PWS - Langley NAF Sports And Fitness Center Massage Therapy Contract.pdf

Performance Work Statement for

NAF Langley Sports and

Fitness Center Massage Therapy

FA4800-25-Q-XXXX

Langley Air Force Base

Joint Base Langley-Eustis, VA

PWS – Langley NAF Sports and Fitness Center Massage Therapy – 05.14.25

TABLE OF CONTENTS

1.0. SCOPE OF WORK

2.0. DESCRIPTION OF SERVICES

3.0. GENERAL INFORMATION

4.0. SERVICES SUMMARY

5.0. GOVERNMENT AND CONTRACTOR FURNISHED PROPERTY, SUPPLIES AND

SERVICES

6.0. SERVICE CONTRACT REPORTING REQUIREMENTS MANPOWER REPORT

SCOPE OF WORK. The contractor shall provide all management, transportation, tools, supplies, equipment, and labor necessary to provide Non-Appropriated Fund (NAF Langley

Sports And Fitness Center Massage Therapy on Joint Base Langley-Eustis (JBLE), Langley Air

Force Base (LAFB) in a manner that shall ensure continuous and reliable service. The contractor shall provide table and chair massages, forms, linen, printer, cleaning supplies to patron of Joint

Base Langley-Eustis.

2.0 DESCRIPTION OF SERVICES. Massage Therapist. The person serving in this capacity will provide services to Authorized Patrons, at a minimum shall meet the following baseline requirements:

• CPR and First Aid Certified

• Contractor must be certified for the instruction he/she provides. Certifications-the contractor must hold and maintain current certifications related to the service provided for this contract. Contractor must provide valid copies of certifications.

If a certification expires contractor must provide the Contracting Office and

Fitness and Sports Center Director an updated certificate to be placed on file.

• Contractor must have proof of liability insurance.

• Contractor shall arrive fifteen minutes for the appointment

• Contractor will greet each customer within 5 minutes and secure payment receipt

• Contractor will ensure that the online calendar is operational at all time.

2.1. Personnel Qualifications to have CPR and First Aid Certified, Liability Insurance, and certification to do massages.

2.3. Repairs. The contractor shall identify, in writing, all necessary repairs considered to be out of the scope of preventative maintenance as defined within this PWS. The contractor shall inform Langley Fitness Staff to accomplish all work order tasks during normal duty hours;

however, occasions may arise that require work to be accomplished outside of these hours. The contractor shall coordinate all routine work outside of normal duty hours with the (Contracting

Officer Representative) COR and the Contracting Officer (CO).

2.3.1. The COR will approve each repair that has a total cost under $2,500.00 and the

Contracting Officer (CO) will approve each service call/repair that has a total cost of $2,500.00 and greater. The contractor is not authorized to perform unscheduled work without the below approvals.

2.3.1.1. All work with the total cost of each repair under the micro-purchase threshold limit

(currently $2,500.00) shall be approved by the COR first before the contractor is authorized to perform. The contractor shall repair the affected system or area within the mutually agreed upon time after notification.

2.3.1.2. All work with the total cost of each repair over the micro-purchase threshold limit

(currently $2,500.00) is required to be approved by the CO to determine the price to be fair and reasonable. The process for CO approval is outlined below.

2.3.1.2.1. When the contractor identifies a repair that is estimated to cost $2,500.00 or more, the contractor shall contact the COR first and provide the COR with the scope of work for repairs.

The contractor shall not provide any pricing or estimates, for any repair that is estimated to cost $2,500.00 or more. The contractor shall only provide the scope of work to the COR.

2.3.1.2.2. The COR will submit a repair request to the 633 CONS contract specialist, who will then send a Request for Quote (RFQ) to the contractor.

2.3.1.2.3. The contractor shall provide their quote to the 633 CONS contract specialist, who will then coordinate with the COR to ensure technical acceptability. Once the COR provides their technical review to the 633 CONS contract specialist, a Letter of Direction (LOD) will be issued by 633 CONS for the contractor to begin the repairs. The contractor shall complete the repairs within the mutually agreed upon time stated in the LOD after the LOD notification. A minimum of three (3) quotes shall be submitted by the contractor for items that are not proprietary to the

Original Equipment Manufacturer (OEM).

2.3.1.3. The contractor shall invoice for all repairs after the work is completed and submit all tickets for the work as one (1) attachment in iRAPT.

2.3.2. The contractor will be reimbursed for parts at cost. The contractor shall ensure they obtain the best possible prices and discounts from suppliers. The contractor shall not add a mark up to their cost. The contractor shall provide a copy of the vendor invoice to the CO or COR depending on the amount of the repair. For individual parts that exceed $250.00 the contractor shall provide three quotes to show the best value was obtained.

2.4. Personnel Qualifications. Massage Therapist must maintain current CPR and First Aid certificates. Massage certificate must be current. Personnel must have at least one year’s work experience within this field.

2.5. Deliverables. The contractor shall submit all deliverables in electronic form and shall produce reports using the Microsoft Office suite of applications. All deliverables must meet professional standards, and the requirements set forth in contractual documentation. The contractor shall be responsible for delivering all end items specified.

Schedule of Deliverables

Item Due Date

Contractor's Massage Therapist

Certificate and Insurance Liability

NLT 10 business days after contract award

Contractor's Massage Therapist CPR and

First Aid Certificate

NLT 15 business days after contract award

Schedule of appointment NLT 24 hours before the appointment

Personnel Info for badges NLT 5 business days after hired

3.0. GENERAL INFORMATION.

3.1. Hours of Operation. The hours of operation are within the hours that the center is open, Monday – Friday, excluding federal holidays. If the contractor wishes to perform any services outside of the normal hours of operation, the contractor shall coordinate with the Contracting

Officer Representative (COR) and the Contracting Officer (CO) no later than one week prior to the scheduled event. In the event of emergency circumstances, accommodations may be made on a case-by-case basis.

3.1.1. Base Closure Days. If the Base Commander determines the base is closed due to snow, hurricane, or Acts of God, the contractor shall reschedule work planned for this time.

3.1.2. Federal Holidays. The Contractor shall not be required to work any of the following federal holidays:

New Year’s Day - January 1st

Martin Luther King Day – 3rd Monday in January

Washington’s Birthday – 3rd Monday in February

Memorial Day - last Monday in May

Juneteenth- June 19th

Independence Day - July 4th

Labor Day – 1st Monday in September

Columbus Day – 2nd Monday in October

Veteran’s Day - November 11th

Thanksgiving Day – 4th Thursday in November

Christmas Day - December 25th

3.1.2.1. If a holiday falls on Saturday, the preceding Friday shall be observed. If a holiday falls on Sunday, the following Monday shall be observed. If a holiday falls on a scheduled service day, the contractor shall be responsible for rescheduling services for the first day post the holiday observance.

3.2. Non-Mission-Essential Functions. It has been determined by the Functional Commander of this service that the requirements under this PWS are non-essential and therefore shall not be performed during a crisis, exercise or inclement weather.

3.3. English Language Requirement. All contractor personnel shall read, understand, speak and write English fluently.

3.4. Contract Manager. The Contractor shall provide a contract manager and an alternate who shall be responsible for the performance of the work; these duties can be an additional duty.

These individuals shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract and shall be designated, in writing, to the Contracting

Officer (CO). The alternate contract manager shall act for the contract manager when the manager is absent.

3.4.1. The contract manager or alternate shall be available within 2 hours to meet on the installation or by telecom with the CO and/or with other government personnel designated by the

CO during normal duty hours to discuss issues or concerns.

3.5. Communication. Contractor personnel shall maintain open and professional communication with government personnel at all times. Complaints validated by the COR shall be reported in writing to the CO and the contractor for action. Failure of the contractor to take corrective action on validated complaints raised by the COR and the CO will be considered a failure to perform.

3.6. Appearance. Contractor personnel shall present a professional, conservative, and neat appearance. Contractor personnel shall report for duty in a professional manner, in appropriate attire and having complied with socially acceptable standards of personal hygiene.

3.7. Contractor Identification. All contractor personnel attending meetings, answering

Government telephones, and working in other situations where their contractor status is not obvious are required to identify themselves as such to avoid being mistaken for Government officials. Contractors performing work at Government workplaces will provide their employees with an easily readable identification (ID) badge indicating the employee's name, the contractor's name, the functional area of assignment, and a recent color photograph of the employee.

Contractors shall require their employees to wear the ID badges visibly when performing work at

Government workplaces. Contractor personnel must also ensure that all e-mails, documents, or reports they produce are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. All signature blocks on e-mails shall indicate the Contractor's name.

All e-mail address lines shall include CTR in the address line.

3.8. Conflict of Interest. The contractor shall not employ any person who is an employee of the

United States Government if the employment of that person would create a conflict of interest.

The contractor shall not employ any person who is an employee of the Department of the Air

Force, either military or civilian, unless such a person seeks and receives approval in accordance with the Department of Defense (DoD) Directive 5500.7 and Air Force policy. If prior military, personnel must have been discharged under honorable conditions with no administrative actions taken against them.

3.9. Security Requirements for Unclassified Contracts. The contractor shall ensure the necessary pass and identification items required for contract performance are obtained for all personnel.

3.9.1. Listing of Personnel. The contractor shall maintain a current list of personnel. The list shall include the employee’s name, social security number and level of security clearance. The list shall be validated and signed by the company’s Facility Security Officer (FSO) and provided to the sponsoring agency’s security manager, the COR, and the CO. An updated listing shall be provided when an employee’s status or information changes.

3.9.2. Temporary Base Access Passes. The contractor shall ensure that each employee obtains the following pass and identification items: all necessary cards, passes, buttons, decals, or other items required for access to the areas and the installation. Upon contract award and the replacement of any employees, the contractor will be required to complete a base access request form which will be submitted to the COR. The COR will submit the pass request to the 633d

Security Forces Squadron (633 SFS) to obtain the necessary identification items. Upon approval of the pass request by 633 SFS, the contractor employee will be required to obtain any individual and vehicle identifications media at the 633 SFS Pass and Identification Section, 20 Nealy Ave

(Bldg 5) on Langley AFB, VA.

3.9.3. Pass and Identification. Not Required. All prospective contractors shall undergo a verification process to determine the trustworthiness and suitability prior to being granted access to federal property. Limited access with escorts may be granted (at the installation's discretion) for an interim period while investigations are being conducted. The 633d Security Forces

Squadron or 733rd Security Force Squadron, as appropriate, will conduct background checks on all contractor personnel requiring access to the installation. IAW 18 USC 1382, the authority of the Installation Commander to control and deny a contractor employee entry to all or part of the installation is absolute.

3.9.4. Employee clearance requirements. As a minimum, contractor personnel must be able to obtain and maintain a TIER 1, favorable suitability/fitness determination under 5 CFR 731 or equivalent. The Government will submit background investigations for positions that require a

Common Access Card (CAC) and/or IT access only. Prior to CAC issuance, an FBI fingerprint check must be completed without adverse comment, and the T1 Investigation or equivalent must be initiated. CACs will not be issued before the fingerprint check results have been completed and the investigation has been opened/scheduled at Office of Personnel Management (OPM).

Contractor personnel receiving unfavorable T1 Investigations shall not be employed. The sponsoring Government agency will submit requests for investigation on AF Form 2583, Request for Personnel Security Action, at no additional cost to the contractor. The contractor shall comply with the requirements of DoDM 5200.02, AFM 16-1405 Personnel Security Program and AFI 33-119, Electronic Mail (E-Mail) Management and Use.

3.9.5 Physical Security (Security of Government Property). The contractor shall safeguard all government property, including controlled forms provided for contractor use. At the close of each work period, government equipment, facilities, and squadron assets and materials shall be secured.

3.9.6. Entry Procedures to Controlled/Restricted Areas. The contractor shall implement local base procedures for entry to Air Force (AF) controlled/restricted areas where contractor personnel will work.

3.9.7. Reporting Requirements. The contractor shall comply with the requirements of Volume

1, AFI 71-101, Criminal Investigations, and paragraph 1.1 of Volume 2, Protective Service

Matters. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware that may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information. The contractor personnel’s immediate supervisor shall brief him/her upon initial on-base assignment and as required thereafter.

3.9.8. Retrieving Identification Media. The contractor shall return all identification media to the sponsoring agency’s security office, the COR or the CO upon completion/termination of the contract or upon departure of any personnel during the course of the contract. Failure to do so may delay payment to the contractor. Final payment may be withheld until identification media is returned.

3.9. Key Control. Keys shall not be provided to the contractor.

3.10. Traffic Laws. The contractor and/or contractor personnel shall comply with the installation traffic code as specified in Virginia State Law and Air Force Instruction (AFI) 31-218, Motor

Vehicle Traffic Supervision (current edition). The Contractor and/or contractor personnel shall comply with current instruction on cell phone use while on any military installation.

3.11. Weapons, Firearms, and Ammunition. Contractor personnel are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned vehicle or privately-owned vehicle while on any military installation. This prohibition includes any individual who may otherwise possess any legally issued concealed weapons permit.

3.12. Smoking in Air Combat Command (ACC) Facilities. Contractors are advised that the

ACC Commander has placed restrictions on the smoking of tobacco products in ACC facilities.

AFI 40-102, Tobacco Use in the Air Force (current edition), outlines the procedures used by the commander to control smoking in our facilities. Contract personnel and visitors are subject to the same restrictions as Government personnel. Smoking is permitted only in designated smoking areas.

3.13. ENVIRONMENTAL MANAGEMENT: Joint Base Langley-Eustis (JBLE) is dedicated to the conservation, protection, and enhancement of the environment. The contractor shall comply with all: federal laws and regulations; state and local laws, ordinances, and regulations;

and Installation policies and procedures. JBLE Installation specific policies and procedures:

3.13.1. Joint Base Langley-Eustis – Langley Air Force Base. The contractor must comply with all provisions of the JBLE-Langley Environmental Special Conditions. You can review or download the document at http://www.jble.af.mil/Units/Air-Force/Langley-Environmental/ under the "Contracting-

Compliance" heading. This is a living document that is updated periodically so ensure you have the latest version. If you have any questions, please contact your project manager or the 633d Contracting Officer first and have them contact the 633d CES Environmental Element on your behalf.

3.13.2. Joint Base Langley-Eustis - Fort Eustis. The contractor must comply with JBLE-I 32-101, Environmental Management with related Environmental Management Procedures (EMPs). EMPs are reviewed and/or updated at least annually. JBLE-I 32-101 and EMPs can be reviewed and downloaded at:

http://www.jble.af.mil/Units/Army/Eustis-Enviromental.

3.14 Operations Security (OPSEC)

http://www.jble.af.mil/Units/Air-Force/Langley-Environmental/ http://www.jble.af.mil/Units/Army/Eustis-Enviromental

3.14.1 This contract has been determined to not have critical or sensitive information requiring an OPSEC

Plan.

4.0. SERVICES SUMMARY (SS). The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The

SS and the contractor’s Quality Control Plan provide information on contract requirements, the expected level of contractor performance and the expected method of government surveillance and confirmation of services provided. These thresholds are critical to mission success.

Procedures as set forth in the Federal Acquisition Regulation (FAR) 52.212-4 (a), Contract

Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. The absence of any contract requirements from the SS shall not detract from its enforceability nor limit the rights or remedies of the Government under any other provision of the contract. The Government has the right to inspect all services required in the contract.

SERVICES SUMMARY TABLE

SS Item #, PWS

Paragraph Performance Objective

Performance

Threshold

Rating Criteria

SS#1, 2.0

The contractor shall arrival 15 minutes before appt

No more than three lateness

Errors per lateness

0 = Exceptional

1-2 = Very Good

< 3 = Satisfactory

> 4 = Unsatisfactory

SS#2, 2.0

The contractor shall provide CO/COR current certificates and insurance within 5 days of renewal

No more than three occurrence

Documentations

0 = Exceptional

1-2 = Very Good

< 3 = Satisfactory

> 4 = Unsatisfactory

SS# 3, 2.0

The contractor shall greet customer and secure payment receipt

All customers seen within 5 minutes of appt

96% -100% Seen within 2 min w appt= Exceptional

90% -95 % Seen within 3 min w appt

= Very Good

89% seen within 5 min w appt =

Satisfactory

>88% Seen within 6 min w appt=

Unacceptable

SS# 4, 2.0

The contractor shall ensure the online calendar is operational

No more than 2 occurrence

System malfunction

0=Exceptional

1-2= Satisfactory

>3 = Unacceptable

4.1. Performance Evaluation. The purpose of the Services Summary is to define performance evaluation and payment procedures. The Performance Objective (column 1) describes what the government will survey. Performance of a service will be evaluated to determine whether or not it meets the Performance Threshold (PT) of the contract. When the PT is exceeded, the COR will document the performance issue in a Corrective Action Report (CAR) or a Performance Assessment Report (PAR) and provide it to the Contracting Officer to finalize it and issue the report to the contractor.

4.1.1. The Government will periodically evaluate the contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received. The government representative will evaluate the contractor’s performance through inspections of reports and contractor services documentation. The Government may inspect each task as completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures or because of repeated customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates.

4.1.2. If any of the services do not conform to contract requirements, the Government may require the contractor to perform the services again in conformity with contract requirements at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the Government may:

- Require the contractor to take necessary action to ensure that future performance conforms to contract requirements; and

- Reduce the contract price to reflect the reduced value of the services performed.

4.1.3. Failing to meet the performance threshold as outlined in the SS for any of these performance objectives in any one (1) month period may result in an immediate Progress

Meeting with the Multi-Functional Team (MFT). All remedies shall be in accordance with FAR

52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

4.2. Quality Control. The contractor shall develop and maintain a quality control program to ensure services are performed in accordance with this contract and PWS. The contractor shall develop and implement procedures to identify and prevent non-performance and continual repeat of defective service. A written Quality Control Plan (QCP) shall be submitted to the CO and

COR for review and feedback. The plan shall be submitted no later than 10 working days after award. The plan shall specifically address the contractor’s strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required.

4.3. Quality Assurance. The Government shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The COR shall inspect by watching actual task performance, physically checking an attribute of the completed task, checking management information reports, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The

COR will record surveillance results. Results of the surveillance then become the official Air

Force record of the contractor’s performance. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate a Corrective Action

Report (CAR) or Performance Assessment Report (PAR) and provide the Contracting Officer with a Contract Discrepancy Report (CDR) for issuance to the contractor. The contractor shall respond to the CDR in accordance with the instructions provided and return it to the Contracting

Officer no later than the suspense given by the CO.

4.4. Surveillance Methods. The only methods that should be included in the Services

Summary are those primarily being utilized for this specific requirement.

4.4.1. 100% Surveillance. This method requires the COR to inspect the service each time it occurs. Results shall be annotated on the inspection checklist. Any deficiency shall be documented, and the contractor shall re-perform service as directed by the COR. Any unsatisfactory inspection identified but re-performed acceptably, shall still be counted as an unsatisfactory inspection for trending purposes.

4.4.2. Periodic Surveillances. This method requires the COR to employ a spot check style of evaluation based on the contractor’s schedule. Periodic surveillance will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends. Any unsatisfactory inspection (defect) result shall be recorded, and the contractor shall re-perform the service after notification by the COR.

4.4.3. Customer Complaint. This method requires the customer to fill out a locally generated form provided by the COR or Contracting Officer. The COR will verify the complaint and notify the contractor of valid complaints. The contractor shall acknowledge the complaint within 2 hours and inform the COR of his recommendation. Any deficiency shall be documented, and the contractor shall re-perform the service immediately, if appropriate, or within 24 hours at no increase in contract amount. The contractor shall respond to the Customer Complaint in accordance with the instructions provided and return it to the Contracting Office within 5 calendar days of receipt. Any unsatisfactory inspection identified but re-performed acceptably, shall still be counted as an unsatisfactory inspection.

4.5. Periodic Progress Meetings. The Contracting Officer, Functional Commander, COR, or other government personnel as appropriate, and the contractor shall periodically meet to discuss the contractor’s performance. The following issues shall be discussed: observed positive performance and steps taken by the contractor to prevent unsatisfactory performance, any modifications required of the contract, opportunities to improve performance, unsatisfactory inspections and trends against each performance objective.

4.5.1. The minutes of these meetings will be reduced to writing, signed by the Contracting

Officer and any other signatures as deemed appropriate, and distributed to the functional area and the contractor. Should the contractor not concur with the minutes, the contractor will provide a written notification to the Contracting Officer identifying areas of non-concurrence for resolution within 10 days of receipt.

5.0 GOVERNMENT AND CONTRACTOR FURNISHED PROPERTY, SUPPLIES

AND/OR SERVICES.

Equipment Inventory. An inventory of Government equipment to be used by the contractor to perform this requirement shall be done within five (5) calendar days after the start of the contract period, and not later than ten (10) calendar days before the completion of the contract period

(including any option periods). The Contractor and CORs shall conduct a joint inventory of all

Government equipment, and the Contractor shall sign a hand receipt for all equipment provided by the Government. During joint inventory, any items of equipment missing or not in working order shall be recorded and the Contracting Officer notified in writing. The Contractor and the

Government representative shall jointly determine the working order and condition of all equipment and document their findings on the inventory.

5.1. Contractor Furnished Items and Services. Except for those items or services specifically stated in this PWS to be government-furnished, the contractor shall furnish everything required to perform this contract in accordance with all of its terms and conditions. It is the contractor’s responsibility to ensure contractor personnel are familiar with and understand the contents of this

PWS as well as the company’s handbooks/handouts, etc. prior to beginning work.

5.2. Refuse Collection. The Government will provide established refuse collection service at pre-established pickup locations. It is the responsibility of contractor personnel to transfer refuse from their work area to the predetermined pickup locations.

5.3. Custodial Services. The Government will provide established restroom cleaning services at pre-established intervals. The contractor is required to maintain their work area(s) in a clean, neat and professional manner conducive to the type of work being performed.

5.4. Utilities. The Government will furnish electricity, water and sewage services as necessary for the accomplishment of work in accordance with this contract. The contractor shall adhere to all base level utility conservation practices or requirements. The contractor shall be responsible for operating under conditions that prevent waste of utilities.

5.5. Security, Fire and Medical Services. The Government will provide police and fire protection. In the event of a medical emergency, base ambulance services for transporting an injured employee to a local hospital is available on a cost reimbursement basis.

6.0. SERVICE CONTRACT REPORTING REQUIRMENTS MANPOWER REPORT

6.1. The Contractor shall comply with FAR 52.204-14 Service Contract

Reporting Requirements when applicable.