Attch 2- PWS- Group Exercise Instructors.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

GROUP EXERCISE INSTRUCTORS

88th FSS, Fitness & Sports Wright Patterson AFB, Dayton, Ohio

15 March 2024

1. GENERAL: Contractor shall provide personnel and labor to conduct group exercise classes.

1.1. Contractor shall provide certified group exercise instructors for approximately 10 classes a week (estimated 460 a year due to holidays, family days, facility closures, and winter break). The Fitness Program Manager will be the primary Contracting Officer Representative (COR) and will be referenced in this document as the COR. The COR shall provide times, locations, and days of the week that instructors are required to teach (see Appendix A for sample). The COR shall provide the monthly schedule to the contractor a minimum of 30 days in advance of the classes. The contractor shall provide the instructor’s names of the monthly schedule to the COR a minimum of 10 days in advance of the classes. The contractor will ensure all instructors are qualified (certified with a minimum of 6 months experience) to instruct each designated class type; the contractor must provide copies of all instructors’ specialty certificate(s) and proof of CPR/AED to the Contracting Officer (CO) and COR prior to performing the contract.

1.1.1 The Contractor shall discuss hiring plans and practices with the COR as requested.

1.2. The contractor shall provide a Fitness Lead (certified instructor) who shall reside in the local Dayton, Ohio region to meet with the COR in-person, at least monthly, throughout the duration of the contract.

The Fitness Lead is responsible for instructor schedules, substitutes, and will serve as the primary point of contact for the COR. A primary and alternate instructor shall be scheduled for each class. All contract questions or concerns will be addressed to the CO.

1.3. Each full business week (Monday – Friday), a minimum of three different types of classes, and average of 10 total classes, shall be instructed. Classes to be taught shall include: Indoor Cycle and Yoga. Other classes to be taught include, but are not limited to, Zumba, Pilates, and Water Aerobics.

1.4. Class duration shall be 45 to 60 minutes; encompassing a warm-up period between five (5) to ten

(10) minutes, an active workout period, and a cool-down period of between five (5) to ten (10) minutes.

This duration does not include preparation time nor clean-up time.

2. PERSONNEL:

2.1. Instructors shall maintain current exercise certification(s), in a specific group exercise they are instructing, throughout the period of performance. Current certification(s) will be monitored and provided by the contractor to ensure instructors are certified prior to teaching a class.

2.2. Instructors shall maintain current certification in Cardiopulmonary Resuscitation (CPR) and Automated External Defibrillator (AED). This certification will be monitored by the contractor and shall be furnished to the CO and COR prior to instructing a class.

2.3. Instructors shall follow Air Force Fitness Center dress standards: Appropriate clothing must be worn to maintain a proper image in a military and family fitness facility. Attire should be conservative, modest in nature, and without obscene and offensive language or graphics. Athletic attire and athletic-type shoes will be worn in all activity and equipment areas. Casual slacks, shorts, and jeans are not considered exercise attire. Exposed chest and midriffs are not permitted. Clothing designed to be worn as undergarments are not permitted.

2.4. Instructor shall arrive prior to class start time to sign in, queue music and perform any equipment set up that may be required. After completion of class, instructor shall ensure all equipment is returned to proper storage area.

2.5. Class shall start and stop at designated times.

2.6. Instructors shall speak and conduct classes in proficient English.

2.7. Instructors shall limit class participation to the designated room capacity. Youth ages 13-15 will only be allowed to participate when accompanied by their sponsor or guardian. The youth must have the physical and mental ability to perform movements without disruptive behavior during the class. Youth of age 16 or older may participate without sponsor. The instructor is responsible for verifying the age of the participants and shall request Fitness Center staff assistance if any disputes or concerns arise.

2.8. Classes shall not be conducted on regularly scheduled Federal holidays, Family Days, or other scheduled base events. Contractor shall be notified a minimum of four (4) hours in advance of such events. Should the government fail to notify the contractor that class is cancelled, and the instructor reports for class, the contractor will be paid in full. Cancellations shall be only notified by a COR.

List of Holidays

1 January New Year’s Day 3rd Monday of January Martin Luther King’s Birthday 3rd Monday of February Presidents Day Last Monday of May Memorial Day 19 June Juneteenth 4 July Independence Day 1st Monday of September Labor Day 2nd Monday of October Columbus Day 11 November Veteran’s Day 4th Thursday of November Thanksgiving Day 25 December Christmas Day

2.9. The contractor shall be responsible for utilities conservation practices, which preclude the waste of government utilities/resources.

2.10. The contractor shall not employ persons under this contract if:

2.10.1. Such employee is identified to the contractor by the CO or COR as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

2.10.2 Any person who is a current employee of the United States Government if employing that person would create a conflict of interest.

2.10.3 Contractor shall not employ any person who is an employee of the United States

Government, either military or civilian, unless such a person seeks and receives approval in accordance with Joint Ethics Regulation.

3. SPECIFIC TASKS:

3.1. Instructors shall arrive no less than 20 minutes prior to the class start time to sign in, queue music, and perform any equipment set up that may be required. Instructors must also ensure the area is free from any potential safety hazards and non-participants.

3.2. Each instructor is to ensure equipment is cleaned at the end of each class.

3.3. Instructors shall report any equipment concerns to the COR.

3.4. The COR will inform the Fitness Lead of facility/base policy changes, or any other information needed to ensure a quality program.

3.5. The COR shall provide an attendance log; instructors are required to keep a record of class attendance and return it to Fitness Center staff (front counter). (See Appendix D for a sample).

3.6. Instructors shall notify the COR of any injuries or accidents associated with class participants.

3.7. Use of any controlled substance (tobacco, vaping, alcohol, marijuana) is not permitted in any government building or work area.

3.8. The COR may require that contractors be removed from the work site, area or base due to objectionable behavior. Objectionable behavior includes, but is not limited to, being improperly attired, using profane language or abusing or disobeying base rules of conduct or regulations.

3.9. The COR may require that the Contractor remove employees who endanger persons or property, or whose continued employment under this contract is inconsistent with the interest of military security.

4. GOVERNMENT FURNISHED MATERIALS/EQUIPMENT:

4.1. The government will provide, without cost to contractor, the utilities necessary to accomplish the tasks specified in the Performance Work Statement, fire protection, 911 services, and cleaning supplies.

4.2. The Government shall provide a designated area at each fitness center suitable for group exercise instruction. In addition, the government shall provide safe materials and equipment necessary to conduct classes (i.e., steps, dumbbells, mats, stability balls, speaker etc.).

5. CONTRACTOR PROVIDED MATERIAL/EQUIPMENT:

5.1. Instructor shall provide popular music (no explicit lyrics), appropriate for the class format.

Instructor shall use the audio equipment in a manner which will not cause harm to the equipment or patrons. Sound levels of music must be within an acceptable level determined by the COR, but not to exceed 80 decibels. Complaints will be documented by the COR and discussed with the instructor.

5.2. Instructor shall use the audio equipment in a manner which will not cause harm to the equipment or patrons. If they are unaware how to utilize the sound equipment, they will request staff to assist.

5.3. Misuse or modifications of the equipment is not permitted, the instructor will be responsible for resulting damage.

6. SCHEDULE OF COMPENSATION:

6.1. Contractor shall be paid for the exact number of sessions conducted monthly.

6.2. Minimum class participation is three individuals. Instructor shall be present for all assigned classes, but need only teach when three or more individuals are present. Instructors may choose to conduct classes for smaller participation levels and will receive full payment. However, when class participation level is less than three, and the instructor does not teach, contractor shall receive 100% compensation for being present to conduct class.

6.3. Contractor shall receive the full contract price when the instructor shows up to teach a class that was not able to be accomplished at no fault of their own (power outage etc.).

6.4. During extenuating circumstances (weather delays, installation closure, safety issues, power outage, no air conditioning etc.) there will be no payment for classes cancelled by the COR provided two (2) hours prior notification to the Fitness Lead.

7. QUALITY ASSURANCE:

7.1. Service Summary

Performance Objective

Description

PWS

Para

Method of Assessment

Performance

Specific Tasks

3.1 – 3.9

Customer Complaint

No more than 2 discrepancies per month

Instructor Evaluation

Sheet

Appendix

C

Periodic Surveillance

95% Compliance or no more than 1 discrepancy per month

7.2. The COR shall assess the performance of instructors using a Customer Complaint Record (CCR) (Appendix B) or Instructor Evaluation Sheet (Appendix C). Questions will be answered with either “yes” or “no”. The instructor must receive all “yes” answers to the eight questions to be following requirements of this Performance Work Statement. Any discrepancies will be addressed by the COR to the CO.

8. SECURITY REQUIREMENTS

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

8.2. Identification and Base Passes: The contractor shall obtain base passes for instructors. Applications shall be coordinated through the COR. At time of application, Security Forces may conduct a background check on contractors/instructors. Upon discontinued employment, the contractor shall return base passes to the COR within 24 hours.

8.3. Classified Information: The contractor shall safeguard all Privacy Act and For Official Use Only (FOUO) information that the contractor may be subjected to during fulfilling this contract. Contractor personnel shall not disclose sensitive and FOUO information to any personnel or agencies, Government or civilian who do not have a verifiable need to know of that information.

8.3.1. Should contractor personnel receive or suspect they have learned of classified information; the contractor shall identify their suspicion to the COR. The COR shall then arrange for security debriefing between the contractor and the appropriate security personnel.

Appendix A

DODGE FITNESS CENTER

Times Tuesday Wednesday Thursday

0630-0730 HIIT HIIT

1130-1230 Cycle Cycle 1700-1800 Yoga

WFFC FITNESS CENTER

Times Tuesday Wednesday Thursday

0630-0730 Cycle HIIT Cycle

1130-1230 HIIT HIIT

1700-1800 Yoga Zumba Yoga

*HIIT-High Intensity Interval Training *Cycle-Spinning

Appendix B Customer Complaint Record

Specific Tasks

Date: Contract: Contractor/Instructor: Yes/No & Comments

1. Did the contractor provide a master program schedule on a monthly basis depicting the name of the instructor assigned on each class. This master program must be submitted to the Fitness Program Director no later than ten (10) days prior to beginning of the month?

Yes / No Comments:

2. Did the contractor ensure each instructor incorporated standardized, warm up, cool down, stretching and exercise techniques? Did Instructors provide specialized instruction for student’s demonstrating high and low techniques/options?

Yes / No Comments:

3. Did the contractor ensure each instructor was responsible for the cleaning of the equipment and report any equipment concerns, breakage, and necessary replacement?

Yes / No Comments:

4. Did the contractor shall keep all instructors informed of facility/base policy changes or any other information needed to ensure a quality program?

Yes / No Comments:

5. Did the contractor provide and maintain an attendance log (head count and sign-in prior to each class.

Yes / No Comments:

6. Did the contractor ensure instructors are aware that he/she must notify the on duty fitness center staff of any injuries or accidents associated with the aerobics patrons.

Yes / No Comments:

Appendix C Instructor Evaluation Sheet

Date Class Instructor Yes or No

1. Is the Class starting and ending at the scheduled time?

2. Is the instructor conducting a 5-10 minutes warm up?

3. Are the instructor cues easy to follow?

4. Are head counts being conducted and annotated?

5. Is the instructor following the established safety procedures?

6. Is the instructor conducting a 5-10 minute cool down?

7. Is the instructor ensuring that all equipment is being put away in the appropriate place at the end of class?

8. Is the instructor attending all scheduled classes or finding a substitute in a timely manner?

Comments:

Appendix D (Sample) Class Sign in Log

Class: HIIT Location: Wright Field Fitness Center (or Dodge Fitness Center) Instructor Name: John Smith Date: 1 January 2021

#Max 40 Name: Name:

1 21 2 22

3 23 4 24

5 25

6 26 7 27 8 28 9 29 10 30 11 31 12 32 13 33 14 34 15 35 16 36 17 37 18 38 19 39 20 40