MODIFICATION
R -- Amendment - Draft PWS Sports Officials - Draft PWS Sports Officials
- Notice Date
- 7/12/2018
- Notice Type
- Modification/Amendment
- NAICS
- 611620
— Sports and Recreation Instruction
- Contracting Office
- Department of the Air Force, Air Combat Command, 633 CONS, 74 Nealy Avenue, Suite 100, Langley AFB, Virginia, 23665, United States
- ZIP Code
- 23665
- Solicitation Number
- A011
- Archive Date
- 8/11/2018
- Point of Contact
- Harriet Reynolds, Phone: 7577640553
- E-Mail Address
-
harriet.reynolds@us.af.mil
(harriet.reynolds@us.af.mil)
- Small Business Set-Aside
- Total Small Business
- Description
- Draft PWS Sports Officials DRAFT PWS SPORTS OFFICIALS PERFORMANCE WORK STATEMENT FOR Adult Sports Officials, Intramural and Varsity Level FA4800-XX-X-XXXX 633 Force Support Squadron Langley Air Force Base- Fort Eustis Joint Base Langley-Eustis, VA TABLE OF CONTENTS 1.0. SCOPE OF WORK 2.0. DESCRIPTION OF SERVICES 3.0. GENERAL INFORMATION 4.0. SERVICES SUMMARY 5.0. GOVERNMENT AND CONTRACTOR FURNISHED PROPERTY, SUPPLIES AND SERVICES APPENDIX A - CONTRACTOR MANPOWER REPORTING   1.0. SCOPE OF WORK. The contractor shall provide all management, transportation, tools, supplies, equipment, and labor necessary to provide Adult Sports Officials for Intramural and Varsity Level Sports on Joint Base Langley-Eustis (JBLE), Langley Air Force Base (LAFB), Virginia (VA) in a manner that shall ensure continuous and reliable service. Provide and schedule the proper number of qualified and certified officials, referees, scorekeepers, and timekeepers (staff) to officiate all games. Staff mentioned must know the rules and floor/field techniques of intramural and varsity level sports. 2.0. DESCRIPTION OF SERVICES. The contractor shall provide and schedule the proper number of qualified and certified officials, referees, scorekeepers, and timekeepers (staff) to officiate all games. Staff mentioned must know the rules and floor/field techniques of intramural and varsity level sports as set forth by the following agencies/associations for the respective sports: • Volleyball: United States Volleyball Association • Soccer: National Federation of Rules of Soccer • Softball: Amateur Softball Association Rules • Basketball: National Collegiate Association • Flag Football: National Intramural-Recreation Sports Association (NIRSA) • National Intramural Sports Association 2.1. Staff must also know and adhere to local base by-laws for intramural and varsity sports. Officials are to wear appropriate apparel and have appropriate materials to perform their respective services. Prior to the start of each sports season, the Sports Directors of Joint Base Langley-Eustis will require the contractor to provide for each sport an updated copy of the most recent official's handbook for the respective sport. A representative must coordinate with the Sports Director's to be present at the coaches meeting prior to the start of the season to interpret rules and regulations. 2.2. Prior to the start of each sports season, the Sports Directors of Joint Base Langley-Eustis will provide the contractor a copy of the local base by-laws as well as game schedules for the season, which are subject to change. A minimum of 2 games and maximum of 5 games at any field or facility could be scheduled for each sport on any given day. A pre-game inspection of field/court conditions is required, as well as rules review with coaches and/or team captains. 2.3. The contractor shall make available an official, timekeeper's timer's roster and sign-in sheet for each sport and all games worked. In the event the contractor employs off duty Government employees, the employee may not officiate a game in which their unit is participating. In addition, officials are prohibited from playing in a sport in which they act in the capacity of an official, scorekeeper, or timekeeper. The contractor shall not employee any government employee assigned to work in the Fitness and Sports Centers during any part of their duty day. Required officials, scorekeepers, and timekeepers shall be mutually agreed upon two weeks prior to playoff games. Officials and scorekeepers shall sign and complete scorebooks/sheets after completion of each game. The keeping of scorebooks/sheets includes the keeping of total game summaries. These items, plus any written protests (if applicable) are submitted to the Sports Director or JBLE fitness/sports representative at the end of each day's games/matches. The Head Official shall notify the Sports Directors or representative immediately upon cancellation of any game/match due to unplayable field conditions. If changes in the daily officiating schedule are necessary, the Sports Director or representative will be required to notify the contractor. Cancellation/Postponement of games/matches is to occur by the Sports Directors or representative contacting the contractor within two hours of the scheduled start time. The contractor will receive payment if the notification does not meet the two hours notification. If games are cancelled/postponed by the Sports Directors or representative when the proper number of officials are not present as required by the governing agency per sport of local base bylaws, payment will not be made to the contractor for those cancelled games. If the Sports Director or representative cancels/postpones games due to inclement weather, cancellation or play of subsequent games for that day will be discussed at that time. During severe weather warnings, games will be postponed depending on the severity of the current weather conditions. When lightening is within 5 nautical miles of the area, a game delay will be called until the weather moves from the area. Officials will notify coaches of the decision and have the players moved from the area. If severe weather strikes before the start of the game, the Sports Directors or representatives will be responsible for canceling/postponing games. After commencement of games, the official is responsible for canceling/postponing games. The following items are cause for removal of any official, referee, scorekeeper, timekeeper working under the contract: use of profanity/Racial or Sexual Language/Harassment/taunting to any player/coach or spectators, repeated or continual documented reports of unprofessional behavior and absenteeism, tardiness, un-preparedness upon arrival to event/game. 2.4. Personnel Qualification. The contractor staff shall know the rules and floor/field techniques of intramural and varsity level sports as set forth by the following agencies/associations for the respective Sports: - Volleyball: United States Volleyball Association - Soccer: National Federation of Rules of Soccer - Softball: Amateur Softball Association Rules - Basketball: National Collegiate Association - Flag Football: National Intramural-Recreation Sports Association (NIRSA) - National Intramural Sports Association The contractor staff shall know and adhere to local base by-laws for intramural and varsity sports. Officials are to wear appropriate apparel and have appropriate materials to perform their respective services. 2.5. Deliverables. The contractor shall submit all deliverables in electronic form and shall produce reports using the Microsoft Office suite of applications. All deliverables must meet professional standards and the requirements set forth in contractual documentation. The contractor shall be responsible for delivering all end items specified. Schedule of Deliverables Item Due Date Contractor's Quality Control Plan (QCP) NLT 10 business days after contract award Current Employee Listing NLT 10 business days after contract award and upon change in personnel Provide Most recent updated copy of officials handbook for respective sports 1 week before scheduled sport is to commence. Submit complete scorebooks/sheets after completion of games 1 day after completion of each sport/game Official, timekeeper's timer's roster and sign-in sheet 1 day after completion of each sport/game 3.0. GENERAL INFORMATION. 3.1. Hours of Operation. The hours of operation are may be at times 0500 to 2200 Eastern Standard Time (EST), Sunday - Saturday, excluding federal holidays. If the contractor wishes to perform any services outside of the normal hours of operation, the contractor shall coordinate with the Contracting Officer Representative (COR) and the Contracting Officer (CO) no later than one week prior to the scheduled event. In the event of emergency circumstances, accommodations may be made on a case by case basis. 3.1.1. Base Closure Days. If the Base Commander determines the base is closed due to snow, hurricane, or Acts of God, the contractor shall reschedule work planned for this time. 3.1.2. Federal Holidays. The Contractor shall not be required to work any of the following federal holidays: New Year's Day - 1 January Martin Luther King Day - 3rd Monday in January Washington's Birthday - 3rd Monday in February Memorial Day - last Monday in May Independence Day - 4 July Labor Day - 1st Monday in September Columbus Day - 2nd Monday in October Veteran's Day - 11 November Thanksgiving Day - 4th Thursday in November Christmas Day - 25 December 3.1.2.1. If a holiday falls on Saturday, the preceding Friday shall be observed. If a holiday falls on Sunday, the following Monday shall be observed. If a holiday falls on a scheduled service day, the contractor shall be responsible for rescheduling services for the first day post the holiday observance. 3.2. Non Mission-Essential Functions. It has been determined by the Functional Commander of this service that the requirements under this PWS are non-essential and therefore shall not be performed during a crisis, exercise or inclement weather. 3.3. English Language Requirement. All contractor personnel shall read, understand, speak and write English fluently. 3.4. Contract Manager. The Contractor shall provide a contract manager and an alternate who shall be responsible for the performance of the work; these duties can be an additional duty. These individuals shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract and shall be designated, in writing, to the Contracting Officer (CO). The alternate contract manager shall act for the contract manager when the manager is absent. 3.4.1. The contract manager or alternate shall be available within 2 hours to meet on the installation or by telecom with the CO and/or with other government personnel designated by the CO during normal duty hours to discuss issues or concerns. 3.5. Communication. Contractor personnel shall maintain open and professional communication with government personnel at all times. Complaints validated by the COR shall be reported in writing to the CO and the contractor for action. Failure of the contractor to take corrective action on validated complaints raised by the COR and the CO will be considered a failure to perform. 3.6. Appearance. Contractor personnel shall present a professional, conservative, and neat appearance. Contractor personnel shall report for duty in a professional manner, in appropriate attire and having complied with socially acceptable standards of personal hygiene. 3.7. Contractor Identification. All contractor personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious are required to identify themselves as such to avoid being mistaken for Government officials. Contractors performing work at Government workplaces will provide their employees with an easily readable identification (ID) badge indicating the employee's name, the contractor's name, the functional area of assignment, and a recent color photograph of the employee. Contractors shall require their employees to wear the ID badges visibly when performing work at Government workplaces. Contractor personnel must also ensure that all e-mails, documents, or reports they produce are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. All signature blocks on e-mails shall indicate the Contractor's name. All e-mail address lines shall include CTR in the address line. 3.8. Conflict of Interest. The contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. The contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such a person seeks and receives approval in accordance with the Department of Defense (DoD) Directive 5500.7 and Air Force policy. If prior military, personnel must have been discharged under honorable conditions with no administrative actions taken against them. 3.9. Security Requirements for Unclassified Contracts. The contractor shall ensure the necessary pass and identification items required for contract performance are obtained for all personnel. 3.9.1. Listing of Personnel. The contractor shall maintain a current listing of personnel. The list shall include the employee's name, social security number and level of security clearance. The list shall be validated and signed by the company's Facility Security Officer (FSO) and provided to the sponsoring agency's security manager, the COR, and the CO. An updated listing shall be provided when an employee's status or information changes. 3.9.2. Temporary Base Access Passes. The contractor shall ensure that each employee obtains the following pass and identification items: all necessary cards, passes, buttons, decals, or other items required for access to the areas and the installation. Upon contract award and the replacement of any employees, the contractor will be required to complete a base access request form which will be submitted to the COR. The COR will submit the pass request to the 633d Security Forces Squadron (633 SFS) to obtain the necessary identification items. Upon approval of the pass request by 633 SFS, the contractor employee will be required to obtain any individual and vehicle identifications media at the 633 SFS Pass and Identification Section, 20 Nealy Ave (Bldg 5) on Langley AFB, VA. 3.9.3. Pass and Identification. All prospective contractors shall undergo a verification process to determine the trustworthiness and suitability prior to being granted access to federal property. Limited access with escort may be granted (at the installation's discretion) for an interim period while investigations are being conducted. The 633d Security Forces Squadron or 733rd Security Force Squadron, as appropriate, will conduct background checks on all contractor personnel requiring access to the installation. IAW 18 USC 1382, the authority of the Installation Commander to control and deny a Contractor employee entry to all or part of the installation is absolute. 3.9.4. Tier 1 (T1) Investigation. Not Required 3.9.4.1. The contractor shall complete either an SF-85, Questionnaire for Non-Sensitive Positions, (or equivalent OPM investigative product). Contractor personnel must make an appointment with the Unit Security Manager for the first duty day at the place of performance and must have completed the SF-85 and OF-306, Declaration for Federal Employment. As a minimum, contractor personnel shall successfully complete a Tier 1 (T1) Investigation before operating government-furnished workstations that have access to Air Force automated information systems. 3.9.4.2. Tier 1 (T1) Investigation. As a minimum, contractor personnel must be able to obtain and maintain a favorable suitability/fitness determination under 5 CFR 731 or equivalent. The Government will submit background investigations for positions that require a Common Access Card (CAC) and/or IT access only. Prior to CAC issuance, an FBI fingerprint check must be completed without adverse comment, and the T1 Investigation or equivalent must be initiated. CACs will not be issued before the fingerprint check results have been completed and the investigation has been opened/scheduled at National Background Investigations Bureau (NBIB). Fingerprints and the appropriate investigation will be submitted by the Government. 3.9.5. Tier 3 (T3) Investigation Not Required 3.9.5.1. The contractor shall complete either an SF-86, Questionnaire for National Security Positions (or equivalent OPM investigative product). All contractors must make an appointment with the Unit Security Manager for the first duty day at the place of performance and must have completed the SF-86 and OF-306, Declaration for Federal Employment. As a minimum, contractor personnel shall successfully complete a Tier 3 (T3) Suitability Investigation before operating government-furnished workstations that have access to Air Force automated information systems requiring a favorably adjudicated T3 Investigation. 3.9.5.2. Tier 3 Suitability (T3) Investigation. As a minimum, contractor personnel must be able to obtain and maintain a favorable suitability/fitness determination under 5 CFR 731 or equivalent. The Government will submit background investigations for positions that require a Common Access Card (CAC) and/or IT access only. Prior to CAC issuance, an FBI fingerprint check must be completed without adverse comment, and the T3 Suitability Investigation or equivalent must be initiated. CACs will not be issued before the fingerprint check results have been completed and the investigation has been opened/scheduled at National Background Investigations Bureau (NBIB). Fingerprints and the appropriate investigation will be submitted by the Government. 3.9.6. Physical Security (Security of Government Property). The contractor shall safeguard all government property, including controlled forms provided for contractor use. At the close of each work period, government equipment, facilities, and squadron assets and materials shall be secured. 3.9.7. Entry Procedures to Controlled/Restricted Areas. The contractor shall implement local base procedures for entry to Air Force (AF) controlled/restricted areas where contractor personnel will work. 3.9.8. Reporting Requirements. The contractor shall comply with the requirements of Volume 1, AFI 71-101, Criminal Investigations, and paragraph 1.1 of Volume 2, Protective Service Matters. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware that may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information. The contractor personnel's immediate supervisor shall brief him/her upon initial on-base assignment and as required thereafter. 3.9.9. Retrieving Identification Media. The contractor shall return all identification media to the sponsoring agency's security office, the COR or the CO upon completion/termination of the contract or upon departure of any personnel during the course of the contract. Failure to do so may delay payment to the contractor. Final payment may be withheld until identification media is returned. 3.10. Key Control. Not Required 3.11. Traffic Laws. The contractor and/or contractor personnel shall comply with the installation traffic code as specified in Virginia State Law and Air Force Instruction (AFI) 31-218, Motor Vehicle Traffic Supervision (current edition). The Contractor and/or contractor personnel shall comply with current instruction on cell phone use while on any military installation. 3.12. Weapons, Firearms, and Ammunition. Contractor personnel are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned vehicle or privately-owned vehicle while on any military installation. This prohibition includes any individual who may otherwise possess any legally issued concealed weapons permit. 3.13. Smoking in Air Combat Command (ACC) Facilities. Contractors are advised that the ACC Commander has placed restrictions on the smoking of tobacco products in ACC facilities. AFI 40-102, Tobacco Use in the Air Force (current edition), outlines the procedures used by the commander to control smoking in our facilities. Contract personnel and visitors are subject to the same restrictions as Government personnel. Smoking is permitted only in designated smoking areas. 3.14. ENVIRONMENTAL MANAGEMENT: Joint Base Langley-Eustis (JBLE) is dedicated to the conservation, protection, and enhancement of the environment. The contractor shall comply with all: federal laws and regulations; state and local laws, ordinances, and regulations; and Installation policies and procedures. JBLE Installation specific policies and procedures: 3.14.1. Joint Base Langley-Eustis - Langley Air Force Base. 3.14.2. Joint Base Langley-Eustis - Langley. The contractor must comply with all provisions of the JBLE-Langley Environmental Special Conditions. You can review or download the document at http://www.jble.af.mil/Units/Air-Force/Langley-Environmental/ under the "Contracting-Compliance" heading. This is a living document that is updated periodically so ensure you have the latest version. If you have any questions, please contact your project manager or the 633d Contracting Officer first and have them contact the 633d CES Environmental Element on your behalf. 3.14.3. Joint Base Langley-Eustis - Fort Eustis. The contractor must comply with JBLE-I 32-101, Environmental Management with related Environmental Management Procedures (EMPs). EMPs are reviewed and/or updated at least annually. JBLE-I 32-101 and EMPs can be reviewed and downloaded at: http://www.jble.af.mil/Units/Army/Eustis-Enviromental. 4.0. SERVICES SUMMARY (SS). The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS and the contractor's Quality Control Plan provide information on contract requirements, the expected level of contractor performance and the expected method of government surveillance and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the Federal Acquisition Regulation (FAR) 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. The absence of any contract requirements from the SS shall not detract from its enforceability nor limit the rights or remedies of the Government under any other provision of the contract. The Government has the right to inspect all services required in the contract. Item Performance Objective PWS Para Performance Threshold Method of Surveillance SS-1 Attendance 4.4.1 Satisfactory-Excellent Visual from Representative of Fitness and Sports Center SS-2 Knowledge of Handbook and Local Base By-laws 4.4.2 Satisfactory-Excellent Visual from Representative of Fitness and Sports Center SS-3 Unbiased and fair execution of duties 4.4.3 Satisfactory-Excellent Visual from Representative of Fitness and Sports Center SS-4 Professionalism exerted at all times 4.4.4 Satisfactory-Excellent Visual from Representative of Fitness and Sports Center 4.1. Performance Evaluation. The purpose of the Services Summary is to define performance evaluation and payment procedures. The Performance Objective (column 1) describes what the government will survey. Performance of a service will be evaluated to determine whether or not it meets the Performance Threshold (PT) of the contract. When the PT is exceeded, the COR will document the performance issue in a Corrective Action Report (CAR) or a Performance Assessment Report (PAR) and provide it to the Contracting Officer to finalize it and issue the report to the contractor. 4.1.1. The Government will periodically evaluate the contractor's performance by appointing a representative(s) to monitor performance to ensure services are received. The government representative will evaluate the contractor's performance through inspections of reports and contractor services documentation. The Government may inspect each task as completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures or because of repeated customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates. 4.1.2. If any of the services do not conform to contract requirements, the Government may require the contractor to perform the services again in conformity with contract requirements at no increase in contract amount. When the defects in services cannot be corrected by re- performance, the Government may: - Require the contractor to take necessary action to ensure that future performance conforms to contract requirements; and - Reduce the contract price to reflect the reduced value of the services performed. 4.1.3. Failing to meet the performance threshold as outlined in the SS for any of these performance objectives in any one month period may result in an immediate Progress Meeting with the Multi-Functional Team (MFT). All remedies shall be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance. 4.2. Quality Control. The contractor shall develop and maintain a quality control program to ensure services are performed in accordance with this contract and PWS. The contractor shall develop and implement procedures to identify and prevent non-performance and continual repeat of defective service. A written Quality Control Plan (QCP) shall be submitted to the CO and COR for review and feedback. The plan shall be submitted no later than 10 working days after award. The plan shall specifically address the contractor's strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required. 4.3. Quality Assurance. The Government shall inspect and evaluate the contractor's performance to ensure services are received in accordance with requirements set forth in this contract. The COR shall inspect by watching actual task performance, physically checking an attribute of the completed task, checking management information reports, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The COR will record surveillance results. Results of the surveillance then become the official Air Force record of the contractor's performance. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate a Corrective Action Report (CAR) or Performance Assessment Report (PAR), and provide the Contracting Officer a Contract Discrepancy Report (CDR) for issuance to the contractor. The contractor shall respond to the CDR in accordance with instructions provided and return it to the Contracting Officer no later than the suspense given by the CO. 4.4. Surveillance Methods. Contractors and employees will be evaluated on the services they provide by a representative of the Fitness and Sports Centers. They will be assessing the following: 4.4.1. Attendance: scheduled, arriving 10 minutes before the start of any game/event 4.4.2. Knowledge of Handbook and Local Base By-laws 4.4.3. Unbiased and fair execution of duties 4.4.4. Professionalism exerted at all times 4.4.5. 100% Surveillance. This method requires the COR to inspect the service each time it occurs. Results shall be annotated on the inspection checklist. Any deficiency shall be documented and the contractor shall re-perform service as directed by the COR. Any unsatisfactory inspection identified but re-performed acceptably, shall still be counted as an unsatisfactory inspection for trending purposes. 4.4.6. Periodic Surveillances. This method requires the COR to employ a spot check style of evaluation based on the contractor's schedule. Periodic surveillances will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends. Any unsatisfactory inspection (defect) result shall be recorded, and the contractor shall re-perform the service after notification by the COR. 4.4.7. Customer Complaint. This method requires the customer to fill out a locally generated form provided by the COR or Contracting Officer. The COR will verify the complaint and notify the contractor of valid complaints. The contractor shall acknowledge the complaint within 2 hours and inform the COR of his recommendation. Any deficiency shall be documented and the contractor shall re-perform service immediately, if appropriate, or within 24 hours at no increase in contract amount. The contractor shall respond to the Customer Complaint in accordance with the instructions provided and return it to the Contracting Office within 5 calendar days of receipt. Any unsatisfactory inspection identified but re-performed acceptably, shall still be counted as an unsatisfactory inspection. 4.5. Periodic Progress Meetings. The Contracting Officer, Functional Commander, COR, or other government personnel as appropriate, and the contractor shall periodically meet to discuss the contractor's performance. The following issues shall be discussed: observed positive performance and steps taken by the contractor to prevent unsatisfactory performance, any modifications required of the contract, opportunities to improve performance, unsatisfactory inspections and trends against each performance objective. 4.5.1. The minutes of these meetings will be reduced to writing, signed by the Contracting Officer and any other signatures as deemed appropriate, and distributed to the functional area and the contractor. Should the contractor not concur with the minutes, the contractor will provide a written notification to the Contracting Officer identifying areas of non-concurrence for resolution within 10 days of receipt.   5.0 GOVERNMENT AND CONTRACTOR FURNISHED PROPERTY, SUPPLIES AND/OR SERVICES. There is no Government-furnished property for this Contractor that meets the intent of FAR Part 45. 5.1. Contractor Furnished Items and Services. Except for those items or services specifically stated in this PWS to be government-furnished, the contractor shall furnish everything required to perform this contract in accordance with all of its terms and conditions. It is the contractor's responsibility to ensure contractor personnel are familiar with and understand the contents of this PWS as well as the company's handbooks/handouts, etc. prior to beginning work. 5.2. Security, Fire and Medical Services. The Government will provide police and fire protection. In the event of a medical emergency, base ambulance services for transporting an injured employee to a local hospital is available on a cost reimbursement basis.   APPENDIX A CONTRACT MANPOWER REPORT 1. CONTRACTOR MANPOWER REPORTING. The Contractor shall provide a Contractor Manpower Report IAW the Secretary of the Air Force/Acquisition (SAF/AQ), 13 Nov 12 Letter, Implementation of Fiscal Year (FY) 11 National Defense Authorization Act (NDAA) Section 8108, Contractor Inventory. Contract Manpower Report should contain the following: 2. AUTHORITATIVE REFERENCE. SAF/AQ Letter 13 Nov 12 (Implementation of FY11 NDAA Section 8108, Contractor Inventory). 3. FORMAT. Format shall be narrative as determined by the Contractor. 4. CONTENT. The report shall include the following: "The Contractor shall report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Adult Sports Officials, Intramural and Varsity Level via a secure data collection site. The Contractor is required to completely fill in all required data fields at http://www.ecmra.mil. Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October* of each calendar year. Contractors may direct questions to the CMRA help desk." ------------------------------------------- *Reporting Period: Contractors are required to input data by 30 September of each year. Uses and Safeguarding of Information: Information from the secure web site is considered to be proprietary in nature when the contract number and Contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the Contractor name and contract number associated with the data. User Manuals: Data for Air Force service requirements must be input at the Air Force CMRA link. However, user manuals for Government personnel and Contractors are available at the Army CMRA link at http://www.ecmra.mil. •· •4.5 PERFORMANCE WORK STATEMENT FOR Adult Sports Officials, Intramural and Varsity Level FA4800-XX-X-XXXX 633 Force Support Squadron Langley Air Force Base- Fort Eustis Joint Base Langley-Eustis, VA TABLE OF CONTENTS 1.0. SCOPE OF WORK 2.0. DESCRIPTION OF SERVICES 3.0. GENERAL INFORMATION 4.0. SERVICES SUMMARY 5.0. GOVERNMENT AND CONTRACTOR FURNISHED PROPERTY, SUPPLIES AND SERVICES APPENDIX A - CONTRACTOR MANPOWER REPORTING   1.0. SCOPE OF WORK. The contractor shall provide all management, transportation, tools, supplies, equipment, and labor necessary to provide Adult Sports Officials for Intramural and Varsity Level Sports on Joint Base Langley-Eustis (JBLE), Langley Air Force Base (LAFB), Virginia (VA) in a manner that shall ensure continuous and reliable service. Provide and schedule the proper number of qualified and certified officials, referees, scorekeepers, and timekeepers (staff) to officiate all games. Staff mentioned must know the rules and floor/field techniques of intramural and varsity level sports. 2.0. DESCRIPTION OF SERVICES. The contractor shall provide and schedule the proper number of qualified and certified officials, referees, scorekeepers, and timekeepers (staff) to officiate all games. Staff mentioned must know the rules and floor/field techniques of intramural and varsity level sports as set forth by the following agencies/associations for the respective sports: • Volleyball: United States Volleyball Association • Soccer: National Federation of Rules of Soccer • Softball: Amateur Softball Association Rules • Basketball: National Collegiate Association • Flag Football: National Intramural-Recreation Sports Association (NIRSA) • National Intramural Sports Association 2.1. Staff must also know and adhere to local base by-laws for intramural and varsity sports. Officials are to wear appropriate apparel and have appropriate materials to perform their respective services. Prior to the start of each sports season, the Sports Directors of Joint Base Langley-Eustis will require the contractor to provide for each sport an updated copy of the most recent official's handbook for the respective sport. A representative must coordinate with the Sports Director's to be present at the coaches meeting prior to the start of the season to interpret rules and regulations. 2.2. Prior to the start of each sports season, the Sports Directors of Joint Base Langley-Eustis will provide the contractor a copy of the local base by-laws as well as game schedules for the season, which are subject to change. A minimum of 2 games and maximum of 5 games at any field or facility could be scheduled for each sport on any given day. A pre-game inspection of field/court conditions is required, as well as rules review with coaches and/or team captains. 2.3. The contractor shall make available an official, timekeeper's timer's roster and sign-in sheet for each sport and all games worked. In the event the contractor employs off duty Government employees, the employee may not officiate a game in which their unit is participating. In addition, officials are prohibited from playing in a sport in which they act in the capacity of an official, scorekeeper, or timekeeper. The contractor shall not employee any government employee assigned to work in the Fitness and Sports Centers during any part of their duty day. Required officials, scorekeepers, and timekeepers shall be mutually agreed upon two weeks prior to playoff games. Officials and scorekeepers shall sign and complete scorebooks/sheets after completion of each game. The keeping of scorebooks/sheets includes the keeping of total game summaries. These items, plus any written protests (if applicable) are submitted to the Sports Director or JBLE fitness/sports representative at the end of each day's games/matches. The Head Official shall notify the Sports Directors or representative immediately upon cancellation of any game/match due to unplayable field conditions. If changes in the daily officiating schedule are necessary, the Sports Director or representative will be required to notify the contractor. Cancellation/Postponement of games/matches is to occur by the Sports Directors or representative contacting the contractor within two hours of the scheduled start time. The contractor will receive payment if the notification does not meet the two hours notification. If games are cancelled/postponed by the Sports Directors or representative when the proper number of officials are not present as required by the governing agency per sport of local base bylaws, payment will not be made to the contractor for those cancelled games. If the Sports Director or representative cancels/postpones games due to inclement weather, cancellation or play of subsequent games for that day will be discussed at that time. During severe weather warnings, games will be postponed depending on the severity of the current weather conditions. When lightening is within 5 nautical miles of the area, a game delay will be called until the weather moves from the area. Officials will notify coaches of the decision and have the players moved from the area. If severe weather strikes before the start of the game, the Sports Directors or representatives will be responsible for canceling/postponing games. After commencement of games, the official is responsible for canceling/postponing games. The following items are cause for removal of any official, referee, scorekeeper, timekeeper working under the contract: use of profanity/Racial or Sexual Language/Harassment/taunting to any player/coach or spectators, repeated or continual documented reports of unprofessional behavior and absenteeism, tardiness, un-preparedness upon arrival to event/game. 2.4. Personnel Qualification. The contractor staff shall know the rules and floor/field techniques of intramural and varsity level sports as set forth by the following agencies/associations for the respective Sports: - Volleyball: United States Volleyball Association - Soccer: National Federation of Rules of Soccer - Softball: Amateur Softball Association Rules - Basketball: National Collegiate Association - Flag Football: National Intramural-Recreation Sports Association (NIRSA) - National Intramural Sports Association The contractor staff shall know and adhere to local base by-laws for intramural and varsity sports. Officials are to wear appropriate apparel and have appropriate materials to perform their respective services. 2.5. Deliverables. The contractor shall submit all deliverables in electronic form and shall produce reports using the Microsoft Office suite of applications. All deliverables must meet professional standards and the requirements set forth in contractual documentation. The contractor shall be responsible for delivering all end items specified. Schedule of Deliverables Item Due Date Contractor's Quality Control Plan (QCP) NLT 10 business days after contract award Current Employee Listing NLT 10 business days after contract award and upon change in personnel Provide Most recent updated copy of officials handbook for respective sports 1 week before scheduled sport is to commence. Submit complete scorebooks/sheets after completion of games 1 day after completion of each sport/game Official, timekeeper's timer's roster and sign-in sheet 1 day after completion of each sport/game 3.0. GENERAL INFORMATION. 3.1. Hours of Operation. The hours of operation are may be at times 0500 to 2200 Eastern Standard Time (EST), Sunday - Saturday, excluding federal holidays. If the contractor wishes to perform any services outside of the normal hours of operation, the contractor shall coordinate with the Contracting Officer Representative (COR) and the Contracting Officer (CO) no later than one week prior to the scheduled event. In the event of emergency circumstances, accommodations may be made on a case by case basis. 3.1.1. Base Closure Days. If the Base Commander determines the base is closed due to snow, hurricane, or Acts of God, the contractor shall reschedule work planned for this time. 3.1.2. Federal Holidays. The Contractor shall not be required to work any of the following federal holidays: New Year's Day - 1 January Martin Luther King Day - 3rd Monday in January Washington's Birthday - 3rd Monday in February Memorial Day - last Monday in May Independence Day - 4 July Labor Day - 1st Monday in September Columbus Day - 2nd Monday in October Veteran's Day - 11 November Thanksgiving Day - 4th Thursday in November Christmas Day - 25 December 3.1.2.1. If a holiday falls on Saturday, the preceding Friday shall be observed. If a holiday falls on Sunday, the following Monday shall be observed. If a holiday falls on a scheduled service day, the contractor shall be responsible for rescheduling services for the first day post the holiday observance. 3.2. Non Mission-Essential Functions. It has been determined by the Functional Commander of this service that the requirements under this PWS are non-essential and therefore shall not be performed during a crisis, exercise or inclement weather. 3.3. English Language Requirement. All contractor personnel shall read, understand, speak and write English fluently. 3.4. Contract Manager. The Contractor shall provide a contract manager and an alternate who shall be responsible for the performance of the work; these duties can be an additional duty. These individuals shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract and shall be designated, in writing, to the Contracting Officer (CO). The alternate contract manager shall act for the contract manager when the manager is absent. 3.4.1. The contract manager or alternate shall be available within 2 hours to meet on the installation or by telecom with the CO and/or with other government personnel designated by the CO during normal duty hours to discuss issues or concerns. 3.5. Communication. Contractor personnel shall maintain open and professional communication with government personnel at all times. Complaints validated by the COR shall be reported in writing to the CO and the contractor for action. Failure of the contractor to take corrective action on validated complaints raised by the COR and the CO will be considered a failure to perform. 3.6. Appearance. Contractor personnel shall present a professional, conservative, and neat appearance. Contractor personnel shall report for duty in a professional manner, in appropriate attire and having complied with socially acceptable standards of personal hygiene. 3.7. Contractor Identification. All contractor personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious are required to identify themselves as such to avoid being mistaken for Government officials. Contractors performing work at Government workplaces will provide their employees with an easily readable identification (ID) badge indicating the employee's name, the contractor's name, the functional area of assignment, and a recent color photograph of the employee. Contractors shall require their employees to wear the ID badges visibly when performing work at Government workplaces. Contractor personnel must also ensure that all e-mails, documents, or reports they produce are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. All signature blocks on e-mails shall indicate the Contractor's name. All e-mail address lines shall include CTR in the address line. 3.8. Conflict of Interest. The contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. The contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such a person seeks and receives approval in accordance with the Department of Defense (DoD) Directive 5500.7 and Air Force policy. If prior military, personnel must have been discharged under honorable conditions with no administrative actions taken against them. 3.9. Security Requirements for Unclassified Contracts. The contractor shall ensure the necessary pass and identification items required for contract performance are obtained for all personnel. 3.9.1. Listing of Personnel. The contractor shall maintain a current listing of personnel. The list shall include the employee's name, social security number and level of security clearance. The list shall be validated and signed by the company's Facility Security Officer (FSO) and provided to the sponsoring agency's security manager, the COR, and the CO. An updated listing shall be provided when an employee's status or information changes. 3.9.2. Temporary Base Access Passes. The contractor shall ensure that each employee obtains the following pass and identification items: all necessary cards, passes, buttons, decals, or other items required for access to the areas and the installation. Upon contract award and the replacement of any employees, the contractor will be required to complete a base access request form which will be submitted to the COR. The COR will submit the pass request to the 633d Security Forces Squadron (633 SFS) to obtain the necessary identification items. Upon approval of the pass request by 633 SFS, the contractor employee will be required to obtain any individual and vehicle identifications media at the 633 SFS Pass and Identification Section, 20 Nealy Ave (Bldg 5) on Langley AFB, VA. 3.9.3. Pass and Identification. All prospective contractors shall undergo a verification process to determine the trustworthiness and suitability prior to being granted access to federal property. Limited access with escort may be granted (at the installation's discretion) for an interim period while investigations are being conducted. The 633d Security Forces Squadron or 733rd Security Force Squadron, as appropriate, will conduct background checks on all contractor personnel requiring access to the installation. IAW 18 USC 1382, the authority of the Installation Commander to control and deny a Contractor employee entry to all or part of the installation is absolute. 3.9.4. Tier 1 (T1) Investigation. Not Required 3.9.4.1. The contractor shall complete either an SF-85, Questionnaire for Non-Sensitive Positions, (or equivalent OPM investigative product). Contractor personnel must make an appointment with the Unit Security Manager for the first duty day at the place of performance and must have completed the SF-85 and OF-306, Declaration for Federal Employment. As a minimum, contractor personnel shall successfully complete a Tier 1 (T1) Investigation before operating government-furnished workstations that have access to Air Force automated information systems. 3.9.4.2. Tier 1 (T1) Investigation. As a minimum, contractor personnel must be able to obtain and maintain a favorable suitability/fitness determination under 5 CFR 731 or equivalent. The Government will submit background investigations for positions that require a Common Access Card (CAC) and/or IT access only. Prior to CAC issuance, an FBI fingerprint check must be completed without adverse comment, and the T1 Investigation or equivalent must be initiated. CACs will not be issued before the fingerprint check results have been completed and the investigation has been opened/scheduled at National Background Investigations Bureau (NBIB). Fingerprints and the appropriate investigation will be submitted by the Government. 3.9.5. Tier 3 (T3) Investigation Not Required 3.9.5.1. The contractor shall complete either an SF-86, Questionnaire for National Security Positions (or equivalent OPM investigative product). All contractors must make an appointment with the Unit Security Manager for the first duty day at the place of performance and must have completed the SF-86 and OF-306, Declaration for Federal Employment. As a minimum, contractor personnel shall successfully complete a Tier 3 (T3) Suitability Investigation before operating government-furnished workstations that have access to Air Force automated information systems requiring a favorably adjudicated T3 Investigation. 3.9.5.2. Tier 3 Suitability (T3) Investigation. As a minimum, contractor personnel must be able to obtain and maintain a favorable suitability/fitness determination under 5 CFR 731 or equivalent. The Government will submit background investigations for positions that require a Common Access Card (CAC) and/or IT access only. Prior to CAC issuance, an FBI fingerprint check must be completed without adverse comment, and the T3 Suitability Investigation or equivalent must be initiated. CACs will not be issued before the fingerprint check results have been completed and the investigation has been opened/scheduled at National Background Investigations Bureau (NBIB). Fingerprints and the appropriate investigation will be submitted by the Government. 3.9.6. Physical Security (Security of Government Property). The contractor shall safeguard all government property, including controlled forms provided for contractor use. At the close of each work period, government equipment, facilities, and squadron assets and materials shall be secured. 3.9.7. Entry Procedures to Controlled/Restricted Areas. The contractor shall implement local base procedures for entry to Air Force (AF) controlled/restricted areas where contractor personnel will work. 3.9.8. Reporting Requirements. The contractor shall comply with the requirements of Volume 1, AFI 71-101, Criminal Investigations, and paragraph 1.1 of Volume 2, Protective Service Matters. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware that may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information. The contractor personnel's immediate supervisor shall brief him/her upon initial on-base assignment and as required thereafter. 3.9.9. Retrieving Identification Media. The contractor shall return all identification media to the sponsoring agency's security office, the COR or the CO upon completion/termination of the contract or upon departure of any personnel during the course of the contract. Failure to do so may delay payment to the contractor. Final payment may be withheld until identification media is returned. 3.10. Key Control. Not Required 3.11. Traffic Laws. The contractor and/or contractor personnel shall comply with the installation traffic code as specified in Virginia State Law and Air Force Instruction (AFI) 31-218, Motor Vehicle Traffic Supervision (current edition). The Contractor and/or contractor personnel shall comply with current instruction on cell phone use while on any military installation. 3.12. Weapons, Firearms, and Ammunition. Contractor personnel are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned vehicle or privately-owned vehicle while on any military installation. This prohibition includes any individual who may otherwise possess any legally issued concealed weapons permit. 3.13. Smoking in Air Combat Command (ACC) Facilities. Contractors are advised that the ACC Commander has placed restrictions on the smoking of tobacco products in ACC facilities. AFI 40-102, Tobacco Use in the Air Force (current edition), outlines the procedures used by the commander to control smoking in our facilities. Contract personnel and visitors are subject to the same restrictions as Government personnel. Smoking is permitted only in designated smoking areas. 3.14. ENVIRONMENTAL MANAGEMENT: Joint Base Langley-Eustis (JBLE) is dedicated to the conservation, protection, and enhancement of the environment. The contractor shall comply with all: federal laws and regulations; state and local laws, ordinances, and regulations; and Installation policies and procedures. JBLE Installation specific policies and procedures: 3.14.1. Joint Base Langley-Eustis - Langley Air Force Base. 3.14.2. Joint Base Langley-Eustis - Langley. The contractor must comply with all provisions of the JBLE-Langley Environmental Special Conditions. You can review or download the document at http://www.jble.af.mil/Units/Air-Force/Langley-Environmental/ under the "Contracting-Compliance" heading. This is a living document that is updated periodically so ensure you have the latest version. If you have any questions, please contact your project manager or the 633d Contracting Officer first and have them contact the 633d CES Environmental Element on your behalf. 3.14.3. Joint Base Langley-Eustis - Fort Eustis. The contractor must comply with JBLE-I 32-101, Environmental Management with related Environmental Management Procedures (EMPs). EMPs are reviewed and/or updated at least annually. JBLE-I 32-101 and EMPs can be reviewed and downloaded at: http://www.jble.af.mil/Units/Army/Eustis-Enviromental. 4.0. SERVICES SUMMARY (SS). The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS and the contractor's Quality Control Plan provide information on contract requirements, the expected level of contractor performance and the expected method of government surveillance and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the Federal Acquisition Regulation (FAR) 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. The absence of any contract requirements from the SS shall not detract from its enforceability nor limit the rights or remedies of the Government under any other provision of the contract. The Government has the right to inspect all services required in the contract. Item Performance Objective PWS Para Performance Threshold Method of Surveillance SS-1 Attendance 4.4.1 Satisfactory-Excellent Visual from Representative of Fitness and Sports Center SS-2 Knowledge of Handbook and Local Base By-laws 4.4.2 Satisfactory-Excellent Visual from Representative of Fitness and Sports Center SS-3 Unbiased and fair execution of duties 4.4.3 Satisfactory-Excellent Visual from Representative of Fitness and Sports Center SS-4 Professionalism exerted at all times 4.4.4 Satisfactory-Excellent Visual from Representative of Fitness and Sports Center 4.1. Performance Evaluation. The purpose of the Services Summary is to define performance evaluation and payment procedures. The Performance Objective (column 1) describes what the government will survey. Performance of a service will be evaluated to determine whether or not it meets the Performance Threshold (PT) of the contract. When the PT is exceeded, the COR will document the performance issue in a Corrective Action Report (CAR) or a Performance Assessment Report (PAR) and provide it to the Contracting Officer to finalize it and issue the report to the contractor. 4.1.1. The Government will periodically evaluate the contractor's performance by appointing a representative(s) to monitor performance to ensure services are received. The government representative will evaluate the contractor's performance through inspections of reports and contractor services documentation. The Government may inspect each task as completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures or because of repeated customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates. 4.1.2. If any of the services do not conform to contract requirements, the Government may require the contractor to perform the services again in conformity with contract requirements at no increase in contract amount. When the defects in services cannot be corrected by re- performance, the Government may: - Require the contractor to take necessary action to ensure that future performance conforms to contract requirements; and - Reduce the contract price to reflect the reduced value of the services performed. 4.1.3. Failing to meet the performance threshold as outlined in the SS for any of these performance objectives in any one month period may result in an immediate Progress Meeting with the Multi-Functional Team (MFT). All remedies shall be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance. 4.2. Quality Control. The contractor shall develop and maintain a quality control program to ensure services are performed in accordance with this contract and PWS. The contractor shall develop and implement procedures to identify and prevent non-performance and continual repeat of defective service. A written Quality Control Plan (QCP) shall be submitted to the CO and COR for review and feedback. The plan shall be submitted no later than 10 working days after award. The plan shall specifically address the contractor's strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required. 4.3. Quality Assurance. The Government shall inspect and evaluate the contractor's performance to ensure services are received in accordance with requirements set forth in this contract. The COR shall inspect by watching actual task performance, physically checking an attribute of the completed task, checking management information reports, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The COR will record surveillance results. Results of the surveillance then become the official Air Force record of the contractor's performance. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate a Corrective Action Report (CAR) or Performance Assessment Report (PAR), and provide the Contracting Officer a Contract Discrepancy Report (CDR) for issuance to the contractor. The contractor shall respond to the CDR in accordance with instructions provided and return it to the Contracting Officer no later than the suspense given by the CO. 4.4. Surveillance Methods. Contractors and employees will be evaluated on the services they provide by a representative of the Fitness and Sports Centers. They will be assessing the following: 4.4.1. Attendance: scheduled, arriving 10 minutes before the start of any game/event 4.4.2. Knowledge of Handbook and Local Base By-laws 4.4.3. Unbiased and fair execution of duties 4.4.4. Professionalism exerted at all times 4.4.5. 100% Surveillance. This method requires the COR to inspect the service each time it occurs. Results shall be annotated on the inspection checklist. Any deficiency shall be documented and the contractor shall re-perform service as directed by the COR. Any unsatisfactory inspection identified but re-performed acceptably, shall still be counted as an unsatisfactory inspection for trending purposes. 4.4.6. PeriodicSurveillances. This method requires the COR to employ a spot check style of evaluation based on the contractor's schedule. Periodic surveillances will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends. Any unsatisfactory inspection (defect) result shall be recorded, and the contractor shall re-perform the service after notification by the COR. 4.4.7. Customer Complaint. This method requires the customer to fill out a locally generated form provided by the COR or Contracting Officer. The COR will verify the complaint and notify the contractor of valid complaints. The contractor shall acknowledge the complaint within 2 hours and inform the COR of his recommendation. Any deficiency shall be documented and the contractor shall re-perform service immediately, if appropriate, or within 24 hours at no increase in contract amount. The contractor shall respond to the Customer Complaint in accordance with the instructions provided and return it to the Contracting Office within 5 calendar days of receipt. Any unsatisfactory inspection identified but re-performed acceptably, shall still be counted as an unsatisfactory inspection. 4.5. Periodic Progress Meetings. The Contracting Officer, Functional Commander, COR, or other government personnel as appropriate, and the contractor shall periodically meet to discuss the contractor's performance. The following issues shall be discussed: observed positive performance and steps taken by the contractor to prevent unsatisfactory performance, any modifications required of the contract, opportunities to improve performance, unsatisfactory inspections and trends against each performance objective. 4.5.1. The minutes of these meetings will be reduced to writing, signed by the Contracting Officer and any other signatures as deemed appropriate, and distributed to the functional area and the contractor. Should the contractor not concur with the minutes, the contractor will provide a written notification to the Contracting Officer identifying areas of non-concurrence for resolution within 10 days
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