P09_PWS_ fitness center Tracked.docx

PERFORMANCE WORK STATEMENT

1.0 TITLE: VACO Fitness Center Support Service

2.0 BACKGROUND

The Office of Administration (OA) is charged with supervising a wide range of administrative support services for Department of Veterans Affairs (VA) employees. OA is composed of 16 major business lines that include supervising VA Central Office (VACO) infrastructure that encompasses 1.4 million square feet across 10 buildings within the National Capital Region. To ensures seamless administrative operations, OA oversees all rent payments, institutes effective space management practices, provides dedicated facility maintenance, as well as implements building renovations.

OA is focused on providing excepting quality customer service to a workforce dedicated to serving veterans and their families. This includes providing design, photography, and audio-visual services via Medial Services, as well as overseeing the distribution, management, and collection of government-furnished equipment via the Property Management Division. Equally important, OA implements transit subsidy policies and programs and offers subsidized parking and programs and offers subsidized parking for qualified individuals. With the well-being of the workforce in mind, OA addition, OA oversees the implementation of Department-wide policies and programs of Occupational Safety and Health Workers Compensation Programs, and the VA Personnel Accountability System (VA-PAS)

For VA leadership, OA provides executive transportation services across the VACO campus and protocol services for the Secretary. Moreover, OA oversees official mail functions and the processing of Executive Correspondence for the Secretary of Veterans Affairs.

3.0 SCOPE:

The scope of this PWS is to describe the activities and support services the contractor shall perform in the execution of this contract for fitness center operations, fitness classes instruction, Data Management, Data Collection, Data Analysis, Data Reporting, Recordkeeping of members who sign in to use the facility, and Fitness Equipment Preventative Maintenance at the VACO Fitness Center. The contractor shall provide all resources necessary to accomplish the objectives as described in this PWS except as may be otherwise noted.

4.0 PERIOD OF PERFORMANCE:

The period of performance will be for a six (6) month Base Period and four twelve-month Option Years.

5.0 PLACE OF PERFORMANCE.

All tasks under this PWS shall be performed in the Fitness Center at 810 Vermont Av, NE, Washington DC.

6.0 GOVERNMENT-FURNISHED INFORMATION (GFI), EQUIPMENT (GFE), AND FACILITIES

The Government will provide adequate physical workspace for contractor personnel as required/determined by the COR based on the operational need and will furnish the following: computers, monitors, docking stations if necessary, cell phones (if COR authorized and necessary), and any other equipment deemed necessary by the COR, materials, electronic mail (e-mail) account, use of the Government telephone, and copier usage, fax machine, materials, and or/services that will be required by the contract personnel in the performance of this contract. The VA retains ownership of all Government-furnished equipment, materials, and/or services furnished under this contract. The use of contractor equipment in Government facilities must be approved by COR.

A minimum of three contractors must have Personal Identity Verification (PIV) card access and must maintain all necessary requirements. Contractors who have received VA email addresses must always identify themselves as a contractor in their electronic communications and in their email signature block.

7.0 TASK ONE: PROFESSIONAL FITNESS SERVICES / MANAGEMENT EXPERTISE

The contractor shall:

7.1 Schedule and hold a Project Kick-Off Meeting within five business days after the contract award or as agreed upon between the VA Contracting Officer Representative (COR) and contractor. The meeting will include the contractor and any other personnel the COR deems necessary to attend the meeting. At the Kick-Off Meeting, the contractor shall present the details of the initial Professional Management Services, which shall include the contractor’s intended approach, work plan, and project schedule including deliverable dates with major milestones for review and approval by the VA COR/PM.

7.2 Keep all membership files for each member utilizing the fitness center in onsite filing cabinet until an electronic system is put in place. Thereafter, the contractor shall use the electronic filing system.

7.3 Coordinate, facilitate, and promote at least 15 weekly fitness classes and provide a fitness challenge to members quarterly. The contractor shall provide fitness classes such as but not limited to: Zumba, Cycling, Strengthening, Yoga, Cardio, Stepping, Cross-Fit, Sports Conditioning, Abs and Core, and Meditation. All classes will be lead by an individual(s) who are Automated External Defibrillator (AED) certified, Cardiopulmonary Resuscitation (CPR) certified, and certified in the group fitness class being taught.

7.4 Operate the Fitness Center during the normal tour of duty hours of 5:30 am to 6:30 pm (EASTERN TIME) Monday through Friday not including federal holidays or when the building is closed.

7.5 Provide professional physical fitness oversight and guidance to members utilizing the facility.

7.6 Monitor members utilizing the Fitness Center, provide and initial fitness assessment, equipment orientation, and training to new members on equipment usage. On a regular basis, check with those members who have unique physical conditions identified by the VA Central Office’s Health Units or prescribed by private caregivers.

7.7 Provide observation and supervision of participants to assure they are exercising exercise for classes daily (e.g., step, stretch/relaxation, aerobic classes).

7.9 Ensure contractor staff are up to date with certifications.

8.0 TASK TWO: RECORDKEEPING / DATA MANAGEMENT / DATA COLLECTION / ANALYSIS / REPORTING

8.1 Recordkeeping

The contractor shall use a fitness management system to support the data and surveillance program services to provide monthly metrics on membership usage trends, class enrollment trends, and provide recommendations to VA based on the analysis results. The fitness management system shall not touch or integrate with the VA network during the execution of this contract. The system features and benefits shall include the following:

1. Standard format for applicant demographic data submissions by the agency to the contractor. At no time shall the contractor include any member personal identifiable information (PII) in the system.

2. Fitness Center Utilization report

3. Complimentary access to a personalized electronic sign-in log for members.

4. Provide ad hoc reports that address the following areas: member usage reports, member class enrollment data, and fitness equipment maintenance logs.

8.2 Data Management

All records belong to the agency. Social Security Numbers will not be asked of any members. When members out process the agency, all records with the assistance of the records office will be boxed up and sent to the Records Officer for shredding.

8.3 Document Management

The contractor shall ensure proper services, recording, monitoring, and reporting of key program and fitness-related documents. The contractor shall review, provide advice, archive, and track updates to the latest rules and regulations and program documents, including but not limited to updates on the latest equipment and fitness supplies, and updates to current fitness practices. The contractor shall record and archive, including documenting significant actions and decisions affecting the anticipated outcome of the program. The contractor shall provide a monthly newsletter to members the first business day of each month. The newsletter needs to be approved by the COR before the 25th of each month.

8.4 Data Collection

The contractor shall provide monthly service and utilization reports to the COR by close of business (COB) on the 10th business day of the following month. The report shall cover the following:

1. Not include any PII or protected health information (PHI) on any member. All reports and member records are governed by VA Privacy Policies.

2. Include but not be limited to:

a. Number of visits to the Fitness Center by members

b. Number of members attending classes

c. Equipment Status

d. Status of scheduled equipment maintenance conducted

e. Description of classes offered for the reporting period

f. Number of new members enrolled, total members currently enrolled, and canceled memberships

g. Results of fitness friendly competition between members

8.5 Analysis

The contractor shall support the government in monthly metric development depicting data associated with fitness. The contractor’s analytical support shall include the explanation understanding of critical operational questions identified by OA and VACO Senior Leadership and support problem-solving and development of answers to resolve issues.

The contractor shall integrate data derived from monthly and ad hoc reports into OA’s SharePoint site to track critical operational questions and the success of resolution into the integrated dashboard.

8.6 Reporting

The contractor shall submit Monthly Status Reports (MSR) that include:

1. Contractor's progress on each task in the PWS, issues, and a resource summary that details funds expended and remaining to be spent.

2. The MSR format will be agreed upon by the COR and the contractor and shall contain, but not be limited to, the following information:

a. Activities include any fitness meetings, or demonstration attended, results, and deliverables by task

b. Meetings attended with a summary of relevant items discussed

c. Proposed activities

d. Open issues/problem areas

e. Actual and projected cost expenditures

f. Key personnel changes

The contractor shall provide support for VACO’s leadership to:

1. Support coordination across stakeholders and facilitate buy-in and implementation of decisions across the fitness chain.

2. Enable fitness-driven decision-making for fitness chain decisions that have a fitness impact.

3. Leverage increased visibility across the fitness chain, informed by commercial best practices and an integrated dashboard to frame critical operational questions that impact the VACO’s fitness chain and current gaps.

4. Articulate vision and objectives to achieve a modernized fitness program.

5. Identify and establish key performance indicators (KPIs) to track critical operational questions and the success of resolution.

6. Track progress, performance, effectiveness, and coordination of key supply chain initiatives to support overall transformation efforts.

Deliverables:

1. Monthly Status Report

2. Monthly Newsletter

9.0 TASK THREE: FITNESS EQUIPMENT PREVENTATIVE MAINTENANCE

The contractor shall provide quarterly maintenance services by a certified vendor on all electronic equipment including but not limited to, ellipticals, treadmills, exercise bikes, stepper machines, and Jacobs Ladder. The contractor shall ensure that all exercise units are performing optimally. If parts are needed, the contractor shall report it to the COR. The contractor shall ensure all necessary fitness equipment cleaning supplies are available as needed for facility operations. The contractor shall ensure fitness center equipment is clean, including all touchpoints and upholstered surfaces.

Deliverables:

1. Maintain an equipment inventory spreadsheet to itemize equipment, brand and serial data, and quantities.

2. Maintain complete quarterly preventive maintenance logs, as well as documentation of any required repairs of fitness equipment.

10.0 SECURITY REQUIREMENTS

All contractor employees are subject to the same level of investigations as VA employees who have access to VA Sensitive Information. The level of background investigation commensurate with the level of access needed to perform the tasks listed in the PWS is Public Trust. This requirement is applicable to all subcontractor personnel requiring the same access.

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal Laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

11.0 KEY PERSONNEL

These individuals are crucial to the successful performance of this PWS. All key personnel shall be certified by a nationally recognized fitness certification organization such as the National Council on Strength and Fitness (NCSF); National Aerobics & Fitness Trainers Association (NAFTA); or the National Academy of Sports Medicine (NASM)in addition to certifications in CPR/AED, and specialized group fitness.

11.1 Lead Fitness Coordinator

The contractor shall provide a Lead Fitness Coordinator who has at least 5 years of experience in fitness areas relevant to the tasks defined in this PWS.

11.2 Lead Fitness Specialist(s)

The contractor shall provide at least two Fitness Specialists who have at least 2 years of experience in fitness areas relevant to the tasks defined in this PWS.

11.3 Substitution of Personnel:

Requests to substitute key personnel shall be provided to the Contracting Officer (CO) for review and approval. All changes in key personnel shall be submitted to the CO at least 15 calendar days prior to making any change in key personnel, to the maximum extent practicable. The notification shall be in writing and shall provide a detailed explanation of the circumstances necessitating the substitution. The contractor shall submit a complete biography/resume for the substitute, and any other information requested by the CO. The CO will evaluate such requests and promptly notify the contractor of approval or disapproval thereof in writing.

12.0 QUALITY ASSURANCE

12.1 Performance standards define the required performance for specific tasks. The Government performs surveillance to determine if the contractor exceeds, meets, or does not meet these standards.

12.2 Various methods exist to monitor performance. Assessment will be placed in the COR’s files. The COR may use any or several of the surveillance methods listed below:

1. 100% Inspection (evaluates all outcomes) - Each month, the COR may review all the contractor’s performance/generated documentation and document results accordingly.

2. Random Sample - The COR may review a random sampling of the contractor’s performance/generated documentation and document your results accordingly.

3. Validated Customer Complaint or Validated Below Average in a Specific Area – Each month, the COR may review the contractor’s performance/generated documentation corresponding to a validated customer complaint or validated inability to perform in accordance with the specific area and document the results accordingly.

12.3 ACCEPTABLE PERFORMANCE LEVELS

General Performance Measures

PROJECT

MANAGEMENT,

MILESTONES,

AND SCHEDULE

milestones per the

PWS

Notification occurs within two business days of potential issue when known in advance or within 24 hours of urgent problems, where less than two business days exist

of performance schedule slippage

WRITTEN

COMMUNICATION

understood by others

CUSTOMER

SUPPORT

and Complaints based on interactions with the Contractor Customer problems are resolved within the same business day when possible: no more than 5 justifiable incidents of unacceptable customer service/professionalism

Specific Performance Requirements Summary (PRS)

KEY PERSONNEL

The Government will not pay for services that do not conform or do not meet performance standards or have not been properly rendered in accordance with FAR 52.212-4.

The Contractor shall be given an opportunity to correct non-conforming services to the Government if the services are non-conforming or the contract requirement is unacceptable in accordance with FAR 52.212-4.

DELIVERABLES

INVOICING

12.4 DOCUMENTING PERFORMANCE

1. Acceptable Performance

The Government will document acceptable performance in accordance with the chart above. Any report may become a part of the supporting documentation for any contractual action.

2. Unacceptable Performance

When unacceptable performance occurs, the COR will inform the CO. This will always be in writing although when circumstances necessitate immediate verbal communication, that communication will be followed in writing. The COR shall document the discussion and place it in the COR file.

When the CO determines formal written communication is required, the COR will prepare a CDR and present it to the contractor's program manager.

The contractor shall acknowledge receipt of the CDR in writing to the CO. The CDR will state how long after receipt the contractor has to take corrective action. The CDR will also specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CO will review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.