RFI M0026425RFI014.docx

REQUEST FOR INFORMATION

M00264-25-RFI-014

THIS IS A REQUEST FOR INFORMATION (RFI) NOTICE ONLY. This is not a solicitation or Request for Quote/Proposal/Bid and no contract or purchase order will be awarded as a result of this notice.

The anticipated North American Industry Classification System Code (NAICS) for this requirement is 611620 – Sports and Recreation Instruction. The Product Service Code (PSC) for this requirement is G003, Recreational Services.

Marine Corps Installations National Capital Region- Regional Contracting Office (MCINCR-RCO) has a requirement to provide support to the Marine Corps Wounded Warrior Regiment (WWR) Warrior Athlete Reconditioning Program (WAR-P). This scope of effort will require the contractor to provide qualified adaptive sports coaches for various events at locations throughout the United States. Event dates, duration, and locations cannot be determined at the time of award; therefore, the anticipated contracting vehicle will be a single award, Indefinite Delivery Indefinite Quantity (IDIQ) contract. The event pricing will be pre-determined in the IDIQ and as events are determined, priced tasked orders will be issued, utilizing firm fixed-prices for services already established in the IDIQ and travel will be cost reimbursement, with not to exceed amounts established by the Government.

REQUIRED CAPABILITIES: See the attached Performance Work Statement (PWS) draft. Interested vendors are notified this is a draft and is not the finalized PWS. The resulting solicitation will have the finalized PWS.

CONTRACT/PROGRAM BACKGROUND:

VENDOR RESPONSE SUBMISSION:

Feedback on this requirement is encouraged. This is a market research tool used to identify market capability and solutions (to include performance work statement revisions), as well as the availability and adequacy of potential small business sources prior to determining the method of acquisition and issuance of award. The Government is not obligated to and will not pay for any information received from potential sources as a result of this notice. Information submitted by respondents to this notice is strictly voluntary. It is requested that firms submit answers to the MCINCR-RCO at the below email address. A vendor’s response should address, at a minimum the following:

1. Name of Organization, Unique Entity ID (UEI) or CAGE Code, Telephone Number, Address, and Email address for primary point of contact. Also provide the organization’s size status and socioeconomic status that applies to the NAICS being applied;

2. Appropriate NAICS code and PSC (if other than what is listed above) for the services described in this notice with an explanation as to why this code(s) would be a better supported option;

3. Description of your organization’s capabilities / experience with regards to the draft PWS requirements. This description should demonstrate ability to perform the services in the draft PWS. Firms are encouraged to share examples of Government contracts that your firm has provided the same or similar services as those in the draft PWS. Maximum length: 15 pages.

4. Contract vehicles to include contract #s (GSA Federal Supply Schedule, GSA GWAC, or any other Government Agency contract vehicle), of which your business is a contract holder, for these required services, that is open for DoD agencies to award task orders under. (Lack of does not preclude a business from responding to this notice.) Note: GWACs for non-commercial services may not be considered for solicitation and award of commercial services.

5. Answers to the below specific questions regarding the requirement:

a. What additional or historical information do you need to propose firm fixed-prices (FFP) for this requirement?

b. What areas of the requirement seem restrictive? Why? What are your suggestions to make areas less restrictive?

c. What areas of the requirement seem vague? Why? Please identify what they are and a recommended remedy.

d. What obstacles would prevent your business from submitting a future quote for this requirement? What is/are the solution(s)?

e. Are the required services considered professional or are they subject to the Service Contract Act?

f. What are some industry norms for procuring these services? Please provide examples, details, and/or explanations.

g. Since this is commercial services, the resulting contract would be fixed price, as cost reimbursement only applies to non-commercial services/supplies and is prohibited for use with commercial services/supplies. Is your firm able to quote fixed prices for the required services? Does your firm have any suggestions on line item structure in paragraph i below? (Note: firms are encouraged to share contract numbers of contracts you may have with the Government to support line item structure suggestions).

h. The anticipated contracting vehicle issued will be a single award Indefinite Delivery Indefinite Quantity (IDIQ) contract with firm fixed-prices for the services, whereas travel will be cost reimbursement. Task orders will then be issued against the IDIQ for each event, as needed. The IDIQ will not be funded; however, task orders will be individually funded, as they are awarded. Prior to issuing a task order, the Government will request a quote from the IDIQ contract holder for travel costs for the event (pricing for services is already established in the IDIQ), the Government will then conduct a price analysis on travel prior to issuing a task order. There will be a ceiling for both services and travel for the life of the contract. Once the Government hits the ceiling, no more task orders may be issued for the life of the contract. If the life of the contract is 5 years; however the ceiling is reached within two years, no more task orders may be issued. A new contract will need to be solicited and competed. Does your firm agree with the anticipated contracting vehicle (IDIQ)?

i. The Government anticipates using the following pricing structure. The currently contract is awarded with an hourly pricing rate per coach type; however, this RFI is encouraging interested sources to provide feedback that the Government will consider in developing the solicitation, regarding the pricing structure. Sources are encouraged to provide feedback if the hourly rate per coach is the recommended method, or use of an alternative method is preferred (such as a rate per event, etc. and if an alternative method is suggestion, interested sources shall specify why such method is suggested).

CLIN 0001 Coaching Support:

Adaptive Sport Coach (by coach type, examples shown below:)

Ordering Period 1 Rate

Head Archery Coach

Archery Coach

Cycling Coach

Cycling Coach Assistant

Cycling/Mechanic Assistant Coach

Head Field Coach

Head Track Coach

Track and Field Coach

Shooting Coach

Swimming Coach

Sitting Volleyball Coach

Powerlifting Coach

Powerlifting Assistant Coach

Wheelchair Basketball Assistant Coach

Wheelchair Basketball/Mechanic Asst Coach

Wheelchair Rugby Coach

Wheelchair Rugby Coach/Mechanic

Wheelchair Rugby Mechanic

Indoor Rowing Coach

Golf Coach

Ultimate Champion Coach

j. The Government anticipates giving the contractor 45 days notice of task order prior to event start dates. Is this sufficient time for your firm to have notice for the event start date?

k. Does your company have any questions or recommendations regarding the required services outlined in this RFI? Please provide them in your response so that we may consider them.

Vendors who wish to respond to this notice should send its response via email no later than 28 February 2025, 11 AM Eastern Time to monica.curley@usmc.mil and desire.nana.civ@usmc.mil

Performance Work Statement (DRAFT) United States Marine Corps Warrior Athlete Reconditioning Program Adaptive Sports Coaches

1. INTRODUCTION. The United States Marine Corps (USMC) Wounded Warrior Regiment (WWR) Warrior Athlete Reconditioning Program (WAR-P) is designed to strengthen wounded, ill, or injured (WII) service members through adaptive reconditioning and rehabilitation and set the course for a healthy lifestyle. The program provides access to specialized equipment, professional coaching, and the opportunity to attend various adaptive sport camps and competitions as part of the rehabilitation and recovery process. Recovering Service Members (RSMs) participate in adaptive sporting events and recreation activities within their level of medical clearance. RSMs will compete in sports which can include: Archery, cycling, field, golf, indoor rowing, powerlifting, shooting, sitting volleyball, swimming, track, wheelchair basketball, and wheelchair rugby.

2. BACKGROUND. Established in 2010, the Department of Defense (DoD) Warrior Games is an annual adaptive sporting event that brings together wounded, ill and injured service members and veterans from all branches of the Armed Forces, the Special Operations Command (SOCOM), and allied countries. During the Warrior Games, approximately 375 wounded, ill and injured athletes, compete in 12 sports (archery, cycling, field, golf, indoor rowing, powerlifting, shooting, sitting volleyball, swimming, track, wheelchair basketball, and wheelchair rugby). Athletes are military wounded warriors ranging from Warrior Games classification 1 – 6. Many wounded, ill, and injured Service Members use adaptive reconditioning sports and activities as an integral part of their overall rehabilitation process. Although the Warrior Games is comprised of various service members, this requirement is specifically for coaches to support the USMC WWR, WAR-P.

3. SCOPE. The Government anticipates issuing task orders for the contractor to provide from 1 to 25 coaches for each event to support up to 80 athlete participants. Athletes are military Wounded Warriors ranging from Warrior Games competition classifications 1-6. The contractor may be required to provide up to 125 coaches per the performance period.

An EXAMPLE of yearly events that occurred in 2024 is below. Event dates, the number of events per year, number of adaptive athletes and number of coach requirements vary and are subject to change. The contractor will be provided the exact event dates, locations, and specific coach requirements no less than 60 days prior to each event. Coaches are required to arrive one day prior to the start of the coach’s adaptive sport event and depart post completion of the coach’s adaptive sport event. Each coach remains only for the duration of their specific sporting event, not for the duration of the entire event. A typical workday is eight (8) hours. An example event is provided below (event information, locations, and dates will vary):

Locations

(5+2 travel days)

(12+2 travel days)

(7+2 travel days)

(5+2 travel days)

(12+2 travel days)

The contractor shall serve as a subject matter expert in adaptive reconditioning and adaptive sports throughout the operational planning and execution process and provide consultation to the WWR. coaching and support services are required to prepare Marine athletes competing in the following adaptive sport categories:

Sports

Adaptive Sport categories may be added at the discretion of the Government

An EXAMPLE of the types of coaching support services required for USMC yearly events is as follows. In instances where a single sport has more than one coach, one of the coaches will be lead and serve as the “Head” coach. Support denoting a ‘coach/mechanic’ requires an individual proficient in both for the applicable sport. As shown in the below example tables, not all events will require a coach for each sport.

Archery - 2 Cycling – 2 Field – 2 Track – 2 Shooting -1 Swimming - 1 Sitting Volleyball - 1 Power Lifting - 2 Wheelchair Basketball - 2 Wheelchair Basketball Coach/Mechanic - 1 Wheelchair Rugby Mechanic - 1 Wheelchair Rugby -2 Rowing -2 Ultimate Champion - 1 Swim Coach - 1 Track and Field Coach - 1 Archery Coach – 2 Shooting Coach - 1 Rowing Coach - 1 Cycling Coach -2

Archery - 2 Cycling – 2 Field – 2 Track – 2 Shooting - 1 Swimming - 1 Sitting Volleyball - 1 Power Lifting - 2 Wheelchair Basketball - 2 Wheelchair Basketball Coach/Mechanic - 1 Wheelchair Rugby Mechanic - 1 Wheelchair Rugby -2 Rowing -2 Ultimate Champion - 1 Archery - 2 Cycling – 2 Field – 2 Track – 2 Shooting - 1 Swimming - 1 Sitting Volleyball - 1 Power Lifting - 2 Wheelchair Basketball - 2 Wheelchair Basketball Coach/Mechanic - 1 Wheelchair Rugby Mechanic - 1 Wheelchair Rugby -2 Rowing -2 Ultimate Champion - 1

4. COACH PERFORMANCE REQUIREMENTS.

a. Check and verify that all Government furnished equipment for training and competition is available for all athletes in their respective sports. Ensure equipment is stored and kept at the training site on a Military Installation or approved storage facility. Move equipment from storage to the training site and back after each days’ training is completed;

b. Provide guidance and instruction to USMC athletes throughout the training period. In addition, develop a training plan in their designated sport to fit within the athletes’ training schedules. Guidance and instruction may be remote or in-person;

c. Attend training camps and events as stipulated via the Government’s Task Orders. Throughout performance, the coaches will be instructing practice, clinics, and competitions, and as directed by the Government, must work along-side and in coordination with Government staff. Coaches must be responsible, ethical, team-oriented and possess strong communication and interpersonal skills;

d. Be available between the hours of 0730 – 1530 daily for any kind of request for instruction from the athletes and staff, and/or flex hours for competitions that may occur before 0730 or after 1530 hours;

e. Attend daily coaches’ meetings with the USMC WWR Adaptive Sports Team during the scheduled adaptive sports events;

f. Assist with maintenance of the Government’s equipment. Notify the Contracting Officer Representative (COR) of equipment that needs replacement due to safety concerns. Prior to the start of each daily event, make sure all equipment is available for all athletes in their respective sports. Following an event, secure the Government’s equipment to include placing equipment in locked storage containers provided by the Government at the venue site;

g. Coaches and coach mechanics for designated sports shall bring their own tools to maintain, calibrate or adjust the Government’s adaptive sports equipment and coaches shall provide their own whistles;

h. Daily training periods and coach requirements will be based on the event schedules. Specific sport coaching needs may change based upon the needs of the athletes participating in each event.

i. All contract coaches must dress appropriately wearing suitable athletic attire for competitions and adhere to Government dress codes identified for all events during and after competitions. The Government reserves the right to object to any apparel worn by a contract coach deemed not appropriate by the event Officer in Charge (OIC). The Government may request that the contractor impose corrective actions to include removing an offending contract coach from the event.

j. All contract coaches will act professionally with respect to the athletes, Government staff, athlete family members, and others associated with the military adaptive sports programs to include the general public. Coaches will provide quality training opportunities in a positive and safe environment for all athletes. Coaches will practice good sportsmanship, act in ways that bring respect to the coach, the team and the USMC military adaptive sport programs. Coaches will refrain from using inappropriate language and will follow the rules associated with the military adaptive sports programs. The Government reserves the right to object to any behavior by a contract coach deemed not appropriate by the event Officer in Charge (OIC). The Government may request that the contractor impose corrective actions to include removing an offending contract coach from the event.

k. ADAPTIVE SPORT OPERATIONS COACH: The contractor shall provide the services of an Adaptive Sport Operations coach to serve as a subject matter expert and coach for sport competitions in preparation for USMC athletes competing in the DoD Warrior Games. This position comprises the planning, synchronization and integration of contracted support and may require working directly or virtually with staff at Marine Corps Base Quantico, Virginia. The position will work with WAR-P staff to oversee, develop and coordinate the execution of contracted coaching support and administrative details leading up to and including the execution of the DoD Warrior Games.

l. ADAPTIVE SPORT MECHANIC AND EQUIPMENT REPAIRER: The contractor shall provide the services of an Adaptive Sport Mechanic and Equipment Repairer at events as needed and, in addition, will travel upon request of the Government to service and repair the Government’s adaptive sport equipment at the following locations, if and when needed: Camp Lejeune - North Carolina, Camp Pendleton - California, Walter Reed National Military Medical Center - Maryland, San Antonio Military Medical Center - Texas, Naval Medical Center Portsmouth - Virginia.

5. DELIVERY AND ACCEPTANCE. The following deliverables shall be submitted to the COR as described below. The contractor must review all deliverables to ensure accuracy, functionality, completeness, professional quality, and overall compliance with contract requirements. The COR must ensure the accuracy and completeness of all deliverables and is responsible for the tracking and acceptance of all deliverables. If the Government provides comments or change requests, the contractor will have two (2) business days from receipt of the Government’s correspondence to incorporate the comments or change requests and resubmit the deliverable for Government review and approval at no additional cost to the Government. Unless otherwise specified in this PWS, the contractor must use standard commercial practices for formatting all deliverables. Electronic copies of all deliverables must be sent to the COR via email.

6. QUALITY CONTROL AND CONFLICTS OF INTEREST. The contractor shall develop and maintain an effective quality control program to ensure 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, and to avoid conflicts of interest. The contractor’s quality control program is the means by which the contractor assures that work complies with the requirements of the contract. At a minimum, the contractor shall develop quality control procedures that address the objectives of the PWS. The contractor’s quality control plan shall be submitted to the Government within two (2) calendar days of contract award.

7. GOVERNMENT FURNISHED EQUIPMENT. Athletic equipment and other event materials used for this requirement is Government Furnished Equipment (GFE) (excepted as designated in section 4 (g)).

If the contractor employees are issued any items by the Government to comply with safety requirements at adaptive sporting events, to include identifying apparel, contractor employees will return the items to the Government OIC or COR upon completion of the event, or upon completion of the contract.

8. TRAVEL. The contractor is responsible for implementing a travel management plan that ensures adherence to federal government procedures, and suitable contractor internal controls to prevent unauthorized cost incurrence. All travel costs shall be in accordance with the Office of Personnel Management Joint Travel Regulations. The contractor shall adhere to FAR 31.205-46 for all travel requirements under this contract.

The contractor is responsible for all travel and lodging arrangements for their contracted personnel. Government installation lodging will not be provided or offered to the contractor; it is the responsibility of the contractor to determine what accommodations will be required for their coaching staff. The Government will not provide any ground transportation for coaching staff; it is the responsibility of the contractor to provide transportation for their coaching staff to and from their place of lodging to the Marine Corps adaptive sport events. Coaches should remain at the event post completion of the athlete competition in their event and not attempt to leave their competition early to accommodate airline travel flight schedules.

Maximum use of carpooling/ride share amongst coaches is required. Government authorization is required if this cannot be accomplished. Contractor must submit to the contracting officer and COR its request and how non-compliance will benefit the contractor and the Government.

9. COACH SKILL AND QUALIFICATIONS. All coaches throughout the life of the contract must have an unexpired sport-specific adaptive sport certification, as detailed below, from a certified National Governing Body (NGB), OR, a minimum of 3 years sport-specific coaching experience with 2 years working with adaptive athletes. Where applicable, certificates must stipulate ‘mechanic’ to fulfill those events requiring an adaptive sport ‘mechanic’. All coaches must have knowledge of the DoD Warrior Games Rules and Classifications. All coaches must display an ability to work in a team oriented environment. Coaches that display unbecoming conduct, fail to treat Government staff and recovering service members with respect, fail to show good judgement or demonstrate unethical behavior will be reported to the contractor and asked to be immediately removed from an event and no longer utilized in a coaching capacity for the Government.

CERTFICATION LEVEL BY SPORT SHALL BE AS FOLLOWS:

10. SECURITY. The contractor shall comply with all applicable Department of Defense (DoD) security regulations and procedures during the performance of this contract. The contractor shall not disclose and must safeguard sensitive information, computer systems and data, Privacy Act data, and Government and contracted personnel work products that are obtained or generated in the performance of this contract.

The contractor is responsible for safeguarding information of a sensitive nature. Failure to safeguard any privileged information which many involve the contractor or the contractor’s personnel or to which they may have access may subject the contractor and/or the contractor’s employees to criminal liability.

Clearances. All contractor employees supporting this contract require Defense Biometric Identification System (DBIDS) card or DBIDS temporary pass in order to gain authorized access to the military installation. The Government will assist the contractor in obtaining the DBIDS pass prior to performance. Contractors will have their identity validated by the Government and will be issued an appropriate DBIDS pass at no cost.

11. CONTRACTING OFFICER’S REPRESENTATIVE (COR). The COR will be nominated in writing by the Contracting Officer (KO). The COR will represent the KO in the administration of technical details within the scope of this contract and will perform inspections and acceptance of all deliverables. The COR is not otherwise authorized to make any representations or commitments of any kind on behalf of the contracting officer or the Government. The COR does not have the authority to alter the Contractor’s obligations or change the specifications in the contract. If, as a result of technical discussions, it is desirable to alter contract obligations or statement of works, a modification must be issued in writing and signed by the Contracting Officer (KO). The Contracting Officer must make all contractual agreements, commitments, or modifications involving price, quantity, quality, delivery schedules, labor mix, or other terms and conditions of the contract. The COR is responsible for reviewing invoices submitted by the contractor and informing the KO of areas where exceptions are to be taken. The COR authority is non-delegable. The COR may be personally liable for unauthorized acts.

12. AUTHORIZED CHANGES. Except as specified in paragraph (b) below, no order, statement, or conduct of Government personnel who visit the contractor’s facilities or in any other manner communicates with contractor personnel during the performance of this contract shall constitute a change under the Changes clause of this contract.

(a) The contractor shall not comply with any order, direction, or request of Government personnel unless it is issued in writing and signed by the contracting officer or is pursuant to specific authority otherwise included as a part of this contract.

(b) The contracting officer is the only person authorized to approve changes in any of the requirements of this contract and notwithstanding provisions contained elsewhere in this contract, said authority remains solely the contracting officer’s. In the event the contractor effects any change at the direction of any person other than the contracting officer, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred as a result thereof.

13. WORKING ON A GOVERNMENT INSTALLATION. The Contractor shall provide each of its personnel an identification badge, which identifies, by photograph, the individual as an employee of the contractor. These badges shall be clearly identifiable while on Government property and worn at all times and presented for examination upon request from the contracting officer, COR, Military Police, or any other Government Official with a need to see the badge.

13.2 The Contractor and its personnel shall be subject to all installation traffic, security, and registration regulations for personnel and vehicles. Copies of current installation regulations may be obtained from the COR.

13.3 All contractor personnel attending meetings, answering Government telephones, working on site, where their contractor status is not known to third parties, must identify themselves as contractors, to include wearing ID badges, which identify them as contractor personnel. Contractor personnel shall also ensure that when logged onto Government equipment that their profile shows them as contractor personnel.

13.4 Contractor employees shall clearly identify themselves and the company they work for whenever making contact with Government personnel by telephone or other electronic means.

14. REQUIRED INSURANCE. The following types of insurance are required in accordance with FAR Clause 52.228-5, “Insurance – Work on a Government Installation” and shall be maintained in the minimum amounts. This clause can be found in the clause and provisions section of this solicitation and may also be found at: https://www.acquisition.gov/content/regulations

14.1 Workmen’s Compensation and Employers Liability Insurance as required by law except that if this contract is to be performed in a State that does not require or permit private insurance, then companies with the statutory or administrative requirement in any such State will be satisfactory.

14.2 Automobile Liability Insurance. This insurance shall be required on the comprehensive of policy and shall provide bodily injury liability and property damage liability covering the operation of all automobiles used in connection with the performance of the contract. This insurance may be required in order to obtain entry to the military installation.

15. PERFORMANCE REQUIREMENTS SUMMARY. The below table details the performance objectives and performance standards that must be performed by the contractor. The table also details the method of surveillance the COR will use to determine the quality of the contractor’s performance as it relates to those objectives and standards.

Performance Objective

(AQL)

Coaching and support services prepare Marine athletes to participate in adaptive sport special events.

Customer Feedback CPARS shall accurately reflect quality of services provided.

CPARS shall accurately reflect quality of services provided.

CPARS shall accurately reflect quality of services provided.

Customer Feedback CPARS shall accurately reflect quality of services provided.

Coaching and support services prepare Marine athletes to participate in adaptive sport special events.

CPARS shall accurately reflect quality of services provided.

(End of Performance Work Statement Draft)

Indefinite Delivery / Indefinite Quantity (IDIQ) Information

The Government anticipates award of a single award IDIQ type contract. In accordance with FAR 16.504(a)(4), the following information is provided:

Contract Period: The period of performance for this single award IDIQ is anticipated for a five (5) year ordering period.

Minimum and Maximum Quantity of Services: TBD.

Description of Required Services: The Performance Work Statement contained within this solicitation adequately describes the purpose, scope, and complexity of the services to be acquired.

Procedures to Issue Task Orders: Individual Task Orders (TOs) will be issued by a warranted MCINCR-RCO contracting officer for all services to be performed, and will be within scope, issued within the period of performance, and within the established maximum quantity of the contract. Each order will be submitted to the awardee via electronic email.

Indefinite Delivery / Indefinite Quantity (IDIQ) Task Order Procedures

In accordance with FAR 16.505, the following information is provided:

Procedures to Issue Task Orders: Individual Task Orders (TOs) will clearly describe all services required (assortment of adaptive sport coaches), to include event name, event dates, and event place of performance. The TO will have a ‘response due date’. The contractor will complete a Task Order Worksheet (Attachment 2) complying with the required services. The contractor’s price is based on the firm-fixed rates per unit under the master IDIQ (IDIQ Pricing Table) and its quoted firm-fixed travel costs adhering to FAR 31.205-46. Documentation substantiating travel costs is required at time of Task Order Worksheet submission response due date. The contracting officer will determine travel prices are fair and reasonable.

The full price for the performance of the work will be established when the order is issued. TOs will be issued by a warranted MCINCR-RCO contracting officer for all services to be performed, and will be within scope, issued within the ordering period, and within the established maximum value of the contract. Each order will be submitted to the awardee via electronic email. Oral orders are not authorized.