PERFORMANCE_WORK_STATEMENT_Youth_Winter_Camp_2017.pdf

PERFORMANCE WORK STATEMENT (PWS)

State Child & Youth Program

Youth Winter Camp “Snow Bash”

This performance work statement outlines the requirement for Youth Summer Camp requirements for Idaho National Guard Family Programs.

PART 1

General Information

The Youth Winter Camp (Snow Bash) will be conducted over a four day period. The event will conclude NLT 1200 of the last scheduled day. The contractor must provide an on-site representative to be available in person and via telephone until the departure of the final party on the last day.

1. GENERAL: This is a non-personnel services contract to provide lodging, meals, meeting space and recreation options for the Youth Winter Camp. 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 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, supervision, and other items and non-personal services necessary to perform the Youth Winter Camp as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: The Youth Winter Camp is an annual event that is offered to all military youth regardless of branch of service. Youth ages range from 10-18 and provide opportunities for youth to meet other youth experiencing similar deployment challenges. Youth are provided a myriad of ways to learn more about resiliency, team work, problem solving, and communication throughout camp. A wide mix of instructional activities, games and free time allow the youth to not only learn the skills but also practice them while receiving peer to peer support.

1.3 Objectives:

• Location. To provide an event location that is conducive to child and youth safety, learning, recreation, and cost efficiency.

• Accommodations. To provide accommodations in a permanent building that will adequately house up to 200 military youth and their chaperones in weatherized and heated facilities that allow for the separation of youth by gender and age.

Cabin/Dormitory style.

• Meeting space. To provide meeting spaces in a permanent building that will accommodate up to 200 persons seated in a general session and two additional meeting spaces for group training that seats up to 100. All three spaces should be weatherized and heated.

• Meals. Buffet style for breakfast, lunch, dinner and evening snack to feed up to 200 people. Heated indoor eating space for all meals that seats up to 200 people. Hot & cold beverages during meals. Water available for drinking at all times through the duration of the event.

• Recreation Options. On site options available both as part of the base contract as well as additional options made available. Information on recreation within a 15 minute proximity to the event site.

1.4 Period of Performance: 13-16 January, 2017

1.5 General Information

1.5.1 Location: The Camp Facility will offer the following: three meeting rooms (1 with capacity of up to 250 and two others with capacity of up to 100 - one of which can be located outside); large outdoor recreation area that can accommodate up to 200 people involved in outdoor games and activities at the same time; outdoor campfire that can accommodate up to at least 75 people at a time (second additional site for up to 50 people is preferred); accommodations for a medic/nurse station which includes hot and cold flowing water, isolation and convalescent space, bathroom with flush toilet, garbage receptacle and means to store medication requiring refrigeration.

1.5.2 Sleeping Quarters: Lodging structures shall be safe, adequate in size for accommodating youth and their adult chaperones, clean and have watertight roof and sides and provide a heat source that is not open flame. Must be capable of accommodating up to 200 people and can be broken down into separate boys vs. girls lodging. Rooms shall accommodate a minimum of five youth and two adults at a time. A minimum clear space of 27 inches above the sleeping surface of a bed and six feet between heads of sleepers. Floor area to include space within the occupied structure to accommodate the bed, storage for personal belongings, aisles and exit ways and assembly space. All existing electrical service, wiring and fixtures shall be in good repair and safe condition. Natural ventilation shall be provided through openable windows or other exterior openings. Sleeping quarters should be within close proximity to toilets, showers and/or privies.

1.5.3 Toilets, Showers and Privies: Natural ventilation shall be provided through openable windows or other exterior openings; artificial in lieu of natural lighting, and mechanical ventilation may be provided in toilet rooms and assembly space. accessible to The following ratios should be followed for toilet and shower accommodations:

- Separate accommodations for males and females for all toilet and shower facilities

- Facilities available 24 hours

- One toilet seat for each 15 males or less

- One toilet seat for each 15 females or less

- At least one lavatory with water under pressure for each 20 occupants or less, or other hand washing facilities

- Showers with water under pressure heated to between 90-100 degrees Fahrenheit, and one shower head for each 20 occupants or less

1.5.4 Fire Safety: The means of egress from all structures shall be maintained in an unobstructed, easily traveled condition at all times. Walkways should be clear of snow and ice. Sleeping quarters that occupy 15 or more persons shall be provided with at least two separate means of egress located as far apart as practical.

1.5.5 Food Service: The camp shall provide food that is sufficient in quantity and quality for the number of campers, chaperones and staff and meets the nutritional needs of all.

Camp kitchen will provide adequate substitutions for special dietary needs of individuals with allergies or are vegetarian, vegan or have an intolerance.

1.5.6 Meeting Rooms: All meeting rooms will require the ability to set up chairs in a classroom setting for the required maximum occupancy (unless outdoors and is an amphitheater where seating is already built in). All indoor meeting spaces require the ability to have at least one screen with adjoining projector with remote control, three microphones (wireless preferred) and internet access.

1.5.7 Audio/Visual:

- 1 LCD Projector with remote control, one screen (two preferred)

- 3 microphones (wireless preferred)

- 1 large screen TV with DVD player – (or screen/projector and DVD player in the smaller indoor space)

- Internet access in all three meeting rooms

- 2 Surge Protectors

1.5.8 Food for ALL Attendees (adults and youth):

Meals shall be catered towards youth ages 10-18. Adults will eat the same meals. Meals shall follow USDA Nutritional guidelines. All meals shall have substitutions available for attendees with special dietary needs.

Beverages:

-water (available 24 hours) -milk (skim & 2%), fruit juices, hot chocolate (only during meals) -coffee (FOR ADULTS ONLY – this will be enforced by IDNG Youth Camp Directors & Chaperones) -hot chocolate – only during meals and after snow activities (agenda will be provided)

Snack option suggestions for the evening at approximately 7:30-8pm: fresh fruit, veggies and dip, cookies and milk, chips and salsa, popcorn, granola bars, cheese and crackers, etc.

**All meals and snacks should be prepared for total number of campers and adults reported as attending by the State Family Programs Director 2 weeks prior to camp.**

Day One

a. Hot/Cold buffet style dinner Day Two

a. Hot/Cold buffet style breakfast

b. Hot/Cold buffet style lunch

c. Hot/Cold buffet style dinner

d. Evening snack

Day Three

a. Hot/Cold buffet style breakfast

b. Hot/Cold buffet style lunch

c. Hot/Cold buffet style dinner

d. Evening snack

Day Four

a. Hot/Cold buffet style breakfast

b. Sack Lunch with drink for travel home

1.5.9 Outdoor Recreation: Activities for youth outdoors should be available and part of the base cost of hosting a camp at said establishment. Activities can and include but should not be limited to: hill for snow tubing, outdoor sports, hiking, and zip-line.

- Tubing Hill – Hill and camp tubing equipment to be checked for safety

- Snow Shoeing – camp provided gear; instructor not needed

- Outdoor sports activities will have safety inspected and maintained courts/fields and equipment.

- Hiking trails will be well marked and either an accurate map or camp guide will be available.

1.6.0 Parking Area: An area will be available that can accommodate a minimum of 4 buses, 5 12-15 passenger vans and 5 pickup trucks. The lot will be clear of debris. There is to be access to electricity to plug in block heaters on buses.

1.6.1. Hours of Operation: Facility staff must be available during the hours of operation from 6am to 10pm daily. An emergency contact name and phone number will be provided to the Lead Child & Youth Programs Director.

- Facility staff must be readily available to address any facility issues as needed

- Camp Directors will arrive for set up at camp at approximately noon on the first day of camp

- Campers and other staff will arrive at camp between 4-5:30pm the first day of camp

- Campers will depart from camp between 9-10:30am the last day of camp

- Camp Directors will depart by noon on the last day of camp

2. REQUESTS

2.1 Map of Facility:

- Labeled schematic of the grounds

a. Indicate location of sleeping facilities and number of rooms

b. Indicate bed types and number of occupants per room

c. Include location and number of toilets and showers

d. Include maximum occupancy of meeting rooms and dining hall

e. Designate outdoor meeting areas and maximum occupancy

f. Indicate tubing area and include maximum occupancy

g. Indicate cross country skiing trails

h. Include recreation areas and amenities included in contract

2.2 Sample Menu:

- One day menu to lay out meal choices for breakfast, lunch & dinner and evening snack

- Final menu to be submitted to Camp Director/State Youth Coordinator a minimum of two weeks prior to first day of camp

3. IDNG YOUTH PROGRAM

3.1 STAFFING

- All chaperones will be provided by IDNG Youth Program

- Medic/Camp Nurse will be provided by IDNG Youth Program

- All curriculum will be developed and facilitated by IDNG Youth Program

3.2 TWO WEEKS PRIOR TO CAMP

- A list will be provided by the State Family Programs Director to the venue with the total number of youth and adults attending

- A list will be provided to the venue with all known food allergies -Any other requirements from the facility will be submitted at this time or in the time indicated in the final contract