Group Exercise RAFB SOW May 2020.docx

STATEMENT OF WORK

GROUP EXERCISE

13 May 2020

A.1 GENERAL REQUIREMENTS:

A.1.1 Scope of Work: the Group Exercise Contract Manger (GECM) will provide the expertise needed to operate and administer a well-rounded group exercise program for Robins AFB Fitness Center as defined in this statement of work.

A.1.2 Location: Classes are to be performed at Robins AFB Fitness and Sports Center Building 826, 840 Eight Street Robins AFB, GA 31098 and Fitness Center Annex – Building 301, 460 Richard Ray Blvd, Robins AFB, GA, 31098.

A.1.3 Reference: AFI 34-266, Fitness and Sports Program, 25 September 2018.

A.2: CONTRACTOR RESPONSIBILITIES

A.2.1 GECM will recruit and schedule qualified instructors who possess, at a minimum, 6 months experience instructing large groups of 20 or more students, and have a primary cert in group exercise as recognized and approved by the Air Force Service Agency. Other certs may also be required dependent of the type and style of class instructed. Although not an exhausted list and is subject to change, examples of approved national certifications for Group Exercise follows:

A2.1.1 ACE (American Council on Exercise) http://www.acefitness.org/

A2.1.2 ACSM (American College of Sports Medicine) http://www.acsm.org/

A2.1.3 AFAA (Aerobics and Fitness Association of America) http://www.afaa.com/

A2.1.4 NASM (National Academy of Sports Medicine) http://nasm.org/

A2.1.1 NETA (National Exercise Trainers Association) http://www.ndeita.com/

A.2.2 The GECM will be responsible for the performance of work.

A.2.3 The GECM will ensure all instructors have liability insurance and will ensure all instructors possess an approved and current group exercise certification plus any specialty certification where required. They also must possess CPR/BLS, AED & first aid accreditations. All insurance and certifications must be current prior to instructor beginning classes and must remain in effect throughout their period of employment for the government. All certification copies must be given to the Fitness Program Coordinator (FPC) or designee before they can teach. Failure to possess or maintain current certifications will result in the immediate suspension of the instructor for scheduled classes until it is renewed and proof of compliance is provided to the FPC.

A.2.4 All substitutes must possess all certifications as previously designated before teaching any class. Copies of their current certifications must be given to the FPC or designee before instructors can conduct class.

A.2.5 The GECM and all instructors must present a neat appearance and be easily recognized. Proper exercise attire will be worn at all times and subject to approval by the Fitness Program Coordinator or designee.

A.2.6 Inappropriate music/language or loud music will not be tolerated: any complaints will be noted and discussed with the instructor. The Fitness Program Coordinator will document each instance.

A.2.7 The GECM is reminded that off-duty, active duty military personnel hired might be the subject to permanent change of station, change of duty hours, or deployment. Their absence does not constitute a valid excuse for non-performance under this agreement.

A.2.8 The GECM shall ensure that certified group exercise instructors are available to conduct scheduled classes as specified. Note: class schedule is subject to change as needed based on patron/program requirements. The FPC or designee will make this determination.

A.2.9 The GECM will not provide instruction on federal holidays, on installation family days, or energy days unless directed by the FPC or designee.

A.2.10 The length of a class will be 55 minutes or 30 minutes. Payment for 30-minute classes will be half of the full class amount.

A.2.11 The GECM shall coordinate and get approval with the FPC or designated representative the group exercise schedule with daily/weekly/monthly class totals, and class durations. At a minimum, 15 weekly classes and at maximum, 35 classes will be scheduled. The classes must meet the suggested range of times, days and themes as designated by the FPC or designee. Times will be concentrated for early morning, lunchtime, and after work hours.

A.2.12 The GECM must maintain a file on each instructor, which includes copies of certifications, CPR/BLS, AED certs and proof of liability insurance. These files must be immediately available to the FPC or designee and/or Contracting Officer upon request.

A.2.13 The GECM, at no additional cost to the government, must provide instruction for at least three special events during the year such as group exercise marathons, exercise themed events and seminars. The Fitness Program Coordinator shall coordinate with the GECM at least one month in advance to coordinate upcoming special events.

A.2.14 The GECM shall ensure each instructor incorporates standardized and safe warm-ups, stretching, and exercises techniques. Instructors will provide specialized teaching for students by demonstrating modifications of exercises to accommodate a variety of fitness levels and health conditions. Instructors must perform at least one class check of perceived exertion utilizing the Borg Ratings of Perceived Exertion (RPE) scale, a pulse check, or something similar. Additionally a safe cool-down period must be utilized to conclude cardio segments of each class.

A.2.15 The GECM will conduct a quarterly evaluation on each group exercise instructor and then submitted it to the Fitness Program Coordinator.

A.2.16 The FPC will conduct periodic surveys of class participants to collect feedback on quality of instructors and instruction given during sessions.

A.2.17 The GECM shall conduct monthly communication with all instructors to keep them informed of facility/base policy changes or any other information needed to ensure a quality program. This will be at no additional cost to the government.

A.2.18 The GECM shall ensure a daily attendance/payment voucher is completed and submitted to the Fitness Center’s front desk personnel immediately upon the completion of each class. The voucher includes Instructor’s name, class, date and class time, and location. Additionally, instructors will ensure participant breakdown of active duty, civilians, Reservists, National Guard, Retirees, DOD civilians, and family member dependents. The FPC will provide the form.

A.2.19 The GECM will provide a monthly report complete with class totals and costs subdivided by instructors, their classes, their totals, and shall provide this information to the Fitness Program Coordinator or designee no later than the 3rd duty day of the new month.

A.2.20 The GECM shall ensure instructors arrive at least 10 minutes prior to their scheduled class time to prepare and ensure the area is free from any potential safety hazards and non-participants. Instructors are to abide and assist in enforcing Fitness Center policies such as authorized users, age requirements, and permitted attire, and health and safety modifications.

A.2.21 The Fitness Program Coordinator or designee representative shall verify completion of work under this agreement.

A.2.22 The GECM shall ensure instructors are aware that they must notify the on-duty fitness center staff of any injuries or accidents associated with the group exercise customer. If fitness center staff is not readily available, the instructor has the authority to call 911.

A.2.23 The GECM will ensure instructors use a sound system and microphone and be familiar with their operation. They must use this equipment in a manner, which will not cause harm to the equipment or the patrons. Misuse or modifications of the equipment will not be permitted could result in the contractor replacing damaged items.

A.2.24 If a class cancellation is necessary, the GECM must inform with the Fitness Program Coordinator or designee at least 12 hours before a class begins. Instructors will not independently cancel classes.

A.2.25 Instructors will not change class formats without the GECM coordinating and being granted approval by the Fitness Program Coordinator or designee.

A.2.26 The instructors will ensure that all equipment used during classes will be properly cleaned, stored and organized neatly after each session. For spin bikes, the following must be done at the conclusion of each class: adjust handlebars and seats to highest setting, turn resistance to lowest setting, loosen all pop pins, and wipe down entire bike.

A.2.27 If any items are identified as not working, or defective, instructors will report to the FPC identifying equipment, location and problem description.

A.3 GOVERNMENT RESPONSIBILITIES

A.3.1 The government shall provide, without cost to the contractor, the utilities necessary to accomplish the task(s) specified in this Statement of Work, fire protection, and 911 services.

A.3.2 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, PA system etc.).

A.3.3 If an instructor teaching a class in which new equipment is needed and government funds are not available, the equipment may be purchased by the contractor and their employees. However, any new equipment must be approved by the FPC or designee prior to use. Equipment purchased by the contractor will not be reimbursed by the government.

A.4 CONTRACTORS SAFETY REQUIREMENTS

A.4.1 The contractor shall establish and maintain an acceptable safety program in accordance with their accepted Safety and Health Plan. No more than two Class C mishaps per contract year and Zero Class A or B mishaps will be tolerated.

A.4.2 Safety and Health Plan: Within 10 calendar days after contract award, the contractor shall provide a copy of their company Safety Plan that is required to ensure compliance with the Occupational Safety and Health Act (OSHA) (Public Law 91-596). The Safety Plan shall be provided to the 78 ABW Safety Office for review. The 78 ABW Safety Office will provide acceptance or non-acceptance within 5 working days of receipt to the government point-of-contact who will notify the CO. (CDRL A001, Contractor’s Standard Operating Procedures, DI-MGMT-81580).

A.4.3 The contractor Safety Plan shall address in detail the items listed in the Contract Appendix C, Part II through Part IV as applicable. For task specific procedures identified in the Contract Appendix C, the contractor’s internal procedures for those tasks must be identifiable within the submitted Safety Plan or shall be provided in an amendment or addendum to the company’s Safety Plan. If task specific procedures identified in the Contract Appendix C, are not submitted with the contractor’s Safety Plan, the submitted Safety Plan will be returned as NOT ACCEPTED. The contractor will have 5 working days to resubmit the Safety Plan, amendment or addendum to address or correct issues identified for non-acceptance. The 78 ABW Safety Office will provide acceptance or non-acceptance of the resubmission within 5 workings days of receipt to the government POC who will notify the CO.

A.4.4 Safety Mishap/Incident Reporting: The contractor shall report all mishaps/incidents in accordance with the Contract Appendix C. The contractor shall immediately secure the mishap scene and damaged property and impound pertinent maintenance and training records until released by the Government’s Safety Office (78 ABW/SE). Such release shall be accomplished through the CO. The contractor shall cooperate, assist Government personnel in the investigation of the incident, and submit an Accident/Incident Report within 24 hours of the accident/incident. The Contractor shall require all subcontractors to comply with required safety, health and fire standards. (CDRL A002, Accident/Incident Report, DI-SAFT-81563).