Teen Camp Solicitation.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

Teen Leadership Camp/Symposium for Montana Military Kids

1.0 General: This is a non-personal services contract to provide service for a Child and Youth Program (CYP) Teen Leadership Symposium/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. Such contract service providers shall be accountable solely to the Prime Contractor who, in turn is responsible to the Government.

1.1 Scope: The Government is anticipating approximately 40-50 attendees.

Attendees will be comprised of approximately 4-6 Adult Specified/Background Checked Volunteers, 2-4 Child and Youth Program/Beyond the Yellow Ribbon Staff, 1-3 daytime only volunteers/facilitators, and 35-42 Campers (Ages 13-17). 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 will arrive on the second day between 1300-1330 for final overview and prep. Campers will arrive on the 2nd day between 1500-1530. Camp activities will take place between the evening of the 2nd day and days 3-5. Most campers will depart on Day 5 between 1100-1130. The Teen Council Meeting and Training will begin immediately after. The Teen Council Retreat will take place from 1200 on the 5th day to 1100 on the 6th day.

The Teen Council Retreat will be comprised of approximately 12-18 Attendees.

Attendees will be comprised of 2-3 Staff and 12-16 Teen Council Representatives.

Teen Council Representatives are Specified Volunteers ages 14-18. The Retreat will be comprised of trainings, official business, and program planning. Staff will pack and clean until 1500 and depart between 1500-1530.

1.2 Objectives: The Contractor must provision for the requested number of attendees’ lodging, meals, meeting space, recreational space, and recreational activities to accommodate two events, to ensure adequate space for learning and to meet the needs of the youth, volunteers, facilitators, and staff. Contractor shall provide lodging, indoor meeting space rooms, outdoor recreational space, outdoor meeting space, adventure recreational activities, indoor staffing and volunteer supply area, parking (15+ 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.

1.2.1 Training Objectives: There are three main learning objectives at Teen Leadership

Camp: Leadership, Resilience, and Life Skills. The contractor must at a minimum provide adequate space for these learning objectives to be met to include tables, chairs, wi-fi, and open space for hands on activities.

1.2.2 Recreational Adventure Activities: Training Objectives are rotated with “Adventure

Activities”. These activities need to be provided by the contractor/venue. Activities need to be appropriate for ages 13-17 and promote connection, communication, focus, physical activity, overcoming obstacles and promote healthy/safe risk-taking activities over unhealthy risk activities. Examples of options can be found under the requirements section of this PWS.

1.3 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, tools, materials, supervision, and other items and non-personal services necessary to perform Child and Youth events as defined in this Performance Work Statement except for those items specified as government furnished property and services. The Contractor shall perform to the terms, conditions, and standards in this contract.

1.4 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. The intent of this funding is to support logistical, training, and support costs to execute youth development training, teen council symposiums, and youth outreach events. Core Program Elements/Core Service Areas include: 1) Art, Recreation, & Leisure, 2) Fitness, Health & Sports, 3) Life Skills 4) STEM, Academic Support, and Mentoring. Beyond the Yellow Ribbon Program’s Mission is to establish and sustain a comprehensive community and network that connects and coordinates agencies, organization, and resources to meet the needs of service members and families in all military branches. Policies and Guidance include: Department of Defense Instruction (DoDI) 6060.02, DoDI 6060.04, DoDI 1402.5, Army Regulation 608-10, and Fiscal Year Resources Guidance 2024.

1.4.1 Program-Specific Tasks of Child and Youth Program Services:

1.4.1.1 Develop/grow/maintain State/regional/unit level Teen Councils. Teen Councils should serve as the voice of ARNG youth within your State, providing feedback on training and support needs for the 13-18 year-old population.

1.4.1.2 Conduct a State Youth Symposium to bring together ARNG youth delegates (volunteers) from around the State for youth leadership training. Training focuses on resilience and life skill building activities that prepare youth to cope with the challenges of being a military child and reduce risk-taking behaviors. State Youth Symposium will also provide an opportunity to execute the Teen Chain of Communication, linked with the State Teen Councils. The State Teen Council should be involved in the planning and execution of Child & Youth Program events.

1.5 This event is for Montana Military Youth Dependents, with priority to youth who are currently, about to, or have recently experienced deployment and are dependents of Montana Army National Guard Service Members. 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.

1.6 During this event, military youth gain resilience skills based on curriculum designed specifically for military families, leadership skills, and life skills. These skills are rotated with adventure activities that promote healthy/safe risk-taking activities over unhealthy/unsafe risk-taking activities. At this stage of adolescence their brains are developing in a way where risk-taking is a normal part of brain development. This biological need of risk-taking at this stage can be met with healthy and safer alternatives through adventure activities. During each full day campers attend 3 required trainings focused on either leadership, resilience, of a life skill. These are balanced and rotated with 3 Adventure Activities or recreation time that promotes connection, communication, focus, physical activity, overcoming obstacles and promote healthy/safe risk-taking activities over unhealthy risk activities.

1.7 Period of Performance (PoP): The Period of Performance shall be a total of 6 days and 4-5 nights, sometime between the 3rd week of June and 2nd week of August of 2024. 1 day/night for Child and Youth Program staff set up (this night can be optional if overnight quarters alternative is within 30 minutes drive), 4 days/3 nights for Teen Leadership Camp and 2 days/1night for the Teen Council Training Retreat.

1.8 General Information:

1.8.1 Place and Performance of Services: The Contractor shall provide services to support the Child & Youth Program Summer Camp, including lodging, indoor meeting space, meals, recreational adventure activities, space for educational trainings, additional support items, outdoor field, outdoor tables/chairs, and maintenance for equipment. The Government shall provide a preliminary bed/meal count upon award of the contract, an updated number May, and a final attendee count 1 week prior to the event start date.

1.8.2 Venue: The contractor must provide a venue that adequately provides lodging beds, toilets, showers for attendees. Dedicated and adequate learning spaces for trainings will be required. Adventure Activities should also be provided by the contractor and highly preferred to be on premise of venue.

1.8.3 Sleeping Accommodations: Sleeping quarters need to have a minimum of 4 separate sleeping quarters to split campers into 4 total groups: 13-14 year olds and by gender and 15-17 year olds and by gender. Separate sleeping quarters for staff highly preferred.

1.8.4 Security: The contractor needs to provide a space that is not open to the general public and any public must be directed to the contractor before allowed on the premise where youth are present. Any staff that come into direct and regular contact with youth must be background checked and not have a criminal conviction history of violent or sexual assault crimes.

1.8.5 Health and Wellness Safety: The contractor/venue must provide an AED

(Automated External Defibrillator) onsite. A camp medic/nurse is not a bare minimum requirement, but if that service is offered, we would need the details of that service and cost.

1.8.5.1 Adventure Activities: If this is a higher risk activity, the contractor must provide adequality trained staff to lead activity. Any equipment/materials required for an adventure activity must also be checked/evaluated to meet activity safety standards associated with that specific activity.

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 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 Key Personnel listed in 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.

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

2.1.11 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.

2.1.12 Quality Assurance Specialist: An official government representative concerned with matters pertaining to the contract administration process and quality assurance/quality control. Acts as technical advisor to the Contracting Officer in these areas.

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

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

Government does not have privity of contract with the subcontractor.

2.1.15 Work Day: The number of hours per day the Contractor provides services in accordance with the contract.

2.2 Acronyms:

ACOR Alternate Contracting Officer's Representative AOR Area of Responsibility CAP Corrective Action Plan CDR Contract Discrepancy Report CFR Code of Federal Regulations CMR Contract Manpower Reporting CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative

COTS Commercial-Off-the-Shelf DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation FSC Federal Service Code 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 OCI Organizational Conflict of Interest OFT Operations, Functional, Training ODC Other Direct Costs PDHRA Post Deployment Health Reassessment PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QC Quality Control QCP Quality Control Plan RSC Regional Support Command TE Technical Exhibit UIC Unit Identification Code

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, additional support items, training space, adventure activities, and outdoor recreational space and/or activities.

5.1 Lodging: The Contractor shall provide lodging for a total of 40-50 individuals. Lodging includes a designated space/building with appropriate number of beds. Attendees will provide their own bedding (sleeping bags/blankets/pillows). Loding for youth attendees must be by age groups and gender. At a minimum lodging will be split into 4 different groups, split by age group and gender. Each group will also need lodging for volunteers to meet the Child-Adult Ratio of 10-1. A lodging space would also be preferred for 4 staff/facilitators. There will also need a separate lodging space for any youth that become ill or injured.

5.1.1 Lodging: Lodging will need to be split into 4 different groups by age and gender.

This is an estimated number of youths by age group:

5.1.1.1 13–14-year-old Boys: 10 youth, 1 adult

5.1.1.2 13–14-year-old Girls: 10 youth, 1 adult

5.1.1.3 15–18-year-old Boys: 10 youth, 1 adult

5.1.1.4 15–18-year-old Girls: 10 youth, 1 adult

5.1.1.5 Lodging Space for 4 staff/facilitators or add an adult to each room.

5.1.2 Lodging by age group & gender: there will be 2 groups by age and each age group will be split into 2 smaller groups by gender. Each of these 4 groups should have their own designated area for lodging and not mixing groups into the same designated lodging area.

5.1.3 Lodging Staff/Facilitators: A venue will be highly valued if there is a separate lodging area for staff & facilitators. The lodging area should be able to lodge at a minimum 4 individuals.

5.1.4 Sick Camper Lodging: At a minimum there needs to be 1 small separate lodging area for any youth that become ill and it should have a bathroom in close proximity.

5.2 Bathrooms: The venue must provide at a minimum 2 separate bathrooms. More than

2 bathrooms is acceptable and preferred, but bathrooms must meet the appropriate toilet, sink, and shower ratio of campers.

5.2.1 Toilets/sinks: The contractor needs to provide a 10-1 toilet/sink ratio. This would be a bare minimum of 4 toilets/sinks or 2 toilets/sinks per gender. More toilets/sinks are acceptable and highly preferred, but the 10-1 ratio is a minimum.

5.2.2 Showers: The contractor needs to provide at a minimum 5 showers, 2 for males and 2 for females and 1 extra for adults. More showers are preferred, but 4 showers are a bare minimum. 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 will need to provide all food service for all meals/snacks provided by camp. This includes providing food, cooking, and serving and all materials required to provide complete food service.

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 ages 13+.

5.3.2 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 1 week to camp. We will have an estimated number 3 individuals needing specialty diet alternatives.

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

5.3.3 Staff Meals for Set up: 2-4 Staff will need to eat Dinner on the first day for set up and breakfast/lunch on the 2nd day. If there is dining options within 15 minutes of the venue, meals will not need to be provided for Staff. If there is not dining options within 15 minutes of the venue, 3 meals will need to be provided for 2-4 staff.

5.3.4 Teen Council Training Retreat: Lunch, Dinner, Snacks, and Breakfast for 20 individuals. These meals can utilize leftovers from camp.

5.3.5 Camp Meals: The meals that need to be provided during the actual camp will be for 50 individuals. Final head count and specialty diets will be provided 1 week prior to camp. Known specialty diets and estimated head count will be provided in June as a close approximate, with a final 1 week before.

5.3.5.1 Day 2: Snack, Dinner, Evening Dessert.

5.3.5.2 Day 3: Breakfast, Lunch, Snack, Dinner, Evening Dessert

5.3.5.3 Day 4: Breakfast, Lunch, Snack, Dinner, Evening Dessert

5.3.5.4 Day 5: Breakfast

5.3.5.5 Day 5 TC Retreat (20 Individuals): Lunch, Snack, Dinner, Evening Dessert

5.3.5.6 Day 6: Breakfast, Snack for the road.

5.3.6 Breakfast will need to always have a small selection of cereal and fruit options over the traditional breakfast.

5.3.7 Drinks: Water must be provided and readily available throughout the entirety of camp. Coffee, Hot Chocolate, Milk and Juice need to be provided with breakfast for campers. Lunch and Dinner will have water and one alternative. Alternative drinks should not be soft drinks, but juice or “sports” Style drinks to help replace electrolytes.

5.3.8 Snacks: Snacks should be a relatively healthy snack. Healthy snacks include a mix of healthy items. Examples of healthy snack options include, but are not limited to carrots, cucumber slices, apples, grapes, granola bars, baked crackers, baked chips, pretzels, fruit leather, and numerous other items that are not overly sweet/salty.

5.3.9 Desserts: These do not need to be “healthy options”, but alternative needs to be provided for any specialty diet needs.

5.3.10 Dining Room Accommodations: The space needs to be large enough to fit 50 individuals at a time- Classroom or Banquet Style.

5.4 Workshop Accommodations: Workshop rotations are provided throughout camp and provide a variety of activities for youth to engage in. These workshops are divided into 2 main categories: Trainings and Adventure/Recreation. Appropriate space, materials, and facilitators need to be provided.

5.4.1 Trainings: The contractor will need to provide adequate learning space for 20-25 individuals for these workshops. The contractor needs to provide wi-fi capabilities, tables, chairs, and a little extra space for physical movement.

5.4.1.1 Trainings: These trainings focus on Leadership, Resilience, and Life Skills.

These trainings/materials can be provided by the Child and Youth Program. If the contractor does provide workshops focused on these topics, we will need details on this service provided, as it may be a service we would utilize.

5.4.1.2 Life Skill Trainings: This camp provides 1-2 life skill workshops. This includes topics such as: Budgeting, Cooking/Nutrition, First-Aid, Car Maintenance.

These workshops can be provided by the Child and Youth Program, but if this is a service the camp provides, it is preferred and details of this service and cost will need to be provided.

5.4.1.3 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 two 6-foot tables. This space can be placed in a separate space, but accessible or provided in the corner of a communal space.

5.4.2 Adventure/Recreation: The contractor will need to provide Adventure/Recreation activities for 20-25 individuals at a time. Activities need to be appropriate for ages 13- 17 and promote connection, communication, focus, physical activity, overcoming obstacles and promote healthy/safe risk-taking activities over unhealthy risk activities.

5.4.2.1 Examples of Appropriate Adventure Activities:

Low Ropes/High Ropes Courses, Rock Climbing, Ziplining, Archery, Riflery, Kayaking, Rafting, etc. Not all need to be provided but provides an example of some activities that would be preferred.

5.4.2.2 Examples of Recreation: Volleyball, Basketball, Soccer, Kickball, 9 Square, Gaga ball, etc. Not all need to be provided but provides an example of some activities that would be preferred.

5.4.2.3 Adventure Activity Safety: The contractor must provide adequality trained staff to lead activity Adventure/Higher Risk activities. Any equipment/materials required for an adventure activity must also be checked/evaluated to meet activity safety standards and any state licensing requirements associated with that specific activity.

5.4.3 Workshop Rotations:

5.4.3.1 Campers are split into 2 main groups by age (13-14- & 15–17-year-olds).

Each group will be comprised of 15-25 individuals.

5.4.3.2 Each workshop is provided twice and back-to-back, so each group can participate in the workshop.

5.4.3.3 Each workshop rotation provides 1 Training and 1 Adventure/Recreation workshop. Each workshop is 75 minutes, plus 15 minutes to rotate- 90 minutes per workshop or 3 hours to complete one workshop rotation.

5.4.3.4 Workshop Rotations by Day:

5.4.3.4.1 Day 2: 1 Evening Workshop Rotation

5.4.3.4.2 Day 3: Morning, Afternoon, and Evening Workshop Rotation.

5.4.3.4.3 Day 4: Morning & Afternoon Workshop Rotation.

5.4.3.4.4 Please see attached Agenda for Example Schedule/Workshop Rotation. It does not need to be these exact activities, but activities need to meet this schedule rotation.

5.4.4 Miscellaneous:

5.4.4.1 A fire pit for s’mores would be preferred, if there is no fire restrictions at the time of the camp. If this service is provided, details of this service will need to be provided.

5.4.4.2 Stage & Seating: This space would be preferred, but not required. We have a tradition of having a lip sync/dance battle on one of the evenings.

5.4.4.3 Parking: We will need a minimum of 15 parking spots. We will also need an area to park our 8x16’ trailer. We will also need a space that is approved for a car maintenance workshop.

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.

5.5.1.1 The contractor must provide a safe environment that meets standard local/state licensing requirements.

5.5.1.2 The contractor must mitigate danger and potential for injury/harm that is at an appropriate level for youth ages 9-17.

5.5.1.3 The contractor is expected to 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.

5.5.1.4 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 Supervision: There must be a 10:1 Ratio of Adult Supervision to Youth.

Supervision for youth can be provided by the Child and Youth Program and Child and Youth Program Specified Volunteers. If there are staff for supervision provided by the contractor, the details of that service must be provided, along with proof of a completed Background Check with no violent or sexual convictions.

5.5.2.1 Supervision Times: There must be supervision provided during the entirety of camp- workshops, free time, mealtime, and evening (sleeping time). There must always be a 10:1 ratio, but quick point A-B (example restroom trip), an adult supervisor is not required.

5.5.2.2 Specialty/High-risk Supervision: If the contractor does provide any specialty, adventure, or higher risk workshop/recreational activities (Example:

swimming, kayaking, rock climbing, ziplining, high-ropes, archery, etc.) the contractor will need to provide appropriately trained staff to facilitator and supervise those workshops/recreational times. Any equipment/materials required for an adventure activity must also be checked/evaluated to meet activity safety standards and any state licensing requirements associated with that specific activity.

5.5.3 Health and Safety:

5.5.3.1 AED: The Contractor must provide and AED on site.

5.5.3.2 Emergency Services: The distance/driving time to the nearest Emergency Room must be provided. If the nearest Emergency Room is over 30 minutes away, a camp medic must be provided by either the Child and Youth Program or the Contractor.

5.5.3.2.1 Camp Medic: If emergency services are within 30 minutes of the camp venue a Camp Medic/Camp Nurse will not be required.

5.5.3.2.2 Camp Medic/Nurse: This is not a bare minimum requirement, but if this service is provided, details of this service and cost will need to be highlighted as it may be service we may want to utilize if Emergency Services are over 30 minutes.

5.5.3.2.3 Emergency Exit: The contractor needs to provide Emergency Plan/Procedure in the case of Emergency, such as Wildfire/Flooding.

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

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