Attachment 1 - PWS Wellness and Health Promotion_Final.doc.pdf

PERFORMANCE WORK STATEMENT (PWS)

Defense Civilian Personnel Advisory Service (DCPAS)

Wellness and Health Promotion Services

August 31, 2020

General Information

1. GENERAL: This is a non-personnel services contract to provide support staff for the Health

Promotion and Wellness/Fitness Programs provided by DoD. Staffing will support Agency Specific

Programs and Services. The work will be performed at designated DoD Area Offices (AO) and/or other designated Service Provision Sites (SPS). Examples of an SPS are Wellness Fitness Centers, Health

Promotion Service Sites or remote work sites, wherever DoD services are rendered. The Government shall not exercise any supervision or control over the contract service providers performing the services herein.

Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Wellness and Health Promotion (WHP) services as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: Requirements under this contract are for agency specific WHP Programs that have needs unique to that population and for staff to operate DoD managed WF centers. These sites may have one or more labor categories working together, with oversight by a Program Manager, and may require the additional support of Administrative Support Staff.

Staff sourced through this contract shall closely collaborate and regularly meet with other onsite or remote

DoD staff. These interactions will support the coordination and integration, of health promotion activities and resources to address client health risks including, but not limited to, health campaigns, health promotion classes, and inbound/outbound referrals for complementary services (e.g. referring a health-coaching client to an onsite DoD Health Center for biometric screening). The level of coordination will vary according to the availability/level of additional DoD services offered by each worksite.

Example of Services available at Wellness Fitness Centers:

Wellness and Pre-participation Screenings including DoD’s abbreviated Health Risk Appraisal

(HRA)

Fitness Assessments and Individualized Exercise Programs

Equipment and Exercise Orientation

Group Exercise and Specialty Classes

Muscular/Strength and Cardiovascular Training

Health Promotion

Health Education Seminars

Motivational Challenges

Development of standardized reports, ad hoc queries, and/or provision of aggregate HRA data for all WF members as prescribed by DoD

Examples of Wellness and Health Promotion Program Services:

Health Risk Appraisal including DoD’s abbreviated HRA

Web-based Health and Wellness Promotion System (comprehensive lifestyle management website with health trackers, healthy lifestyle information, etc.)

Targeted Interventions

Biometric Screenings (blood pressure, body mass index, cholesterol/glucose finger stick, etc.)

Health Education Seminars and Webinars

Motivational Challenges (individual and team)

Healthy Lifestyle Coaching

Health Fairs

1.3 Objectives:

a. Facilitate the attainment of goals

b. Foster a healthy workforce

c. Track Health and Wellness Goals and Achievements

d. Provide tailored Wellness and Health Programs

1.4 Scope: The contractor shall perform Wellness and Health Promotion Services and provide an on-line health promotion tool

1.5 Period of Performance: The IDIQ will consist of a five (5) year ordering period.

1.6 General Information:

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The QCP shall be delivered via electronic mail within 30 days of contract award.

Amendments/changes to the QCP shall be delivered to the COR and KO within three business days following any change.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the

Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: The contractor is not required to perform service on holidays

New Year’s Day Labor Day

Martin Luther King Jr.’s Birthday Columbus Day

President’s Day Veteran’s Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the WHS core hours of 8:00 AM to 4:30 PM, arriving no earlier than 6:30 AM and departing no later than 6:30 PM

Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed in a government provided office space in the National Capital Region (NCR). Contractor personnel may be requested to work at the Governments alternate locations during emergencies and emergency exercises.

Individual Contractor personnel may be designated as essential personnel to support contingency operations at alternate Government locations during actual emergencies and emergency exercises.

1.6.6 Type of Contract: The government will award a firm fixed price (FFP) contract.

1.6.7 Security Requirements: Contractor personnel performing work under this contract must be cleared with a National Crime Information Center (NCIC) check for issuance of a Common Access Card (CAC) and must maintain the level of security required for the life of the contract. The Contractor must also have received a favorable National Agency Check with Inquiries (NACI) as well as a favorable response to an

FBI fingerprint check.

1.6.7.1 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

1.6.7.1.1. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.6.7.1.2. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.6.7.2 Lock Combinations. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.6.8 Special Qualifications: Contractor personnel will be required to sign a Non-Disclosure Agreement

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with

Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative

(COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

These meetings shall be at no additional cost to the government.

1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The

COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance:

maintain written and oral communications with the Contractor concerning technical aspects of the contract:

issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of

Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: The personnel listed below are considered essential to the work being performed under this contract. Before removing, replacing, or diverting any of the listed or specified personnel or facilities, the Contractor shall (1) notify the Contracting Officer reasonably in advance and (2) submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this contract. The Contractor shall make no diversion without the Contracting Officer's written consent;

provided that the Contracting Officer may ratify in writing the proposed change, and that ratification shall constitute the Contracting Officer's consent required by this document.

Program Manager

Minimum Qualifications: Employees must demonstrate that they have successfully completed a master's or equivalent graduate degree OR have successfully completed two full years of progressively higher graduate level education leading to a master's degree in business, health care administration or related field or equivalent education. 5 years of experience in project management, including such areas as budget reconciliation, data management, billing, accounting and customer service. Proficient in Microsoft applications, specifically Word, Excel and web-based applications.

Program Management Assistant

Minimum Qualifications: Associate’s Degree in business, health care administration or related field or equivalent education and experience and some experience in project management, including such areas as budget reconciliation, data management, billing, accounting and customer service. Proficient in Microsoft applications, specifically Word, Excel and web-based applications.

Health Education Specialist

Minimum Qualifications: Master’s Degree in Health Education or related field or equivalent education and experience defined as a Bachelor’s Degree in a health related field and five (5) years’ experience in the field of health education. May require or need to obtain Certified Health Education Specialist (CHES) or other certification based on specific customer needs. Proficient in Power Point and use of other A/V presentation aids.

Wellness Fitness Coordinator 1

Minimum Qualifications: Bachelor’s Degree in health, wellness or exercise related field or equivalent education and experience (defined as at least three (3) national certifications and five (5) years’ experience in the W/F field). NOTE: In some cases, a BS and/or one acceptable national W/F Certification may be required based on specific customer needs as well as the ability to teach a variety of group exercise class formats at a variety of intensities may be required). Current CPR/AED and First Aid certifications. One-year management experience in a corporate fitness or health club setting and at least one (1) year supervisory experience if the specific position tasks for a supervisory role.

Health Promotion Specialist 1

Minimum Qualifications: Associate Degree in Health Promotion or other health related field or equivalent education and experience defined as a minimum of one (1) health promotion or wellness/fitness certification and one (1) year experience in health promotion setting. Must possess current CPR/AED and first aid certification. May require or need to obtain an additional certification based on specific customer needs.

Health Promotion Coordinator 1

Minimum Qualifications: Bachelor’s Degree in Health Promotion, Health and Wellness Management, Health Education or other health related field. Three (3) years’ experience working with a Health

Promotion Program. One (1) year management experience of a Health Promotion Program and at least one

(1) year supervisory experience if the specific position tasks for a supervisory role. Must possess current

CPR/AED and first aid certification. May require or need to obtain an additional certification based on specific customer needs.

1.6.11.1 Non Key Personnel:

Desired Health Promotion and Fitness Staff

Registered Dietitian

Minimum Qualifications: B.S. Degree in Dietetics or related nutrition field. Current R.D. license and state licensure if required. Minimum of one (1) year experience in the field of dietetics or related area.

Health Promotion Coordinator 2

Minimum Qualifications: Master’s Degree in Health Promotion, Health and Wellness Management, Health

Education or related healthcare field. Five (5) years management experience of a Health Promotion

Program and at least one (1) year program management experience and one (1) year supervisory experience if the specific position tasks for a supervisory role. Current Certified Health Education Specialist (CHES) certification or other Health Promotion/Health Education certification from a nationally recognized organization.

Health Promotion Specialist 2

Minimum Qualifications: Bachelor’s Degree in Health Promotion, Health and Wellness Management, Health Education or other health related field or equivalent education and experience defined as an

Associate’s Degree in health related field and one (1) Health Promotion/Health Education certification from a nationally recognized organization. Two (2) years’ experience working with a Health Promotion

Program. Must possess current CPR/AED and first aid certification. May require or need to obtain an additional certification based on specific customer needs.

Wellness Fitness Coordinator 2

Minimum Qualifications: Master’s Degree in a health, wellness or exercise related field or Bachelor’s

Degree in a health, wellness or exercise related field and three (3) years management experience in a corporate fitness or health club setting and one (1) year experience managing multiple sites or a site of over

900 members. At least one (1) year supervisory experience is required if the specific position tasks for a supervisory role. One acceptable national W/F Certification may be required based on specific customer needs as well as group exercise certification and ability to teach a variety of group exercise class formats at a variety of intensities may be required. Current CPR/AED and First Aid certifications.

Wellness Fitness Assistant Coordinator

Minimum Qualifications: Bachelor’s Degree in health, wellness or exercise related field or equivalent education and experience (defined as five (5) years’ experience in the W/F field and at least two (2) national certifications). NOTE: In some cases, a BS may be required as well as a group exercise certification and ability to teach a variety of group exercise class formats at a variety of intensities may be required. Must possess current CPR/AED and First Aid certification. Some management experience in a corporate fitness or health club setting.

Wellness Fitness Specialist 1

Minimum Qualifications: Associates degree in a health, wellness or exercise related field or equivalent education and experience defined as (1) acceptable national W/F Certification (group exercise certification may be required). One (1) years’ experience in a corporate fitness or health club setting. Must possess current CPR/AED and first aid certification.

Wellness Fitness Specialist 2

Minimum Qualifications: Bachelor’s degree in a health, wellness or exercise related field, or equivalent education and experience defined as three (3) years’ experience in the field and one (1) national certification. Must possess current CPR/AED and First Aid certification.

Group Exercise Instructor

Minimum Qualifications: Minimum of one (1) national fitness certification in group exercise instruction and one (1) year of experience in group exercise instruction. Must possess current CPR/AED certification.

First Aid may be required at some facilities if another WF professional is not on duty while these classes are offered.

Specialty Class Instructor

Minimum Qualifications: Minimum of one (1) national fitness certification in group exercise instruction and certification or additional training in specialty area (i.e. Zumba, Salsa Aerobics, Body Pump, Body

Combat or other new group fitness trends), and one (1) year of experience in group exercise instruction in specialty area. Must possess current CPR/AED certification. First Aid may be required at some facilities if another WF professional is not on duty while these classes are offered.

Mind-body Class Instructor

Minimum Qualifications: Minimum of one (1) national fitness certification in mind/body specialty area (i.e.

Yoga, Pilates, etc.) or if no certification exists in industry, education and training in mind/body specialty area must be demonstrated through CV and references (i.e. Tai Chi, etc.). One (1) year of experience in mind/body group exercise instruction. Must possess current CPR/AED certification. First Aid may be required at some facilities if another WF professional is not on duty while these classes are offered.

1.6.12 Identification of Contractor Employees: All contract personnel attending meetings, answering

Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor personnel will be required to obtain, use, and display a Common

Access Card in the performance of this service.

1.6.13 Contractor Travel: In According with FAR 31.205-46-Travel Cost, the Contractor shall provide travel in support of the DoD 4th Estate Wellness and Health Support Services. The Not-to-Exceed amount for travel is $10,000.

1.6.14 Other Direct Costs: This category includes travel (outlined in 1.6.13), equipment repair, maintenance, equipment purchase, health promotion incentives, and shipping expenses associated with training activities and miscellaneous materials required to support the PWS.

1.6.14.1. The Contractor shall provide (on a Time & Materials basis) certain ODCs, such as equipment, equipment maintenance and miscellaneous materials, required to support the PWS. The Contractor shall provide receipts for all ODC materials. The Contractor must include a Receiving Report with any invoice submitted through the WAWF invoicing system. The Government has title to any item purchased as a direct charge to this contract. Upon completion of this award, all materials provided by the Contractor shall be turned over to any incoming Contractor or the Government. The Contractor shall coordinate with the

KO and COR to:

(1) Obtain advance approval prior to purchasing any ODC-reimbursable item.

(2) Validate receipt and acceptance of any ODC material deliverable.

1.6.15 Data Rights: N/A.

1.6.16 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent

Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the

Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such

OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.17 Phase In/Phase Out Period: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the 60 day phase in/phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.9. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative

BCTF Boards, Commissions, and Task Forces

CFR Code of Federal Regulations

CONUS Continental United States (excludes Alaska and Hawaii)

COR Contracting Officer Representative

COTR Contracting Officer's Technical Representative

COTS Commercial-Off-the-Shelf

DD Form 254 Department of Defense Contract Security Requirement List

DFARS Defense Federal Acquisition Regulation Supplement

DMDC Defense Manpower Data Center

DOD Department of Defense

EM Enterprise Management Directorate

FAR Federal Acquisition Regulation

HIPAA Health Insurance Portability and Accountability Act of 1996

KO Contracting Officer

OCI Organizational Conflict of Interest

OCONUS Outside Continental United States (includes Alaska and Hawaii)

ODC Other Direct Costs

PIPO Phase In/Phase Out

POC Point of Contact

PRS Performance Requirements Summary

PWS Performance Work Statement

QA Quality Assurance

QAP Quality Assurance Program

QASP Quality Assurance Surveillance Plan

QC Quality Control

QCP Quality Control Program

TE Technical Exhibit

WHS Washington Headquarters Services

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The government will provide basic services to phones, desks, utilities, information technology, and general office supplies) while working in Government facilities.

3.2 Facilities: Basic facilities such as work space and its associated operating requirements (i.e., phones, desks, utilities, information technology, and general office supplies) will be provided while working in

Government facilities. Tele-workers will only use government furnished equipment to remotely access the

DoD network.

3.3 Equipment: The Government will provide will provide basic services to phones, desks, utilities, information technology, and general office supplies) while working in Government facilities. Tele-workers will only use government furnished equipment to remotely access the DoD network.

3.3.1 At the Total Contractor-Managed Wellness/Fitness Centers, the Contractor will be required to maintain fitness equipment and shall comply with all manufacturer(s) fitness equipment maintenance guidelines and specifications to include but not limited to: wiping down all of the fitness equipment, lubricating of all bars and chains, sweeping, vacuuming and mopping under all machines, cleaning wax nozzles, inspecting all machines, and tightening all nuts and bolts. The Contractor shall not make any repairs or maintain equipment in such a way that will violate any expressed or implied warranties.

3.3.2 Contractor shall maintain records on all government furnished fitness equipment to include all maintenance and repairs required. All entries should be dated and man-hours recorded. The information will provide a history for each machine.

3.3.3 The Contractor will provide a worksheet annually for each site listing an inventory of all government furnished exercise equipment and supplies. The equipment list will also include the estimated remaining useful life of the equipment.

3.3.4 The Contractor’s staff are required to ensure that any fitness equipment in contact with body parts is routinely sanitized by users before and after use and disinfected daily using environmentally safe cleaning agents which protect against Methicillin Resistant Staph Aureus (MRSA). For more information on environmentally safe cleaning agents and/or biopreferred products, please see http://www.biopreferred.gov/

3.3.5 DoD will provide the following support services to the contractor and all costs associated with these support services will be paid for by DoD:

3.3.5.1 Postage and postal carrier service (but not clerical preparation for mailing) for DoD program related materials only. Materials mailed to contractor’s employees or subcontractors in relation to their employment, benefits or contract issues are the responsibility of the contractor.

3.3.5.2 Any and all waste disposal as necessary at each SPS.

3.3.5.3 The contractor shall review all monthly invoices for accuracy of above Federal Government provided services and submit by COB of the first working day following day of receipt, to designated DoD personnel.

3.3.6 The Federal government will provide all necessary stationery, forms and other office supplies, stocked in adequate quantity to provide the required services.

3.3.6.1 DoD will provide standard DoD stationery for use by the contractor in generating SPS correspondence. The contractor shall not use the contractor’s own business stationery or business cards when generating DoD correspondence relating to provision of services.

3.3.6.2 Supplies and services must be obtained via DoD approved policies and procedures. Unauthorized procurement by contractor personnel may result in a deduction to the contractor’s invoice.

3.3.6.3 At designated Total Contractor-Managed Wellness/Fitness Centers, the Contractor will be responsible for providing WF center operating supplies such as body wash, key card, gym wipes, cleaning solution and paper towels, etc.

3.3.7All medical and other records at each SPS, including DoD MIS data, and all records/data added by the contractor shall remain the property of the Federal government. Neither the original records, nor copies, may be removed from the SPS by the contractor; and may be used for any purpose not intended by this contract. Contractor must assure that all staff understand the Privacy Act, rules of confidentiality, and related requirements and provide assurance that privacy and confidentiality of medical and fitness records are maintained according to DoD policy and the Privacy Act. The fitness center member files and the

Health Risk Appraisal, which are considered part of the employee medical file system, are covered by DoD

Clinical Division’s System of Records Notice (SORN) published in Federal Register Notice (______).

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Facility Clearance: Contractor personnel performing work under this contract must be cleared with a

National Crime Information Center (NCIC) check for issuance of a Common Access Card (CAC) and must maintain the level of security required for the life of the contract. The Contractor must also have received a favorable National Agency Check with Inquiries (NACI) as well as a favorable response to an FBI fingerprint check.

4.3. Materials: Name Badges - The contractor must provide name badges for all contractor providers working under this contract showing the employees full name, and title. The badge shall not bear the name of the contractor agency.

4.4. Equipment: Loss or Damage of Equipment and Facilities - The cost of replacing/repairing

Government-furnished equipment/facilities caused by other than normal operating usage, and/or for losses attributable to acts of negligence and/or theft on the part of employees, agents, subcontractors or consultants will be processed in accordance with FAR 52.245 – 1- Government Property (Aug 209).

PART 5

SPECIFIC TASKS

5. Basic Services: The contractor shall provide services for Wellness and Health Promotion (WHP) and

Health Promotion Tool to support the DoD 4th Estate.

5.1. Task 1 Program Management Support Services: The Contractor shall provide oversight of the performance of its vendor employees, quality of deliverables, and support the government with current and emergent requirements for wellness and Health Promotion services. These activities may include and, or any combination of the following Sub-Tasks:

5.1.1. A dedicated Program Manager (PM) to work with the DoD/WHS Office of Civilian Human

Resources to support all aspects of this PWS including: demographics of the workforce, employee work schedules, and geographic distribution of employees, specific performance issues, current disciplinary policies and procedures, and types of personal problems.

5.1.2. The Contractor shall review the overall functioning of the program on a monthly basis and coordinate needed adjustments with the COR.

5.1.3. The Contractor shall provide a continuous quality improvement program that measures the following: Quarterly reports will be emailed to agency at the end of following month after quarter ends:

Number of Employees Served

Method of Referral (self-informal supervisory, formal supervisory)

Incidence of Presenting Problems

Demographic Profile of Employees Utilizing the EAP and Work-Life services

Case resolution

Satisfaction Surveys result (confidentiality not compromised)

Quarterly reports will be emailed to agency at the end of the following month after quarter ends

The Contractor shall notify the DoD EAP COR and Program Manager in writing whenever a malpractice claim involving a DoD employee has been filed against the Contractor. The Contractor will forward a copy of the malpractice claim within three (3) workdays after receiving notification that a claim has been filed.

The Contractor will also notify the COR and DoD/WHS EAP coordinator/director within 48 hours after any onsite Field Consultant furnishing services under this contract is reported to the National Practitioner

Data Bank. This notification will include the name, title, and specialty of the provider.

5.1.4. The contractor shall make recommendations to the COR and Program Manager to ensure optimum counseling staffing levels and placement based on agency geographic dispersion, program utilization, affiliate counselor accessibility and other relevant factors to maintain program quality and access. The contractor shall track staff counselor capacity and affiliate counselor assignment utilization. The contractor shall conduct an analysis of staff placement for all service areas and coordinate status with agency.

5.2. Task 2 - Total Contractor-Managed Wellness/Fitness Centers: The Contractor is required to provide basic services in the operation of the Center. These services include, but are not limited to:

Evaluate and report on the health and fitness of all participants.

Identify health risks and refer participants to other appropriate DoD services available locally at the worksite or remotely, subject to availability. Stimulate maximum participation. Provide a broad wellness program and a safe, spacious and positive atmosphere.

All work performed under the contract shall comply with Section 508 of the Rehabilitation Act, as amended, relative to accessibility. A description of the facilities, hours of operation, eligible population will be provided in the Task Order.

5.2 The staffing for Wellness/Fitness Center Management, should be set up to provide the required services at a level commensurate with the typical member usage, hours of operation and other considerations such as coverage when classes are being taught. The contractor shall provide, at a minimum, one qualified wellness/fitness professional onsite responsible for day-to-day operations and management. All wellness/fitness staff must have current certifications and training in Cardio Pulmonary Resuscitation

(CPR), Automated External Defibrillation (AED), First Aid and a Bachelor’s Degree in health, wellness or exercise related field or a minimum of one nationally recognized fitness certification such as: the American

Council on Exercise (ACE), the Aerobics and Fitness Association of America (AFAA), the American

College of Sports Medicine (ACSM), the National Strength and Conditioning Association (NSCA), and the

National Academy of Sports Medicine (NASM). All staff who teaches group exercise classes must be certified to instruct the class format(s) they teach.

At least one staff employee on duty must have a working knowledge of personal computers sufficient to manage and operate the facility programs, access control computer and databases.

The contractor's employees shall conduct themselves in a professional, orderly and safe manner within the premises whether on or off duty. The use of any government owned computers or network will be done in accordance with Privacy Awareness Training and Information Security

Systems Awareness policies.

The Contractor will meet the following standards of customer service:

o Always provide appropriate greetings (in person and telephone) o Maintain professional appearance (personal and facility) o Skilled in listening and empathizing with clients o Address all issues promptly, resolve problems and follow-up accordingly

All staff must be able to read, write, and speak English well enough to effectively communicate with all recipients and other providers/professionals.

5.2.3 Pre-participation Screenings: Contractor must implement the pre-participation evaluation and re-stratification process per the guidelines of the American College of Sports Medicine (ACSM). The pre-participation evaluation will include risk stratification, and need for medical clearance, fitness exercise plan and orientation (e.g., to the equipment). The contractor shall use DoD’s abbreviated Health Risk Appraisal questionnaire as part of all pre-participation screenings. If medical clearance is required, individuals will obtain this clearance from their private physician. Agency physicians may also provide medical clearance as per agency policy. Contractor may use DoD forms or can provide their own forms, however forms are not to be labeled with Contractors name and/or company logo.

The medical clearance program may include the following elements; however, it is based on the options the agency elects:

o Medical History- documents of past and present health status o Physiological Baseline- measures height, weight, blood pressure, and resting pulse o Blood Test- measures cholesterol, triglycerides, cholesterol ratio, glucose, and other blood chemistries. Individuals who previously have had a blood test measuring these elements within the past 12 months will not be required to take another test. The

Contractor is not responsible for providing the Blood Test. At some sites, clients may have access to the local health unit for this test or else they will be referred to their personal physician.

Contractor shall obtain proper Medical Clearance and Informed Consent prior to completing a pre-participation assessment and will maintain a copy in the members’ file at all times.

5.2.4 Fitness Assessments and Individualized Exercise Programs: Physical fitness programs for members must be offered and must adhere to the guidelines of the American College of Sports Medicine (ACSM).

Major components include at a minimum:

Physical fitness assessment of blood pressure, body composition, aerobic capacity, flexibility, and muscular strength and endurance.

Health Risk Appraisal – Abbreviated questionnaire assessing core health risks.

Process to appropriately refer individuals to complimentary programs and services offerings based on identified health risks.

Develop customized fitness and exercise plans for muscle strength, endurance and cardiovascular conditioning based on the employee's physical fitness assessment, personal goals and interests, and fitness staff recommendations.

Consultation and instruction on implementation of exercise plans, exercise form and technique, and proper use of equipment prior to participation in exercise.

Qualified staff supervision during times that the exercise facility is open for use by employees.

This is dependent on the agency requirements.

Fitness programs appropriate for employee needs and interests.

Periodic physical fitness re-assessment of employees and modification of fitness and exercise plans as appropriate.

5.2.5 Group Exercise and Specialty Classes: The fitness center staff is required to teach group exercise classes periodically with varying formats and intensities which may include: stretching/relaxation, sculpt/strength, Step, Hi/Low, cycling/Spinning, dance, cardio kick box and other formats based on industry trends and member needs and interests. Specialty classes such as Yoga, Pilates, Tai Chi, Body

Pump, Body Combat and Zumba etc. must be offered at designated sites. Class length ranges from 30 min –

60min. All staff must be certified and qualified to teach the class format(s) they instruct.

5.2.6 Equipment Maintenance and Repairs: The Contractor shall provide on-site preventive maintenance and repair services at designated Wellness Fitness Centers. Contractor shall inspect gym equipment daily and perform preventive maintenance sessions quarterly. In addition, the contractor has up to forty-eight

(48) hours to respond to emergencies (maintenance and repair of the fitness equipment). Contractor shall accomplish preventive maintenance on all cardiovascular and weight training equipment on the day of the scheduled session. All repairs will be done on site, during the hours of operation Monday through Friday.

Contractor shall arrange for routine and necessary maintenance and repair of all equipment to ensure that it is operating consistent with manufacturer’s specifications and in a safe working condition. Contractor shall immediately remove from operation and post notice on any equipment that has been deemed unsafe due to malfunction until the subject equipment is either replaced or repaired.

5.2.7 Professional Attire and Appearance: Contractor shall assure all HP/WF staff is attired in professional uniform required by the SPS (i.e. staff shirts or warm-up suits are required at some SPS’s). At the SPS’s where a uniform is not required staff shall dress professionally at all times, including while instructing classes. Open toed shoes and jeans, are not permitted. Tank tops, hats and spandex are only permitted while teaching group fitness classes and shirts must not include liquor or beer logos, inappropriate content or other health company logos.

5.2.8 Site Closures/Relocations: Fitness center sites may be closed or relocated during the course of this contract. The contractor shall coordinate site/closures relocations while on duty. Site relocation/closure tasks include, but are not limited to packing of supplies and equipment for transfer to a new SPS or storage location, and unpacking and organizing supplies and equipment at the new SPS location. For SPS sites under performance objective #2, the Contractor shall reimburse members for any fees paid beyond the time period for which actual services are delivered.

5.2.9 Emergency Staffing Requirements: The contractor shall have emergency staffing procedures in place to accommodate short notice situations of 48 hours or less.

5.2.10 Retention Survey: HP/WF staff shall be required to respond to a DoD standard retention survey as often as annually. When WF staff member leaves the employment of the contractor, he/she will be asked to complete a DoD standard exit survey. All surveys will be returned directly to the COR. All individual survey results will remain confidential.

5.3 Task 3 - Health Promotion: Contractor must provide program services as appropriate to promote health and fitness consistent with agency goals and the needs and interests of individual employees. The programs and services shall align with ACSM standards, comply with NCQA WHP accreditation requirements, follow US Preventative Task Force Screening recommendations, and best professional practices. DoD shall review and/or edit all contractor developed policies, health campaign materials, implementation plans, standard operating procedures, program materials, policies, outreach initiatives, health fair plans, and related resources for compliance with the appropriate standards prior to implementation. DoD will provide pre-approved versions of the aforementioned resources for use by the contractor upon request.

5.3.1 Health Education Seminars: In all cases, participant focused resources and materials supporting or promoting health promotion programming and services. Seminars shall be available to all fitness members.

These programs are designed to create an awareness and understanding of the scope and depth of factors affecting health, as well as the relationship to other aspects of life and wellness such as BMI/weight reduction, physical activity, tobacco cessation, nutrition/healthy eating habits, stress management, risky drinking, and depressive symptoms. The contractor may use pre-approved DoD programs or can propose their own programs, subject to review and approval by DoD prior to implementation. The frequency of these seminars will be determined at the individual task level but may be as often as once per month.

5.3.2 Wellness Programs: Shall cover a number of topic areas including, but not limited to, BMI/weight reduction, physical activity, tobacco cessation, nutrition/healthy eating habits, stress management, risky drinking, and depressive symptoms shall be available to all members and designed to build on employees' awareness of health and to transform this understanding into personal actions that result in achieving and maintaining health for a lifetime. These include longer duration programs lasting four to eight weeks that help employees modify unhealthy behavior patterns to achieve a healthy lifestyle. Formation of support groups will also help reinforce health-promoting behavior. The contractor may use pre-approved DoD programs or can propose their own programs, subject to review by DoD prior to implementation.

5.3.3 Health Risk Appraisal (HRA): Contractor shall administer an abbreviated HRA questionnaire developed by DoD for all fitness pre-participation screenings, fitness assessments, and individualized exercise program consultations. All health coaching services shall utilize DoD’s standardized HRA available electronically through DoD’s online wellness and health promotion portal system. If necessary, the contractor may include supplemental questions subject to the approval of the government. The HRA shall have the capability to be tailored to measure presenteeism and determine “readiness for behavior change.” Presenteeism questions shall measure the extent to which specific health conditions affect productivity. The HRA shall include questions that address biometric measures, medical conditions, family history, diet, social health, physical health, and preventative care. Participants shall receive immediate feedback from their HRA. When participants receive their HRA review, they will be immediately provided with resources for more information and feedback that can be customized to meet program objectives. This can include web links, educational materials, referrals, and program marketing.

An “Opt-out” box for receiving additional materials and communications shall be available on the web site and on targeted e-mails so that a participant can elect not to receive health interventions based on their

HRA responses. If participants do not opt out, they will receive materials on health topics based on questions answered through their HRA. This form of targeted intervention has shown to be a very effective way to initiate the process of behavior change. The contractor shall provide on a monthly basis a report on the total HRA participation for each website by the fifth of the following month.

5.3.4 Wellness and Biometric Screenings: Throughout the year staff may be requested to coordinate and offer wellness-screening events (i.e. blood pressure, Body Mass Index (BMI), body composition, etc.).

Screening events shall include use of DoD’s standardized, abbreviated HRA.

5.3.5 Health Fairs and Walk/Run Events: At designated sites, Contractor will be required to help coordinate annual and periodic health fair and/or walk/run events that may include participation of various non-profit organizations such as American Heart Association, etc., set-up and clean up, and hosting a table at the event to promote the WF Center and offer wellness screenings as described above.

5.3.6…