DRAFT PWS HISD JCLC-STEM 16-22 Jun 24 Facilities and Lodging.pdf

DRAFT

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PERFORMANCE WORK STATEMENT (PWS)

Houston Independent School District (HISD) JROTC Cadet Leadership Challenge (JCLC)/Science, Technology, Engineering and Mathematics (STEM) Leadership Academy for

US Army Cadet Command JROTC Cadets (16-22 June 2024) – Facility Support United States Army Cadet Command

Part 1 General Information

1. General: This is a non-personal services contract services to provide lodging, and facilities to support 240 Cadets and 60 Cadre from the HISD JROTC Program and surrounding schools (24 Programs), in and around training sites within 10 miles of Galveston, TX during the Houston ISD JROTC Cadet Leadership Challenge and Science, Technology, Engineering and Mathematics (STEM) (JCLC/STEM) Camp. HISD has established a (Drone/Robotics) theme for its STEM Camp to fulfill the goal for a JCLC/STEM combined camp. HISD assigned JROTC and accompanied school instructors will be utilized as subject matter experts to conduct VEX Robotics, Robolink Aerial Drone and Sea Perch Underwater Drone training, using specific curriculum and training instructions provided by the Robotic manufacturers. This includes the assembly, coding and hands-on operation of the STEM related equipment. This will conclude with team competitive events of the various equipment. The Government will 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 Contractor who, in turn is responsible to the Government.

1.1 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 support training. The contractor shall furnish facilities, furniture, equipment, supplies, management, supervision, and labor to provide lodging accommodations and facilities as specified herein, for the JCLC/STEM Leadership Academy for 300 cadets/cadre for the six nights (Sunday -Friday) / seven days (arriving Sunday, 16 June (10:00am) and departing Saturday, 22 June (1:00pm)). Contractor is to provide all equipment as defined in this PWS except for those items specified as government furnished property and services.

1.2 Background: JCLC is a US Army Cadet Command annual requirement as outlined in CCR 145-2. One of the major challenges facing the nation is the need for greater emphasis on Science, Technology, Engineering, and Mathematics (STEM) education in our public schools.

A check of the Army Educational Outreach Program’s (AEOP) website is evidence of the Army’s commitment to providing STEM educational opportunities to America’s youth. To help address this need this program is intended to expand STEM education in our curriculum for Army JROTC cadets at HISD and participating schools. Additionally, the lodging accommodations must be suitably located with field trip accessibility to a water activity-based locations, outdoor challenge activities, and educational facilities. It is also important to note that the HISD is providing additional assets not covered by this contract including Aerial Drones, AUG 22

Vex Robotics and Sea Perch Underwater Kits and associated equipment, transportation assets, additional STEM qualified instructors, liability insurance, and a STEM curriculum to be used as part of required Academy course work.

1.3 Scope: The Contractor shall provide non-personal service(s). The contractor shall provide non-personal services, equipment, supplies, facilities, tools, materials, supervision, and other items and non-personal services necessary to support training. The contractor shall furnish facilities, furniture, equipment, supplies, management, supervision, and labor to provide facilities as specified herein, for the JCLC/STEM Leadership Academy for 240 cadets and 60 cadre for the period of performance of 16-22 June 2024. Contractor is to provide all equipment as defined in this PWS except for those items specified in Part 3 Government Property and Services. The Contractor shall perform to the standards and acceptable quality levels identified in this PWS and associated contract documents.

1.4 Objectives: The objective of this contract is to addresses the growing need of our area industries for graduates eager and able to fill industries’ STEM-dependent job openings by ensuring that these youth, typically underserved by existing STEM opportunities, are aware of the good career opportunities here in the greater Houston area and the knowledge and skills needed to secure those jobs. Through pre- and post-assessments, focused group interviews, site-based observations, and post-camp surveys the following measurable outcomes will be assessed and used to improve future JCLC/STEM Leadership Academy Academies:

- Increased awareness of and interest in pursuing STEM-dependent jobs available in the Greater Houston area with an understanding of the academic and skill requirements for those jobs.

- Increased understanding of, and value for, STEM content and skills, e.g., team and leadership skills, as applied in the STEM Camp’s experiments and investigations.

- Increased awareness of and interest in attending post-secondary two or four year academic or technical institutions

1.5 General Information: Services shall include providing facilities and services to 240 cadets and 60 cadre in and around training sites at vendor’s facility within 10 miles of Galveston, TX.

The contractor shall furnish facilities, furniture, equipment, supplies, management, supervision, and labor to provide lodging and facilities as specified herein, for the JCLC/STEM Leadership Academy for 240 Cadets and 60 Cadre for the period of performance of 16-22 June 2024. The contract shall provide services in accordance with the terms, conditions, and specifications set forth in this PWS.

1.5.1 Quality Control Plan (QCP): The contractor’s existing quality assurance system shall be utilized in accordance with FAR 12.208.

1.5.2 Quality Assurance: The Government will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the acceptable quality levels (performance thresholds).

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1.5.3 Recognized Holidays: The following provides information on recognized holidays for the purpose of the PWS. If submittal of any documentation (e.g. deliverables, submittals, etc.)

deadlines fall on a holiday, the closest work day prior to the holiday will apply as the deadline for submittal.

1.5.3.1 U.S. Holidays: Work for this specific contract includes a period of performance that includes a federally recognized holiday, Juneteenth, 19 June 2024. This shall be a regular work day as specified in Section 5 of this PWS. Work shall not be performed on additional U.S.

federally recognized holidays occurring during the normal workweek unless otherwise directed by the Contracting Officer. When a U.S. holiday occurs on a Saturday or a Sunday, the holiday is observed on the preceding Friday or following Monday, respectively.

New Year’s Day January 1st M. L. King Memorial Day 3rd Monday in Jan Presidents Day 3rd Monday in February Memorial Day last Monday in May Juneteenth June 19th Independence Day July 4th Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran’s Day November 11th Thanksgiving Day 4th Thursday in November Christmas Day December 25th

1.5.4 Contractor Support Hours: The Contractor shall provide support between the hours of 0600-1900. The Contractor shall maintain an adequate workforce at all times, for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce is essential.

1.5.6 Place of Performance: The work to be performed under this contract will be performed in and around at the vendor’s facility within 10 miles of Galveston, TX.

1.6 Security Requirements: Contractor personnel performing work under this contract must have maintain secure rooms upon completion of training during the event at time of the proposal submission and must maintain the level of security required for the life of the contract.

1.7 Physical Security: Non Applicable

1.8 Contracting Officer Representative (COR): The COR will be identified by separate letter.

The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies;

coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

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1.9 Key Personnel: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer.

The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 A.M. to 5:00 P.M., Sunday thru Saturday.

1.10 Organizational Conflict of Interest (OCI): Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCI as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s OCI Mitigation Plan will be determined to be acceptable solely at the discretion of the Contracting Officer. In the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2

DEFINITIONS & ACRONYMS

2. Definitions and Acronyms

2.1 Definitions: Although not inclusive of every term used within this PWS, the following provides a list of definitions used throughout this PWS and commonly used in the acquisition field.

Cadet - An eligible student who is enrolled in JROTC and actively participating in a LET level.

Cadre - Military instructor recognized by the Army employed to conduct JROTC at a school.

Chaperone - A person who accompanies and looks after another person or group of people.

Contracting Officer – means a person with the 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.

Contracting Officer's Representative (COR) – As defined in DFARS 202.101, means an individual designated and authorized in writing by the Contracting Officer to perform specific technical or administrative functions. DoD Instruction (DoDI) 5000.72, Part II Definitions states the following when defining a COR: “Defined in subpart 202.101 of Reference (f). Any individual delegated responsibilities pursuant to subpart 1.602-2 of Reference (e), regardless

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of local terminology, must be certified in accordance with this instruction. For example, local terminology can be COR, Contracting Officer’s technical representative, technical point of contact, technical representative, alternate COR, administrative COR, assistant COR, line item manager, task order manager, quality assurance personnel, quality assurance evaluator, or COR management.” In addition, Army Regulation 70-13, Chapter 2, paragraph 2-2g, states, in part, the following when providing other surveillance support personnel to assist the COR when needed, “…These other surveillance support personnel may serve as on-site representatives of the COR in performance of actual contract surveillance if they meet all COR requirements and have been appointed by the Contracting Officer as alternate CORs.”

Contractor – means 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.

Day – means, unless otherwise specified, a calendar day.

Defective Service – means a service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable – means anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

Government-furnished Property – As reflected in FAR 52.245-1, Government-furnished Property “means property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract.

Junior Reserve Officers’ Training Corps (JROTC) - Organization of units established by the Department of the Army under Title 10, U.S. Code 2031 at public and private secondary educational institutions to conduct a program of leadership instruction for students. It is a program designed to instill in students in United States secondary educational institutions the values of citizenship, service to the United States, personal responsibility, and a sense of accomplishment.

Physical Security – means that part of security concerned with physical measures designed to safeguard personnel; to prevent unauthorized access to equipment, installations, material, and documents; and to safeguard against espionage, sabotage, damage, and theft.

Quality Assurance – (or Government contract quality assurance) means the various functions, including, inspection, performed by the Government to determine whether a Contractor has fulfilled the contract obligations pertaining to quality and quantity.

Quality Assurance Surveillance Plan (QASP) – means the key Government-developed surveillance process document, and is applied to Performance-Based Service Contracting

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(PBSC). The QASP is used for managing Contractor performance assessment by ensuring that systematic quality assurance methods validate that Contractor quality control efforts are timely, effective, and are delivering the results specified in the contract or task order. The QASP directly corresponds to the performance objectives and standards (i.e., quality, quantity, timeliness) specified in the Performance Work Statement (PWS). It provides specific details on how the Government will survey, observe, test, sample, evaluate, and document Contractor performance results to determine if the Contractor has met the required standards for each objective in the PWS. The QASP, with very few if any exceptions, is an internal to Government document.

Quality Control – means all necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

Statement – means the specific results-based activities required to satisfy HLOs. A statement contains a result, the context of the statement, and the required action(s). Statements focus on “what” is to be accomplished; however they are not prescriptive in describing “how” the outcome is to be achieved. Each HLO may have several statements to flesh out the areas necessary to meet the objective. Statements are similar to Level 3 in a Work Breakdown Structure.

Subcontractor – means one that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

Unit - The organization comprising JROTC Cadets and military instructors at one school.

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

Work Week - Monday through Friday, unless otherwise specified.

2.2 Acronyms: Although not inclusive of every term used within this PWS, or that may be included in an acquisition, the following provides a list of acronyms commonly used in the acquisition field.

AFARS Army Federal Acquisition Regulation Supplement AOR Area of Responsibility AR Army Regulation AT Anti-terrorism COR Contracting Officer’s Representative DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement ID Identification KO Contracting Officer OCI Organizational Conflict of Interest

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OPSEC Operations Security POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program RA Requiring Activity TE Technical Exhibit

PART 3

GOVERNMENT PROPERTY (GP) AND SERVICES

3. Government Property and Services: There are no government property or services associated with this contract.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. Contractor Furnished Property and Services

4.1 General: The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract that are not listed under Section 3 of this PWS.

The contractor shall furnish the following in support of this contract: lodging, training facilities/areas with swimming pool and lifeguards, safety equipment for aquatics, an indoor facility with classrooms for STEM instruction/graduation, a securable-area facility for use as a supply and temporary storage facility, camp administrative support staff, and necessary management, supervision, labor, transportation, equipment and services for 240 Cadets and 60 Cadre required to perform work under this PWS.

4.2 Equipment: The Contractor shall provide audio visual equipment and screens/displays for all classrooms and WI - FI access throughout the campus areas for conducting training, and administrative support.

PART 5

SPECIFIC TASKS

5. Basic Services: The Contractor shall provide services to provide facility usage in order to conduct JROTC JCLC STEM Camp 16-22 June 2024, for 240 Cadets and 60 Cadre from HISD JROTC Program and surrounding schools (24 Programs) within 100 miles of Houston, TX. The contractor’s facilities shall be co-located.

5.1 Tasks: Tasks consist of the following:

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5.1.2 Lodging Requirements and Specifications: The contractor shall provide co-located fixed-facility, climate-controlled lodging accommodations with adequate ventilation and personal space for 240 Cadets and 60 Cadres participating in the Houston ISD JCLC. Lodging accommodations shall include male and female bathhouses equipped with toilets, toilet paper, sinks, hand soap, paper towels, running hot water, showers with privacy draping and changing areas.

5.1.3 The contractor shall ensure male and female Cadets will be lodged separately. Female Cadre will be lodged in the housing area with / near female Cadets. Male Cadre will be lodged in the housing area with / near male Cadets.

5.1.4 The contractor shall provide furnished and clean rooms. The contractor shall provide non-smoking sleeping facilities that are furnished solely based on one individual to a bed/cot with no more than two individuals to a room/tent for double occupancy. Cadets and Cadre will bring their own bedding.

5.2 Instructional Facilities: The contractor shall provide instructional facilities as follows:

5.2.1 The contractor shall provide one (1) safe and maintained swimming pool with both shallow and deep areas capable of accommodating 40-45 cadets at a time, all with diverse swimming skill levels as well as adequate, certified lifeguards.

5.2.2 The contractor shall provide or make every effort possible to allow the cadets to utilize covered areas in the event of inclement weather.

5.2.3 The contractor shall provide the use of two (2) co-located classrooms within the dormitory areas, a large multi-use conference area with open space and seating for 500 people (minimum of 11,273 SF) that can be partition into three (3) open/seated areas each seating 80 people and two (2) additional on-campus classrooms. The classrooms shall be capable to be setup for STEM activities that include the Sea Perch Underwater Drones, VEX Robotics, Robolink Drone instruction (indoor operation) and meet all COVID-19 safety protocols. The contractor shall ensure classroom seating capacity will accommodate up to 80 students per individual classroom. The large multi-use conference area/partitioned areas shall accommodate indoor aerial drone use as well as indoor VEX robotic operations.

5.2.4 The Contractor shall provide parking for ten (10) JROTC assigned vehicles and space to temporarily accommodate up to five (5) commercial buses for up to a two (2) hour period.

5.2.5 The contractor shall provide on-campus administrative capability to in/out-process JROTC cadets and instructors participating in the STEM program.

5.3 Security: The contractor shall provide security to ensure participants are in a safe and crime free environment.

5.4 Safety: The contractor’s facility shall comply with applicable fire and safety codes and regulations.

PART 6

APPLICABLE PUBLICATIONS

6. Applicable Publications (Current Editions): The following publications, manuals, regulations, etc. are mentioned in this PWS and are listed below.

6.1 CCR 145-2 – Organization, Administration, Operations Training and Support

6.2 DA PAM 30-22 Operating Procedures for the Army Food Program

6.3 Federal Acquisition Regulations

PART 7

ATTACHMENT AND TECHNICAL EXHIBIT LISTING

7. Attachment and Technical Exhibit List

7.1 Technical Exhibit A – Performance Requirements Summary

7.2 Technical Exhibit B – Deliverables Schedule

TECHNICAL EXHIBIT A

Performance Requirements Summary (PRS)

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

PERFORMANCE

OBJECTIVE

PERFORMANCE

STANDARD

PERFORMANCE THRESHOLD

The contractor shall provide all personnel, equipment, supplies, facilities, tools, materials, supervision, and other items and personal services necessary to support training. The contractor shall furnish facilities, furniture, equipment, supplies, management, supervision, and labor to provide lodging accommodations as specified herein, for the JCLC/STEM Leadership Academy for 300

The minimal acceptable standard for this contract is as follows:

The contractor shall provide on-campus administrative capability to in/out-process JROTC cadets and instructors participating in the STEM program.

The classrooms shall be capable to be setup for STEM activities that include

The contractor shall provide lodging and facilities as described in the PWS 100% of the time. Is not undergoing renovation or remodeling during the time of the training and not located within an area considered a high crime area or designated a high crime area as determined by local police statistics.

TECHNICAL EXHIBIT B

Deliverables Schedule cadets/cadre for six nights/seven days (16-22 June 2024).

The contractor shall provide audio visual equipment and screens/displays for all classrooms.

The contractor shall provide the use of two (2) co-located classrooms within the dormitory areas, a large multi-use conference area that can be partition into three (3) open/seated areas and two

(2) additional on-campus classrooms.

the Sea Perch Underwater Drones, VEX Robotics, Robolink Drone instructions (indoor operation), meet all COVID-19 safety protocols.

The contractor will ensure classroom seating capacity will accommodate up to 80 students per individual classrooms.

The multi-use conference areas must be setup to accommodate 500 seated people and an area up to 11,273 SF (22 June 24).

Three individual areas of 1873 SF each must be available (19 and 21 June 2024) providing open space and seating for 80 participates.

These areas (large multi-use conference area) must accommodate indoor aerial drone use as well as indoor VEX Robotic operations.

Deliverable Frequency # Of Copies Medium/Format Submit To

Itemized invoice for service rendered

One time

Electronic

Director of Army Instruction

(DAI)