Attachment A - Draft Requirement Tasks.pdf

Attachment A

Defense Civilian Personnel Advisory Service (DCPAS) Fitness Center and Health Promotion Services

Critical Task Elements That Should be Addressed:

1. Describe your firm’s experience performing and managing the following critical tasks:

Critical Task Element Description

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

Draft

• 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.

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.

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 Cardiopulmonary 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:

• Always provide appropriate greetings (in person and telephone) o Maintain professional appearance (personal and facility) o Skilled in listening and empathizing with clients

• 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 rest ratification process per the guidelines of the American College of Sports Medicine (ACSM). The preparticipation 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:

• 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.

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 Wellness Committee Participation: In support of

DoD’s objective to promote a culture of health in the agencies it serves, contractors shall form/coordinate, assist in the coordination of, or participate in worksite/agency wellness committees. These committees are formed from worksite/agency staff, service providers, and other aligned stakeholders. The committees are charged with informing agency leadership and staff about available resources, advancing wellness and health promotion goals, and the coordination of activities with onsite staff.

5.3.7 Healthy Lifestyle Information: The contractor shall

provide an array of current, relevant and evidenced–based health education information that directly complements, explains and/or enhances recommended interventions to address client health risk factors including, but not limited to, BMI/weight reduction, physical activity, tobacco cessation, nutrition/healthy eating habits, stress management, risky drinking, and depressive symptoms.

Where possible disseminated information shall align with Federal government recommendations from sources such as the US Preventative Services Task Force, the U.S.

Physical Activity Guidelines, and the U.S. Dietary Guidelines, as appropriate. The contractor may use preapproved DoD resources or can propose their own content, subject to review by DoD prior to implementation.

In addition, DoD shall provide a quarterly newsletter that the contractor staff shall be required to disseminate to members.

5.3.8 Health Awareness Campaigns and Promotions:

The Contractor shall promote all fitness center activities and programs to stimulate maximum participation. The contractor may use pre-approved DoD programs or can propose their own campaign and promotional opportunities, subject to review by DoD prior to implementation. The contractor shall adhere to DoD branding guidelines and/or requirements. Promotional materials cannot include the Contractors name or company logo.

Task 4: Website access Comprehensive Lifestyle Management website:

Contractor shall provide DoD with an administrative web tool that allows the DoD health promotion (HP) experts to customize the content of the site overall and individually for each subgroup of the agency (multiple customized web home pages).

The administrative tool must allow the HP staff at DoD to upload documents and links; set up the three layers of reporting hierarchy required by DoD; allow multiple DoD administrators to set up teams and league competitions;

and run reports at any time. The customization must be managed by DoD staff, rather than the contractor’s staff.

Portal access requested and approved for MDA. MDA requested that $20,900 in additional funding be moved from the ODC CLIN to cover website access for 1,000 employees. 11/26/2021 mc

5.4.2 The DoD HP expert must be able to customize the

website to alter workflow through the site, i.e. may require exercise consent forms or other forms to be filled out by participants before they are led to the online Health Risk Appraisal (HRA). The software must have the ability to allow the client to be threaded through the system based on what the DoD expert has set up for their respective group.

The administrative tool must enable DoD staff, rather than the contractor’s staff, to provide on-line healthy lifestyle coaching to clients. The tool must provide evaluation of the client’s Exercise Risk based on American College of Sports Medicine guidelines, and must provide pictures and descriptions of various exercises, which can be incorporated into each client’s personal wellness plan.

5.4.3 Contractor shall provide DoD with an URL address

with a web destination for participants. This will allow end user clients to click on a link to enter the site and login.

The workflow from there can be determined by the DoD staff to meet the program needs (e.g. add a consent form page or thread straight to the HRA). Additionally, the tool must allow the DoD staff to send emails through mass communication based on targeted groups determined by answers to the HRA, which can significantly increase the response rate and efficacy of the program. The contractor’s product must be customizable. This customization is needed for unique database/site name, URL, and/or color and logo branding. The contractor shall provide each new website in a demo mode to show a virtual tour of the website to DoD managers and others to review and to market the program.

Contractor shall ensure the COR reviews and approves all new websites prior to launch. DoD will provide the information. A site URL and customized header and a minimum of 3 hours of training for such as logo graphic, incentive program prize pictures or samples, etc. The website following administrator for ons shall be DoD made, as required via a viable:

• The tool must be able to be set up so that each DoD can have its own customization, and own DoD administrators, as required. This customization includes a website URL, customized banner or graphic, 3 hours of web training, and signature customization for login and home pages. HRA customization must allow the addition of three questions and responses to the HRA; privacy policy; signup and workflow configuration; and incentive program setup.

• Additional customization by the contractor may be required, and costs for customization will be calculated based on the hourly fee specified.

5.4.5. Contractor shall provide DoD with a Query feature

and the ability to run queries by all three levels of agency hierarchy, plus any combination of fields for ad hoc reports. More than one DoD administrator must have the ability to gather comprehensive reports and real-time aggregate data. The data must be able to be queried by different groups or categories of participants DoD creates by different levels of administrative user rights.

Contractor shall provide DoD with the ability to send targeted emails to groups of participants based on specific queries of the HRA data in order to utilize the data as a needs-specific intervention tool.

5.4.6. Prior to the expiration of the contract, the contractor shall provide an export of all data in an acceptable format to the COR with updates after the contract end. Contractor shall ensure the website is available 24 hours a day, 7 days a week, with a minimal downtime during core Federal business hours of 6:00am (EST) to 9:30pm (EST), and no more than 8 hours at a time during non-business hours.

The contractor shall deliver the services within the periods specified in this contract.

5.4.7. The contractor shall provide technical support to

DoD staff who administer each website (i.e. end user issues that DoD is unable to resolve, links not working within the website, content needs updating, formatting issues, etc.) The contractor shall respond via telephone or email within 24 hours of a DoD COR or DoD website administrators call for technical assistance and problem resolution. The contractor shall respond within 72 hours of request for new website and customization requirements (i.e. report queries, addition/removal of HRA questions, custom incentive design, etc.) and provide estimated hours required, as well as a timeline for completion of request.

The contractor shall respond within 72 hours of request to provide other data reports (i.e. utilization) which may be requested on an as needed basis.