Q A_Solicitation_13-233-SOL-00070.pdf

Questions and Answers Solicitation #: 13‐233‐SOL‐00070

Question 1. RFP Page#: Pgs. 2, 5, 8, and 11 of 115 RFP Section #: 1.7 RFP Section Title: N/A RFP Referenced Text: N/A The pricing tables for each region show the labor category “Athletic Trainer 1” twice. Please confirm that the second “Athletic Trainer 1” in the table(s) should read “Athletic Trainer 2”.

Answer: Yes, one of these should be Athletic Trainer 2.

Question 2. RFP Page#: 20 of 115 RFP Section #: 2.4.3 RFP Section Title: Equipment Maintenance and Repairs RFP Referenced Text: N/A Please confirm that the Contractor is only responsible for the necessary labor, operation, cleaning, and preventive maintenance of Government Furnished Property/Equipment; and is not responsible for the costs associated with the repair of gym equipment that has been damaged during normal operating usage.

Answer: The Contractor shall be responsible for equipment maintenance and repairs at all Total Contractor Managed Wellness/Fitness Centers in accordance with FAR 52.245‐1 and 52.245‐1 Alt 1 ‐ Government Property. A list of current sites is found on Attachment F, Sample Task Order 2.

Question 3. RFP Page#: 20 of 115 RFP Section: 2.4.5 RFP Section Title: Health Promotion.

Please confirm that all costs associated with materials supporting or promoting health promotion programming and services (e.g. posters, flyers, tent tables, FAQs, presentations, promotional items, events, etc.) will be reimbursed to the Contractor.

Answer: FOH has materials and templates (e.g. posters, flyers, table tents, presentations, etc.)

readily available for use at all sites. With the exception of printer cartridges the Contractor shall be responsible for providing office supplies (e.g. paper) at all Total Contractor Managed Wellness/Fitness Centers. A list of current sites is found on Attachment F, Sample Task Order 2.

The government will provide all IT hardware/software and ink.

Question 4. RFP Page#: 22 of 115 RFP Section: 2.4.6

RFP Section Title: Motivational Challenges.

: Please confirm that the costs associated with incentive awards supporting wellness and health promotion will be reimbursed to the Contractor. If not, which sites require incentive awards and what is the average annual incentive to be provided by the Contractor?

Answer: There are no incentives awards required nor authorized through the services of this solicitation. Please see amended Section 2.4.6.

For the Total Contractor Managed Wellness/Fitness Centers, a list of current sites and frequency of motivational challenges can be found on Attachment F.

Question 5. RFP Page#: 104 of 115 RFP Section #: 11.9 RFP Section Title: Business Proposal Instructions RFP Referenced Text: “Business Proposals shall present cost estimates for the base year and each option period as well as the cumulative cost estimate for the entire contract.”

: Section 1 of the RFP does not provide hours for the categories listed, so we are unable to provide a cumulative cost estimate for the entire contract period based on the information provided. Please confirm the Offeror is only required to provide maximum hourly fixed loaded rates for the base and each option period, and is not required to provide an estimated extended/cumulative cost estimate for the entire contract period. If a cumulative cost estimate is required, please provide the basis/hours for estimating purposes.

Answer: Offerors shall include a completed copy of Section 1 of the RFP and completed copies of Section 1.0 – Task Order Pricing of Sample Task Order 1 (Attachment E) and Sample Task Order 2 (Attachment F) in its proposal.

The Offeror shall propose fixed loaded hourly labor rates for each labor category proposed for the base year period and each option period.

Please see amended Section 11.9 of the solicitation.

Question 6. RFP Page#: 8 of 21 (Sample Task Order 1) RFP Section #: 1.0 RFP Section Title: Task Order Pricing RFP Referenced Text: Travel and Other Direct Cost (Not‐to‐Exceed) : Will the Government please supply a plug number for these items for estimating purposes?

Answer: The Contractor will be reimbursed, not to exceed $89,840.00, for all domestic travel and Other Direct Cost incurred directly and specifically in the performance of this contract, claimed by the Contractor and accepted by the Contracting Officer.

Question 7. When did the FOH last update the abbreviated HRA utilizing industry guidelines? Is this online only? Or online and paper pencil?

Answer: The abbreviated HRA was updated in March 2013 and is currently available via paper.

Question 8. What is the current protocol being used for fitness assessments? Can the offeror make other recommendations?

Answer: FOH wellness/fitness centers follow American College of Sports Medicine (ACSM) Guidelines (see section 2.4.2, page 19). The Offeror can propose other recommendations for the Total Contractor Managed Wellness/Fitness Centers (Task Order 2) only.

Question 9. Does the FOH provide all biometric screenings for IAA requests? If not what regions would be in need of this support service?

Answer: FOH provides biometrics screenings to some customers via an IAA; however if the customer agency does not pay for the blood test FOH does not provide this service and clients will be referred to their personal physician. The Contractor is not responsible for paying the cost of the Blood Test. (see section 2.4.1, page 19).

Question 10. Are the FOH Fitness Centers compliant with ACSM Health & Fitness Facility Guidelines and Staffing? Is so, would this trend continue?

Answer: FOH wellness/fitness centers follow American College of Sports Medicine (ACSM) Guidelines. Some facilities are not staffed at all times.

Question 11. Is the equipment in working order with Scheduled Maintenance Data Up‐to‐ Date?

Answer: Yes, equipment is in working order and preventative equipment maintenance is completed quarterly.

Question 12. Is there a capital equipment plan in place currently? Answer: No For the next five years?

Answer: No, equipment is replaced as needed and as budget permits.

Question 13. Are the current fitness facilities, 24/7 clearance accessible for employees?

Answer: Not all facilities are open 24/7; however those that are open are accessible to members only. The hours of operation of the Total Contractor Managed Wellness/Fitness Centers can be found in Attachment F, Sample Task Order 2, pages 3‐4.

14. What is the current staffing to service gap? Number of employees? Number of locations?

Answer: Question not understood.

Question 15. The assumption is that all identified positions within the RFP are currently filled at this time? If in accurate could you provide a percentage of positions/locations needed immediately?

Answer: All positions are currently filled with the exception of the PM, PMA and SPMA positions at site BCA in Bethesda, MD, page 5 of Sample Task Order 1. These 3 positions are currently located in Atlanta.

Question 16. Are there any restrictions or previously agreed terms in which current staff would have no opportunity to stay in their current positions if another offeror wins the FOH business?

Answer: No, aside from 3 positions noted above being moved from Atlanta to Bethesda.

Question 17. Is the current wellness/fitness center member tracking and reporting system owned by FOH or incumbent? Answer: FOH owned. Are there any other software systems required for programs and services specified? Answer: The Contractor will not be required to provide any software systems.

Question 18. Does the FOH provide a needs assessment form in which all IAA clients can pick and choose programs and services?

Answer: FOH has a Needs Assessment Form and can provide additional services to customers.

Question 19. Does the FOH have an annual list of programs and services budgeted separate from staffing requirements for all IAA clients? Another words, should it be assumed that all programs and services listed has been budgeted for all IAA identified clients in the RFP 37 FOH Managed and 13 Contract Managed?

Answer: All programs and services the Contractor is responsible to provide are listed in the solicitation.

Question 20. Can you provide the hourly rates for existing staff?

Answer: No

Question 21. Can you provide the number of employees per location?

Answer: The hours and labor category required for each location can be found in Attachment E, Sample Task Order 1. The Contractor is responsible for developing their staffing plan for Sample Task Order 2 (Attachment F).

Question 22. What is the anticipated date of contract award?

Answer: The Government has not yet determined the official award date for this requirement.

Question 23. Are Fitness Centers (FC) available for use by dependents or limited to eligible employees? Answer: Fitness Centers are available to federal employees and federal contractors.

Question 24. Will the contractor have any responsibility for updates to the web portal?

Answer: No

Question 25. Please provide a description of the FOH HRA (including # of questions and description of participant report).

Answer: FOH provides an online HRA and the Wellness Profile Report can be viewed/printed by each participant. The number of questions varies depending on the individual’s response to the questions. FOH has recently implemented an Abbreviated paper HRA which does not include a participant report.

Question 26. Are Fitness Centers Membership fees collected via payroll deduction? If otherwise how are they collected?

Answer: Yes, fees have been collected via payroll deduction, check, money order, EFT and credit card.

Question 27. When were the current FC Membership fees last increased? If increased, by how much? If not increased, will FOH consider increasing membership fees?

Answer: The Contractor is responsible for establishing membership rates at the Total Contractor Managed Sites listed in Sample Task Order 2, Attachment F. The rates at all of these sites have remained constant for at least the past 2 years or longer.

Question 28. How have eligibility numbers varied from 12 months ago to the 32,690 eligible populations reported in the Sample Task Order 2, and how will these numbers be moving over the next 12‐24 months, i.e., will the eligible population increase or decrease?

Answer: Eligibility numbers at the sites listed in Sample Task Order 2, Attachment F, have not changed significantly in the past 12 months and we are unaware of any significant changes in the next 12‐24 months.

Question 29. What subsidy guarantees are available should the eligible population shift downward and affect membership and subsequent revenues?

Answer: No subsidy to this contract will be provided for the sites listed in Task Order 2, Attachment F. If the eligible population decreases significantly the Contractor may be able to decrease services provided with approval from the government.

Question 30. Without a site inspection, it is not possible to quote FC Equipment Preventive Maintenance Costs; can FOH share what the last FY expenditure was on this item for each FC?

Answer: The estimated annual cost for equipment maintenance and repairs for the sites listed in Task Order 2, Attachment F is listed below:

Site Code Estimated Annual Eqt Mtn Expenses

B02/Z9J $ 3,200.00

B54 $ 1,400.00

B65 $ 2,900.00

B69 $ 4,300.00

B78 $ 1,500.00

B82/83 $ 9,000.00

B84 $ 2,700.00

Z01 $ 1,800.00

Z86 $ 2,400.00

NY (2) $ 7,000.00

Question 31. Does each FC have Fitness center Management Software, if so which software solution is currently in place, what version and who owns the license?

Answer: Innovatech’s Healthcalc is used to track membership utilization; FOH owns the licenses and pays for annual maintenance and support.

Question 32. For 10 of the 13 FCs listed in the table on Sample Task Order 2, it is not possible to accurately calculate membership revenues because membership fee ranges are provided with a breakdown as to how many members are in each membership fee category. Can FOH give total revenues collected for each FC during the past 12 complete months? If not what assurances can FOH provide bidders that there is a current minimum membership revenues currently collected?

Answer: Below are the approximate annual fees collected from individual members.

Site Code

Annual Membership Revenue Collected from Individual Members Only

B02/Z9J $ 150,000.00

B54 $ 22,300.00

B65 $ 85,000.00

B69 $ 60,000.00

B78 $ 40,000.00

B82/83 $ 406,500.00

B84 $ 41,000.00

Z01 $ 27,000.00

Z86 $ 20,000.00

NY (2) $ 140,000.00

Question 33. Can you please clarify the Minimum hours the facilities are staff for the two New York FC? It is not clear as written.

Answer:

Monday – Friday:

6:30‐9:30am (1 site is open/staffed) 11:00am‐2:30pm (both sites are open/staffed) 2:30‐7:00pm (1 site is open/staffed)

Question 34. Can you provide any insight on the FOH Wellness/Fitness Newsletter that is distributed quarterly, is it paper or electronic, doers the staff prepare it or is it purchased from a newsletter service?

Answer: FOH’s Center for Health Communications prepares the quarterly wellness/fitness newsletter which is posted on the FOH website, posted on each wellness/fitness centers website and emailed to sites for them to distribute electronically to members. Sites can also print some paper copies to set out at the fitness center. On average, sites print 40‐50 paper copies.

Question 35. In section 1.7. Pricing, it appears that FOH will provide all labor rate that the selected provider will be required to not exceed; do these loaded rates include selected providers gross margin (.i.e., account management, travel for account management, corporate overhead, insurance, profit and the like)?

Answer: Please see Section 11.9 – Business Proposal Instructions for explanation of loaded rates.

Question 36. There appears to be a specific number of group exercise classes taught at each FC, not ever FC reports to collect fees for Group exercise classes in addition to the membership fee, here are some questions relative to this area of service:

Answer:

a. Since the FC staff teaches group exercise classes, and if classes are held at times when only one staff is present, then is it currently approved to not cover the exercise floor while teaching the class? At the at the Total Contractor Managed Sites listed in Sample Task Order 2, Attachment F, the vendor is not required to cover the exercise floor while the staff are teaching classes, except at B82 where double coverage is required during peak hours.

b. Only one FC is described as having a dedicated Group Exercise room, yet at least 7 are large enough presumably to have such dedicated space, can you provide a bit more detail in this regard? All fitness centers listed in Sample Task Order 2, Attachment F, have a dedicated group exercise room.

Question 37. Can you provide the titles of the Fitness Staff at each of the Managed Wellness/Fitness Centers?

Answer: All of the Total Contractor Managed Sites listed in Sample Task Order 2, Attachment F, currently have a part‐time or full‐time onsite Wellness/Fitness Coordinator (WFC) 1 or WFC2.

Some sites have supplemental staff depending on the size of the facility/membership and hours of operation, which may include Wellness/Fitness Specialist (WFS) 1 and/or WFS2. If additional classes such as Yoga, Pilates, Zumba etc are offered, then supplemental Instructor led classes (e.g. Mindbody Instructors, Group Exercise Instructors and/or Specialty Class Instructors) are utilized. See pages 4‐5 of Sample Task Order 2, Attachment F.

Question 38. Re Performance Standards for the Sample Task Order 2, Total Contractor‐ Managed Wellness/Fitness Centers

a. There is reference in the first Performance Standard, the following statement reads” 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.” – Can you indicate the amount of the fee? Answer: For late openings at SPS’s in Sample Task Order 1, the fee is $500 as indicated on Page 13, Attachment E. For late openings at SPS’s in Sample Task Order 2, no fee will be assessed; however deficiencies will be noted in the Contractor’s past performance evaluation.

b. There is reference in the second Performance Standard of security Clearance costs of $800 per staff. Is that clearance and cost repeated annually or just with staff turnover? Can you provide how many times that cost was assessed to the current provider during the past 12 month period? Answer: The estimated cost for the security clearance is for the initial clearance needed for new hires. A fee for security clearances has not been assessed to the current provider.