Attachment 1 - Performance Work Statement.pdf

Performance Work Statement

(PWS)

Instructional Fitness Classes

At

Royal Air Force (RAF) Mildenhall

“Rev. 4, 28 January 2021”

1.0 Introduction

1.1 Mission: 100th Force Support Squadron (FSS) provides the military community with resources, programs and opportunities for active, healthy lifestyle choices. Active lifestyles increase productivity, optimize the health of Airmen and enhance the level of mission readiness. These opportunities support the physical and mental well-being of participants, buffering the negative effects of stress and fostering resilience in Airmen and their families.

1.2 Background: 100th FSS manages two full service fitness centers, servicing Airmen, Government Contractors and their families.

1.3 Scope: The contractor shall provide instructional group exercise classes. See section 3.0 for General Scope of Work.

2.0 General Requirements

2.1 Business Relations: The Contractor shall successfully integrate and coordinate all activity needed to execute this requirement. The Contractor shall manage the timeliness, completeness, and quality of problem identification. The Contractor shall promptly identify issues to the Government and take timely corrective action. The Contractor shall seek to ensure mission partner satisfaction and professional and ethical behavior of all contractor personnel.

2.2 Contract Management & Administration

2.2.1 Contract Management: The Contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of resources assigned to the requirement. The Contractor must maintain continuity between the mission partner and the contractor’s corporate offices.

2.2.2 Contract Administration: The Contractor shall establish processes and assign appropriate resources to effectively administer the contract. The Contractor shall respond to the Governments requests for contractual actions in a timely fashion. The Contractor shall have a single point of contact between the Government and contractor personnel assigned to support the contract. The Contractor shall assign resources in order to maintain proper and accurate records related to this contract.

2.3 Subcontract Management: If applicable, the Contractor shall be responsible for any subcontractor and any subcontractor management necessary to integrated work executed under this contract.

2.4 Hours of Work: Work days are normally from Monday through Friday excluding US federal holidays. Work hours are from 0600 to 2000 local United Kingdom (UK) time. Fitness Instruction will not be starting or ongoing after 2000 local UK time. Occasionally, due to mission requirements fitness classes will take place outside normal work hours. Fitness Program Director/ Fitness Center Director (FPD/FCD) will coordinate classes outside of normal work hours with the contractor at least three (3) days before scheduled classes.

3.0 General Scope of Work

3.1 The Contractor shall provide all tools, training, personnel, materials, supervision and other items necessary to provide fitness instructional classes at 100th FSS RAF Mildenhall, UK.

3.2 Programs.

The Contractor shall effectively and safely provide a variety of personal and group fitness and health instruction and training programs, and various therapy treatment programs. In accordance with (IAW) Air Force Instruction (AFI) 34-266, RAF Mildenhall is considered a medium sized Air Force installation and therefore is required to provide a minimum of 15 fitness classes per week. The amount of classes will sometimes exceed the minimum required classes but never exceed 20 classes per week. The fitness classes will include as a minimum, but are not limited to the following areas:

STEP

Indoor Cycling

Yoga/Pilates Stroller Fit Ab/Core Stability Bosu Zumba

TRX

HIIT

Body Pump Cardio Groove

3.3 Adaptability and Language.

Instructors must be adaptable within their training programs, based upon the clients’ physical condition and abilities.

They must proficiently speak and understand English and be able to communicate clearly and effectively, whether on a one-to-one or a group basis. Classes shall be conducted in English and shall be based on students’/ clients’ abilities.

3.4 Instructor Duties, Responsibilities and Requirements.

The duties, responsibilities and requirements of instructors, trainers, and therapists for the instructional, training, and therapy programs included herein are outlined as follows:

3.4.1 General.

All instructors shall:

Develop safe and effective programs in their area of expertise, including individualized programs when necessary. Any new program or class will need the approval of the fitness center before implementing.

Be responsible for the cleanliness and care of all Government owned Fitness Center equipment and areas which they use in their program.

Provide all necessary personal equipment to instruct the class. This includes anything that requires extra equipment above core program requirements will be contractors responsibility (i.e. providing various music, punching/kicking bags, strike shields/pads

Actively promote their programs by submitting market requests thru the 86Marketing Department.

Advertising above and beyond these channels will be the contractor’s expense. Assist with the recruitment of new clients via word of mouth, social media, open houses, information booths, etc.

Fill classes with clients and maintain waiting lists.

Maintain logs of schedules and classes. Contractor will coordinate classes’ with the Fitness Program Director/ Fitness Center Director (FPD/FCD).

3.4.2 Certifications.

The contractor shall ensure and maintain copies of instructors’ current and valid certifications in accordance with the respective association guidelines. Certifications must be from an U.S. Air Force recognized organization or an equivalent or greater national or international certification, approved by HQ SFSVA/SVORF. A waiver request can be submitted HQ USAFE/A1SC, Fitness and Sports, requests will then be forwarded directly to HQ SFSVA/SVORF to use local national certified organizations as long as the training material is similar to the acceptable organizations. Waiver request must be accompanied by course syllabus.

Air Force Recognized Certification Organizations:

American Council on Exercise (ACE) The American College of Sports Medicine (ACSM) Aerobics and Fitness Association of America (AFAA) The Cooper Institute (CI) International Fitness Professionals Association (IFPA) National Academy of Sports Medicine (NASM) National Council on Strength and Fitness (NCSF)

National Exercise and Sports Trainers Association (NESTA) National Exercise Trainers Association (NETA) National Federation of Professional Trainers (NFPT) National Strength and Conditioning Association (NSCA) American Aerobic Association International/International Sports Medicine Association (AAAI/ISMA) Academy of Applied Personal Training Education (AAPTE) American Fitness Professional and Associates (AFPA) International Association of Resistance Trainers (IART) International Fitness Professionals Association (IFPA) International Sports Sciences Association (ISSA) National Association for Fitness Certification (NAFC) National Aerobics & Fitness Trainers Association (NAFTA) National Council for Certified Personal Trainers (NCCPT) Professional Fitness Instructor Training (PFIT) US Career Institute (USCI) World Instructor Training Schools (WITS) YMCA

3.4.3 Group Fitness Instructor:

Group Fitness Instructors must possess and maintain a primary group exercise certification.

Instructor/Trainer shall provide the following:

Aerobic, strength, and flexibility conditioning appropriate for fitness development.

Provide a variety of classes meeting these requirements.

Screen new participants for any medical conditions that may affect their exercise program, using the health assessment form and standards or methods approved by the FPD/FCD.

Be able to move about the room and interact with students and provide individual instruction.

Teach precautions and safe techniques for students Teach the history, philosophy and theoretical foundation of group fitness.

Instruct clients on warm-up techniques and breathing techniques.

Maintain student rosters and notify FPD/FCD of any changes.

Provide all necessary personal equipment to instruct the class.

Examples of classes are, but not limited to:

High/low impact Cardio/kick-boxing Group cycling Circuit training Abs class Step aerobics Body sculpting Turbo kick Group strength training

3.4.4 Yoga Instructor.

Instructors must possess and maintain a valid primary group exercise and Yoga certificate.

Instructor/Trainer shall provide the following:

Instruct students on all aspects of Yoga.

Screen new participants for any medical conditions that may affect their exercise program, using the health assessment form and any standards or methods approved by the FPD/FCD.

Be able to move about the room and interact with students and provide individual instruction.

Teach the history and physiological and emotional benefits of Yoga.

Instruct clients on warm-up techniques, breathing (pranayama) techniques, traditional postures

(Asanas), and methods for meditation and relaxation.

Teach precautions and safe techniques for students with health and flexibility limitations.

Maintain student rosters and notify FPD/FCD of any changes.

Provide all necessary personal equipment to instruct the class. This excludes individual yoga mats which are the responsibility of class participants.

3.4.5 Pilates Instructor.

Instructors must possess and maintain a valid primary group exercise and Pilates certificate.

Instructor/Trainer shall provide the following:

Instruct and train students on all aspects of Pilates.

Screen new participants for any medical conditions that may affect their exercise program, using the health assessment form and any standards or methods approved by the FPD/FCD.

Be able to move about the room and interact with students and provide individual instruction.

Teach the history, philosophy and theoretical foundation of Pilates.

Be able to communicate the importance of mind-over-matter and be able to help the student fuse mind and body through fluid, graceful and balanced movements.

Be able to teach correct breathing and communicate its importance during all Pilates exercises.

Communicate to students the importance of using the very large group of muscles in the body’s center (i.e., abdomen, lower back, hips, and buttocks), known in Pilates as the “Powerhouse”.

Teach precautions and safe techniques for students with health and flexibility limitations.

Maintain student rosters and notify FPD/FCD of any changes.

Provide all necessary personal equipment to instruct the class. This excludes individual Pilates mats which are the responsibility of class participants.

3.4.6 Zumba

Instructors must possess and maintain a valid primary group exercise and Zumba certificate.

Instructor/Trainer shall provide the following:

Instruct and train students on all aspects of Zumba.

Screen new participants for any medical conditions that may affect their exercise program, using the health assessment form and any standards or methods approved by the FPD/FCD.

Be able to move about the room and interact with students and provide individual instruction.

Teach the history, philosophy and theoretical foundation of Zumba.

Teach precautions and safe techniques for students with health and flexibility limitations.

Instruct clients on warm-up techniques and breathing techniques.

Maintain student rosters and notify FPD/FCD any changes.

Provide all necessary personal equipment to instruct the class.

4.0 Location

4.1 Location.

A variety of programs shall be offered at the100th Force Support fitness facilities. This includes the RAF Mildenhall Northside Fitness Center (Bldg. 463) RAF Mildenhall Southside Fitness Center, Bldg. 849.

Sessions shall be of 30 and 60 minute periods, being dependent upon the program and as mutually agreed between the contractor and the FPD/FCD. The dates, times and locations of instructional classes, and where various instructors are required, will be established by mutual agreement between the contractor and the FPD/FCD. These will be subject to change based upon the Fitness Center requirements and needs. Instructor’s schedule of availability shall be provided to the FPD/FCD NLT the 15th of each month for the next month. When personal emergencies occur, the contractor’s qualified substitute instructor or therapist name must be promptly communicated to the

FPD/FCD.

During the times when the President of the United States issues and emergency declaration, an alternate work location can be set-up for the virtual performance of the fitness instruction in accordance with the PWS. This change in venue should be at no additional cost to the Government. It is the Government’s responsibility to notify the contractor, in writing, of the execution of these virtual classes at least two days prior to the class being held. When resuming normal classes and discontinuing virtual classes, the Government shall work with the contractor to determine the most advantageous was to transition, as well as provide the contractor notification of its decision to restart on-site classes at least seven (7) days prior to the first class start date.

5.0 Special Requirements

5.1 Insurance.

The contractor is responsible for acquiring and maintaining liability insurance coverage for their company and for all instructors/employees.

5.2 CPR/AED (Cardio-Pulmonary Resuscitation/ Automated External Defibrillator) and Basic First Aid Certification.

IAW AFI 34-266 all fitness center staff must provide a valid copy of a Red Cross or American Heart Association CPR/AED Basic First Aid Certificate for each instructor, to the FPD/FCD. Failure to possess and maintain current certification shall result in the immediate suspension of scheduled classes until proper certification is obtained or renewed.

5.3 Conduction of Classes/Sessions.

The contractor shall coordinate with the FPD/FCD for times, locations and days of the week instructors, trainers and therapists are required. The contractor will conduct group classes as long as there are at least four (4) individuals in attendance. The instructor will cancel the class (no sooner than) ten minutes after the scheduled start time if there are less than four (4) students in attendance. The Fitness Center may cancel classes due to mission requirements by providing notice to the contractor at least three (3) days before scheduled classes with no payment required. The contractor or instructor shall notify the FPD/FCD of any cancellation at least three (3) days before scheduled classes. The contractor’s qualified substitute instructors must be communicated to the FPD/FCD when emergencies occur to replace originally scheduled instructor to eliminate no-show. Instructors will be required to show up at least fifteen (15) minutes prior to the start of the class. Classes will be a minimum of sixty (60) minutes in duration. Additional classes can be added if the contractor and the FPD/FCD come to a mutual agreement. Classes/sessions will not be conducted on American holidays or on scheduled U.S. Air Force family and goal days. Dates will vary from year to year but standard holidays are as follows:

New Year’s Day – January Martin Luther King Jr. Day – January Presidents Day – February Memorial Day – May Independence Day – July Labor Day – September Columbus Day – October Veterans Day – November Christmas – December Family & Goal days as posted by the USAFE Commander.

FSS Training Days as specified by the 100 FSS Commander

5.4 Contractor Provided Material/Equipment.

Contractor provided material and equipment is to include personal martial arts gear, instructional handouts, linens for massage therapist, appointment books, binders, music, headset and microphone, cleaning supplies, office supplies, batteries and any personal equipment required which is not supplied or readily available from the fitness facility.

Prior to the start of instruction, the instructor shall contact a Fitness Center staff to obtain access to the storage area for any necessary government-provided equipment (i.e. floor/yoga mats, body balls, jump ropes, hurdles, stereo equipment). The instructor is responsible for the setup of all sound and instructional equipment, and shall ensure equipment is in place (15 minutes prior to the scheduled start of the class) in order to start the class as scheduled. The microphone head set for instruction will be checked for operability at least 5 minutes prior to the start of the class.

Contractor/Instructor shall provide popular music on devices that are compatible with facilities sound system.

Contractor/Instructor shall use the audio equipment in a manner, which will not cause harm to the equipment or the patrons. Sound levels of music must be within acceptable audio decibels in the area classes are being conducted.

After completion of classes, instructors must return all government-provided sound and instructional equipment to the place it originated and ensure any electrical equipment is turned off where required. The instructor will report any safety concerns, breakage, or malfunctions to the Fitness Center staff.

5.5 Compensation.

Customers must make payment for monthly instructional classes by the 5th business day of each month (i.e., martial arts, racquetball and tennis). Contractor will be compensated based on the number of classes taught, not on number of attendees within the class.

5.5.1 Invoices

The contractor shall complete and turn in a monthly itemized invoice to include class dates, times, receipt numbers and the location to the FPD/FCD, or his or her representative, not later than the first business day of each month. The invoice shall be provided in an electronic and signed hard copy. Invoices will be separated according to the type of instruction (Personal Training, Yoga, etc.). The actual physical design of the statement is left to the discretion of the contractor.

5.5.2 Payment

The contractor shall be paid on a monthly basis, net 30 days, for the exact number of classes and sessions which were conducted.

5.5.3 Refunds.

All client refunds will be coordinated through the FPD/FCD. It will be the contractor’s responsibility to inform the FPD/FCD if the refund is valid or not and will be based on the published policy of the Fitness Center.

5.5.4 No Shows.

Contractor will be responsible for instructor no-shows. Contractor will not receive any payment if the instructor doesn’t show for their scheduled class/sessions.

5.5.5 Client Fees.

The Mildenhall Fitness Centers will be responsible for the collection of client fees.

5.5.6 Appointment/Waiting List/Payments.

Any potential paying client/customer (Personal Training, Martial Arts, Massage, Racquetball or Tennis) approaching the Fitness Center Staff should be directed towards the contractor for arrangements of a suitable appointment with a trainer/therapist/instructor. The contractor will be solely responsible for maintaining and controlling a waiting list for any program requiring it. The contractor will fill classes according to vacancies.

The Fitness Center will collect any and all payments from customers for applicable classes.

6.0 Security & Safety

6.1 Operational Security (OPSEC):

If any installation is required to take place in a Government facility, the Contractor shall be familiar with the organizational critical information and indicators list (CIIL) and OPSEC policy of any installation they require access to. The required CIIL can be provided by the Contracting Officer.

6.1.1 Safety:

The Contractor and any of its subcontractors (if applicable) shall promptly report pertinent facts regarding mishaps involving Government property damage or injury to Government/Contractor personnel that takes place on an installation. The Contractor shall notify the cognizant Contracting Officer within 24 hours of all mishaps or incidents. The Contracting Officer will in-turn notify the Safety Office. The Contractor shall cooperate in any resulting safety investigation.

6.2 Contractor Access to Installations:

Access to DoD installations is limited to personnel with a valid installation access pass. Failure to submit required information to obtain required documentation will result in the exclusion of such employees from the installation until such documentation is obtained. Contractor employees may be subject to personal and vehicle searched when entering or leaving a DoD installation. If installation access is required, the Government will provide the Contractor with the required information and documents for installation access passes upon award. Subsequently, the Contractor shall provide a list of all employees along working under this contract, along with the required documentation upon receipt of contract award, and no later than 30 days prior to the projected need for any new installation access pass requirements. The Contractor is responsible for maintaining an adequate number of personnel with active installation access passes, and adhering to the timeframes stated in this section. The cognizant mission partner is responsible for the coordination of installation access passes. Upon termination of employment, termination or cancellation of the contract, or expiration of the contract the Contractor is responsible for collecting employee installation access passes and turning them in to the CO, or the cognizant mission partner in a timely fashion.

6.3 Uses and Safeguarding of Information:

Section 2330a of title 10, United States Code (10 USC 2330a),requires the Secretary of Defense to submit to Congress an annual inventory of contracts for services performed during the prior fiscal year for or on behalf of the Department of Defense (DoD) by 31 Oct. The inventory must include the number of contractor employees using direct labor hours and associated cost data collected from contractors. Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data. Contractors for other than Army components can visit: https://afcmra.hqda.pentagon.mil/Help/Full_User_Guide.pdf to review user manuals and gain an understanding about the data fields that will be included in the reporting structure that is hosted at http://www.ecmra.mil/

Applicability:

The reporting requirement applies to all contracted services, provided the organization that is receiving or benefiting from the contracted services is a Department of Defense organization, including reimbursable appropriated funding sources from non-DoD executive agencies where the Defense Component requiring activity is executive agent for the function performed. The reporting requirement does not apply to situations where a Defense Component is merely a contracting agent for another executive agency. In general, the only contracted services excluded from reporting are construction and utilities.

6.4 Bioenvironmental Engineering/Hazmat Requirements

Environmental, Health and Safety.

The contractor shall ensure all employees receive the necessary environmental, health, and safety training to ensure compliance with all Occupational Safety and Health Acts (OSHA), federal and local laws. The contractor shall protect the health and safety of employees and the community, minimizing the risk of environmental pollution

Pollution Prevention.

"Pollution Prevention" and "Source Reduction" are defined in the Pollution Prevention Act of 1990, 42 U.S.C. §§ 13101-13109. Contractor's obligation under this section is limited to identifying pollution prevention opportunities and shall not be construed to require the contractor to conduct activities not otherwise required by the program.

The contractor shall comply with energy saving conservation practices as deemed necessary by the facility manager.

7.0 Government Furnished Material:

7.1 Each Fitness Center will provide adequate facilities, standard non-personal exercise equipment, and a sound system (without any microphones) for use by the contractor. All equipment is available within the appropriate fitness center (e.g. weight training machines, racquetball racquets, gym mats, etc.). The contractor will be provided with a list of available facilities and equipment at each Fitness Center for each program upon request.

7.2 Fitness Center will be responsible for the provision of all advertising connected with listed services throughout the other base facilities. The fitness center will submit the marketing requests for advertisements. These materials are then cross-marketed. They will also market classes/programs via Facebook, emails, 100FSS website, radio announcements, Unit Sports Reps, Sports council meetings, word of mouth, etc. Fitness Center will not be responsible for any advertising/marketing expenses. IE:

business cards, brochures.

8.0 Applicable Directives

AFI 34-266