DRAFT SOW - Fitness and Wellness for Veterans.docx

Fitness and Wellness Services for Veterans Statement of Work

1. PURPOSE

The Altoona VA Medical Center (VAMC) located at 2907 Pleasant Valley Boulevard, Altoona PA 16602, has a requirement to offer fitness and wellness services to their Veteran patients.

2. BACKGROUND

This requirement is designed to provide health and wellness services to both support and supplement existing programs at the Altoona VAMC such as the VA Move! Weight Management Program, aquatic programs.

3. SCOPE OF WORK

The contractor shall provide an estimated one hundred fifty (150) individual adult, annual memberships to be used at their facility for the Veteran patients receiving services through the Altoona VA Medical Center. The Altoona VAMC will be the responsible party deciding which Veterans shall have access to the contractor’s facility seven (7) days a week during the contractor’s facility hours of operation. The Contractor shall agree to provide all of the requirements listed within the statement of work.

4. PLACE OF PERFORMANCE

Contractors place of business

5. PERIOD OF PERFORMANCE

Contract will be a straight 5-year Indefinite Delivery, Indefinite Quantity (IDIQ)

6. HOURS OF OPERATION

Will be in coordination with the Contractor’s hours for operation

7. FEDERAL HOLIDAYS OBSERVED

New Year’s Day Martin Luther King Day President’s Day Memorial Day Juneteenth Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Modified hours for Christmas Eve and New Year’s Eve shall be coordinated with the Contracting Officer’s Representative (COR) or designee.

8. CONTRACTOR REQUIREMENTS

8.1. Contractor must own or lease a facility within the Blair County area that offers a wellness center that provides a range of fitness equipment

8.2. Contractor will be required to provide memberships for an estimated 150 adult Veterans receiving services through the Altoona VAMC

8.3. Contractor must provide a designee to serve as the direct liaison between the contractor and the VAMC

8.4. Contractor shall provide designated staff for Veterans to present their vouchers to upon arrival to the facility

8.5. Contractor shall provide qualified certified instructors to teach and instruct Veterans on proper usage of all gym and fitness equipment and be able to answer Veteran questions pertaining to the usage

8.6. Contractor will be required to provide qualified staff that are American Red Cross Lifeguard trained for the pool areas and contractor will be required to provide documentation of said staff to the COR

8.7. Contractor shall insure all staff members are CPR certified and Automated External Defibrillation (AED) trained and contractor will be required to provide documentation of said staff to the COR

8.8. Contractor will be required to have an aquatic center sporting a lap pool along with a warm water therapeutic pool

8.9. Contractor will be required to provide clean and spacious men and women’s locker rooms along with a family changing area

8.10. Contractor must ensure that all fitness equipment, gym areas and pool areas are cleaned on a regular basis.

8.11. Contractor shall provide health promotion and physical activity programing and /or opportunities for the Veterans who would benefit from participating in such activities, e.g., VA’s MOVE! Weight Management Program and Whole Health.

8.12. Contractor shall have a common area with comfortable seating for gatherings and relaxation

8.13. Contractor shall have an outdoor playground and recreation area to include basketball courts

8.14. Contractor shall provide some type of childcare services whether it is all day or at limited time frames throughout the day or during holiday or COVID downtimes, for children that are too young to obtain memberships should a Veteran choose to bring them

8.15. Contractor will be responsible for reporting to the Contracting Officer Representative (COR) concerns or issues should there be any Veteran disrespecting or abusing their membership

8.16. Contractor is fully responsible for any claims of damage to personal property or personal injury due to the Contractor’s gross negligence to any participant while participating in any of the activities.

8.17. Contractor shall provide monthly documentation to the Contracting Officer Representative (COR) of the number of Veterans and the names of whom accessed the facility that month

8.18. The COR will be responsible for reviewing the documentation and give their concurrence

8.19. Contractor will be required to submit for payment through OB10

9. VA RESPONSIBILITIES

9.1. A designated individual to serve as a direct liaison between the VA Medical Center and the Contractor

9.2. The VA designee will provide a listing on a monthly basis of all the eligible Veterans to receive a membership

9.3. The VA designee will meet with the contractor on an as needed basis to discuss any concerns

10. PAYMENT AND INVOICING

10.1. The contractor shall utilize a computerized accounting system for billing based on the total number of pages. Pages are defined as one sheet of paper and may contain printed or written information on both sides of one paper.

10.2. Billing/invoicing shall be monthly in arrears and reflect the following:

· Company Name and Address

· Contract Number

· Task Order Number

· Invoice Number

· Description, price, and quantity of services delivered or executed, to include dates of service.

· Name, title, telephone number, and complete mailing of responsible official to whom payment is to be sent.

· A complete listing of all batches scanned during the billing period listed by staff member who scanned the batch and total number of pages.

· Invoice Date

· Purchase Order Number

10.3. OB10 electronic registration.

VA entered a relationship with OB10, a global provider of electronic invoicing. With OB10, all Contractors will be able to securely submit invoices directly from their existing billing systems. Contractors can easily submit invoices electronically through OB10.

10.4. By submitting invoices electronically through OB10, the Contractor will experience prompt payment with reduced exceptions. Your participation is required to continue providing products or services to the VA in compliance with the Improper Payments Elimination and Recovery Act of 2010 (IPERA) and Mandate AN97. The rule mandating electronic invoice submission was published on Nov 27, 2012 and has an effective date of Dec 27, 2012. Mandate AN97 can be located on the Federal Registry at the link provided: https://federalregister.gov/a/2012-28612 .

“How-to register with OB10” instructions.

10.5. Vendor e-Invoice Set-Up Information: Contact OB10 at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or OB10, contact the FSC at the phone number or email address listed below:

· OB10 e-Invoice Setup Information: 1-877-489-6135

· OB10 e-Invoice email: VA.Registration@ob10.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov

11. RULES FOR GENERATED RECORDS BY CONTRACTOR

11.1. Citations to pertinent laws, codes, and regulations such as 44 U.S.C Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

11.2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

11.3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government ‘IT’ equipment and/or Government records.

11.4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

11.5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

11.6. The Government Agency owns the rights to all data/records produced as part of this contract.

11.7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver enough technical documentation with all data deliverables to permit the agency to use the data.

11.8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

11.9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

11.10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

12. BUSINESS ASSOCIATE AGREEMENT

12.1. The Health Insurance Portability and Accountability Act of 1996 (HIPAA) requires the patient lists, names of patient, and any information concerning patients, are considered privileged information and shall not be disclosed or revealed in any way of use outside the VA. The Contractor is subject to the same penalties and liabilities for unauthorized disclosures of such information as the VA. Patient confidentiality will be adhered to always.

12.2. As Contractor personnel will potentially have access to any patient information related to their performance of duties under this task order, contracting shall make its personnel aware that any such information that they might become aware of during their performance is considered privileged information and shall not be disclosed or revealed in any way outside communications with CO, COR, and VA HIMS personnel.

13. GOVERNMENT ROLES AND RESPONSIBILITIES

13.1. The following personnel shall oversee and coordinate surveillance activities:

13.1.1. The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the Contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the Contractor’s performance.

13.1.2. The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the Contractor’s performance. The COR shall keep a quality assurance file. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

14. VHA Supplemental Contract Requirements for Combatting COVID-19

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

i. If fully vaccinated, contractors shall show proof of vaccination.

1. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

1. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.