Virtual Fitness PWS_revised.pdf

Performance Work Statement (PWS)

WELLNESS SERVICES: ONLINE FITNESS

1.0 Purpose

The Department of Veterans Affairs (VA), Veterans Integrated Service Network 4 (“Legacy” VISN 4), requires an interactive virtual wellness platform that provides unlimited access to live, instructor-led fitness and wellness classes for “Legacy” VISN 4 patients and staff. The goal is to expand virtual self-care offerings, increase engagement, support Whole Health principles, and reduce reliance on after-hours virtual Complementary and Integrative Health (CIH) clinics.

2.0 Background

“Legacy” VISN 4 comprises nine VA Medical Centers located throughout Pennsylvania and Delaware. To enhance wellness options and support VHA Directive 1137, “Legacy” VISN 4 seeks digital solutions that provide engaging real-time wellness instruction. These services increase accessibility for Veterans and staff while supporting Whole Health initiatives.

3.0 Scope

The contractor shall provide a firm-fixed-price subscription service delivering unlimited access to a virtual, interactive wellness platform capable of supporting up to 5,000 registered and active users. Users shall be able to participate in unlimited live classes delivered through two-way video interaction. The platform must support diverse wellness modalities and offer specialized classes designed for the Veteran population.

4.0 Performance Requirements

4.1 Platform Capabilities

The contractor shall provide a digital platform that:

• Enables live, two-way, interactive video classes with meaningful instructor-participant engagement.

• Requires no specialized hardware or proprietary software, operating fully via standard Wi-Fi internet access.

• Allows user access via personal devices (laptop, tablet, smartphone).

• Includes a digital class directory with up-to-date offerings.

• Provides secure login credentials and password-protected access.

• Offers encryption for all user information (name, email, password).

• Prohibits sharing or collection of VA Protected Health Information (PHI).

• Allows “Legacy” VISN 4 to track anonymized metrics (e.g., signups, attendance, engagement).

4.2 Class Requirements

The contractor shall provide:

• All classes scheduled in eastern-standard time zone.

• Minimum 5 live classes per day, Monday–Friday.

• Minimum 2 live classes per day during the weekend, Saturday and Sunday.

• Classes available day and night to accommodate alternate shifts.

o Live classes should occur between the hours of 6am and 9pm (eastern-standard time zone) to accommodate various schedules.

At least one class before the 8am hour and at least one class after the 5pm hour must be offered.

• Recorded or on-demand sessions do not count toward minimum daily live-class requirements.

• Live instruction using two-way video, ensuring real-time feedback and safety monitoring.

o Daily requirements apply to live, instructor-led, and two-way video classes only.

• Class sizes are conducive to personalized interaction.

o Class size should not exceed 25 live participants.

o Must manage class enrollment to maintain real-time instructor interaction and safety monitoring.

• Unlimited user access to live classes (excluding federal holidays).

4.3 Wellness Modalities

Live classes must include multiple forms of:

• Yoga

• Meditation & Mindfulness

• Breathwork

• Tai Chi / Qi Gong

• Pilates / Barre

• High intensity interval training (HIIT) & Resistance training

• Aerobics

• Neck, shoulder, and back-care classes

• Pre/Post-natal yoga

• Veterans-only classes

• Women-Veterans–only classes

• Specialized workshops (e.g., Tai Chi intensives)

• Contractors may use a rotating schedule, as long as all required modalities remain available on a recurring basis throughout the period of performance.

• Contractors may distribute flexible modalities within those live-class minimums provided the overall schedule reflects the regular availability of every required modality category.

4.4 Staffing and Instruction Requirements

The contractor shall:

• Provide trained and certified instructors.

o “Legacy” VISN 4 will accept reputable, nationally recognized and accredited certifications/credentials.

Acceptable certifications examples: International Association of Yoga Therapists (IAYT), Registered Yoga Teacher (RYT) from Registered Yoga School (RYS), and Yoga Alliance and Registration.

• Maintain standard operating procedures (SOPs) addressing physical safety and quality assurance concerns during live sessions.

These classes must not constitute psychological counseling or mental health treatment.

5.0 Security Requirements

The platform must:

• Use encryption to protect user information.

• Use a secure, commercial, browser-based platform as proprietary contractor-owned platform is not required, provided all PWS requirements are met such as encrypted authentication, password protection, no PHI/ePHI transfer, and anonymized reporting.

• Guarantee that no PHI or ePHI is transferred between VA users and the contractor.

o To ensure no PHI/ePHI is transmitted, VA will handle user eligibility verification and enrollment. Contractor may issue and manage login credentials for authorized users but will not perform Veterans eligibility procedures or collect PHI.

• Provide anonymized data for “Legacy” VISN 4 utilization reporting and program evaluation.

o Monthly utilization report that includes copies of the newsletters distributed to registered users during the reporting period.

o Utilization data to include new accounts established during the reporting period.

o Attendance o Engagement reporting

Classes offered (most/least popular offerings) o On-demand utilization

6.0 Operational Requirements

• Maintain fully operational platform access for the entire performance period.

• Execute system updates wirelessly without requiring hardware changes.

• Ensure bandwidth-efficient two-way video streaming accessible on personal devices.

• Track technology adoption to support evaluation of future Complementary and Integrative Health (CIH) modalities.

7.0 Contractor Responsibilities

• Provide qualified personnel certified in wellness modalities.

• Tailor content to Veteran populations through curated classes.

• Include live classes, recorded/on-demand content, newsletters or written materials.

• Establish SOPs for safety, access, operations, quality assurance, and service continuity.

• Provide Section 508 Conformance Statement to ensure the platform is accessible to users with disabilities.

8.0 Place of Performance

All services shall be provided virtually. Users will access the platform from any location using personal electronic devices.

“Legacy” VISN 4 VAMC Locations include: Altoona, Butler, Coatesville, Erie, Lebanon, Philadelphia, Pittsburgh, Wilkes-Barre, and Wilmington, DE.

9.0 Work Hours

Platform access is available continuously, with required class minimums provided daily as specified.

10.0 Period of Performance

The contract period consists of one 12-month base period and four 12-month option periods:

• Base Year: Nov 7, 2026 – Nov 6, 2027

• Option Year 1: Nov 7, 2027 – Nov 6, 2028

• Option Year 2: Nov 7, 2028 – Nov 6, 2029

• Option Year 3: Nov 7, 2029 – Nov 6, 2030

• Option Year 4: Nov 7, 2030 – Nov 6, 2031

11.0 Deliverables

• Fully operational platform and access credentials

• Monthly anonymized usage reports

• Updated class directory schedule

• Documentation of instructor credentials

• SOPs related to safety, operations, and quality assurance