W911SA25QA121 PWS ANNEX A- Child and Youth Requirments DRAFT.docx

ANNEX D

Parking, Transportation and Shuttle Service

5.1.1.3.1 Child and Youth Rooming Requirements

5.1.1.3.1.1 The Contractor will provide eight (8) to ten (10) rooms.

Note: Each room will have 25 feet per child/youth except for the infant rooms, it must have 35 feet per infant to accommodate cribs.

Note: Maximum Group Size per Room; 2 Ratio Groups Only Note: The contractor will provide enough Caregivers per Child/ Care Provider Ratio and they will be present at all times while children/youth are in each room

5.1.1.3.2 The contractor will provide eight (8) to ten (10) rooms, with enough rooms to support childcare by ratio age groupings and square feet per child/youth. Space will allow for separation of infants (0-18 months), toddlers (19-36 months), pre-school (3-5 yrs.), school age (6-12 yrs.), and teens (13-18 yrs.) for safety and appropriate programming.

The contractor will ensure the childcare rooms meet the following:

· All rooms will meet fire code.

· All rooms will have a minimum of two exits from each room.

· All rooms will have Fire and Emergency Evacuation plan posted.

· Designated evacuation’s location(s) will be identified for childcare.

· All rooms will meets Americans with Disabilities Act (ADA) Requirements.

· All Rooms will be free from health and safety hazards

· All cords will not (e.g., electrical, window blinds) be hanging within a child’s reach.

· All furniture in room will be secure or removed. Furniture and fixtures will be in good repair.

· All windows or doors to balconies will be securely shut and locked.

· All rooms electrical plugs will be covered.

· All rooms furniture/fixtures/carpets will be clean and sanitized.

· All rooms will be free from lead paint and asbestos.

5.1.1.3.3 All childcare/youth rooms will be within close proximity of each other (same floor when possible) but all will be on adjoining floors (e.g. 6th and 7th floors) IAW AR 608-10, with access points that can be controlled. Recommend a minimum of two exits from each room be available. Restrooms need to be in close proximity to the childcare/youth rooms.

ANNEX A

Child and Youth Rooming Requirements

5.1.1.3.4 The contractor will provide each room with a refrigerator, hands free trash can, trash can with lid for infant room for sanitary disposal of soiled diapers, and potable drinking water to be continuously available.

5.1.1.3.4.1 To provide medication or respond to calls from caregivers all rooms need to be within reasonable distance to Yellow Ribbon training event space.

5.1.1.3.4.2 Rooms will allow the separation of infant/pre-toddler, toddler, preschool, school-age and youth for safety and appropriate programming.

5.1.1.3.4.3 All rooms will accommodate 25 feet per child/youth except for the infant rooms which must have 35 feet per infant to accommodate cribs. All rooms will accommodate a maximum of two (2) ratio group breakouts based on age grouping and space per child as indicated in the chart below.

5.1.1.3.4.4 All bathrooms and hand washing sinks are easily accessible from childcare rooms. Each bathroom will contain a two (2) step stool so that children can properly wash hands.

5.1.1.3.4.5 The contractor will ensure Space is available for Childcare registration and childcare daily sign in/out of children.

Ratio Square feet per Child required?

Projected # of Children Attending

Minimum Room Size 300 square feet

Minimum Room Size 350 square feet

Minimum Room Size 350 square feet

Minimum Room Size 500 square feet

Minimum Room Size 750 square feet

Minimum Room Size 750 square feet

Minimum Room Size 1,050 square feet

Note: Maximum Group Size per Room 2 Ratio Groups Only Note: Minimum Room Size is based on 2 Ratio Groups

5.1.1.3.5 The venue will provide the following:

· All rooms will have telephone available for use.

· All rooms will have a snack prep area.

· All rooms will have drinking water and small cups accessible at all times.

· All rooms will have a hands-free, covered trash can available for use.

· All Infant, Pre-Toddler, Toddler and Pre-school rooms will have carpeted floors.

· All Infant, Pre-Toddler and Toddler Rooms will have a refrigerator and microwave located in snack prep area.

· All Infant and Pre-Toddler Rooms will have portable cribs in a designated area that can be supervised at all times and be within sight/sound.

· All Infant and Pre-Toddler Rooms will have cribs based on number of registered children identified that meet the standards described on the US Consumer Product Safety Commission on crib Information. See https://www.cpsc.gov/SafeSleep for the standards.

· All Infant, Pre-Toddler, Toddler rooms will have a diaper changing area with trash can with lid to dispose of soiled diapers in sanitary manner.

· Diaper changing can be set up no less than 6 feet away from where children will eat snacks or food prep area.

· All Toddler and Pre-school rooms will have space designated for napping that can be supervised at all times and are within sight/sound.

· All bathrooms to be used by children will have a two (2) step stool to assist children with hand washing.

· All Pre-School, School-Age and Youth Rooms will have a large screen TV and VCR/DVR player.

5.1.1.3.6 The contractor will provide enough rooms (between 8 to 10 rooms), to support childcare by ratio age groupings and square feet per child/youth. Space will allow for separation of infants (0-18 months), toddlers (19-36 months), pre-school (3-5 yrs.), school age (7-12 yrs.), and teens (13-18 yrs.) for safety and appropriate programming.

5.1.1.3.7 The contractor will provide adequately trained personnel for estimated children requiring care and youth supervision. Government must have the capability to add or subtract children 72 hours prior to the Event. Government will pay for the “minimum final number” of children which will be established 72 hours prior to the Yellow Ribbon Program (YRP) Training Event. The Government will pay for the “minimum final number” even if fewer children actually attend. Government will provide an update of the children registrations two weeks prior to the event until the final update 72 hours prior to the Yellow Ribbon Program (YRP) Training Event.

5.1.1.3.8 The contractor/childcare provider will ensure space allows for separation of age groups and will adhere to the following:

· Provide basic care such as diapering, toileting, feeding, first-aid, hand washing supervision and accountability of children.

· Implement activity plans and adhere to program schedule.

· Set up, provide, and clean up AM/PM snack daily.

· Follow activity plan and lead activities.

· Actively interact with children, facilitate activities, and engage in play.

· Strictly follow child guidance policy which uses positive strategies.

· Do not use any type of physical discipline toward any child at anytime.

· Do not use timeouts.

· Do not withhold water, sleep, play or use of bathroom from children at anytime.

· Use materials to offer developmentally appropriate and engaging activities.

· All rooms will follow all fire codes.

· All rooms will have a minimum of two exits from each room.

· All rooms will meet ADA Requirements

· All rooms will meet health and safety guidelines and measures.

· All large furniture in room will be secure or removed. Furniture and Fixtures will be in working order.

· All windows or doors to balconies will be securely shut and locked.

· All rooms electrical plugs will be covered.

· All rooms furniture/fixtures/carpets will be clean.

· Ensure Infants are placed on their backs to sleep.

· Sleeping areas for infants will not have surfaces that conform to the face, including a soft pillow, soft mattress, comforter, or stuffed toys.

· Broken toys/games/dolls will be removed.

· All toys/games/dolls/puzzles will be cleaned and sanitized.

· All rooms will be free from lead paint and asbestos.

· Use positive tone of voice.

· Ensure personal belongings are stored in a secure place and inaccessible by children.

· No cell phones will be used at any time while caring for children.

· No photographs or video of children in care will be taken by the childcare provider staff.

5.1.1.3.9 The childcare provider will have these minimum Qualifications:

· Must be 18 years of age or older.

· Must have a minimum of six months of childcare experience.

· Must have a comprehensive background check including fingerprints. Completed all the state and national license training requirements for the state in which the services are performed.

· Pediatric first aid and CPR certification

· Must be able to lift a 40lb. child safely and without straining, bend, and sit on floor.

· Must be in compliance with all applicable Army Regulations regarding childcare services e.g., AR 608-10 and FAR 37.103 (d).

5.1.4.27.1 Registration, Health, and Safety

a. Contractor will ensure staff is available Friday, 11:00 a.m. to 8:00 p.m. and Saturday, 6:00 a.m. to 5:00 p.m. for registration, (photos, parental release for pictures, activities etc., forms to include documenting medical conditions, dietary restrictions, special needs, parental contact information, etc.). The “photo ID” with parents will be one picture taken of the child and parent together. For the safety of the children, a numbered bracelet will be issued to each child and parent to ensure full control of custody, plus details of each child’s dietary and medical needs. This information will be obtained from parent or legal guardian at time of pre-registration or initial drop off. Childcare contractor will include safety and child accountability procedures (copy of documentation to be provided with proposal). Children will be accounted for at all times.

b. All children in care will have a registration form on file with the contractor that includes parents’/legal guardian emergency contact information and child’s allergies or other serious medical conditions. Contractor will implement a sign- in/sign-out procedure. Each child will be signed in/signed-out of childcare rooms by the child’s parent or legal guardian. The parent or guardian must sign-in his/her child upon arrival and sign his/her child out for meals and upon departure at the end of the day. Childcare providers will document time of departure and time of return when taking children to the restroom.

c. Contractor will ensure to implement sleeping recommendations to reduce risk of Sudden Infant Death Syndrome or SIDS:

· All infants sleeping in cribs must be placed to sleep on their backs.

· Cribs will be supplied by the contractor or childcare provider and will meet the standards described on the US Consumer Product Safety Commission Crib Information website: https://www.cpsc.gov/SafeSleep

· If infants are able to roll on to their stomach, they are allowed to do so, but they must still be placed on their backs to sleep by childcare provider.

· Infants must not be left sleeping in car seats, swings, or other restraining devices.

· Infants must not be put to sleep with bottles in their cribs.

· Soft toys, stuffed animals, blankets, other bedding must not be placed in infant cribs.

· Sleep Sacks, wearable blankets will be used.

· If children can pull themselves up, they will no longer be placed in a crib.

· Back-to-sleep crib placards must be placed prominently on/above each infant’s crib in a clear sleeve which also contains a signed copy of the parental Infant Sleep Position Agreement

· Ensure younger children do not have access to materials for older children that may present a safety or choking hazard.

d. Have a first-aid kit readily accessible.

e. Contractor will practice universal health precautions: disposable latex or non- porous vinyl gloves are worn when in contact with blood, including blood in feces, and articles contaminated with blood are carefully disposed of, or cleaned and disposed of, or cleaned and disinfected, or wrapped in plastic and sent home with parents.

f. The Contractor will perform general clean-up and pack-up procedures. The room/rooms and equipment will be cleaned at the end of each day in readiness for the next day, to the standards required by the state and federal regulations for childcare facilities. The contractor will ensure that at completion of the event, the room/rooms are left in the same condition as they were accepted from the venue staff.

g. Contractor will not give any medications including over-the-counter medication; all medication must be administered by parents. Parents will keep medication with them away from the childcare area. Parents are responsible for medication administration to include rescue medication.

h. Childcare POC needs to do a practice drill to ensure parents can reach their child to administer rescue medication within 2 to 5 minutes and can communicate clearly with the Army POC to notify parents. The Army POC and the Childcare POC need to educate parents on this key responsibility before and during the event.

i. Contractor will notify parents immediately to pick -up ill child. Children who appear to be ill or show visible signs of fever or any of the below symptoms will not be permitted to remain in the childcare rooms.

· Temperature in excess of 100.5 degrees F. auxiliary for infants under 3 months of age and in excess of 101 degrees F. for infants and children over 3 months of age.

· A child with a fever cannot return to care until 24 hours fever-free have passed and be able to participate in the program.

· Inability to participate in daily activities.

· Obvious illness such as:

· Impetigo — Red oozing erosion capped with a golden yellow crust that appears stuck on; Scabies — Crusty wavy bridges and tunnels in the webs of fingers, hand, wrist, and trunk; Head lice/nits — Whitish-gray clot attached to hair shafts.

· Symptoms of other contagious diseases such as measles, mumps, hepatitis, and strep infections.

· Undiagnosed or contagious rash.

· Vomiting or diarrhea (three separate episodes before parent must pick up).

· Productive cough or discharge from nose that is yellow or green.

5.1.4.27.2 Licensing and Insurance Compliance

5.1.4.27.3 Contractor will be licensed, bonded, or certified, Nationally Accredited, if applicable, and have the appropriate number of certified personnel available for the event.

5.1.4.27.4 Contractor will provide proof of license, certification, and National Accreditation Certificate, if applicable, with proposal. Failure to provide proof may result in elimination of consideration for the contract.

5.1.4.27.5 State license(s) and current annual inspection report, if applicable, must be submitted with quote and must have contractor's registered name in the Systems for Award Management (SAM). The contractor is not allowed to use a partner license with quote. National accreditation certificate and annual report must be submitted with quote and must have contractor's registered name. The contractor will provide proof of liability insurance. (copy of documents will be provided with proposal).

5.1.4.27.6 Local, State, and Federal Background Investigation Requirements. The childcare provider will requirements: Childcare contractor will provide a list of each employee working the event and the documentation that checks has been returned as favorable. Complete a comprehensive background check. This includes both federal and state background checks, FBI fingerprint checks, a sexual offender registry check and a child abuse registry check. (no later than Tuesday before the Event date) IAW 42 U.S.C. 13401., Army Directive 2014-23 (Conduct of Screening and Background Checks on Individuals Who Have Regular Contact with Children in Army Programs) and DoDI 1402.5, “Criminal History Background Checks on Individuals in Childcare Services,” January 19, 1993.

5.1.4.27.7 All materials will be approved prior to the Event by the YR event POC.

a) The contractor will plan and organize on-site care, including providing sufficient number of trained care givers, set up rooms, provide materials, equipment and supplies to assist in the setup of activity areas within the child/youth care space for each age group.

b) The contractor will coordinate with the YR POCs who will have support agencies (i.e. Military Family Life Consultants, Project Y.E.S! 4-H, Operations

Military Kids, AR Child, Youth & School Specialist etc) providing activities for children/youth from the ages of 6-17 years of age. The contractor will agree to work with these agencies to provide age-appropriate activities.

c) Contractor will be responsible for ensuring that the childcare vendor provided under this contract meets all minimum requirements under this PWS.

5.1.4.27.8 Supplies

Contractor will provide all personnel, equipment, supplies, snacks, and materials necessary to furnish full-time quality childcare.

· Paper towels

· Extra baby wipes

· Extra diapers (all sizes)

· Vinyl Glove non-porous and latex gloves

· Paper plates (snack)

· Paper cups

· Labels

· Hand sanitizer (to be used only when a sink is not immediately available and will all be followed by hand washing as soon as possible)

· Batteries

· Walkie-Talkies

· First Aid Kits, Bandages, Digital Ultra Thermometer for Each Room

· Garbage bags

· Disposable latex-free gloves

· Bleach water or other disinfectant (if allowed by state licensing)

· Plastic spray bottles for bleach water or disinfectant

· Clipboards

· Accountability system Supplies -wrist bands- light color or Photo /Name tag etc...

· All General office Supplies

· All supplies for activities

· All age-appropriate materials and supplies to the following areas:

· Creative Arts.

· Blocks/Construction

· Games

· Manipulative

· Music/Movement

· Library/Quiet Games

· Active Physical Play

· Make Believe/Performing

· Discovery/Sensory

· Movie DVD (Pre-school-Teen only)

5.1.4.27.9 All childcare/youth rooms will be within close proximity of each other (same floor when possible) with access points that can be controlled. Recommend a minimum of two (2) exits from each room be available. Restrooms need to be in close proximity to the child/youth rooms.

5.1.4.27.10 The contractor will Provide each room with a refrigerator, hands free trash can, with lid for infant room for sanitary disposal of soiled diapers and drinking water to be continuously available.

5.1.4.27.11 The contractor will provide the room for infant/toddler care with cribs that meet the standards described on the US Consumer Product Safety Commission on crib information. Ref: provide all equipment required to care for 0-17 age group, including Cribs (See https://www.cpsc.gov/SafeSleep for the standards.

5.1.4.27.12 Legal Compliance: the caregiver will comply with all federal, state, and local laws, codes, and regulations applicable to his/her performance as a caregiver under this contract and will be solely responsible for all costs associated with said compliance.

5.1.4.27.13 State childcare license(s) with current annual inspection report and National Accreditation certificate with current annual report, if applicable, will be submitted with quote and will have caregiver’s registered name in the Systems for Award Management (SAM). The caregiver is not allowed to use a partner license with quote. National accreditation certificate and annual report will be submitted with quote and will have contractor's registered name. The caregiver will provide proof of liability insurance in accordance with Federal Acquisition Regulation 37.103d.

5.1.4.27.14 Childcare services are required from 12:30 pm to 6:30 pm Friday 6:00 am to 5:00 pm Saturday and 6:00 am to 1:00 pm Sunday for the events. Registration is required from 12:30 pm to 6:30 pm Friday and throughout the day on Saturday and Sunday during normal hours of 6:00 am to 5:00 pm Saturday and 6:00 am to 1:00 pm Sunday.

5.1.4.28 Contractor will also be responsible for providing personal protective items (i.e. vinyl gloves) for their employees.

5.1.4.28.1 Contractor will provide all equipment (games, toys, music, books, paper, pencils, and crayons, etc.) required for engaging in age-appropriate activities required for all age groups.

5.1.4.28.2 Coordinate with contractor to receive and ship materials/supplies needed for the children’s program at contractor’s expense.

5.1.4.28.3 Food/Beverage

5.1.4.28.4 Children will be picked up and signed out by parents/legal guardian attending the event for meals.

5.1.4.28.5 Contractor will plan and purchase snacks for am/pm. Contractor will provide child friendly snacks and will take into consideration any food allergies identified by a child’s parent/guardian and take all necessary precautions to prevent that child from being served, coming into contact with, or otherwise ingesting those foods in which he/she has allergies to. Known food allergies will be identified along with the final head count of children requiring childcare to the maximum extent possible and collected on the child’s registration form submitted by parent or guardian. All children must be directly supervised when eating (caregiver must be at the table with them). Infant bottles must never be propped and infants who can hold a bottle must held when being bottle fed.

5.1.4.28.6 Care Provider will ensure:

· Only children with medically documented allergies or on special diets should bring their own food. This food should be labeled with child’s name and date.

· Sippy cups or bottles from home must be labeled. Children should not walk around with Sippy cups or bottles in their hands. This is a choking hazard and will increase the chance of another child drinking out of it transferring germs.

· Milk or other dairy products should only be provided if there is adequate refrigeration.

· If juice is served it should be 100 percent fruit juice and should only be provided once a day. Juice must not be served in a bottle.

· Water must be available at all times.

Avoid all food that is commonly a choking or allergy hazard such as, but not limited to:

Grapes Hot dogs Apples (for infants and toddlers) Raw carrots (for infants and toddlers) Popcorn Peanuts/Peanut butter/Nuts Wheat Strawberries Eggs Dairy products

Snacks ideas for children eating table food (be sure portion and bite sizes are age-appropriate)

Goldfish crackers/String cheese Vanilla wafers Juice/milk/water

Ritz crackers/Tuna Juice/milk Blueberry muffins Apple juice/milk Oranges/Oatmeal cookies Juice/milk

Cornbread Juice/milk Chips/crackers and salsa/bean dip Juice/milk Soft pretzels and cheese dip Juice/milk

Breakfast ideas for children eating table food (be sure portion and bite sizes are age-appropriate)

Pancakes and applesauce Juice/milk Cheerios and bananas Juice/milk Oatmeal and raisins Juice/milk

Muffins and sliced fruit

Bagels and cream cheese, apples Juice/milk English muffins and jam, peach slices Juice/milk

French toast sticks and cantaloupe cubes Juice/milk Waffles and pears Juice/milk Breakfast pizza and pineapple

Lunch/Dinner ideas for children eating table food (be sure portion and bite sizes are age-appropriate)

Juice/milk

Hamburgers with buns Pickles Baked beans

Chicken nuggets Mashed sweet potatoes

Mashed white potatoes