in writing to the contracting office within 48 hours after award any changes shall be done 24 hours prior to next scheduled game.

1.3.1.1 The contract manager alternate shall have full authority to act for the contractor on all contract matters relating to daily operations of this contact.

1.3.1.2 The contract manager or alternate shall be available within two workdays to meet on the installation with government personnel designated by the contracting officer to discuss any problem areas.

1.3.1.3 Contractor will evaluate all officials within the first two weeks and midpoint of the season. Officials hired after the season has started will be evaluated within the first week and at the midpoint. Contractor will conduct evaluation of officials when requested by the 28 FSS Bellamy Fitness Center Sports Specialist. Contractor will furnish a copy of all evaluations to the Sports Specialist.

1.3.1.4 Contractor will email the Sports Specialist a list of officials with phone numbers that are scheduled to work during a particular week by noon on Monday of that work week. Officiating Lists for tournaments, playoffs and championship matches will be reviewed by the Sports Specialist.

1.3.2 Employees.

1.3.2.1 The Contractor shall ensure that officials have current state certifications that are valid for games they are officiating. The Contractor shall be required to provide the Fitness Center Director/Sports Specialist with proof of certification for all officials before start of the sports season. The Contractor will submit a letter to Fitness Center Director/Sports Specialist requesting approval of all non-certified officials.

FLAG FOOTBALL (Intramural) - State BASKETBALL (Intramural, Recreational) - State VOLLEYBALL (Intramural, Recreational) - State

SOFTBALL (Intramural, Recreational) - State SOCCER – OUTDOOR (Intramural) - State SOCCER – INDOOR (Recreational) - State

1.3.3 Training.

1.3.3.1 The contractor shall conduct training prior to the start of each sporting season, updating the officials on current rules as publicized by each sporting association and the EAFB Bylaws pertaining to each sport.

1.3.3.2 The Contractor shall maintain and update records on each official containing certificate of instruction and training documentation.

1.3.3.3 It is the contractor’s responsibility to manage their employees schedules according to their area of expertise and certification, game schedule and to ensure all games are covered.

1.3.3.2 The Fitness Center Director/Sports Specialist reserves the right to question any official’s certification and notify the contractor.

1.4 PHYSICAL SECURITY. The contractor shall be responsible for safeguarding all government property and controlled forms provided for contractor use.

1.5 INTRAMURAL SCHEDULE

1.5.1 SPORTS HOURS OF OPERATION:

Monday through Thursday 1100 -2300

Friday 1100 – 2100 Saturday 0900– 2100

1.5.2 The fitness center will provide intramural schedules and bylaws a week prior to the sporting activity start. The contractor will review and ensure there are no scheduling conflicts and respond 3 days after receipt to the Fitness Center Director.

1.5.3 The contractor may be required to provide service on holidays by mutual consent and availability of sports officials.

2. CONTRACTOR FURNISHED PROPERTY

2.1 Contractor shall provide Officiating uniforms and equipment, i.e., whistles, penalty flags. All officiating uniforms shall be similar and clean before each game. Officiating equipment shall be clean and in working order prior to each game.

3. DUTIES AND PROCEDURES

3.1 OFFICIALS’ REQUIREMENTS

3.1.1 Officials will be paid for games worked and any forfeited games announced at game time.

3.1.2 Officials will report to the Sports Specialist at the court/field the game will be held on in complete uniform, for games as specified in applicable sports rules fifteen, (15) minutes prior to scheduled game time. Additional details will be provided after award.

3.1.3 All officials will turn in a written statement for all incidents of unsportsmanlike conduct/ejection and injuries that require Bellamy Fitness Staff/First Responders aide; to the Sports Specialist or Fitness Center Director immediately following the contest. This report can be found in Appendix A of this PWS. Only the highlighted areas are required to be completed by the contractor’s staff.

3.1.4 Any questions or problems that may arise within the intramural or recreational sports program will be brought to the attention of the Sports Specialist or Fitness Center Director immediately.

3.1.5 Official’s scorebook/score sheet will be returned to the fitness center upon completion of each sporting event. Scorebooks/score sheets will have the official’s name (printed and signed).

3.1.6 For outdoor sports, the officials will be responsible to ensure that all lights are off before leaving the area.

3.1.7 Personnel designated as umpires/officials will be authorized access to EAFB for the designated event only.

3.1.8 The Sports Specialist will report all unbecoming or detrimental conduct by an official to the contracting office for corrective action.

3.1.9 Officials will pick up the necessary equipment required for the sport and ensure that all equipment is returned to the Bellamy Fitness Center arranged with the Sports Official. Additional details will be provided after award.

3.1.10 Officials will sign a completion log upon completion of the sporting event.

3.1.11 Sports Specialist will approve the officials/umpires for all tournaments, playoffs, and championship matches.

4. SAFETY. Officials shall ensure that safety procedures are followed in accordance with the governing rule book and local bylaws.

4.1 To follow Air Force Fitness and Sports Services Standards the contractor will ensure the minimum number of officials are available per game.

Basketball: 2 referees/1 scorer/timer = 3 total Softball: 1 umpire = 1 total

Volleyball: 1 referee/1 scorer = 2 total Soccer: 2 referees = 2 total

Flag Football: 3 referees = 3 total

5. GAMES

5.1 GENERAL

5.1.1 All games will be run in accordance with applicable sports rules and regulations, and the rules and regulations as modified by EAFB bylaws, which will be provided to the contractor prior to the start of each sport. National Federation of State High School Association rules will be used for the following: Basketball, Volleyball, Soccer. Softball will use USA Softball rules and Flag Football will utilize Flag Football Rules.

5.1.2 Games schedules and bylaws for each sport will be provided to the contractor prior to the beginning of the season and updated as required by the Sports Specialist/Fitness Center Director.

5.1.3 The Sports Specialist/Fitness Center Director will furnish the contractor the names of individuals who are authorized to change the schedule or cancel scheduled games.

5.1.4 Make up games will be rescheduled at the discretion of the Sports Specialist. If the games are to be played, the date and time will be coordinated with the contractor.

5.2 FORFEITS

5.2.1 Any forfeits announced at game time will be considered as if it occurred and may be invoiced.

5.3 CANCELLATIONS

5.3.1 Contractor will be notified of any Cancellations no later than 12:00 PM of the scheduled day of events and cancelled games may not be invoiced. It is the contractor’s responsibility to notify game officials of game cancellations.

6. HOLIDAYS & CLOSURES

6.1 Recognized Federal Holidays. There may be federal holidays when the Contractor is not required to perform service, except in emergency situations or to support specific mission needs. The holidays are:

New Year’s Day - 1 January Martin Luther King Day - 3rd Monday in January Washington’s Birthday - 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

If a holiday falls on a Saturday, the preceding Friday will be observed. If a holiday falls on Sunday, the following Monday will be observed. If a holiday falls on a scheduled service day.

6.2 Inclement Weather Schedule. The contractor shall be responsible for knowing base closure statuses during inclement weather. If the base is closed all day 28 FSS Bellamy Fitness considers any scheduled games on these days cancelled.

7. SECURITY REQUIREMENTS. Contractor employees shall comply with EAFB security requirements, imposed by the Installation Commander, at all times while on EAFB premises. The Contractor shall obtain all necessary passes, decals, badges, or other items required for access to perform contract services at EAFB. The Contractor is responsible for accountability of all such media, which shall be surrendered to the Security Forces Squadron Pass and Registration Section upon completion or termination of the contract or upon termination of an individual’s employment for the Contractor. The Contractor shall comply with all EAFB policies regarding entry to the installation, rules of the road, contingency operations compliance, and photography prohibitions. Contractor employees are authorized entry to the installation for the purpose of work under this contract only and are not authorized in other facilities or areas without prior government authorization. Due to safety/security requirements, Contractor personnel shall be required to fluently speak, comprehend, read, and write English.

7.1 Base Access. The Contractor must be aware that entry requirements are subject to change due to installation and world situations. All employees may be subject to a background check through the FBI for base access.

7.2 Main Base Access. Current security access restrictions at EAFB require all POV vehicles to enter through the main Gate and Commercial POV shall enter through the Commercial Gate only. Contractor vehicles may be subject to search prior to gaining base entry. The Contractor should plan and allow for delays as a result of increased and ever- changing security procedures.

7.3 Security Manager. Upon contract award, the Contractor shall designate, in writing to the CO, a Security Manager who shall be the Contractor’s point of contact for all security matters. Within 5 working days of contract award, the Contractor’s Security Manager shall contact the 28 FSS Security Manager for assistance on accomplishing Contractor personnel security requirements.

7.4 Security Authority. The Contractor shall brief all employees that they shall immediately leave any area upon notification by the CO/ Sports Specialist, constituted authority, Security Forces, or when directed as occasional operational requirements, real world activities, or emergencies dictate.

7.5 Base Access. Contractor personnel and vehicles must obtain appropriate Base passes. Contractor shall submit an Entry Authorization Letter (EAL) four business days prior to schedule work. The contractor will submit EAL to Authorized Caller for processing. EAL will be on company letter head and include days and time for requested access (example: M- F 0700-1700 hrs), personnel names, date of birth, driver’s license and state issued. EAL process is subject to changing security measures.

Contractor personnel shall turn in their base access badges to the Visitor Control Center (VCC) as they expire.

7.6 Contract Personnel Requirements. The Contractor shall not employ persons for work on this contract who are identified to the Contractor by the CO as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

7.7 Contractor Vehicles. Contractor vehicles must be maintained in a safe and operational condition IAW South Dakota driving regulations manual at all times while on EAFB.

7.8 Reporting Requirements. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security or well-being of DoD personnel, contractor personnel, resources, and classified or unclassified defense information.

8. PANDEMIC RESPONSE: All personnel present on EAFB are required to follow any and all pandemic response policies established by the base leadership. Personal protective measures (face masks, gloves, hand sanitization, etc.) may be increased or decreased related to the current pandemic conditions on EAFB. Contractors performing on EAFB will follow the guidance provided by the local work center where contract performance will occur or other government representatives on the base. Contractors that refuse to comply with any and all pandemic response policies may be denied access to the installation which can result in corrective contract actions.

9. TRANSITION PLAN. This report shall detail the contractor’s plan for transition of the contract efforts upon end of contract period of performance. This plan shall be submitted no later than 6 months after contract award and updated annually as necessary upon coordination with the Government Contracting Officer.

9.1 The contractor is expected to provide the following details in their Transition Plan.

Keep this to 3 pages.

9.1.1 Transition Plan Approach

9.1.2 Transition Team Identified

9.1.3 Workforce Transition and Execution

9.1.4 Subcontractor Transition Plan (if applicable)

9.1.5 Knowledge Transfer (if applicable)

9.1.6 Schedule of Transition- This schedule will include the following dates:

9.1.6.1 Introductory Meeting with New Contractor

9.1.6.2 Final Invoice Submittal (Anticipated Date)

9.1.6.3 Badges Returned to Program Manager (Anticipated Date)

SECTION II

GOVERNMENT FURNISHED PROPERTY AND SERVICES

2. GOVERNMENT FURNISHED PROPERTY

2.1 Facilities. The government shall make available facilities to include softball fields, soccer/Flag football fields, and basketball/ volleyball/ soccer courts. Facilities have been inspected for compliance with Base Safety. No alterations to facilities shall be made. The contractor shall return the facilities to the government in the same condition as received, if any damage to facility occurs the contractor will notify Fitness Center Director 1 hour upon completion of event. The contractor shall use the facilities for the performance of this contract only.

2.2 Equipment. The government shall provide the contractor equipment such as:

scorebooks, softballs, footballs, soccer balls, basketballs, and volleyballs. The contractor shall be responsible for the return of equipment in the condition it was provided.

2.3 SERVICES. The government will furnish the following services.

2.3.1 Utilities. Gas, electricity, water, sewage, heating, fuels and air conditioning in support of this contract.

2.3.2 Telephone. Class A/B Telephone authorized for transaction of official government business only which have access to on base phones. DSN access is denied.

2.3.3 Custodial Service. Restrooms and sweep/mop floor only. Services shall be provided by the current custodial contract.

2.3.4 Refuse Collection. Services shall be provided by current contract.

2.3.5 Insect and Rodent Control. Services shall be provided by Civil Engineering Entomology.

2.3.6 Ground Maintenance. Provided

2.3.7 Security Police and Fire Protection. Will be provided by the government.

Phone number 911.

ACRONYMS

EAFB-Ellsworth Air Force Base BW-Bomb Wing CO-Contracting Officer COR-Contracting Officer Representative FSS-Force Support Squadron POC-Point of Contact PWS-Performance Work Statement SD-South Dakota

APPENDIX A

Bellamy Fitness Center Incident Report

DATE: TIME: LOCATION:

NAME AND GRADE OF PERSON INVOLVED

IN MISHAP:

UNIT:

DUTY PHONE

DESCRIPTION OF INCIDENT:

ACTION TAKEN BY STAFF:

EMS Activated (911) Fire Department Security Forces

STAFF ON DUTY:

CHAIN OF COMMAND NOTIFIED (specify how notified/date/time):

On-duty supervisor: In person/during incident:

FCD:

FSS/SVM:

FSS/CC:

FOLLOW UP ACTION (if needed):

REPORTED BY (print name)

SIGNATURE: