Attach 1 - PWS_25 Oct 2021.pdf

FA5000-22-R-0008,

Attachment 1 PWS

Performance Work Statement (PWS) for

673d Force Support Squadron

Group Exercise Service Contract at

Joint Base Elmendorf-Richardson, Alaska 25 Oct 2021

FA5000-21-R-0008,

1. SCOPE OF WORK

1.1. Contractor shall conduct and administer all aspects of group exercise classes as a portion of the Fitness Center’s Core Fitness Programs held at JBER-E Base Fitness Center (Bldg 9510) and JBER-R Buckner Fitness Center (Bldg 690), Joint Base Elmendorf Richardson, AK. These classes shall support the AF Fitness Program, the Army Physical Readiness Training Program and the Fitness Improvement Program (FIP).

2. REQUIREMENTS

2.1. Program shall consist of suite of group exercise classes that will include a variety of cardiovascular and strength conditioning classes as approved by the Fitness Center Manager.

2.2. A minimum of two (2) target heart rate checks will be performed during each class, as well as a cool down period at the conclusion of each class.

2.3. Each class offering shall be 60 minutes in duration and start/stop at designated times.

2.3.1. Classes may be longer or shorter than the 60 minute duration if approved in advance by the Fitness Center Manager.

2.4. The type (indoor cycling, TRX, etc.), quantity (how many classes per week/day), location (Buckner or Elmendorf Fitness Center) and time frame (0600, 1800, etc.) for classes shall be determined by the government based on the needs of the fitness center.

2.5. Instructors shall limit class participation to capacity of room. Youth under 12 are not permitted in the group exercise rooms during the performance of the class. Youth ages 13-15 will only be allowed to participate when accompanied by their sponsor or guardian.

The youth must have the physical and mental ability to perform movements without disruptive behavior during the class. Youth of age 16 or older may participate without sponsor. The instructor is responsible for verifying the age of the participants and shall request Fitness Center assistance if any disputes or concerns arise.

2.6. The class schedule shall be coordinated with the Fitness Center Managers (FCM) and the contractor.

2.6.1. The Contractor shall update a master program schedule quarterly based on the period of performance. This schedule will set class type, day, time, and location for each upcoming quarter. Quarter 1 (Jan - Mar), Quarter 2 (Apr-June), Quarter 3 (July-Sep), Quarter 4 (Oct - Dec).

2.6.2. Changes to the master program schedule prior to the next scheduled quarterly update must be agreed to by the contractor and the Fitness Center manager.

2.6.3. The format of the master program schedule shall be determined by the Fitness Center Manger.

2.6.4. Contractor shall be notified 30 days in advance of any changes to the class schedule.

2.6.5. The Fitness Center Manager and the contractor may make mutually agreed to changes in under 30 days.

2.6.6. The contractor shall submit the master program schedule at least 15 days prior to the start of the upcoming quarter.

2.6.6.1. The government cannot guarantee that marketing materials will be provided prior to the start of the schedule if it is submitted within the 15 day window.

2.6.6.2. A late calendar shall result in a cancelation of all schedule changes from previous quarters and re- performance of all canceled classes as a result of the delayed calendar submission until the new schedule can be appropriately marketed.

2.6.7. A monthly detailed calendar shall be provided by the fitness center that includes the instructors name for the class type, day, time, and location. This monthly calendar is developed from the master program schedule provided by the contractor.

2.6.8. The instructor assigned to each scheduled class may be updated monthly.

2.6.9. The staffed hours of operation at the fitness centers during Federal Holidays, Down, Training or Family days may be reduced or eliminated.

2.6.9.1. When staffed hours are still provided at least two classes shall be provided at each facility unless that day would not normally have classes scheduled. The class schedule shall be coordinated with the Fitness Center Managers and the contractor.

2.6.10. The contractor does not have to provide instructors on other days as identified by the Fitness Center due to closure or special circumstances when notification to the contractor is given at least 8 hours in advance.

2.6.11. Complaints and requests are to be addressed through the Fitness Center

2.6.12. The contractor must notify the fitness center in advance by calling the front desk of the facility the class is scheduled at when an instructor cannot make it.

2.6.12.1. The contractor shall find a substitute instructor when an instructor cannot make it.

2.6.12.2. When an instructor arrives late and more than 15 minutes after the scheduled class start time, the class shall be considered cancelled by no show.

2.6.12.3. When an instructor arrives late and less than 15 minutes after the scheduled class start time, the class shall be taught if students remained otherwise it will be considered cancelled by no show.

2.7. Classes shall be performed in English.

3. PERSONNEL

3. 1. The contractor shall provide a Group Exercise Contract Manager (GECM) that will possess and maintain at a minimum a primary instructor certification by a DoD recognized organization (for current approved organizations see Attachment 1), and has at least three (3) years teaching experience. If the certification held is from an organization not on the list in appendix 1 the contractor shall demonstrate National Commission for Certifying Agencies (NCCA) or Distance Education Accrediting Commission (DEAC) Accreditation of that certification along with a copy of the certification requirements and a course overview.

3.1.1. The GECM must be able to personally mentor new instructors in safety guidelines and methods of instruction.

3.1.2. The contractor shall designate in writing to the FCM, the names and telephone numbers of the GECM and an alternate (when the GECM is not available).

3.1.3. Shall only provide services within the scope of the Knowledge, Skills and Abilities (KSAs) of the certifications held.

3.1.4. GECM must reside in the local area and be available for in-person meetings.

3.2. The contractor’s instructors will possess a primary instructor certification by a DoD recognized organization (for current approved organizations see Attachment 1) or a certification from a commercial health/fitness organization that has been approved by the service headquarters in the specific physical activity program in which they instruct. If the certifications held are from an organization not on the list in appendix 1 the contractor shall demonstrate National Commission for Certifying Agencies (NCCA) or Distance Education Accrediting Commission (DEAC) Accreditation of that certification along with a copy of the certification requirements and a course overview.

3.2.1. Instructors found without a current certification will be removed from scheduled classes and not be scheduled for future classes until the certification has been renewed.

3.2.2. After a non-current instructor is identified the contractor shall remove the instructor from the schedule and ensure that instructor does not teach a class until the certification is renewed.

3.2.3. Should the non-current instructor teach another class after being identified and prior to re-certification, that instructor shall be banned from teaching classes for one (1) year.

3.2.4. Shall only provide services within the scope of the Knowledge, Skills and Abilities (KSAs) of the certifications held.

3.2.5. Instructors must obtain the additional necessary specialized training/certifications for step and kickboxing fitness classes.

3.2.6. Instructors found without a current certification will be removed from scheduled classes and not be scheduled for future classes until the certification has been renewed.

3.2.6.1. After a non-current instructor is identified the contractor shall remove the instructor from the schedule and ensure that instructor does not teach a class until the certification is renewed.

3.2.6.2. Should the non-current instructor teach another class after being identified and prior to re-certification, that instructor shall be banned from teaching classes for one (1) year.

3.2.7. All instructors (including substitutes) must maintain current First Aid and either the American Heart Association’s Basic Life Support/Automated External Defibrillator (BLS/AED) or the Red Cross’s Cardiopulmonary Resuscitation/Automated External Defibrillator (CPR/AED) certification.

3.2.7.1. Instructors found without a current certification will be removed from scheduled classes and not be scheduled for future classes until the certification has been renewed.

3.2.7.2. After a non-current instructor is identified the contractor shall remove the instructor from the schedule and ensure that instructor does not teach a class until the certification is renewed.

3.2.7.3. Should the non-current instructor teach another class after being identified and prior to re-certification, that instructor shall be banned from teaching classes for one (1) year.

3.2.8. The contractor may use off-duty, military personnel but will still be accountable for any classes those individuals are scheduled to teach that are impacted by permanent change of station (PCS), change in duty hours, recall and deployments. Their absence does not constitute a valid excuse for non-performance under this agreement.

3.3. The contractor and its personnel shall be financially responsible for any damage caused to Fitness Center equipment while it is under their control (i.e. broken keys/locks, stereo equipment, microphone/headset, etc.) to include the repair/replace, maintenance, shipping and handling of damaged equipment.

3.4. Contractor personnel must present a neat appearance and be easily recognizable while in the Fitness Center, which should be accomplished by wearing a distinctive uniform upper garment.

3.5. The COR may require, in writing, the contractor to remove instructors who endanger persons or property, or whose continued employment under this contract is inconsistent with the interest of military security. The COR may require, in writing, that the Contractor’s employees be removed from the work site, area or base due to objectionable behavior. Objectionable behavior includes, but is not limited to, being improperly attired, using profane language or abusing or disobeying base rules of conduct or regulations.

4. GROUP EXERCISE CONTRACT MANGER SPECIFIC DUTIES.

4.1. Shall be responsible for the performance of the instructors and shall have the full authority to act for the contractor on all matters relating to the daily contract operations.

4.2. Shall provide the Fitness Center Manager with an electronic list of instructors (including substitutes), telephone numbers, and certifications within thirty (30) days after award of contract, and keep it current. Shall provide the Fitness Center Manager with electronic copies of all current certification documentation for all contract personnel who may instruct classes including him/herself. As a minimum, the individuals must be certified by a nationally accredited organization stated in paragraph 3.3.

4.3. All certifications must be valid prior to employment, and electronic copies presented to the fitness center before providing instruction.

4.4. GECM or appointed in-writing alternates must conduct random in-person reviews of instructor performance and document those observations, submitting them to the COR.

4.4.1. Each instructor should be reviewed at least 1 time annually. Class date/time and type shall be listed on the report. Instructors should be observed for timeliness, exercise modification, instruction, class management, instructor/student interactions, and professionalism.

4.5. If a certification expires on any instructor, the GECM shall no longer schedule that individual until the certification is renewed and updated documentation is sent to the Fitness Center Manager.

4.6. GECM or representative shall meet with the Fitness Center Manager monthly to discuss the class schedule and issues as they arise.

4.7. Shall provide a quarterly master program schedule based on the needs outlined by the fitness center depicting the class type, the location, day of the week and the time. This schedule must be submitted to the Fitness Center Manager at least fifteen (15) days prior to the start of the new quarter.

4.8. Shall provide a monthly detailed calendar depicting the instructor name, the class type, the location, day of the week and the time. This schedule must be submitted to the Fitness Center Manager at least ten (10) days prior to the start of the month.

4.9. The GECM shall provide within 30 days of the contract award a written description of all class types offered at each fitness center.

4.9.1. The GECM shall update the class description document whenever new class types are added or removed from the schedule.

4.10. Shall be responsible for interviewing prospective instructors and verify certifications are valid and current.

4.11. Shall limit the number of classes taught by one instructor to no more than two classes per day.

4.12. Shall train instructors on proper usage of stereo equipment prior to equipment being used.

4.13. Shall ensure each instructor incorporates a warm up, proper exercise techniques, and post workout stretching. A minimum of two (2) target heart rate checks will be performed during each class, as well as a cool down period to conclude the cardio segment of each class.

4.14. GECM shall conduct a monthly meeting with all instructors to keep them informed of facility/base policy changes or any other information needed to ensure a quality program. GECM will take minutes of this meeting and send that to the Fitness Center

4.15. GECM shall ensure an instructor is present for scheduled classes. If a scheduled instructor cannot make a scheduled class, the GECM must provide a qualified substitute to teach the same style of class as scheduled (ex. Yoga flow, Vinyasa yoga).

4.16. GECM shall ensure instructors notify on-duty fitness center staff of any injuries or accidents associated with group exercise patrons. Should ambulatory services be needed, the fitness center shall notify the proper agency for assistance. The instructor is required to assist the fitness center staff in the completion of an accident report after the conclusion of the incident.

4.17. GECM shall contact the Contracting Officer or the Contracting Officer Representative to obtain the necessary information required to request issuance of a base pass to gain entry onto the base during contract period of performance.

5. INSTRUCTORS SPECIFIC DUTIES.

5.1. Instructor shall arrive 10-15 minutes prior to the scheduled class start time in order to sign out keys, headset and equipment for each class.

5.2. Instructor shall notify on-duty fitness center staff if they are going to be late for class.

5.3. If an instructor arrives late more than 3 times to a class within a given quarter, the government shall request the instructor be replaced and the schedule to be modified.

5.3.1. Instructor is considered late if they arrive after the scheduled start of the

5.4. Instructor shall use stereo equipment provided in each room and ensure all equipment is in good working order before and after use.

5.4.1. Instructors must provide their own music, and it must not contain any profanity or vulgar language.

5.5. Instructor shall ensure the exercise area is clean after the class and keys are returned to the front desk.

5.6. Instructor shall incorporate a warm up, proper exercise techniques, and post workout stretching. A minimum of two (2) target heart rate checks will be performed during each class, as well as a cool down period to conclude the cardio segment of each

5.7. Instructors may report any equipment malfunction or problems with the class to the fitness center staff immediately but shall report any malfunctions following the conclusion of the class.

5.8. Instructors shall notify on-duty fitness center staff of any injuries or accidents associated with group exercise patrons. Should ambulatory services be needed, the fitness center shall notify the proper agency for assistance. The instructor is required to assist the fitness center staff in the completion of an accident report after the conclusion of the incident.

5.9. Instructors shall record an accurate head count for each class performed using attendance forms provided by the Fitness Center.

5.9.1. Classes must have at least one (1) patron present and signed in to be considered a billable class.

5.10. Instructors shall provide specialized instruction for students demonstrating a need for exercise progression and regression. Instructors should use a beginning, intermediate, advanced technique building format.

6. COMMON USE GOVERNMENT PROPERTY.

6.1. The Government will provide, without cost to the contractor, the utilities necessary to accomplish the tasks specified in the Performance Work Statement, including electric, fire protection, and 911 services.

6.2. The Government will provide designated areas suitable for a variety of group exercise class types.

6.3. The Government will provide common use equipment that is reserved for contractor use only during class time. Including steps, mats, weights, bands, balls, spinning cycles and a sound system.

7. GOVERNMENT RESPONSIBILITES.

7.1. The Fitness Center Manager or representative is responsible to train the contractor and/or GECM on proper usage of stereo equipment.

7.2. The Government may monitor the quality of instruction provided by all instructors.

7.3. The Fitness Center Manager may cancel or add group exercise classes due to mission requirements, insufficient class attendance or substandard contractor performance.

7.4.1. The Fitness Center Manager will provide the contractor at least eight (8) hours’ notice prior to cancellation.

7.4. The Government is responsible for providing marketing materials to Fitness Center customers that denote class location, time, and class type.

7.5. The Government is responsible for providing class descriptions to Fitness Center customers.

8. INVOICES AND PAYMENTS.

8.1. Contractor shall only be paid for classes taught.

8.1.1. Attendance forms are used to verify a class is instructed, the contractor will not be compensated for those classes that do not have an attendance form.

8.1.1.1. Classes shall have at least one patron present to be considered a billable class.

8.1.2. Special approved classes that last longer than 60 minutes will be billed in 60 minute increments, i.e. 3 hour spin-a-thon would be billed as 3 classes. Special approved classes under 60 minutes will be billed as 1 class offering.

8.2. Contractor shall not be compensated for the canceled class.

8.2.1. Contractor shall re-perform all canceled classes in future months as classroom availability allows and as scheduled with the Fitness Center Manager.

8.3. Should the contractor fail to submit the master program schedule on time the following shall occur:

8.3.1. Late master program schedules will result in the cancellation of all schedule changes from previous quarters and re-performance of all canceled classes as a result of the delayed calendar submission until the new schedule can be appropriately marketed.

8.3.2. The contractor shall not be compensated for the canceled classes.

8.3.3. The contractor shall be compensated for re-performed canceled classes due to delayed schedule submission.

8.4. Should the contractor fail to ensure that instructors maintain a valid and current certifications the following shall occur:

8.4.1. Classes taught by instructors without a current certification will not be compensated.

8.4.2. Contractor must re-perform all classes taught by non-current instructors at no cost to the government.

8.5. To ensure the timeliness of service the contractor shall be compensated according to the following:

8.5.1. When the instructor arrives greater than 15 minutes after the scheduled start of the class the class shall be cancelled by contractor no show and the contractor may re-perform that class IAW 8.2.1.

8.5.2. When the instructor arrives after the scheduled start of the class but within 15 minutes of the scheduled start time the class shall be taught if students stayed;

if students left the class shall be cancelled by contractor no show and the contractor may re-perform that class IAW 8.2.1.

8.6. Contractor shall receive the full class price when the contractor is not notified 8 hours in advance and an instructor shows up to teach and the class could not occur for reasons other than lack of attendance at no fault of the contractor (power outage, base closure/early release, Shelter-in-place.)

9. MANPOWER REPORTING

9.1. Manpower Reporting. The contractor shall report all contractor labor hour (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The Contractor is required to complete fill in all required data fields at http://www.sam.gov

9.2. Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year.

10. SECURITY REQUIREMENTS

10.1. Physical Security: The contractor shall be responsible for safe guarding all government property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured, and utilities turned off or set for conservation.

10.2. Identification and Base Passes: The contractor shall obtain base passes for instructors. Applications shall be coordinated through the Fitness & Sports Manager or designated representative. At time of application, Security Forces may conduct a background check on employees. Upon termination of employment, the contractor shall return base passes to 673 SFS or 673 FSS within 24 hours.

http://www.sam.gov/

ATTACHMENTS

Attachment 1: USAF Approved Organizations

Contract Personal Trainers/Group Exercise Instructors Specialty certifications (i.e., yoga, group cycling, water exercise, etc.) are not governed by this list.

AAPTE - Academy of Applied Personal Training Education ACE - American Council on Exercise ACSM - American College of Sports Medicine ACTION Certification CI - The Cooper Institute for Aerobic Research CSCCa - Collegiate Strength and Conditioning Coaches association IFPA - International Fitness Professionals Association ISFTA - International Sports & Fitness Trainers Association NASM - National Academy of Sports Medicine NAYS - National Alliance for Youth Sports NCHEC - National Commission for Health Education Credentialing, Inc.

NCSF - National Council on Strength and Fitness NESTA - National Exercise and Sports Trainers Association NETA - National Exercise Trainers Association NFPT - National Federation of Professional Trainers NSCA - National Strength and Conditioning Association PTA Global, Inc.

TWCC - Training & Wellness Certification Commission DEAC (Distance Education Accrediting Commission) Accredited Certifying Agencies ISSA - International Sports Sciences Association USCI - US Career Institute

Attachment 2 – Sample Sign In Sheet

JBER FITNESS & SPORTS

DAILY FITNESS CLASS ATTENDANCE

CLASS:___________ TIME:__________ DATE:_____________ INSTRUCTOR:______________________

Print Name Status: Military, Civilian, Dependent, Retired ONLY

CIRCLE ONE!

FIP

(Y/N) Signature

1 MIL CIV DEP RET

2 MIL CIV DEP RET

3 MIL CIV DEP RET

4 MIL CIV DEP RET

5 MIL CIV DEP RET

6 MIL CIV DEP RET

7 MIL CIV DEP RET

8 MIL CIV DEP RET

9 MIL CIV DEP RET

10 MIL CIV DEP RET

11 MIL CIV DEP RET

12 MIL CIV DEP RET

13 MIL CIV DEP RET

14 MIL CIV DEP RET

15 MIL CIV DEP RET

16 MIL CIV DEP RET

17 MIL CIV DEP RET

18 MIL CIV DEP RET

19 MIL CIV DEP RET

20 MIL CIV DEP RET

21 MIL CIV DEP RET

22 MIL CIV DEP RET

23 MIL CIV DEP RET

24 MIL CIV DEP RET

25 MIL CIV DEP RET

26 MIL CIV DEP RET

27 MIL CIV DEP RET

28 MIL CIV DEP RET

Instructor Signature: