Attachment_F_-_Sample_Task_Order_2.pdf

Solicitation #: 13‐233‐SOL‐00070 Sample Task Order 2

TOTAL CONTRACTOR‐MANAGED WELLNESS/FITNESS CENTERS

1.0. TASK ORDER PRICING

This is a $0 firm fixed price Task Order. The contractor will collect membership dues from individuals and Government agencies in return for performance of this task. In consideration of satisfactory performance of the work described in Section 2, the Contractor shall collect membership dues not exceeding the following rates at the corresponding sites:

(a) CONTRACT PRICING

Site Code Location

Annual Membership

Rates

Monthly Membership

Rates Locker Rental Rates (Annual)

B02/Z9J Chicago, IL ‐ JCK and R.H. Metcalfe Bldgs $ $ $

B69 St Louis, MO ‐ R.A.Y. bldg $ $ $ B84 Dallas, TX Regional Office $ $ $ Z01 Kansas City, MO – 601 Bldg. $ $ $ Z86 St Louis, MO – Goodfellow Bldg. $ $ $ B78 Albuquerque, NM – SSA $ $ $ B65 Rockville, MD – SAMHSA Hq $ $ $ B82/83 Baltimore, MD – SSA HQ and MW $ $ $ B54 Fort Worth, TX, Fritz Lanham Bldg

TBD

New York, NY – 26 Federal Plaza/290 Broadway $ $ $

2.0. PROJECT BACKGROUND

FOH provides Wellness/Fitness Center services to other federal agencies through an Interagency Agreement which includes program management, consultation, quality assurance and contracting with a vendor to manage the day‐to‐day operations, provide exercise programs, fitness assessments, group exercise classes, wellness programs the and more.

Membership dues collected from Federal employees are used to pay the vendor’s staffing and operational expenses.

2.1. PERFORMANCE OBJECTIVES

Requirements under this performance objective are services for total Contractor‐Managed W/F Centers, which may include agency specific programs that have needs unique to that customer agency population. The Contractor shall provide all of the necessary labor, operation, and cleaning and maintenance of Government Furnished Property/Equipment (see Attachment I).

Services shall be provided in a manner that provides and promotes comprehensive, individualized, health, fitness and nutrition programs for the membership, consisting mostly of Federal Government employees.

The Contractor shall:

a. Evaluate and report on the health and fitness of all participants.

b. Identify health risks and refer participants to other appropriate FOH services available locally at the worksite or remotely, subject to availability.

c. Stimulate maximum participation.

d. Provide a broad wellness program and a safe, spacious and positive atmosphere.

e. Maintain on‐going communications with the Government and its designated representative, herein referred to as Contracting Officer Representative (COR), who serves as the principal contact regarding management, membership and operation of the Center, as related to the terms and conditions of this contract.

f. All work performed under the contract shall comply with Section 508 of the Rehabilitation Act, as amended, relative to accessibility.

A description of the facilities, hours of operation, eligible population and the services required at each facility, as described in detail in the Solicitation, Section 2.4, Performance Objective, is listed below.

Hours of Operation Minimum Hours

Facility is Staffed Size of Facility Sq. Ft.

Average Membership

Current Membership Rates

Additional Fees Charged

Eligible Population

B02/Z9J Chicago, IL ‐ JCK and R.H. Metcalfe Bldgs

B02: M,W,Th 6:30am ‐ 6:30pm Tu,Fri 6:30am‐3pm Z9J: 6:30am‐6:30pm M‐F

At least 1 staff on duty at all times at each site

RHM /

2790 JCK

588 $219 ‐ $246/yr $307

Lockers $10/mo $120/yr;

Spec Classes Ave $12 to $20 class (4/week)

900 / 5000

B54 Fort Worth, TX, Fritz Lanham Bldg

5am‐7pm M‐F At least 1 staff on duty at all times total including aerobic room

602 $324/yr none 2000

B65 Rockville, MD – SAMHSA Hq

24 /7 Staffed 30‐40 hrs/wk (40 hrs is preferred);

Varies between 7:00am

– 6 pm M‐F

2500 200 $180‐ $204/yr none 750

B69 St Louis, MO ‐ R.A.Y.

bldg

24/7 with key card access

Staffed 40 hrs/wk;

Varies between 6am‐ 6pm, M‐F:

12000 475 $50‐$240/yr PT; 8 30 minute sessions for $40

B78 Albuquerque, NM –

SSA

6am‐8pm M‐F Staffed 30‐40 hrs per week (40 hrs is preferred)

3000 165 $208/yr 750

B82/83 Baltimore, MD – SSA HQ and MW

530am‐730pm HQ Sat hrs 830‐1230 Labor day to Memorial day

6:30‐630 MW.

Assoc. Program Mgr works onsite 2 days/wk

At least 1 staff on duty at all times; double coverage during peak lunch hours

9400 HQ

/ 4200

MW

1561 $250 or $300/yr

Locker Rental and PT

11000 / 3000

B84 Dallas, TX Regional Office

6am – 7pm Staffed 35 hrs/wk. M‐ 6‐2 T‐9‐4 W‐7‐230 Th‐ 9‐430 F‐9‐230

5000 295 $225 or $360/yr

PT 2000

Z01 Kansas City, MO – 601 Bldg.

6am‐6pm Staffed 35 hrs/wk;

M‐TH 9:30am‐6pm F 9:30am‐5:30pm

4547 275 $180 or $252/yr

Locker Rental 2600

Z86 St Louis, MO – Goodfellow Bldg.

24/7 with card access

Staffed min. of 25‐28 hrs/wk;

Varies between 6am‐ 6pm

1000 250 $180yr Key cards, PT 8 sessions for $75

TBD

New York, NY – 26 Federal Plaza & 290 Broadway

Monday – Friday:

6:30‐9:30am (1 site) 11:00am‐2:30pm (both sites) 2:30‐7:00pm (1 site)

At least 1 staff on duty during hours of operations

Broadwa y = ~ 2700 sq.

ft.

26 Fed. = 4500 ~

sq. ft.

400‐550 $300/yr $100/3 months $50/month

Personal Training

~3350

MINIMUM/ FREQUENCY OF REQUIRED SERVICES

Services Required* B02/Z9J B54 B65 B69 B78 B82/83 B84 Z01 Z86 2 NY sites Pre‐participation Screenings Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

Fitness Assessments Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

Individualized Exercise Programs Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

Equipment Maintenance and Repairs

Qtly

Minimum Weekly Group Exercise Classes/ Class length

13/wk 50 min

15/wk 30‐45 min

6/wk 15min‐45 min

14/wk 30‐45 min

7/wk 30‐45 min

35/wk 30‐60 min

11/wk 30‐45 min

16/wk 15‐45 min

8/wk 25‐45 min

14/wk 30‐60 min

Yoga classes/wk 2/wk ** 2 2 1‐2

2 2 2 0 0 2/wk#

Pilates classes/wk 2/wk ** 0 2 0

0 2 1 2 0

2/wk

Zumba classes/wk 0

1 vol 0 2

0 3 2 0 0 0

Other Weekly Specialty Classes 0 1 vol 1 1 0 1 1 1 1 0

Health education seminars/ webinars

6/yr 6/yr

4/yr 4/yr 4/yr 4/yr 6‐12/yr 4/yr 2‐4/yr 4‐6/yr

Wellness Classes,4‐8 week program (Wt Mgmt or Stress Mgmt)

2/year 1/yr 1 2 1 1 4 0 2 2/year

Wellness Screenings (BF, BMI, BP)

Occas. 4/yr in fc 1 1 1 2 4 2 1 Occas.

Assist w/ Health Fair Coordination 1/yr 1/yr 1/yr 0 1/yr 2/yr 2/yr 2/yr 0 1/yr

Walk/Run Events 0 0 1‐2 per yr 0 0 3 0 0 0 0

Distribute FOH Wellness/Fitness Newsletter

Qtly Qtly Qtly Qtly Qtly Qtly Qtly Qtly Qtly Qtly

Motivational Challenges and Contests

2‐4/yr 2‐4/yr 2‐4/yr 2‐4/yr 2‐4/yr 2‐4/yr 2‐4/yr 2‐4/yr 2‐4/yr 2‐4/yr

Health Awareness Campaigns Mnthly Mnthly Mnthly Mnthly Mnthly Mnthly Mnthly Mnthly Mnthly Mnthly

Reporting and Evaluation Qtly and Annual

Mnthly and

Annual

Qtly and Annual

Qtly and Annual

Qtly and Annual

Qtly and Annual

Qtly and Annual

Qtly and Annual

Qtly and Annual

Qtly and Annual

Locker Rental No No No No No $90 /year No $10/qtr No No

* See Solicitation, section 2.4 for detailed requirements of the required services.

**Class not required but currently taught by Volunteer Instructors. Contractor is responsible for verifying all Volunteer Instructors are certified.

# Fee Classes are not included in the annual membership fee.

2.2.1. TASK 1: KICKOFF MEETINGS AND PROGRESS REVIEW MEETINGS

The Contractor shall attend the following meetings:

a. The Contractor shall hold a kick‐off meeting with the Contracting Officer, Contract Specialist and FOH Contracting Officer Technical Representative to establish points of contact, arrange meetings, reporting, and other logistics, and discuss the tasks and deliverables so as to ensure a shared understanding.

b. The Contractor shall participate in quarterly program review meetings with the FOH

COR, Contract Specialist, and other members of FOH leadership staff. Initial Program Review may be held at FOH Headquarters in Bethesda, MD, however following program reviews can be held via webinar. The Contractor shall submit to the COR, at least 1 week prior to each meeting, a slide deck summarizing progress toward project milestones and highlighting issues requiring discussion and/or resolution at the quarterly meeting. At the conclusion of Program Review or other significant meetings, the Contractor shall complete and submit brief written minutes of the meeting not later than three working days after the meeting. If issues or risks develop that need immediate attention, the Contractor shall not wait for the next meeting and shall promptly notify the COR and Contract Specialist of issues and risks and help plan and execute effective responses.

c. The Contractor shall attend weekly telephone conference meetings with the FOH COR.

Additional teleconference meetings may be held as needed if urgent issues arise between the regular weekly meetings.

2.2.2. TASK 2: TRANSITION PLAN

Contractor shall be prepared to have all SPS’s fully staffed according to contract requirements at commencement of services and have substitute coverage readily available to back‐fill as needed.

Contractor shall have payment mechanisms established to begin collection of membership dues at commencement of services via various payment options including: check, credit card, EFT and payroll deduction.

2.3. QUALITY ASSURANCE PLAN

The Government intends to utilize a Quality Assurance Surveillance Plan (QASP) to monitor the quality of the Contractor’s performance. The oversight provided for in the QASP will help to ensure that pre‐determined quality levels are reached and maintained throughout the contract term. Further, the QASP provides the COR with a proactive way to avoid unacceptable or deficient performance, and provides verifiable input for the required Past Performance Information Assessments.

The Contractor’ Quality Assurance Surveillance Plan (QASP) shall be incorporated as part of the contract. The QASP is a living document and may be updated by the Government at the Call Order level or as necessary. All QASP’s will be negotiated prior to any Call Order award.

Performance Standards

Performance Objective Meets Objective Does Not Meet

Objective Method of Surveillance /

Reporting

1. SPS opens on time according to established hours of operation

SPS opens for business on time 99% of the time at each SPS.

Reflected in past performance evaluation.

Will be evaluated in determination to exercise options. Note: Weather and public emergency‐ related events are exempt.

When the Project Officer receives documentation that a fixed site has not opened within 1 hour of normal opening time, or if a fixed site has opened late more than 3 times in one option year the Project Officer validates the documentation. If valid, a fee will be assessed.

High retention of staff:

Security Clearance

After security clearances have been paid by the government, retention is such that the Government does not pay security clearance costs sooner than one year.

If a staff member leaves before the end of one year, the cost of replacement staff Public Trust Level 5 Clearance, Top Secret or Secret Security Clearance is borne by the Contractor.

Estimated cost ranges are $800 for the Public Trust Level 5 clearance (which is currently what all staff have) up to $3000 for a top secret clearance (no current staff with this level of clearance).

The cost of Security Clearances for staff replacing staff who have left before one year’s time will be charged the Contractor through the invoice deduction process.

Exceptions may be made for short‐term disability, including pregnancy, and other circumstances at the discretion of the Project Officer.

Government‐furnished equipment/facilities will be maintained according to normal operating usage and care to prevent acts of negligence and/or theft.

There will be no damages/losses as a result of negligence and/or theft to Government‐furnished equipment/facilities.

The cost of replacing/repairing Government‐furnished equipment/facilities as a result of acts of negligence and/or theft will be charged to the Contractor.

The cost of replacing/repairing Government‐furnished equipment/facilities as a result of acts of negligence and/or theft will be charged to the Contractor through an invoice deduction equivalent to the charge of repair/replacement by the Government

The WF staff shall conduct themselves in an appropriate and professional manner. All complaints about WF staff performance must be reviewed by the contractor.

Complaints re: staff performance are reported to COR within 24 hours of complaint and Resolution Plan is submitted to COR within 7 days of complaint

Reflected in past performance evaluation.

Will be evaluated in determination to exercise options.

The contractor must present all complaints to the COR with a plan for resolution within seven

(7) calendar days of complaint in accordance with FOH policy.

Failure to present or resolve the complaints may necessitate appropriate action by the CO.

Customer satisfaction concerns

Customer is contacted immediately, no later than 24 hours, to address concern

Reflected in past performance evaluation.

Will be evaluated in determination to exercise options.

Failure to resolve the complaints may necessitate

Incidents are reported promptly

Incidents are reported to Program/Assoc Program Manager immediately

Reflected in past performance evaluation.

Will be evaluated in determination to exercise options.

Incident Report is provided to COR within 24hrs. of incident

SPS is fully staffed according to SPS requirements

SPS is fully staffed according to operating hours, required coverage of classes and fitness floor and staff qualification requirements

Reflected in past performance evaluation.

Will be evaluated in determination to exercise options.

Deficiencies may necessitate

Facility shall be kept clean and orderly

Staff must disinfect equipment daily, conduct light cleaning, remove weights from floor and keep office area clean

Reflected in past performance evaluation.

Will be evaluated in determination to exercise options.

Periodic Inspections will be conducted and complaints will be reported to the COR for corrective action.

3.0. PLACE OF PERFORMANCE

The work shall be performed at the following Government facilities:

Site Code State Location

B02/Z9J IL

RHM, 77 W. Jackson St., Lower level, Chicago, IL 60604 JCK, 230 S. Dearborn St., Chicago, IL 60603

B69 MO RAY Bldg, 1222 Spruce St, Bldg 400, St Louis, MO 64106 B84 TX 1301 Young Street, Dallas, TX 75202 Z01 MO 601 East 12th Street Rm. 157, Kansas City, MO 64006 Z86 MO 4300 Goodfellow Blvd., St. Louis MO 63120 B78 NM 500 Lead Avenue, SW, Albuquerque, NM 87102 B65 MD 1 Choke Cherry Road, Rockville, MD 20857

B82/83 MD

B82: 6401 Security Blvd,Baltimore, MD 21235 B83: 300 N Greene St, I-0-8 South Bldg, Baltimore, MD 21290

B54 TX 819 Taylor St., Fritz Lanham Fed Bldg., Ft Worth, TX 76102 TBD NY 290 Broadway and 26 Federal Plaza, NY 10278

3.1. PERIOD OF PERFORMANCE

TBD

3.2. DELIVERABLES/DELIVERY SCHEDULE

The contractor shall submit deliverables that are clear, concise, and complete, and that conform to standards that shall be agreed to in advance between the Contractor and the COR.

Delivery schedule shall be agreed upon in advance between the Contractor and COR.

Table of Deliverables and Due Dates

Deliverable Number Description Submission Due Date

Contractor Certification indicating the status of each individual direct WF provider regarding date of completion of Hep B Immunization or declination

Emailed or faxed to the Project Officer

10 calendar days before beginning of services under contract and annually thereafter

Contractor Certification of annual training (Bloodborne pathogen, Customer Service)

Emailed or faxed to the Project Officer

90 days after contract award, Annually thereafter

Report of Contractor required certifications and expiration date (AED/CPR, First Aid, WF related certifications, etc.)

Emailed or faxed to the Project Officer

30 days after contract award, Annually thereafter

Security Clearance/Background Investigation forms

Forms mailed to PSC, as designated in instructions, tracking sheet emailed/faxed to vendor Upon hire of each individual

Report of completed Security Clearance/Background Investigation

Emailed or faxed to the Project Officer Monthly

Notice of staffing emergency (delayed opening, under staffed etc.)

Telephone call to Project Officer, follow up w/ high priority email

ASAP, but not later than 1 hour after scheduled opening of the

WFC

Notice of reassignment or termination of providers

Emailed to the Project Officer

By the close of day following the action

8 Unusual Incident Report Faxed to the Project Officer

By COB on the day of the incident

Blood Borne Pathogen (BBP) Post‐Exposure Incident Packets

Faxed to the Project Officer

Day of Incident and 2‐week post exposure, as per guidance in

BBP ECPM

SPS Operations Report; monthly or quarterly depending on IAA requirements

Emailed to FOH Program Manager or designee

Due on the 10th day of the following month; or if quarterly then due on the 10th day of the month that follows the end of each quarter

11 Operations Report; Annual

Emailed to FOH Program Manager or designee

Due on the 25th day of October following the end of the fiscal year

Monthly Group Exercise Schedule for each applicable SPS

Emailed to FOH designee

Due on the 20th of the preceding month

13 Report of Government Owned equipment Hard copy mailed to Project Officer

120 days after contract award, Annually thereafter due on January 15th

Initial Notice of Complaint received concerning a service delivery site and/or provider(s)

Telephone call to Project Officer, follow up w/ high priority email

Immediately upon receipt of complaint and follow‐up in accordance with FOH policy

Notice of Resolution of Complaint concerning a service delivery site and/or provider(s)

Emailed to the Project Officer

Within 7 days of receipt of complaint

16 Active Member List per Agency

Emailed to FOH Program Manager or designee Upon request, within 48 hours

3.3. CONTRACTOR FURNISHED MATERIALS

Contractor Furnished Materials

B02/Z9J Chicago, IL ‐ JCK and R.H. Metcalfe Bldgs

Office supplies, cleaning solution and paper towels to sanitize and disinfect eqt, cable TV service

B69 St Louis, MO ‐ R.A.Y. bldg

Office supplies, cleaning solution and paper towels to sanitize and disinfect eqt New Member Key Cards

B84 Dallas, TX Regional Office Office supplies, gym wipes

Z01 Kansas City, MO – 601 Bldg.

Office supplies, cleaning solution and paper towels to sanitize and disinfect eqt

Z86 St Louis, MO – Goodfellow Bldg.

Office supplies, cleaning solution and paper towels to sanitize and disinfect eqt, cable TV service

B78 Albuquerque, NM – SSA Office supplies, cleaning solution and paper towels to sanitize and disinfect eqt

B65 Rockville, MD – SAMHSA Hq Office supplies, cleaning solution and paper towels to sanitize and disinfect eqt

B82/83 Baltimore, MD – SSA HQ and MW Office supplies, gym wipes, ID cards

B54 Fort Worth, TX, Fritz Lanham Bldg Office supplies, cleaning solution and paper towels to sanitize and disinfect eqt

TBD

290 Broadway and 26 Federal Plaza, New York, NY

Office supplies, cleaning solution and paper towels to sanitize and disinfect eqt

4.0. AUTHORITIES OF GOVERNMENT PERSONNEL

Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract will require coordination between the Government and the Contractor. The following individuals will be the Government’s points of contact during performance of the contract.

1. Contracting Officer

TBD

All communications pertaining to contractual and/or administrative matters under the contract shall be sent to the address above and to the attention of:

TBD

Note: The PSC Contracting Officer is the only individual authorized to modify this requirement.

2. Contracting Officer's Representative (COR)

TBD

3. Contracting Officer’s Representative Authority

(a) Performance of work under this contract must be subject to the technical direction of the Contracting Officers’ Technical Representative identified above, or a representative designated in writing. The term “technical direction” includes, without limitation, direction to the contractor that directs or redirects the labor effort, shifts the work between work areas or locations, fills in details and otherwise serves to ensure that tasks outlined in the work statement are accomplished satisfactorily.

(b) Technical direction must be within the scope of the specification(s)/work statement.

The Contracting Officers’ Technical Representative does not have authority to issue technical direction that:

(1) Constitutes a change of assignment or additional work outside the specification(s)/ statement of work;

(2) Constitutes a change as defined in the clause entitled “Changes”;

(3) In any manner causes an increase or decrease in the contract price, or the time required for contract performance;

(4) Changes any of the terms, conditions, or specification(s)/work statement of the contract;

(5) Interferes with the contractor's right to perform under the terms and conditions of the contract; or

(6) Directs, supervises or otherwise controls the actions of the contractor's employees.

(c) Technical direction may be oral or in writing. The Contracting Officers’ Technical Representative shall confirm oral direction in writing within five work days, with a copy to the Contracting Officer.

(d) The contractor shall proceed promptly with performance resulting from the technical direction issued by the Contracting Officers’ Technical Representative. If, in the opinion of the contractor, any direction of the Contracting Officers’ Technical Representative, or his/her designee, falls within the limitations in (b), above, the contractor shall immediately notify the Contracting Officer no later than the beginning of the next Government work day.

(e) Failure of the contractor and the Contracting Officer to agree that technical direction is within the scope of the contract shall be subject to the terms of the clause entitled “Disputes.”

4.1. INVOICE SUBMISION

The Contractor shall be compensated based on one hundred per cent (100%) of the membership dues collected. The Government shall not be obligated to pay any amount to the Contractor.

4.2. KEY PERSONNEL

The key personnel specified in this contract are considered to be essential to work performance. At least 30 days prior to diverting any of the specified individuals to other programs or contracts (or as soon as possible, if an individual must be replaced, for example, as a result of leaving the employ of the Contractor), the Contractor shall notify the Contracting Officer and shall submit comprehensive justification for the diversion or replacement request (including proposed substitutions for key personnel) to permit evaluation by the Government of the impact on performance under this contract. The Contractor shall not divert or otherwise replace any key personnel without the written consent of the Contracting Officer. The Government may modify the contract to add or delete key personnel at the request of the contractor or Government.

The following labor categories are to be considered key personnel:

Title Name

Program Manager TBD

Associate Program Manager TBD

4.5. PHYSICAL SECURITY/KEY CONTROL

The Contractor may be issued keys or entry cards for the SPS’s. The contractor must safeguard the keys from loss, theft or destruction, and must produce all keys signed for, upon request by the COR. The contractor must reimburse the Federal government for lost keys, entry cards or locksets, if locksets must be replaced as a result of lost/destroyed/stolen keys. All keys issued to the contractor must be accounted for upon completion of the contract. The COR will direct the contractor regarding disposition of keys and entry cards.