ATCH_1_PWS_REVISED.pdf

Performance Work Statement (PWS)

IA-ARNG Annual Youth Symposium 2018

(REVISED)

Changes designated by red text

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, facilities, supervision, and quality control necessary, except as specified in Paragraph

3.0 as Government Furnished, to provide a State Youth Symposium, as defined in this

PWS.

1.2 Background: The Iowa National Guard Warrior and Family Services Branch presents opportunities for military youth to develop life skills through activities that will lead to greater resilience as well as time to connect and share in the experience of being “military-connected youth.” An annual 7-day symposium including lodging, meals, activities and counselors will be conducted to enhance the overall experience at little cost to the attendees.

1.3 Period of Performance (PoP): The Period of Performance shall be a 7-day period (5 camp days plus 2 travel days) between the dates of 3 June – 13 August 2018. Exact schedule will be coordinated between the contractor and Warrior and Family Services upon award.

1.4 General Information:

1.4.1 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 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 acceptable quality level(s) (defect rate(s)).

1.4.2 Place and Performance of Services: The contractor shall provide a youth symposium (camp) for seven (7) consecutive days. The symposium shall be provided in a residential camp setting. The Government prefers the camp to be located in Iowa;

however, camps located in neighboring states and within 30 miles of the Iowa border are acceptable. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS.

(List of preferred counties deleted.)

1.4.3 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. Such actions may include, but are not limited to, removal from the contract, reduction in benefits, or termination of employment. 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.

1.4.4 HSPD-12 Considerations:

1.4.4.1 Routine access to Government-controlled facilities is not required.

1.4.4 2 Routine access to Government information systems (IS) is not required.

1.4.4.3 A NACI or other security check is required.

1.4.4.4 Government-issued identification and/or building passes are not required.

1.4.4.5 Contractor personnel will not require Government escort while performing work on the installation or IS.

1.4.4.6 Contractor is not required to provide employee and/or vehicle information for an Entry Authorization List (EAL).

2.0 DEFINTIONS 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.

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 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.4 DELIVERABLE. Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.5 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.

2.1.6 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.7 POINT OF CONTACT (POC). An employee of the U.S. Government designated by the KO to monitor contractor performance. 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.

2.1.8 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 assure 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:

2.2.1 ACA American Camp Association

2.2.2 AQL Acceptable Quality Levels

2.2.3 CFP/M/E Contractor Furnished Property, Materials, and Equipment

2.2.4 CMRA Contractor Manpower Reporting Application

2.2.5 CYP Child & Youth Program

2.2.6 DFARS Defense Federal Acquisition Regulation Supplement

2.2.7 DOD Department of Defense

2.2.8 EAL Entry Authorization List

2.2.9 FAR Federal Acquisition Regulation

2.2.10 FY Fiscal Year

2.2.11 GFP/M/E/S Government Furnished Property/Material/Equipment/Services

2.2.12 HSPD-12 Homeland Security Presidential Directive 12

2.2.13 IS Information System

2.2.14 KO Contracting Officer

2.2.15 PII Personally Identifiable Information

2.2.16 POC Point of Contact

2.2.17 PoP Period of Performance

2.2.18 PRS Performance Requirements Summary

2.2.19 PWS Performance Work Statement

2.2.20 QA Quality Assurance

2.2.21 QAP Quality Assurance Program

2.2.22 QASP Quality Assurance Surveillance Plan

2.2.23 QC Quality Control

2.2.24 SOP CYSS Standard Operating Procedure Army National Guard Child, Youth, & School Services

2.2.25 TE Technical Exhibit

3.0 GOVERNMENT FURNISHED POPERTY, MATERIAL, EQUIPMENT AND

SERVICES (GFP/M/E/S) The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract.

3.1 Iowa National Guard Child & Youth Program (CYP) staff will conduct meetings and military-specific programming identified in paragraphs 6.7 and sub-paragraphs below.

4.0 CONTRACTOR FURNISHED PROPERTY, MATERIALS, AND EQUIPMENT

(CFP/M/E)

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform the services as indicated in Paragraph 1.1.

5.0 SPECIAL QUALIFICATIONS

5.1 The residential camp must be certified by the American Camp Association (ACA).

ACA Accreditation information can be found on the ACA web site at https://www.acacamps.org. This requirement guarantees that the details listed in the Standard Operating Procedures Army National Guard Child, Youth, & School Services (SOP CYSS) document are met. These requirements include but are not limited to the following:

5.1.1 All camp staff and personnel are required to follow the Screening and Background Check requirements for “Specified CYSS Volunteers,” see Paragraph 2-3 in the SOP CYSS. This qualification also follows the requirements for volunteers listed in the Army Directive 2014-23 document in Paragraph 4.b.2 and Enclosure 5 Paragraph 4 and the DoD Manual 1402.05 in Paragraph 3.1.

5.1.2 Contractor shall be in compliance with the adult-to-youth ratio of one (1) adult counselor to every six (6) youth throughout the time at camp. This requirement is given in the CYSS SOP Paragraph 4-13 “Staff Ratios” and explained in the American Camp Association “Standards-At-A-Glance” document, Paragraph HR.8.

6.0 REQUIREMENTS. The contractor shall provide a youth symposium (camp) meeting the following minimum requirements.

6.1 Fee per camper shall include all meals, lodging, programming and any incidental/ miscellaneous costs associated with the camp experience.

6.2 All registration shall be handled by the camp contractor, but must be coordinated with the CYP staff to include proper CYP specific questions. An attendance roster will be made available to the CYP staff for their program records. This will be accomplished in accordance with the PII Privacy Act.

6.2.1 Contractor shall require each registrant to pay a non-refundable registration fee of $25.00 per youth attending, which will be deducted from the total fee per camper.

Child & Youth Program (CYP) funds will be used to pay the remaining camper fee, and will be billed under the resulting contract.

6.2.2 Because the Youth Symposium is a registration-processed event, the contractor shall provide flexibility to release all unused registration spots two (2) weeks prior to the event start date, without cost or penalty to the Iowa National Guard.

6.3 One (1) residential camp (7 continuous days consisting of 5 camp days plus 2 travel days) available between the dates of June 3, 2018 and August 13, 2018.

6.4 Lodging/sleeping bunks must be able to accommodate up to 100 youth ages 10-17 years old as of July 1, 2018. Registration will dictate breakdown of attendees. Must be able to separate male and female attendees. Open cabins where youth are together is preferred.

6.5 Lodging/sleeping bunks must be available to accommodate up to 4 CYP staff and must be in a location that is set apart from youth attendees. A separate space for male and female CYP staff is required.

6.6 Medical/nursing staff shall be on-site at all times and readily available to assist with any medical issues which arise.

6.7 CYP Program Requirements. The contractor shall comply with the following program requirements specific to Iowa’s Child & Youth Program:

6.7.1 The vision of this week of camp will be to allow opportunities for military youth to develop life skills in order to increase their resiliency as they prepare to transition into adulthood.

6.7.2 Camp Director shall work with CYP staff, prior to the camp dates, to plan agenda and incorporate approximately 5 hours of resilience training to be provided by CYP staff.

6.7.2.1 Contractor shall allow Iowa National Guard staff to meet with military youth campers ages 12 and older for one (1) hour per day, Monday-Friday, of the camp.

6.7.2.2 The contractor shall provide one (1) indoor meeting space for up to four (4) CYP staff members and 100 youth to gather.

6.7.2.3 Meeting space shall include adequate number of tables and chairs to accommodate 100 youth.

6.7.2.4 Youth may be split up into two (2) equal sections if space is limited.

6.7.3 In addition to the one-hour daily meeting indicated in 6.8.2.1 above, contractor shall coordinate with CYP staff to incorporate at least two (2) hours of military-specific programming for all ages in attendance, during the week of camp.

6.7.4 The contractor’s proposed agenda for the seven (7) day camp (5 camp days, 2 travel days) will be made available to the CYP staff at least two (2) weeks prior to the camp start date. The final agenda for camp will be made available to the CYP staff on the first full day of camp.

6.7.5 Contractor shall provide age-appropriate activities for approximately 100 attendees, focused on helping youth develop life and resiliency skills such as teambuilding, honesty, leadership, respect, responsibility, communication, and/or community engagement/service. Suggested activities include hands-on application and engagement, training/instruction, and group activities, to include a minimum of at least three (3) of the following:

6.7.5.1 Archery

6.7.5.2 Arts and Crafts

6.7.5.3 Canoeing

6.7.5.4 Challenge Courses (high and/or low ropes)

6.7.5.5 Climbing Walls

6.7.5.6 Horseback Riding

6.7.5.7 Laser tag or paintball

6.7.5.8 Sailing

6.7.5.9 Swimming

6.7.5.10 Other recreational sports

6.7.6 Contractor shall provide a table during drop-off and pick-up for CYP staff to connect with families and offer CYP resources.

6.8 Meal Requirements. Contractor shall provide three (3) nutritious meals for each attendee on each of the five (5) camp days, and one (1) meal per attendee on the drop-off and pick-up travel days. Meals shall meet the following minimum requirements:

6.8.1 Breakfast. Breakfast shall consist of the following options, at a minimum:

6.8.1.1 One (1) hot meal selection from the following: eggs, pancakes, oatmeal, waffles, French toast, breakfast casserole, etc.

6.8.1.2 One (1) cereal selection

6.8.1.3 One (1) fruit selection

6.8.1.4 Two (2) beverage selections, to include the following choices: milk, fruit juice, water

6.8.2 Lunch meal shall consist of the following options, at a minimum:

6.8.2.1 One (1) hot entrée selection

6.8.2.2 One (1) fruit or vegetable selection

6.8.2.3 Salad with assorted dressings

6.8.2.4 Sandwich option consisting of either lunch meat or peanut butter and jelly

6.8.2.5 Assorted beverage selection, to include choice of one (1) of the following: water, juice milk

6.8.3 Dinner meal shall consist of the following options, at a minimum:

6.8.3.1 One (1) hot entrée selection

6.8.3.2 One (1) fruit or vegetable selection

6.8.3.3 Salad with assorted dressings

6.8.3.4 Sandwich option consisting of either lunch meat or peanut butter and jelly

6.8.3.5 Assorted beverage selection, to include choice of two (2) of the following: water, juice milk

6.8.4 Travel Day Meals shall consist of the following options, at a minimum:

6.8.4.1 Sandwich option consisting of either lunch meat or peanut butter and jelly

6.8.4.2 One (1) fruit or vegetable selection

6.8.4.3 Assorted beverage selection, to include choice of one (1) of the following: water, juice milk

6.9 Contractor Manpower Reporting Application (CMRA):

6.9.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Iowa National Guard via a secure data collection site.

6.9.2 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.

Contractors may direct questions to the help desk at http://www.ecmra.mil.

http://www.ecmra.mil/

7.0 APPLICABLE PUBLICATIONS. Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

Date of Publication

Mandatory or Advisory

Website

Army Directive 2014-23.

Paragraph 4.b.2

AND

Enclosure 5.

Paragraph 4.

10 SEP 2014 Mandatory http://www.google.com/url?sa=t&rc t=j&q=&esrc=s&source=web&cd=2 &ved=0ahUKEwj3pdq4qMnYAhXS tlMKHYVBDxsQFggvMAE&url=htt p%3A%2F%2Fwww.usaeop.com%

2Fwp-content%2Fuploads%2F2017%2F

01%2FArmy-Directive- 2014_23.pdf&usg=AOvVaw2f7Hh

Vp1J4kJjpetIGWhdS

DoD Manual 1402.05

Paragraph 3.1

24 JAN 2017 Mandatory http://www.esd.whs.mil/Portals/54/ Documents/DD/issuances/dodm/1

40205_dodm_2017b.pdf

Standard Operating

Procedure (SOP) Army National Guard Child, Youth, & School Services (CYSS)

Paragraph 4-13

(Page 18)

31 MAY 2017 Mandatory http://www.google.com/url?sa=t&rc t=j&q=&esrc=s&source=web&cd=1

&ved=0ahUKEwiczL-bosnYAhVE3FMKHQBnAcYQFgg pMAA&url=http%3A%2F%2Fcyssp rogram.com%2F_docs%2Fregulati ons%2FUpdated%2520SOP%252

0- %252031May17.pdf&usg=AOvVa w2FOQCUkO7eCgy0i0UFfiGA

American Camp Association

Standards-At-A- Glance, 2012

Edition

Paragraph HR.8

January 2016 Mandatory https://www.acacamps.org/staff-professionals/accreditation-standards/accreditation

About ACA Accreditation

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http://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=1&ved=0ahUKEwiczL-bosnYAhVE3FMKHQBnAcYQFggpMAA&url=http%3A%2F%2Fcyssprogram.com%2F_docs%2Fregulations%2FUpdated%2520SOP%2520-%252031May17.pdf&usg=AOvVaw2FOQCUkO7eCgy0i0UFfiGA http://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=1&ved=0ahUKEwiczL-bosnYAhVE3FMKHQBnAcYQFggpMAA&url=http%3A%2F%2Fcyssprogram.com%2F_docs%2Fregulations%2FUpdated%2520SOP%2520-%252031May17.pdf&usg=AOvVaw2FOQCUkO7eCgy0i0UFfiGA https://www.acacamps.org/staff-professionals/accreditation-standards/accreditation https://www.acacamps.org/staff-professionals/accreditation-standards/accreditation https://www.acacamps.org/staff-professionals/accreditation-standards/accreditation https://www.acacamps.org/staff-professionals/accreditation-standards/accreditation/about-aca-accreditation https://www.acacamps.org/staff-professionals/accreditation-standards/accreditation/about-aca-accreditation https://www.acacamps.org/staff-professionals/accreditation-standards/accreditation/about-aca-accreditation https://www.acacamps.org/staff-professionals/accreditation-standards/accreditation/about-aca-accreditation

TECHNICAL EXHIBIT 1

Performance Requirements Summary

This Performance Requirements Summary includes performance standards. The Government will use these standards to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

PWS Paragraph Task Performance

Standard Acceptable

Quality Levels

(AQL)

Surveillance Method / By Whom

6.2 Coordinate with CYP

Staff regarding the camp’s registration process and registration data.

Plan and execute one (1) meeting with CYP Staff regarding the camp’s registration process and registration data.

Failure to plan and execute a meeting with CYP Staff regarding the camp’s registration process and registration data.

Observation / Child & Youth Program POC

6.4 Provide adequate

lodging/sleeping bunks for male and female attendees.

Provide lodging/sleeping bunks that can accommodate 100 youth and separate male and female attendees.

Failure to provide lodging/sleeping bunks that can accommodate 100 youth and separate male and female attendees.

Observation / Child & Youth Program POC

6.5 Provide adequate

lodging/sleeping bunks for male and female CYP staff.

Provide lodging/sleeping bunks that can accommodate 4 CYP staff and separate male and female staff.

Failure to provide lodging/sleeping bunks that can accommodate 4 CYP staff and separate male and female staff.

Observation / Child & Youth Program POC

6.7.2 Coordinate with CYP

staff to incorporate a time and location for CYP staff to conduct resiliency training.

Contractor should reach out 1 time and/or respond 1 time to CYP staff to coordinate a time and location for

CYP staff to conduct resiliency training.

Contractor fails to reach out 1 time and/or respond 1 time to CYP staff to coordinate a time and location for CYP staff to conduct resiliency training.

Observation / Child & Youth Program POC

6.7.3 Coordinate with CYP

staff to incorporate military-specific programming for attendees.

Camp agenda contained 2 hours of military-specific programming for attendees.

Camp agenda failed to contain any hours of military-specific programming for attendees.

Observation / Child & Youth Program POC

6.7.5 Provide activities

focused on helping youth develop life and resiliency skills such as

Provide a minimum of three (3) suggested activities during the five (5) full camp days.

Failure to provide a minimum of three (3) suggested activities during

Observation / Child & Youth Programs POC teambuilding, honesty, leadership, respect, responsibility, communication, and/or community engagement/service.

the five (5) full camp days.

6.8 Provide three (3)

nutritious meals per day to each camp attendee and one

(1) meal per attendee on the drop-off and pick-up travel days.

Provide a minimum of three (3) nutritious meals per day to each camp attendee and one

(1) meal per attendee on the drop-off and pick-up travel days.

Failure to provide a minimum of three (3) nutritious meals per day to each camp attendee and one

(1) meal per attendee on the drop-off and pick-up travel days.

Observation / Child & Youth Programs POC

TECHNICAL EXHIBIT 2

Deliverables Schedule

PWS Reference / Deliverable Title

Frequency Number of Copies

Medium/Format Submit To

6.2, A copy of the attendance roster

Once, after registration is complete on the first day of camp

Two (2) Paper copy is acceptable but a digital copy via a Compact Disc is preferred.

Child & Youth Program POC

6.7.4, Proposed Agenda for Camp

Once, two (2) weeks prior to camp start date.

One (1)

An email with the proposed agenda attached as a PDF or JPEG file.

Child & Youth Program POC

6.7.4, Final Agenda for Camp

Once, on first full day of camp

Two (2) Paper copy. Child & Youth Program POC

6.9, CMR

Reporting

Once, within 30 days after end of camp

One (1) Electronic http://www.ecmra.mil.