Watch Care Coordinator/ Services

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the 26P4020 opportunity, clarifying requirements and specifications.

• Insurance: Liability insurance is required, meeting Texas State standards for licensed childcare facilities. Proof of coverage is necessary.
• Service Billing: Each service will have its own CLIN. Additional pre-scheduled days beyond standard Watch Care times will be billed separately. An estimate for these additional sessions will be provided later.
• Short Notice Requirements: Support for short notice events (e.g., memorial services) may require 28-48 hours' notice, with a potential extension to 48-72 hours being considered.
• Child Demographics: An estimated age breakdown and typical number of children per session cannot be provided at this time but will be updated.
• Storage Space: Dedicated storage space for contractor supplies and equipment is available in each of the 12 chapel buildings, the Annex, and the gym.
• Small Business Preference: The purpose of the current source sought is to determine market capacity, not to indicate a preference for small, woman-owned, minority, or disadvantaged small businesses.
• Licensing: A separate Texas state childcare license is not required, as services are performed on a federal installation in support of a federal mission. Compliance with contract requirements and Army regulations is sufficient.
• Incumbent: There is no incumbent contractor for this requirement.
• Weekly Hours: The 15 hours per week represent "core hours" for regularly scheduled services (4 hours Tuesday, 4 hours Thursday, 7 hours Sunday).
• Annual Child Count: The contract is estimated to serve between 2,400 and 3,500 children annually.
• Personnel Needs: The number of providers needed will vary per event, estimated between 4 to 16. A baseline number will be provided later.

Responses indicate that further details and estimates will be provided in the solicitation attachment when posted. Some requirements, such as notice periods, are under review for potential extension.

Performance Work Statement (PWS)

To provide non-personal Watch Care Services for the Fort Hood Religious Support Office (RSO) to support military religious training, education, and worship activities. The services aim to ensure a safe, secure, and supportive environment for military personnel, families, and authorized civilians.

• Provide personnel, equipment, and services for Watch Care.

• Monitor and secure designated religious facilities.

• Offer user support, administrative services, and operational coordination.

• Provide program and childcare oversight according to Army standards.

• Serve as a liaison between the RSO and facility maintenance.

• Support the Free Exercise of Religion for military personnel and their families.

• Services are only to be provided when Unit Ministry Team members, RSO Civilians, or volunteers are unable to perform.

• Contractor must develop and maintain a Quality Control Plan (QCP).

• Adherence to adult-to-child ratios (detailed in Technical Exhibit 4).

• Maintain line-of-sight supervision at all times.

• Provide monthly watch care reports, including attendance breakdowns and incident reports.

• Respond to government communications within 48-72 hours.

• Period of Performance: One (1) Base Year (01 APR 2026 – 31 MAR 2027) and four (4) 12-month option years.

• Place of Performance: Main Post Chapel, Main Post Chapel Annex, Comanche Chapel, and other designated religious facilities at Fort Hood.

• Contract Type: Firm Fixed Price.

• Personnel Qualifications: CPR and First Aid certifications required. Must pass background checks (CNACI, IRC) and comply with child abuse prevention training. Disqualification for certain criminal convictions (sexual offenses, child victim offenses, felony drug offenses).

• Security: Compliance with garrison, facility, and area commander security policies. AT Level I, iWATCH, and OPSEC training required for personnel.

• Safety: Compliance with OSHA and EM 385-1-1. Adherence to a "No Touch Policy" and reporting of probable child abuse.

• Reporting: Monthly watch care reports, work logs, and invoices are required.

• Government Furnished: Access to facilities, utilities, and some equipment (scanners, fax, printers).

• Contractor Furnished: Trained personnel, materials, supplies, and equipment not provided by the government.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide a safe, secure, and supportive environment for military personnel and their families during religious education and worship activities.

• Provide non-personal services including personnel, supervision, supplies, and transportation.

• Perform comprehensive childcare, oversight, facility monitoring, and administrative support.

• Trained and Qualified Personnel: Meet all training, certification, and background check requirements.

• Supervision: Provide an onsite Supervisor for all Watch Care events.

• Quality Control: Develop and maintain a Quality Control Plan (QCP).

• Equipment and Supplies: Provide necessary items including insurance, not furnished by the government.

• Supervision and Coordination: Provide onsite supervisor, attend planning meetings.

• On-Site Watch Care and Child Supervision: Maintain Army-mandated adult-to-child ratios (e.g., 1:4 for 0-23 months, 1:15 for 9-12 years), maintain line-of-sight supervision, administer First Aid, ensure hygiene, enforce "Touch / No Touch Policy", act as mandatory reporters for child abuse.

• Administrative and Reporting Duties: Manage registration, submit monthly invoices via WAWF, submit monthly Watch Care Reports, report on supplies and broken government property.

• Facility Management: Clean and sanitize Watch Care rooms, secure supplies, maintain key control.

• Background Checks: Pass Child and Youth National Agency Check with Inquiries (CNACI) and Installation Records Check (IRC); re-verify every five years.

• Certifications: Possess current CPR and First Aid certifications from American Red Cross or American Heart Association.

• Required Forms: DD Form 2981, DD Form 2980, resume (2+ years experience), 2+ employer references, Proof of U.S. Citizenship, Form I-9.

• Additional Qualifications: Obtain Child Abuse Prevention and Reporting Training, Food Handler's Permit (if required).

Not specified in this document excerpt.

• Adherence to Army-mandated adult-to-child ratios.
• Mandatory reporting of child abuse.
• Compliance with "Touch / No Touch Policy".