Performance of Work Statement FY26 Fitness instructor.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR MALMSTROM AFB

AEROBIC/SPINNING/FUNCTIONAL FITNESS INSTRUCTORS

16 June 2025

1. INTRODUCTION: The Contractor shall provide all personnel, materials, supervision, and other items and services necessary to instruct aerobics classes as defined in this statement of work.

2. PERSONNEL: The Contractor shall provide a contract manager and alternate(s) who shall have full authority to act for the Contractor on all contract matters which relate to the daily operation of this contract. The manager or an alternate shall be available within five (5) duty days during normal duty hours to meet in person on the installation with government personnel when requested in writing, via email or letter, by the Fitness Center Director or representative.

3. EMPLOYEES: The selection, assignment, reassignment, transfer, supervision, management, and control of Contractor employees in this statement of work are the responsibility and prerogative of the

Contractor. However, the Contractor shall comply with the general intent and specific policies concerning conduct of employees as referenced herein. The Contractor shall ensure before employees start work, that employees have appropriate current and valid professional certifications to perform the services in this contract. The Contractor is required to ensure all certifications remain current and sent to Fitness Director or representative.

3.1 The Contractor shall provide nationally recognized fitness agency (AAPTE, ACE, ACSM, ACTION, CI, CSCCa, IFPA, ISFTA, NASM, NAYS, NCHEC, NCSF, NESTA, NETA, NFPT NSCA, PTA GLOBAL, TWCC, DEAC, ISSA and USCI) certified instructors to instruct aerobics, spinning, high intensity interval training (HIIT) and tactical fitness classes during the specified period of performance at Malmstrom AFB, MT. The instructor must be certified by one of the agencies as above for the type of class taught. Group exercise instructors must have and maintain a primary instructor certification issued by an AF recognized organization (listed above) in addition to any specialized training and/or certifications required for Commercial-Off-The-Shelf or Extreme Conditioning Program

(ECP) that includes CrossFit, P90X, Insanity, etc.

3.2 All instructors must maintain current first aid and either Basic Life Support and automatic external defibrillator (AED) American Heart or cardiopulmonary resuscitation and automatic external defibrillator (AED) Red Cross Certification.

3.3 At the start of the contract, the Contractor will provide a listing of current certified instructors to the Fitness Center Director to include name, contact number and e-mail address for all instructors and provide a copy of each of the required certifications for filing. Each time the Contractor provides the names of instructors to the Fitness Center Director to complete the schedule, any updated certification copies will be provided to the Fitness Center Director. If instructors’ certifications have expired, they will not be allowed to teach class.

3.4 The Contractor will arrange for any substitute instructors by calling 24 hours in advance of the class start time to notify the Fitness Center Director or representative. Recognizing that a 24-hour lead time is not always possible, this should be completed as soon as practicable. It is the responsibility of the Contractor to locate a suitable replacement instructor to teach the set class in a timely manner.

Per 3.1 and 3.2 above, substitutes must have current certifications in order to teach.

3.5 Contractor’s personnel and employees must present a neat appearance and clothing must be safe for all operations involved in the contract performance and present a proper image in the military family fitness facility. Proper dress code requirements are posted in the fitness center.

3.6 The Contractor is responsible for obtaining all necessary passes and/or other items required for program instructors to obtain access to the base. Upon completion or termination of the contract or an individual’s employment under the contract, the Contractor must inform the Fitness Center Director or representative to remove the member’s eligibility from base.

3.7 Per DAFI 34-114, table 3.1, at no time will children under 13 be authorized in the aerobics room, spin room, cardiovascular area or group exercise rooms. Participants with children are authorized to have there children in the Parent Child Area Pods with direct view of there child during classes.

4. LOCATION: Fitness classes are held at Malmstrom Fitness Center, Bldg. 1010/1012, in the aerobics room, spin room, group exercise room or gymnasium. Location of the classes is subject to change if necessary. Notification of the move will be given to the Contractor at least one week in advance of the move if possible.

5. WORK DAY: The schedule is expanded to provide 11 in person sessions per week (Monday through Saturday), no less than 516 classes per year and no more than 572 classes. The Contractor is not to exceed the total amount of sessions designated in the contract for the year. Classes will not be scheduled on federal holidays and associated Air Force Global Strike family days. In addition, no classes will be held on Sundays, or during major inspections or equipment upgrades—TBD by the Fitness Center Director or representative. The Fitness Center Director or representative will notify the Contractor one week prior to anticipated class interruption, based on anticipated delays of instructors or class participants due to base exercises. The Contractor will be compensated on the actual number of classes held. All classes interfered by federal holidays, family days, major inspections or equipment upgrades will be handled in accordance with FAR 52.212-4(f) Excusable Delays.

6. CLASSES: The Contractor will provide instructors who are certified to teach the classes, which will include, but are not limited to: Spinning, low impact, beginner step, intermediate step, advanced step, Step-n-Sculpt, Yoga, Kick boxing, Body pump, Pilates, Boot camp, HIIT workout, and CrossFit type classes. Any combination of these classes may be offered. Classes will not exceed 50 minutes (not including the instructor picking up and returning the sign-in sheet).

7. SCOPE OF WORK: There will be one instructor per class. Instructors will teach low/intermediate/high varied impact aerobics or spinning to class participants. Instructors will use teaching methods that provide aerobic fitness for beginning, intermediate, and moderate fitness levels.

Personal assistance and corrective techniques will be provided before and during classes.

7.1 Instructors must arrive in enough time prior to the scheduled class time to pick up the sign in roster at the front desk, prepare the facility and have participants sign in. When instructors cancel class because they cannot make it and do not get a substitute, then there is no pay due for that class. If an instructor arrives late or fails to show for the scheduled class, the Contractor will be notified and the instructor will be replaced with another instructor that will be found by the Contractor. Attendees expect the class to start on time so the instructor needs to be here on time. Class sign in sheets are the only way to guarantee correct payment. It is the instructor’s responsibility to turn in their class sign in sheet. If the Fitness Center does not receive a sign in sheet, payment may not be guaranteed. Fitness Staff will create a draft sign in sheet that includes the instructors name, time, date and name of class.

If a drafted sign in sheet is not available, the instructor can use a piece of paper that includes the day, time, class name, instructor name and the signatures from class participants. If an instructor is subbing for another instructor, the subbing instructor must pick up the draft sign in sheet from the original instructor and cross off the original instructors name and list their own.

7.2 The instructors will safeguard all equipment and aerobic media that are used in their classes.

7.3 Instructors must be professional, courteous and use constructive criticism. Instructors must be able to explain, demonstrate, and perform all aerobics and spinning exercises being taught.

7.4 Class format is as follows:

a. Instructors must arrive in enough time to pick up sign in roster at front desk and prepare the facility/room for their class.

b. All instructors shall begin each class by introducing themselves and the type of class.

c. The contractor will provide 11 in-person aerobics classes weekly (Monday through Saturday) onsite at the Malmstrom Fitness Center. Contractor may offer 3 contracted classes virtually, the contractor will utilize Zoom platform and provide equipment free aerobics classes. The contractor will create a Zoom Meeting ID and Password specific to Malmstrom Air Force Base and will live stream the fitness classes via Zoom. The contractor will create a landing page (web page) on their website to highlight the virtual aerobics schedule. This website is exclusively for patrons of Malmstrom Air Force Base to register for classes and electronically sign the agreement of release and waiver of liability prior to taking the Zoom classes. The contractor, fitness center director or representative, and a designated 341st contracting representative must be in agreeance prior to any adjustments resulting an originally scheduled in-person class switching to a Zoom format. The Contractor will provide documentation of screen captures for each contracted virtual aerobics class to the Fitness Center Director.

d. Perform aerobic exercise for at least 30 minutes but not to exceed 40 minutes.

Total class time will not exceed 50 minutes (not including the instructor picking up and returning the sign-in sheet).

e. Post aerobic (cool down) to rid body of lactic acid to alleviate muscle soreness, stretching statically as needed.

f. The instructors will be responsible for putting away & setting up all equipment at the start/end of each of class and ensure the room is picked up—no trash on the floor, water bottles left, etc.

g. Instructors will ensure everyone signed in and return the sign in roster to the front desk.

7.5 Dial 911 from any phone for emergency assistance or hit the red duress buttons located in the group exercise room. Instructors are required to notify a fitness staff member as soon as possible.

Medical emergencies will be referred downtown.

7.6 SERVICE SUMMARY

The contract service requirements are summarized in performance objectives. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement.

The SS and the Contractor’s Quality Control Plan (which shall be provided and incorporated after award) provide information on contract requirements, the expected level of contractor performance, and the expected method of government validation and confirmation of services provided. These thresholds are critical to program success. Procedures as set forth in FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. During the first initial 30 days of the contract, one additional error on each task shall be allowed in an effort to identify normal phase-in problems.

Performance Objective (PO)

PWS

Para Performance Threshold Method of

Surveillance

Contracted

Employee(s)

Certifications

3 inclusive

Excellent: 0 defects

Very Good: 1 defects

Satisfactory: 2 defects

Marginal: 3 defects

Unsatisfactory: More than 3 defects

Periodic &

Customer

Complaint

(per month)

Scheduled Classes 5 inclusive

Excellent: 0 defects

Very Good: 1-3 defects

Satisfactory: 4-6 defects

Marginal: 6-8 defects

Unsatisfactory: More than 8 defects

Periodic &

Customer Complaint

8. EQUIPMENT: The Government will provide the following at no cost the Contractor: Aerobics room with all required equipment (dumbbells, step platforms, etc.), Spin room with Spinning bikes and Group exercise room with all required equipment (dumbbells, step platforms, etc.)

a. Microphone, music, small electrical appliances, cords batteries required to instruct classes shall be provided by the contractor.

b. Video equipment to provide Zoom contracted fitness classes will be provided by the contractor.

9. LABOR REPORTING:

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Department of Defense, U.S. Air Force via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: https://www.ecmra.mil

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later thank October 31 of each calendar year (CY).

10. PERIODIC PROGRESS MEETINGS:

The contractor and other Government personnel, as appropriate, will meet quarterly with the contractor to review the contractor's performance. At these meetings, the Fitness Center Director or representative will apprise the contractor of how the Government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. The contractor shall provide minutes of these meetings to the Government within 3 duty day following the meeting.