PWS Youth Camp 2025.pdf

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PERFORMANCE WORK STATEMENT (PWS)

FOR

REGIONAL YOUTH CAMP

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform Youth Camp Support Services, as defined in this PWS.

1.2 Background: Family Services will be hosting a Youth Camp from 13-18 July 2025. This event will be conducted over a six-day period beginning with set-up/Check-in on Sunday afternoon.

1.3 Period of Performance (PoP): The Period of Performance shall be 13-18 July 2025.

1.4 General Information:

1.4.1 Reserved.

1.4.2 Reserved.

1.4.3 Reserved

1.4.4 Place and Performance of Services: North Carolina

1.4.5 Reserved.

1.4.5.1 Reserved.

1.4.5.2 Reserved.

1.4.5.3 Reserved.

1.4.5.4 Reserved.

1.4.5.5 Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (DoDD) 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals whose PII has been compromised.

1.4.5.6 Reserved.

1.4.5.7 Reserved.

1.4.5.8 Reserved.

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1.4.5.9 Reserved.

1.4.5.10 Reserved.

1.4.5.11 Reserved.

1.4.5.12 Reserved.

1.4.5.13 Reserved.

1.4.6 Reserved.

1.4.6.1 Reserved.

1.4.6.2 Reserved.

1.4.7 Reserved.

1.4.8 Post Award Conference/Periodic Progress Meetings: 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 contactor’s performance. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.9 Contract Manager (CM): The contactor 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 performed wholly at the expense of the contractor.

1.4.10 Reserved.

1.4.11. Combating Trafficking in Persons: The United States Government has adopted a zero-tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.4.12 Reserved.

1.4.13 Reserved.

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1.4.14 Reserved

1.4.15 Reserved.

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 used in this contract refers to the prime.

2.1.2 Contracting Officer (KO): 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.

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

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

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

2.1.6 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:

AR Army Regulation AT/OPSEC Antiterrorism/Operational Security CMRA Contractor Manpower Reporting Application DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense FA Field Artillery FAR Federal Acquisition Regulation KO Contracting Officer NGB National Guard Bureau PII Personally Identifiable Information POC Point of Contact PWS Performance Work Statement QA Quality Assurance QC Quality Control SSN Social Security Number

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3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Property: N/A

3.2 Materials: N/A

3.3 Equipment: N/A

3.4 Services: N/A

3.5 Utilities: N/A

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

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5.0 Requirements: The contractor shall provide the following:

5.1 Camp Requirements:

5.1.1 Meals and a daily snack for attendees aged 6-55. Dates, times, and sample menus are listed below in section 5D.

5.1.2 General meeting area for entire group, 1 hour each morning and 2 hours each evening.

5.1.3 Cabins for lodging 100 campers (ages 6-13), 8 Leaders in Training (ages 15-17), and 4 staff (aged 18-55). Female campers will need to be housed separately from the males. The 4 staff members shall be provided private rooms separate from the campers and Leaders in Training.

5.1.4 Classroom space with WI-FI/Internet as needed, 2 hours each day (Monday-Thursday)

5.1.5 A swimming pool on two evenings for two hours each evening. Certified lifeguards shall be provided by the Contractor.

5.1.6 A campfire on two evenings for at least one hour each evening (this shall not coincide with the swimming pool events).

5.1.7 The Contractor shall provide trained Camp Counselors to be assigned to Campers and Leaders in Training for the duration of the camp. The Counselors will spend the entire day with the Campers/Leaders in Training.

5.2 Camp Programs:

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5.2.1 The Contractor shall provide certified/trained staff to facilitate all program areas listed below.

5.2.2 The Camp shall include the following programs/events (this is not an exhaustive list; additional events will be considered based on price):

• Low and High Ropes course experiences

• Canoeing or kayaking or paddle boarding

• Hiking activity (Day or Night)

• Team building/Challenge activities

• Environmental Education Activities (water, fish, bird, or wildlife)

• Marksmanship (archery)

• Arts & Crafts

• Horseback Riding

• Swimming

• Healthy Living (nutrition, yoga, meditation, physical fitness)

A. Dates and Geographical Locations:

Arrival Date: 13 July 2025

Departure Date: 18 July 2025

Location: North Carolina

Room Reservation Deadline: 1 July 2025 by 1500 EST; the Government will only be liable for the quantity of rooms not released back to the vendor.

Final Meal Count Deadline: 1 July 2025 by 1500 EST; the Government will only be liable for the quantity of meals not released back to the vendor.

Room Cancellation Deadline: 1 July 2025 by 1500 EST; the Government will only be liable for the quantity of rooms not released back to the vendor.

Estimated attendees: 112; approximately 100 youth, 8 Leaders in Training, and 4 staff

Conference Rooms: 1 indoor general meeting area each day

All classrooms and meeting area will be located on campus.

*Note: Gov’t is excluded from paying State and Federal taxes. The Supremacy Clause of the Constitution prevents any State government from imposing state and local taxes on a federal government entity.

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B. Sleeping Rooms: An estimated total of cabins suitable for 100 campers and 8 Leaders in Training will be billed to the master account. Additionally, there will be up to approximately 4 staff that will need to be provided private rooms separate from the 100 campers and 8 Leaders in Training.

1. Minimum Room Requirements:

“Staff” rooms shall be individual/private sleeping rooms with toilet and shower/tub facilities, and one double, king, or queen bed (rooms with two beds are acceptable if rooms with only one bed are unavailable). Staff rooms shall be in close proximity to the campers’ and Leaders in Training’ rooms.

“Youth” rooms for multiple persons shall include beds with toilet and shower/tub facilities located inside cabins. Female rooms and bathrooms shall be separate from the males.

2. Incidentals: The federal government will only pay for the room charges. If using a facility where additional services are available at the time of check-in, attendees’ personal credit card shall be placed on file to cover any incidental expenses such as room service, telephone calls, movies and game rentals, restaurant invoices, etc. These expenses are the responsibility of the individual, and shall be billed to their personal credit card account or deducted from cash provided during check-in. NOTE: If cash or credit card is unavailable, incidental services shall be blocked for use in the room.

3. Reservations: Contractor shall provide a rooming list to the designated Government representative prior to the event.

C. Meeting Spaces: All meeting spaces listed below shall be available for the duration of the event beginning 13 July 2025 by 1200 EST.

1. Indoor General Meeting Area (1 each):

a. Room shall accommodate at minimum 112 personnel.

i. The meeting space shall be set-up with a tables and chairs for each person.

ii. The meeting space shall not contain pillars and/or structural objects so there are no obstructions to the attendees’ view.

iii. Screens for PowerPoint projections shall be provided and be large enough to ensure all attendees can easily view presentations.

iv. The Government is permitted to supply, setup, and utilize their own LCD projectors, and laptop computers with Microsoft PowerPoint applications to be used in conjunction with contractor-provided equipment in the conference room at no additional cost.

v. The Contractor shall provide and setup: podium, wireless lavaliere, handheld microphone, audio system, screen, projector, Wi-Fi access, and cart to carry Government equipment.

vi. The Government shall be permitted to utilize the contractor’s power supply and facilities at no additional cost.

b. Meeting spaces shall be designated for this event only allowing conference supplies, materials, and equipment to remain in place throughout the event.

c. IT personnel shall be available to assist with set-up and testing as needed.

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2. Registration Area (1 each):

a. Shall be located within indoor general meeting area with a registration desk or 2 draped 6’ tables located in view of registration desk.

b. Tables shall include chairs.

D. Catering: Contractor shall send menu to Gov’t POC to confirm choices prior to event.

1. Breakfast – 14-18 July 2025:

a. Breakfast shall be served from 7:30-8:30am.

b. Contractor shall provide an estimated total of 112 breakfast meals each day.

2. Lunch – 14-17 July 2025:

a. Lunch shall be served from 11:30am-12:30pm.

b. Contractor shall provide an estimated total of 112 lunch meals each day.

3. Daily Snack- 14-17 July 2025

a. Snack shall be served between 2:30pm-3:30pm

b. Contractor shall provide an estimated total of 112 snacks each day.

4. Dinner – 13-17 July 2025:

a. Dinner shall be served from 5:30-6:30pm

b. Contractor shall provide an estimated total of 112 dinner meals each day.

Meal Example:

Breakfast (options) Scrambled and Hard-Boiled Eggs (two each) Sausage and or Bacon (3 each) Pancakes, French Toast Sticks Breakfast Sandwich Oatmeal or Grits Cereal Fresh Fruit, Yogurt Milk, Water, and Juice (coffee adults only)

Lunch (options) Pizza and Salad Bar Chicken Strips w/fries Hot Dog w Mac & Cheese Fruit (apple or orange) Milk, Water, and Juice (coffee adults only) Dessert Variety

Snack (options)

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Granola bar, Goldfish, Chips, Popcorn, Ice Cream Apples, Oranges, and Bananas Gatorade, Powerade, Body Amour, Water, Juice or Caffeine Free Beverages

Dinner (options) Grilled or BBQ Chicken, Hamburgers, Spaghetti, Tacos Rice Pilaf or Noodles or Potatoes or Beans Vegetables Salad Fruit Bread/Rolls Milk, Water, and Juice (coffee adults only) Dessert Variety

Other – Have available options for participants that have dietary restrictions, for example dairy, vegetarian, gluten.

E. Other:

1. Contractor shall provide the following miscellaneous items throughout the entire conference period:

a. Sign(s) identifying to participants the location of events/activities.

b. Schedules of events to the staff

2. Contractor shall provide a point of contact for all pre-event coordination activities and an on-site point of contact at each event.

3. Contractor shall provide on-site parking at no additional cost to the Government.

F. ATOPSEC & FEMA:

1. The venue shall be cleared by NC ARNG ATOPSEC Personnel & FEMA to be eligible to receive a contract. The FEMA database will be reviewed prior to award.

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

Date of Publication

Mandatory or

Advisory

Website

Federal Acquisition Regulation https://www.acquisition.gov/?q=browsefar or http://farsite.hill.af.mil/

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarspgi/cu rrent/index.html or http://farsite.hill.af.mil/

AR 530-1

Operations Security

09/26/2014 OK http://armypubs.army.mil/ProductMaps/PubF orm/AR.aspx https://www.acquisition.gov/?q=browsefar http://farsite.hill.af.mil/ http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html http://farsite.hill.af.mil/ http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx