PWS_Youth_Camp.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

Summer Camp Services

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary to perform Summer Camp Services as defined in this PWS.

1.2 Background: The purpose for the Youth Camp is to educate VT Army National Guard Youth on the importance of Team Building, Leadership and Community Development, and to build Confidence. The camps are designed to build resilience, readiness, character, leadership, teamwork, communication, and peer-to-peer connections. These camps are also designed to bridge the gap, and build a stronger social network, between geographically dispersed Military youth. The camp will serve 50 youths between the ages of 8 and 17.

1.3 Period of Performance (PoP): The Period of Performance shall be seven days, from August 18-24, 2019.

1.4 General Information:

1.4.1 Reserved

1.4.2 Quality Assurance (QA): 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 will 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 acceptable quality level(s) or defect rate(s).

1.4.3 Reserved

1.4.4 Place and Performance of Services: The contractor shall provide services at a camp location in Orange County Vermont between the hours of 10 am on Sunday August 18th through 12 am Saturday August 24th 2019. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.4.1 Reserved

1.4.4.2 Reserved

1.4.4.3 The contractor’s employees shall become familiar with and obey the regulations of the installation; including fire, traffic, safety and security regulations while on the installation. Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall carry proper identification with them at all times, and shall be subject to such checks as may be deemed necessary. The contractor shall ensure compliance with all regulations and orders of the installation which may affect performance. The Government reserves the right to direct the removal of an employee for misconduct, security reasons, or any overt evidence of communicable disease. Removal of contractor employees for reasons stated above does not relieve the Contractor from responsibility for total performance of this contract.

1.4.5 Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by Department of Defense (DoD), Headquarters Department of Army (HQDA) and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.5.1 Reserved

1.4.5.2 Reserved

1.4.5.3 Reserved

1.4.5.4 Reserved

1.4.5.5 Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (DoDD) 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals whose PII has been compromised.

1.4.5.6 Reserved

1.4.6 Reserved

1.4.7 Special Qualifications: Contractor shall ensure all personnel who drive vehicles used to transport camp participants possess a valid license to operate the class of vehicle in which they drive camp participants. Contractor shall comply with American Camp Association (ACA) Standards ST.8, ST.9, ST.11, ST.12, and ST.15 with respect to training and certification of activity supervisors. Contractor shall comply with ACA Standards AD.25, AD.26, and AD.27 with respect to criminal background checks, completion of voluntary disclosure statements, and annual checks of the National Sex Offender website. Background checks must be current within the last five and state checks within one year for all personnel working with children and youth. Contractor shall provide documentation of compliance with the foregoing standards no later than one week prior to the start of camp.

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR Subpart 42.5. The KO, COR and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.9 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR, to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.10 Reserved.

1.4.11 Combating Trafficking in Persons: The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.4.12 Contractor Travel. Contractor is responsible for any travel-related expenses (lodging, meals, vehicle rental or mileage, fuel, and incidental expenses) incurred by its personnel.

1.4.13 Data Rights. Any photos or videos taken during the camp depicting camp participants will be the property of the VTARNG. Contractor shall not disclose or publish photos or videos of identifiable camp participants without the written permission of the VTNG.

1.4.14 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services 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 OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO 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 KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose 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.

1.4.15 Reserved

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 used in this contract refers to the prime contractor, as distinguished from a subcontractor.

2.1.2 Contracting Officer (KO): 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.

2.1.3 Contracting Officer Representative (COR): An employee of the U.S. Government designated by the KO to monitor contractor performance. Such appointment will be in writing and will 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.

2.1.4 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.5 Deliverable: documents (including photographs and videos and including documents in electronic format) to be provided to the COR pursuant to the terms of this PWS. A table of deliverables is provided as Technical Exhibit 2.

2.1.6 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.

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

2.1.8 Quality Assurance: The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

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

2.1.11 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 Acronyms:

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will not provide property, material, equipment, and/or services for the purpose of performance under this contract.

3.1 Reserved.

3.2 Reserved.

3.3 Reserved.

3.4 Reserved.

3.5 Reserved.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General: The Contractor shall provide all supplies, equipment, tools, materials and facilities to provide a quality leadership education and camp as defined in this PWS.

4.1.1 Contractor shall provide gender-separate lodging for all participants. Lodging shall be in structured buildings (either camp style bunk house, cabin-style rooms, or canvas wall platform tents) compliant with ACA Standard CR.5.

4.1.2 Contractor shall provide safe and sanitary restroom facilities compliant with ACA Standard CR.5 throughout the duration of the camp.

4.1.3 Contractor shall provide all technical and safety equipment (such as harnesses, helmets, ropes, canoes, kayaks, stand-up paddle boards, and personal flotation devices) necessary for safe participation in camp activities. All equipment shall comply with ACA Standard PD.2.

4.1.4 Contractor will provide an appropriate/adequate indoor space for two (2) - two (2) hour Resilience Trainings to be conducted by the Lead Child and Youth Program Coordinator.

4.1.5 Contractor shall comply with ACA Standard HW.12, and HW.18 regarding availability of an AED and First-Aid Kits. First-Aid kits shall be available at all times.

4.1.6 Contractor shall provide a packing list of items campers are expected to bring with them.

4.1.7 Contractor shall provide an electronic record of any photos or videos taken by Contractor personnel depicting camp participants. The photos, videos and/or materials will be surrendered to the VTNG CYP no later than ten (10) Business days after the conclusion of the camp.

5.0 Requirements: The contractor shall provide summer camp services in accordance with all ACA Standards that are mandatory for ACA accreditation and all non-mandatory ACA standards referenced in this document, and shall provide a curriculum that is educational, safe, and age appropriate.

5.1 Health and Safety

5.1.1 An appropriately trained staff person shall conduct health screening for staff members prior to the arrival of campers, to ensure Contractor personnel are free of any contagious diseases, in accordance with ACA Standard HW.17.

5.1.2 Contractor will provide proof of current State of Vermont Department of Health and Human Resources inspection no later than one week prior to the start of camp.

5.1.3 Contractor shall provide facility and equipment inspection reports/logbooks documenting maintenance of facilities in accordance with ACA Standard CR.5 no later than one week prior to the start of camp

5.1.4 As part of camper registration/intake process, Contractor shall obtain emergency contact information for each participant.

5.1.5 Contractor shall be responsible for Arrival/Departure Tracking to ensure parent/legal guardian sign each child in and out of camp program for both on-site and off-site locations. Contractor shall ensure that each child is released only to the designated party indicated at the time of registration. (Aligned with ACA Standards AD.4 and AD.23.

5.1.6 When transporting camp participants, Contractor shall comply with all applicable Vermont Department of Transportation laws and regulations.

5.1.7 Contractor shall have a pre-arranged phone access to a licensed prescriber or registered nurse for the duration of camp, and a staff member trained in CPR and First-Aid on duty at all times when campers are present, in camp and on out-of-camp trips, in accordance with ACA Standards ST.2, ST.3 and ST.7.

5.2 Overall Summer Camp Experience

5.2.1 Contractor shall provide transportation between the camp and drop off/pick up locations at Camp Johnson, in Colchester Vermont, and in Hartford Vermont (exact location TBD) on the first and last days of the program.

5.2.2 Contractors shall provide three (3) hot meals daily (breakfast in morning, lunch in mid-day, and dinner in evening), including snacks twice daily (mid-morning and mid-afternoon) to all camp participants. Meals shall be balanced, nutritional, appealing to children of these age ranges, and aligned with USDA Dietary Guidelines for Americans 2015-2020 Eighth Edition. Menu shall be provided prior to camp start date.

5.2.3 Contractor shall comply with DODI 6060.4 established for Day programs (1:15) and NGR-600-12, 6-6 Staffing requirements establishing American Camping Association standards ensuring the following chart showing ratio of caregiver to children:

5.2.4 Contractor personnel shall comply with ACA Standards ST.25, ST.26, ST.29, ST.30, and ST.31. Personnel working under this contract shall practice high standards of conduct and communication skills appropriate for children of this age. Personnel shall be respectful and responsible.

5.2.5 Personnel shall also maintain an acceptable level of personal hygiene and maintain a clean, neat appearance while on duty.

5.3 Curriculum

5.3.1 Curriculum shall include all of the following: Team Building Activities, Ropes Course and Climbing Wall Experiences, Leadership Development, Community Development, Confidence Building activities that engage strong leadership roles, skill building lessons, and heavy outdoor activities including riflery, archery, canoeing and kayaking, paddle boarding, swimming, nature exploration, and hiking.

5.3.2 Curriculum shall provide 16 and 17 year old participants the opportunity to experience leadership roles throughout the camp program in the form of Counselor in Training opportunities.

5.4 Miscellaneous

5.4.1 CM shall have means of communication on him/her at all times for the duration of the contract, in case of emergency.

5.4.2 Contractor Manpower Reporting Application (CMRA):

5.4.2.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for Family Programs, VTARNG via a secure data collection site.

5.4.2.2 The contractor shall completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs shall be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2019 Contractors may direct questions to the help desk at http://www.ecmra.mil.

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

Federal Acquisition Regulation https://www.acquisition.gov/?q=browsefar or http://farsite.hill.af.mil/

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html or http://farsite.hill.af.mil/

Federal Information Processing Standards (FIPS) Publication 201-2 Personal Identity Verification (PIV) of Federal Employees and Contractors (paragraph 9) August 2013 http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf

DoDD 5400.11 Department of Defense Privacy Program 10/29/2014 http://www.dtic.mil/whs/directives/corres/dir.html#

DoD 5400.11-R Department of Defense Privacy Program 05/14/2007 http://www.dtic.mil/whs/directives/corres/pub1.html

https://www.acacamps.org/topics/aca-standards

https://health.gov/dietaryguidelines/2015/guidelines/

https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/606004p.pdf

https://www.ong.ohio.gov/frg/resources/NGR%20600-12%20dated%204%20Aug%2011.pdf

6.1 Reserved.

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

5.0 Team Building and Leadership Development Activities

5.2.1 Instructor-to-youth ratio

Random Monitoring/COR

5.3.3 Provide 3 meals and 2 snacks daily

Random Monitoring/COR

5.3.6 Arrival/Departure Tracking

Random Monitoring/COR

5.3.4 Lodging

Random Monitoring/COR

TECHNICAL EXHIBIT 2

Deliverables Schedule

4.1.7 Packing List

5.2.2 Menu

5.3.

Curriculum

1.4.13 Data Rights Media/Photos