DRAFT_-_Statement_of_Work_-_Wellness.pdf

Statement of Work Summary The USDA Forest Service seeks a qualified Contractor to provide primary preventative services as part of the Washington Office (WO) Wellness Program.

Program Background The primary objective of the WO Wellness Program is to institute a workplace wellness program which facilitates both voluntary individual, and management adaptation of behavior that leads to improved health and heightened life satisfaction for individual employees within their family culture and thereby, over time, reduce management liability (illness and injury and the associated costs--direct and indirect).

As part of the overall WO Wellness Program, the Forest Service provides access to primary preventive services at no-cost to the 700 employees located in the Washington, DC area. These services emphasize the identification and quantification of personal habits which affect the risk of disease, and on altering these habits in a way which reduces specific disease risks.

Participation in preventive services and the WO Wellness Program as a whole is strictly voluntary.

The Contractor shall assist in the planning and execution of wellness events, including primary preventive services and wellness fairs, in support of the WO Wellness Program. The FS is an equal-opportunity employer. The Contractor shall ensure its services are fully accessible to all WO employees regardless of their protected status.

Task 1 – Contract Management

Overview of Expectations The Contractor shall perform all administrative support tasks associated with performance, including:

Coordinating with the COR to schedule wellness events;

Scheduling individual employees for services during a wellness event;

Determining and providing the Contractor staffing necessary to provide scheduled services;

Providing the COR with quarterly summative and formative evaluation reports;

Providing the COR with a year-end impact evaluation at the end of each contract year;

Maintaining information regarding current certifications and qualifications of Contractor personnel; and, Originating invoices.

Vendor Point of Contact The Contractor shall provide a single point of contact (POC) who will be responsible for coordinating administrative and billing with the FS CO and COR.

Task 2 – Primary Preventive Services Primary preventive services include health and fitness assessments, health risk appraisals, and individual-based prescription counseling sessions. These services shall be made available to all WO Forest Service employees and are typically held over three (3) separate days, once a quarter (i.e. four times a year).

Assessments and appraisals shall be conducted by skilled and professional personnel provided by the

Contractor.

Health Screening - Biometric Health assessments are included within the WO Wellness Program, and are used to help identify individuals in high-risk categories. Assessments are conducted on a quarterly basis on-site at FS facilities and are available at no cost to the individual employees.

Assessments are a medical screening and shall include, at a minimum, laboratory testing for:

SMAC 24 (complete blood count);

TC, HDL, LDL, TRI, GLU;

Blood lipid profile;

Prostatic specific antigen (PSA); and, Thyroid function test.

Health Screening - Fitness Fitness assessments are included within the WO Wellness Program, and are used to help identify individuals in high-risk categories. Assessments are conducted on a quarterly basis on-site at FS facilities and are available at no cost to the individual employees.

Fitness assessments are a medical screening and shall include, at a minimum:

Body composition analysis screening;

Height measurement;

Weight measurement;

Cardiovascular fitness screening including, o Resting heart rate measurement, o Blood pressure measurement, o Step Test;

Grip strength test; and, Flexibility test.

Health Risk Appraisal Health risk appraisals shall be provided as a hard-copy questionnaire to be completed by individual employees during the health and/or fitness assessments. These questionnaires shall address the following risk factors:

Fitness;

Nutritional;

Stress;

Smoking/Alcohol;

Medical history;

Safety;

Mental health; and, Seminars, workshops and areas of interest for the employee.

Wellness Coaching Wellness coaching shall be provided to interested employees following compilation of data from each quarterly health screening cycle. This counseling shall address high-risk factors identified through these assessments and appraisals.

At a minimum, these sessions shall address the following:

Recommended nutritional guidelines;

Lifestyle modifications; and, Fitness activities.

Task 3 - Employee Reports The Contractor shall provide individual employees with hard-copy reports containing interpreted results from the health assessment, fitness assessment, and health risk appraisal questionnaires. The Contractor shall supply hard-copy reports for each individual employee who participates in the primary preventive services.

Content At a minimum, employee reports shall include the

Physical Specifications Reports shall be available as a hard-copy volume which meets the following specifications:

Body text no smaller than 12PT Times New Roman or equivalent;

Header, footer, and chart text no smaller than 10PT Times New Roman or equivalent;

Bound using comb, spiral, perfect, wire, or tape binding; and

Double-sided interior printing.

Delivery Reports shall be made available to employees utilizing the following delivery methods:

In-person delivery at individual-based prescription counseling; or, Available for pick-up during third and final day of quarterly preventive services, without individual-based prescription counseling.

Task 4 –Employee Engagement

Primary Preventive Services Promotion To ensure maximum participation, the Contractor shall provide publicity for all primary preventive services. Publicity shall be up-beat, creative, and appealing to employees from a variety of demographics.

Exact specifications for publicity shall be discussed with the COR upon award of each task order;

however, it may include:

Posters to be hung in employee common areas;

Flyers to be printed by agency and disseminated to employees; or, Briefings to be included in e-mails informing employees of upcoming services.

The COR shall make the final determination regarding appropriateness of all publicity documents, including aesthetics, size, color, method of distribution, and location. The FS reserves the right to publish information about the program separate and apart from the Contractor’s efforts.

Task 5 – On-Site Programming The Contractor shall provide seminars on health, fitness, and lifestyle topics. These seminars will occur approximately twice per quarter, or eight times per contract term. Topics shall be identified by the

Contractor and approved by the COR.

Seminars shall be 1-2 hours in length. The Contractor shall provide seminar leaders who possess all relevant qualifications and credentials necessary to provide instruction.

The Contractor shall provide a means of assessing the effectiveness of each seminar using a participant survey. The Contractor is responsible for disseminating the survey to employees and collecting feedback data. Surveys shall be provided to the contract COR in advance for approval, and survey responses/data shall be provided to the COR following each seminar.

The Contractor shall also organize, facilitate, and execute a health fair to be held once a year (i.e.

annually).

Place of Performance Health and fitness assessments, health risk appraisals, and individual-based prescription counseling shall be conducted on-site at the USDA FS Headquarters building in Washington, DC. The address for this location is:

Sidney Yates Federal Building

201 14th Street SW

Washington, DC 20250

Wellness seminars and the health fair may take place at the FS Headquarters or at an alternate location within the local commuting area. Final location for each seminar or fair will be determined at time of award.

Analysis of assessments, compilation of data, printing, and other services not mentioned above shall be

Non-personal Healthcare Services This contract is for non-personal healthcare services. As per FAR 37.401, the Contractor agrees to the following:

1. The Government has the right to evaluate the quality of professional and administrative services provided, but retains no control over the medical, professional aspects of services rendered;

2. The Contractor indemnifies the Government for any liability-producing act or omission by the

Contractor, its employees, and agents occurring during contract performance;

3. The Contractor maintains medical liability insurance, in a coverage amount acceptable to the

Contracting Officer and which is not less than the amount normally prevailing within the

Washington, DC area for the medical specialty concerned; and,

4. The Contractor shall ensure that its subcontracts for provisions of health care services contain the requirements clause at FAR 52.237-7, including the maintenance of medical liability insurance.

Evidence of Insurability Contracting officers shall obtain evidence of insurability concerning medical liability insurance from the apparent successful offeror prior to contract award and shall obtain evidence of insurance demonstrating the required coverage prior to commencement of performance.

52.237-7 Indemnification and Medical Liability Insurance (Jan 1997)

(a) It is expressly agreed and understood that this is a non-personal services contract, as defined in Federal

Acquisition Regulation (FAR) 37.101, under which the professional services rendered by the

Contractor are rendered in its capacity as an independent contractor. The Government may evaluate the quality of professional and administrative services provided, but retains no control over professional aspects of the services rendered, including by example, the Contractor’s professional medical judgment, diagnosis, or specific medical treatments. The Contractor shall be solely liable for and expressly agrees to indemnify the Government with respect to any liability producing acts or omissions by it or by its employees or agents. The Contractor shall maintain during the term of this contract liability insurance issued by a responsible insurance carrier of not less than the following amount(s) per specialty per occurrence: [TO BE DETERMINED]

(b) An apparently successful offeror, upon request by the Contracting Officer, shall furnish prior to contract award evidence of its insurability concerning the medical liability insurance required by paragraph (a) of this clause.

(c) Liability insurance may be on either an occurrences basis or on a claims-made basis. If the policy is on a claims-made basis, an extended reporting endorsement (tail) for a period of not less than 3years after the end of the contract term must also be provided.

(d) Evidence of insurance documenting the required coverage for each health care provider who will perform under this contract shall be provided to the Contracting Officer prior to the commencement of services under this contract. If the insurance is on a claims-made basis and evidence of an extended reporting endorsement is not provided prior to the commencement of services, evidence of such endorsement shall be provided to the Contracting Officer prior to the expiration of this contract. Final payment under this contract shall be withheld until evidence of the extended reporting endorsement is provided to the Contracting Officer.

(e) The policies evidencing required insurance shall also contain an endorsement to the effect that any cancellation or material change adversely affecting the Government’s interest shall not be effective until 30 days after the insurer or the Contractor gives written notice to the Contracting Officer. If, during the performance period of the contract the Contractor changes insurance providers, the

Contractor must provide evidence that the Government will be indemnified to the limits specified in paragraph(a) of this clause, for the entire period of the contract, either under the new policy, or a combination of old and new policies.

(f) The Contractor shall insert the substance of this clause, including this paragraph (f), in all subcontracts under this contract for health care services and shall require such subcontractors to provide evidence of and maintain insurance in accordance with paragraph (a) of this clause. At least 5 days before the commencement of work by any subcontractor, the Contractor shall furnish to the Contracting Officer evidence of such insurance.

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