Performance_Work_Statement_Running_and_Fitness_Camps.pdf

Northern Navajo Medical Center Performance Work Statement (PWS) for Just Move It Youth Running & Fitness Camps Program

TABLE OF CONTENTS PAGE(S):

1.0 General 2-3

2.0 Definitions 3-4

3.0 Government Furnished Information, Property & Services 4

4.0 Contractor Furnished Information, Property & Supplies 4-6

5.0 Performance-Based Requirements 6

6.0 Administrative 6

7.0 Contracting Officer Representative 6

8.0 Billing Procedures 6-7

9.0 Performance-Based Matrix 8

1.0 GENERAL: This performance-based work statement describes the requirements for the delivery of technical assistance, consultation and direct training services for Navajo youth through a series of eight 2-day "Just Move It" Running and Fitness Camps at sites across the Navajo Nation during Summer 2018.

1.1. BACKGROUND: The goal of the "Just Move It" Running & Fitness Camp program is primary prevention of diabetes by promoting the establishment of healthy lifestyle choices among Native American school-age children. Key elements of the approach include providing a fun, safe, drug free, and educational environment for children to experience the joy of physical activity. The camps should target children ages 6 to 18. Camp facilitators should be American Indian College and high school athletes. Facilitators will serve not only as role models, but also, provide a social network and social support to health for the children and one another. Core components of the camps should include education on diabetes prevention, substance abuse prevention, physical activity, nutrition, and the integration of Navajo traditional culture to these components. All components should be taught at grade level and be conducted interactively.

1.1.1. Relationship to Grant Funding:

"Just Move It" Running & Fitness Camps are a key element of the Special Diabetes Program for Indians grant funded programs under the Navajo Area Indian Health Service.

The funded and approved grant proposal includes:

The overall objective is to decrease the incidence of diabetes among Navajo and San Juan Southern Paiute people through afocused, coordinated series of innovative projects promoting wellness. Specificpro cess objectives include: ...4) increase opportunitiesfor participation inphysical activity through a coordinated community-based program of events, clubs, local wellness centers, community mini-grants, and fitness programs ; ... 7) to reduce age-specific obesity rates; 8) to increase rates of reported physical activity;...1

Consolidated Community Fitness: Thisproject seeks to Work toprevent diabetes bypromoting increased opportunities for fitness and physical activity at the community level. Key components of theproposa l include: ... 3) Expansion of the successful youth running camps during the summer, featuring Native American athletes as mentors; ...

1 From NAIHS SDPI Approved Grant

1.2. SCOPE: The Contractor shall provide Health Promotion technical assistance, administrative and training services as described herein.

1.2.1. Period of Performance: The project is estimated to take up to three months. Upon award of contract vendor will initiate project and carry out over three months after the date of contract award. Anticipate project will be completed by end of summer 2018.

1.2.2. Place of Performance: The contractor shall provide the requested services in Shiprock, New Mexico, and at 8 additional community sites across the Navajo Nation.

1.2.3. Applicable Documents: N/A

2.0 DEFINITIONS:

2.1. Acceptance: An authorized representative of the Government has inspected and agreed that the work meets all requirement s of this contract, to include documentation requirements.

2.2. Approval: The Government has reviewed submittals, deliverables, or administrative documents (e.g., insurance certificates, installation schedules, planned utility interruptions, etc.) and has determined the documents conform to contract or contract requirements.

Government Approval shall not relieve the Contractor from responsibility for complying with contract requirements.

2.3. Contracting Officer (CO): Individual at the IHS authorized and warranted to issue contracts and to make subsequent modification(s). The CO has the authority to make determinations on all matters of dispute regarding this contract.

2.4. Contractor: The individual/company awarded this contract.

2.5. Customer Input : A criticism against the Contractor submitted to the Contracting

Officer. This is one of the criteria used to monitor the Contractor's performance.

2.6. Federal Acquisition Regulation (FAR): The FAR is the primary regulation for use by all Federal Executive agencies in their acquisition of supplies and services with appropriated funds.

2.7. Ordering Activity: An authorized user of IHS that may issue a task or delivery order to obtain required services under this contract.

2.8. Just Move It (JMI): a Navajo and national campaign engaging Native communities in promoting physical activity

2.9. Ordering Activity Contracting Officer: An employee of IHS authorized and warranted to issue task orders and to make subsequent task order modification(s) under this contract.

The Ordering Activity CO has the authority to make initial determinations on all matters of dispute regarding task orders.

2.10. Past Performance Information: Relevant information regarding a contractor's actions under previously awarded contracts. It includes the contractor's record of conforming to specifications and to standards of good workmanship; the contractor's record of containing and forecasting costs on any previously performed cost reimbursable contracts; the contractor's adherence to contract schedules, including the administrative aspects of performance; the contractor's history for reasonable and cooperative behavior and commitment to customer satisfaction; and generally, the contractor's business- like concern for the interest of the customer.

2.11. Project Officer (PO): A federal employee who assists the ordering/issuing activity-contracting officer in the administration of task orders issued under this contract. The PO is primarily responsible for the day-to-day program management of the ordering activity's task or delivery orders.

2.12. Quality Assurance Surveillance Plan (QASP): An organized written document prepared and used by the Government for Quality Assurance surveillance of the contractor’s performance.

2.13. Service Unit Point of Contact: Designated Health Promotion Staff member from each of the Navajo Area Service Units responsible for networking contractor with local resources

2.14. Task Order: An order issued in accordance with the terms of the contract and ordering activity's specific requirements. An ordering activities written order to obtain services, at a minimum will include the following where applicable: description of services, skill categories, hours, price, period of performance, contract number, and the ordering activities task or delivery order number.

3.0 GOVERNMENT FURNISHED INFORMATION, PROPERTY AND SERVICES:

3.1. Information - All Government unique information related to this requirement, which is necessary for Contractor performance, will be made available to the Contractor. The Navajo Area IHS Health Promotion Program staff, Shiprock Health Promotion Program staff and Identified Key Service Unit contacts will be the points of contact for identification of any required information to be supplied by the Government.

3.2. Property -Contractor staff will be permitted to ride as passengers in government vehicles where it will facilitate performance of the contract tasks and duties. Where it is determined to be of benefit to the government, Contractor may utilize government property in the fulfillment of this contract including copiers, printers, media production equipment, training tools and supplies, and other office equipment.

3.3. Services - Contractor will Coordinate and integrate all activities with the Navajo Area IHS

Health Promotion Program staff, Shiprock Health Promotion Program staff and Identified Key Service Unit contacts. IHS staff will be directly involved in provision of training services and support to Navajo youth and community members.

4.0 CONTRACTOR FURNISHED INFORMATION, PROPERTY AND SERVICES:

4.1. Information -Contractor shall develop and share with IHS all information necessary to implement the Youth Running and Fitness Camps specified below including all curriculum, planning, evaluation, and web-based training and support materials.

4.2. Property -Contractor staff shall provide all necessary property and supplies for the travel of coaches, promotional materials and reporting, as well as all equipment and props used during the camp sessions.

4.3. Services -Detailed Services are specified below. The contractor shall be responsible for planning, implementing and evaluating a series of eight 2-day running and fitness camps on the Navajo Nation during the summer of 2018, including but not limited to:

4.3.1. Planning:

4.3.1.1. Contractor to identify all American Indian college and high school student athletes to serve as facilitators for the series of running and fitness camps.

4.3.1.2. Contractor to train all American Indian college and high school athletes who will be serving as facilitators in basic education on diabetes prevention, substance abuse prevention, physical activity, nutrition, and the integration of Navajo traditional culture to these components. Goal of the training is to help the runners recognize their potential as role models. Training shall be conducted before the series of camps begin.

4.3.1.3. Contractor shall provide all facilitator's travel and accommodation costs during the time the camps are being conducted on the Navajo Nation.

4.3.1.4. Contractor shall identify camp locations on the Navajo Nation and secure all required clearances. Eight 2-day camps shall be planned for eight community sites within the Navajo Nation.

4.3.1.5. Contractor shall develop and provide all training materials.

4.3.1.6. Contractor to advertise/promote all camp locations and dates.

4.3.1.7. At each site, the Contractor shall coordinate a community physical activity event in conjunction with the camp or partner with local communities on existing community physical activity events. Goal of this is to reinforce the teaching the children received and to involve the children's parents and the community.

4.3.1.8. Contractor to coordinate all camps with local Navajo Area Indian Health Service (NAIHS) Health Promotion program, Navajo Nation Department of Youth and/or local organizations.

4.3.2. Implementing:

4.3.2.1. Contractor shall provide eight 2-day running and fitness camps at each of the eight Indian Health Service Units.

4.3.2.2. Contractor shall provide all travel and accommodations necessary to bring facilitators to Navajo community locations.

4.3.2.3. Contractor shall staff camps adequately to provide services to 100 children per camp location.

4.3.2.4. Contractor shall provide certificate of participation and t-shirts to all children who participate in camp.

4.3.3. Evaluating - Contractor to evaluate camp planning process & implementation phase.

Evaluate:

4.3.3.1. Process of identifying and training American Indian college and high school athletes.

4.3.3.2. Process of coordinating camp dates and locations.

4.3.3.3. Process of developing and providing all training materials.

4.3.3.4. Process of advertising/promoting all camp locations and dates.

4.3.3.5. Process of coordinating a community physical activity event in conjunction with a camp.

4.3.3.6. Process of coordinating camps with local NAIHS Health Promotion program, Navajo Nation Department of Youth and/or local organizations.

4.3.3.7. Process of implementing the camps.

4.3.4. The contractor shall assist with local community physical activity events in support of physical activity promotion on the Navajo Nation, including the development and support of promotional campaigns, incentives and local running/walking clubs.

5.0 PEFORMANCE-BASED REQUIREMENTS: The Contractor shall provide technical assistance, administrative support and direct services to ensure timely and effective implementation of eight 2-day 2018 Navajo Just Move It Running and Fitness Camps at sites across the Navajo Nation. The Contractor's performance will be evaluated in accordance with the standards set forth in the Performance-based Matrix of paragraph 8.0.

6.0 ADMINISTRATIVE REPORTING REQUIREMENTS:

6.1. Contractor shall provide monthly activity and progress summaries to Shiprock Service Unit Health Promotion Program during the performance period.

6.2. Contractor shall provide yearly detailed evaluation reports including activities, process, impact, and outcomes for the camps.

6.3. Deliverables:

1. Monthly Activity and Progress Reports

2. Year End Evaluation Report

3. Revised Youth Fitness and Running Camp Curriculum and all curriculum materials.

4. 8-10 Native American High School and College Athlete Facilitators selected and trained

5. Plans and Promotional Materials for eight 2-day Youth Running and Fitness Camps

6. Completion of eight 2-day Youth Running and Fitness Camps

6.4. Schedule:

6.4.1. Upon award of contract the Contractor shall initiate project and carry out over three months after the date of contract award.

7.0 CONTRACTING OFFICER REPRESENTATIVE (COR): The COR for this contract shall be: Janet Hayes, HPDP Coordinator.

The COR is responsible for:

Monitoring the Contractor’s technical progress, including surveillance and assessment of performance and recommending to the Contracting Officer changes in requirement;

Performing technical evaluation as required;

Performing technical inspections and acceptance required by this contract; and Assisting the Contractor in the resolution of problems encountered in performance.

8.0 BILLING PROCEDURES: Billing will be fixed-price for each element of services provided including activity and evaluation reports.

8.1. The Contractor shall submit a signed and approved invoice to request payment on at least a monthly basis.

8.2. The Contractor shall submit an original invoice to:

Shiprock Service Unit, Navajo Area Indian Health Service Health Promotion Attn: Accounts Payable Northern Navajo Medical Center Box 160 Shiprock NM 87420

8.3. The Contractor shall include the following information on each invoice in accordance with the Prompt Payment Act (5 CFR Part 1315.9(b)):

1. Contractor's name;

2. Invoice number and date;

3. Entire award number or other authorization number for delivery of goods or services;

4. Description (including dates of service), price, and quantity of goods and services rendered;

5. Shipping and payment terms;

6. DUNS number and Taxpayer Identifying Number (TIN); and

7. Contact name (where practicable), title and telephone number.

8. Payment shall be made by the Navajo Area Financial Management Branch,

9. The Contractor will maintain a log of invoices and balance of remaining contract dollars

8.4. Invoice shall have the following certification:

COR: “Services have been received and are acceptable in accordance with the terms of the contract.”

COR Signature Date

9.0 PERFORMANCE-BASED MATRIX:

TASK INDICATOR STANDARD SURVEILLANCE INCENTIVES

Recruitment and Training of Native American High School and College Athletes as camp facilitators

Delivery of recruitment, selection, and training of qualified facilitators

Facilitators selected and trained will be established high school and college Native Athletes from within the region, and familiar with local communities and culture. Training will ensure safe and effective delivery of wellness skills and information.

Ongoing monitoring of recruitment efforts, selection process, and in-person meeting with selected facilitators and trainers.

Review of training agenda.

Prompt payment

Recruitment and Training of Native American High School and College Athletes as camp facilitators

Delivery of recruitment, selection, and training of qualified facilitators

Facilitators selected and trained will be established high school and college Native Athletes from within the region, and familiar with local communities and culture. Training will ensure safe and effective delivery of wellness skills and information.

Ongoing monitoring of recruitment efforts, selection process, and in-person meeting with selected facilitators and trainers.

Review of training agenda.

Prompt payment

Contractor shall all logistical arrangements involved in setting up camps at 8 sites around the Navajo Nation

Completion of all logistical arrangements for 8 camps in timely fashion

Timely and acceptable provision of all logistical elements travel, lodging and per diem for all facilitators, campsites and facility arrangements.

Development of camp plans is coordinated with key Service Unit representatives from Health Promotion

Ongoing monitoring of logistical arrangements

Prompt payment

Camp Evaluation Delivery of evaluation plans and reports

Timely delivery of effective and useful reports that include camp and curriculum evaluation.

Participation in and monitoring of evaluation activities and reports

Prompt payment