Youth Sports Officials

(i) This is a combined synopsis/solicitation for a commercial service prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. (ii) This solicitation is issued as a request for quotation (RFQ). Submit written quotes (oral quotes will not be accepted) on RFQ reference number F3W3309240A901. The resulting award will be a firm-fixed price contract; the award will be made based on best value to the Government. (iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-37 (iv) Non-Personal Services: Contractor shall provide all labor, tools, parts, materials, equipment, facilities, and transportation required to provide the services in accordance with the Statement of Work for the Season 2009/2010. Non-Personal Service Contracts are not appointments in the competitve services and the contractor does not have the status of an Air Force employee. The individual has the status of an independent contractor. An employer-employee relationship does not exist. Performance Period: Due to funding constraints, the contract start date will be determined at a later date. The Performance Period for the Basic Year shall not exceed 12 months. It is intended to have one option year included in the resulting contract. CLIN 0001 Sports Officials for Youth Basketball - 60 games 2 officials per game - max number of officials per season 120 1 scorekeeper per game - max number of scorekeepers per season 60 1 timekeeper per game - max number of timekeepers per season 60 Unit of Issue: Each (Game) Unit Price: ...... Quantity: 60 Total:....... CLIN 0002 Sports Officials for Youth Wrestling Meet - 1 meet (all day) 2 officials to work each mat with a possibility of 4 different mats Max number of officials for the meet 10 Unit of Issue: Each (Game) Unit Price: ...... Quantity: 1 Total: ......... CLIN 0003 Sports Officials for Youth Baseball/Softball - 95 games 2 officials per game - max number of officials per season 190 Unit of Issue: Each (Game) Unit Price: ....... Quantity: 95 Total: .......... CLIN 0004 Sports Officials for Youth Outdoor Soccer - 80 games 2 officials per game - max number of officials per season 160 Unit of Issue: Each (Game) Unit Price: ....... Quantity: 80 Total: .......... CLIN 0005 Initial Set-up Fee per seasoh /per sport for purchasing rules books, conducting training and establishing schedules. Unit of Issue: Each Unit Price: ...... Quantity: 4 Total: ........... (v) The following clauses and provisions apply to this solicitation and are included by reference: 52.204-7 Central Contractor Registration (Apr 2008) 52.212-1 Instructions to Offeror - Commercial Items (Jun 2008) 52.212-4 Contract Terms and Conditions - Commercial Items (Mar 2009) 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (Apr 2009) (DEVIATION) 52.215-5 Facsimile Proposals (Oct 1997) 52.217-5 Evaluation of Options (Jul 1990) 52.217-8 Option to Extend Services (Nov 1999) 52.217-9 Option to Extend the Term of the Contract (Mar 2000) 52.225-14 Inconsistency Between English Version and Translation of Contract (Feb2000) 52.232-33 Payment by Electronic Funds Transfer - Central Contractor Registration (Oct2003) 52.233-3 Protest After Award (Aug 1996) 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998) 52.252-2 Clauses Incorporated by Reference (Feb 1998) 52.252-6 Authorized Deviations in Clauses (Apr 1984) 252.204-7004 Alternate A - Central Contractor Registration (Sep 2007) 252.212-7001 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items (Jan 2009)(DEVIATION) 252.222-7002 Compliance with Local Labor Laws 252.225-7041 Correspondence in English (Jun 1997) 252.225-7042 Authorization to Perform (Apr 2003) 252.229-7001 Tax Exemptions (Germany) - Alt I (Jun 1997) 19% Mehrwertsteuer Germany 252.229-7002 Customs Exemptions (Germany) (Jun 1997) 252.232-7003 Electronic Submission of Payment Requests and Receiving Reports (Mar2008) 252.232-7008 Assignment of Claims (Overseas) (Jun 1997) 252.233-7001 Choice of Law (Overseas) (Jun 1997) 5352.242-9000 Contractor Access to Air Force Installation (Aug 2007) The full text of the FAR, DFARS, and AFFARS can be accessed on the Internet at http://farsite.hill.af.mil (vi) Quotes are due to this office no later than 11:00am Western Europe Standard Time, 23 NOVEMBER 2009. Quotes can be faxed to the following number, (+49)-6565-619106 or sent via e-mail to anja.weber-sabo@spangdahlem.af.mil. All quotes must include the following information: Company's complete mailing and remittance address, CAGE Code, Dun & Bradstreet number (DUNS), and Taxpayer ID number (if a US vendor). Quotes must be valid for a period of no less than 30 days. Primary point of contact: ANJA WEBER-SABO, Contract Specialist, TEL: (+49)-6565-619514 FAX: (+49)-6565-619106 or email: anja.weber-sabo@spangdahlem.af.mil Secondary Point of contact: ULLA HECK, Contracting Specialist, TEL: (+49)-6565-619506 FAX: (+49)-6565-619106 or email: ulla.heck@spangdahlem.af.mil ************************************************************************ STATEMENT OF WORK (SOW) FOR OFFICIATING SERVICES Required by the YOUTH SPORTS PROGRAMS at Spangdahlem AB, Germany GENERAL Provide officials for the Youth Sports Program in accordance with the following specifications: Contractor shall furnish Sports Association Certified Officials (paragraph 3) for each scheduled youth sports game & all tournaments. CONTRACTOR SERVICES 1. Contractor shall furnish appropriately dressed Sports Association rules trained officials (paragraph4) for each scheduled and assigned game, to include youth games & tournaments. Sports to be officiated include basketball, baseball and softball, wrestling and outdoor soccer. 2. Officials are required to have a complete knowledge of and enforce all pertinent rules, local by-laws and safety requirements, with no deviations. By-laws are established for each officiated sport to be conducted, along with the most current version of the Official Sports Rules. 3. The official governing sports body or sports association where rules governing each sport can be located are as follows: - Basketball Rules - Governed by the National Federation of State High School Associations basketball rules. Refer to the following web site www.nfhs.org for official rules. - Baseball & Softball Rules - Governed by the Little League Baseball Incorporated rules. Refer to the following web site www.littleleague.org for official rules. - Outdoor Soccer Rules - Governed by the American Youth Soccer Organization which can be located at www.soccer.org as well as the Federation International Football Association which can be located at www.fifa.com - Wrestling - IMA Europe Operating guidelines (OG) Section 5-1, 29 June 2006, Morale, Welfare and Recreation. 2006/2007 National Federation of State High School Associations, High School Wrestling Rules Book with modification as noted in IMA-Europe Operating guidelines (OG) Section 5-1, and USAG-Heidelberg MOI. 4. By-laws governing the play of each sport will supplement the Official Sport Rules and will be provided the contract holder prior to each sport season. Often these by-laws are modified from season to season so a current copy cannot be provided until that time. CONTRACTOR RESPONSIBILITIES 1. The contractor provides all equipment, uniforms, tools, materials, supervision, transportation needs and other items necessary to perform youth sports officiating services as defined in this SOW. 2. The contractor shall meet with the Youth Sports Director at least two (2) weeks prior to the start of the scheduled sports to obtain specific by-laws and go over any other policies and procedures of the youth sports program. A copy of the local by-laws will be provided to the contractor at the meeting as well as a full season game schedule of games needed to be officiated. 3. Officials shall be in the proper location a minimum of 10 minutes prior to the scheduled game time & ready to officiate and in proper uniform. 4. Paid officials are responsible for their own equipment and are required to wear an appropriate official's uniform for every sport & have any other proper equipment in accordance with the rules governing the sport in which they are officiating such as whistles etc.. 5. Officials shall comply with Air Force Safety regulations while officiating at Spangdahlem Air Base. Officials shall comply with AFI 34-249 Youth Programs to include professionalism and behavior control of officials during games. If officials do not show the proper professionalism according to AFI 34-249 during the game the contractor will have a monetary penalty equivalent to one game for one official. 6. The contractor shall supply the Youth Sports Office a list of all officials and their qualifications within (30) days after the contract is awarded. The Youth Sports office may reject any official deemed not qualified. All rejections, changes, or deletions shall be in writing and forwarded to the contractor within 48 hours after evaluation along with the reason for dismissal. 7. The contractor or his designated representative shall coordinate, setup, & conduct officials clinics no later than a week prior to the start of each sport. Give newly trained officials practice games to give officials hands-on experience and gain proficiency in officiating. 8. If less than the full amount of officials required for a competition show up, the game or match may be postponed and played at a later date with no charge to the Government. 9. The contractor shall supply the Youth Sports office with a complete roster of officials, their names, duty phones, and home phone numbers; prior to the start of the season. 10. The contractor shall provide the Youth sports office with a monthly schedule of officials by the 1st of each month. 11. When passes are required for non-government affiliated persons, the contractor provides appropriate point of contact poc's names, passport, and social security numbers no less than eight days prior to the scheduled event to the pass and I.D. office so authorizations can be obtained. 12. The contractor holder or commissioner (can be same as contract holder) is responsible for scheduling officials to work games. The Youth Sports Office will be notified immediately of any commissioner changes. The name of this person and an alternate will be designated in writing to the contracting office prior to the start of contract performance. The contractor and or commissioner are not allowed to participate as a player, coach, team manager, for any of the sports covered by this contract. 13. Contractor/Commissioner evaluates officials during the season and provides officiating training before each sport begins. If any officiating skill deficiencies are noted, the contractor takes immediate action to correct the situation. 14. The contractor must notify the Youth Sports office by 1200 hours if for an unforeseen reason the officials scheduled to work will not be showing up for the obligated scheduled games. If the contractor fails to notify the Youth Sports office by this time, the contractor will have monetary penalties equivalent to one game pay reduced from payment on the current months billing. 15. If a game or portion of a game must be replayed due to a valid protest on a rule misinterpretation or inappropriate call made by an official, the officials will be obligated to fulfill officiating responsibilities for that replayed portion of the game and will not be paid for the replayed portion. RESPONSIBILITIES OF THE GOVERNMENT 1. The Youth Sports program shall provide all equipment and supplies necessary for teams to play the sport (balls, time clock, score books, etc.) In addition the Youth Sports Program will also provide the field or court space, time and scrimmage teams for contractor to conduct an official's clinic. 2. Appropriate playing sites; the maintenance, repair, cleaning and care of these facilities and sites for competitions, tournaments and clinics shall be the responsibility of the Youth Sports office and its staff. There shall be no responsibility for the preparation of fields or courts of play by the officials or contract holder. 3. The Youth Sports office shall provide the officials with any and all modifications to the rules which are in the form of by-laws at least two weeks in advance of the games to be worked. 4. The Youth Sports Director or Sports office staff shall provide the contractor with a complete schedule of games at least two (2) weeks in advanced of scheduled events. Tournament dates shall be coordinated with the officials as far in advance as possible, but no later than one (1) week before the tournament. The tournament schedule may be subject to change by the government due to inclement weather, acts of God, or military related problems and commitments. This schedule shall include all pertinent information necessary for the officials to conduct the games such as rules modifications. 5. When games are not played due to a forfeit by a team because a team did not have the required number of players to start, the officials shall be paid the regular game fee for game/s that are not worked but forfeited. This is provided that the officials were at the game site at the scheduled start time for the game. Official forfeit time for a team is 10 minutes after scheduled game time. 6. If it is becoming apparent that weather might be a factor in creating unsafe playing conditions, the decision to cancel, postpone or reschedule a game, will be made by the Youth Sports office staff only. This will be done at the earliest by 1500 hours or 2 hours prior to the scheduled game time on the day in which the game was to be played. If weather becomes a factor during game play, again the responsibility to cancel, delay or postpone the game will be made by the Youth Sports office staff person only. Officials working games which are not fully concluded at the time of postponement or cancellation will be paid for a full game if more than half the game was booked and the game is considered an "official" game. Even if a smaller portion of the game was conducted the officials will be paid the full game fee. 7. Officials will not be paid for cancelled games if notified by the Youth Sports office when at least 2 hours prior notice is given to contract holder or commissioner on the day that the competition was to be officiated. The Youth Sports program office shall notify the contract holder or commissioner of all postponed or cancelled games with at least 2 hours prior notice or in some cases at 1500 hours on the game day when the first game is scheduled to be played at 1700. It is then the contract or commissioners responsibility to contact scheduled officials to notify them of the cancellation. 8. Rescheduled games which have been postponed due to weather or safety conditions will be rescheduled by the Youth Sports staff only. Notification of the rescheduled games will be provided the contract holder or commissioner no less than two days or 48 hours prior to the competition so that the contractor or commissioner may have ample time to find officials to work the rescheduled games. 9. The Youth Sports Director reserves the right to critique each official's performance and may recommend to the contract holder that certain individuals be removed from future officiating duties if the quality of their officiating is not improved. NOTES: Season of responsibility: Basketball Season: December through March - Ages 9-10, 11-12, and 13-15 Wrestling Tournament: February through April - Ages 5-18 Baseball/Softball Season: April through June - Ages 9-10, 11-12, 13-15, and 16-18 (ages may vary) Outdoor Soccer Season: September through November - Ages 9-10, 11-12, and 13-15 ************************************************************************************************* The offer due date has been extended to 23 November 2009, 11:00 a.m. Western Europe Standard Time!! *************************************************************************************************