Reston Gym Statement of Work 29DEC2022.pdf

Fitness Center Memberships - Reston, Virginia Solicitation: HDTRA123R0030

STATEMENT OF WORK

1. BACKGROUND

In accordance with the Department of Defense (DoD) Directive 1308.1, DoD Physical Fitness and Body Fat Program, (30 June 2004), DoD Instruction 1308.3 and the DoD Physical Fitness and Body Fat Program (5 November 2002). Defense Agencies are required to provide a facility or location where military personnel can work out in order to maintain military bearing, meet physical fitness standards, and pass the semi-annual physical fitness test.

2. OBJECTIVE

The Defense Threat Reduction Agency (DTRA) must provide a physical fitness facility for military personnel that is located within a 5 mile radius of the DTRA facility near the area identified as Reston, VA. Military members will require the flexibility to utilize the facility before, during or after duty hours.

The proximity to the work location is important, so that military members can access the facility without the delay or inconvenience of encountering heavy traffic that may impact their ability to be present for duty at the site.

In addition to meeting the requirements outlined below, the fitness facility must have a location within/near the city of Reston, Virginia as this will allow personnel to arrive to work expeditiously in case of an emergency and will accommodate minimal disruption of duties due to driving time and driving distances.

3. SCOPE

3.1 All memberships will be provided on a contractual basis as organizational memberships. Individuals will hold no personal rights to their respective memberships as membership will belong to the Government. The Government will provide a list of names that can be issued membership cards under this contract. Memberships will be tracked via a separate document, herein forth referred to as “Fitness Center Roster”. This will allow the Government to maximize/accommodate all memberships with minimal disruption to the management of the contemplated contract or agreement.

3.2 The Contractor will provide use of separate showers for males and females, shower towels, workout towels, lockers, weight room, and exercise equipment. Locker rooms must be available during all open operating hours of fitness center operation and water hydration stations throughout the facility to accommodate 40 contracted personnel, plus daily membership traffic.

3.3 The facility should be able to accommodate up to 40 personnel in the weight room area(s) plus any anticipated normal day traffic/members, up to 40 personnel in the cardio room area(s), and up to 40 personnel on the basketball court or designated similar area(s) during peak attendance hours of 6am to 9 am and 3 pm to 6 pm.

3.4 The fitness facility must be open to accommodate workouts during 5am to 9 am and 3 pm to 5 pm, Monday through Friday. Operating hours for the remainder of the weekdays and weekends are at discretion of the facility.

3.5 The facility should have workout type sleds, a range of various weighted medicine balls, kettle bells, and “Trap” bars. However, in order to properly accommodate service members and the type of fitness equipment that will be in daily use, visit https://www.army.mil/acft/. Army Directive 2022-05 can be viewed at https://armypubs.army.mil/ProductMaps/PubForm/Details.aspx?PUB_ID=1024657.

https://www.army.mil/acft/ https://armypubs.army.mil/ProductMaps/PubForm/Details.aspx?PUB_ID=1024657

3.6 The Government shall identify the forty (40) military service members authorized fitness center memberships via the Fitness Center Roster. The contractor will create and maintain a monthly usage report of authorized military memberships that coincides with the Fitness Center Roster. The contractor shall email this report before, but no later than two (2) business days after submitting an invoice in Wide- Are Work Flow (WAWF) to the Contracting Officer, Contract Specialist, and the Contracting Officer’s Representative (COR). The monthly usage report, must identify authorized service members by an anonymous means (i.e. membership number), and specific days of contractor’s fitness facility utilization.

Failure to provide this report may result in delayed invoice approval.

3.7 Authorized military service members will complete the required gym/fitness facility membership paperwork, notating the applicable contract number. The service member will be provided a membership identification card or equivalent fitness facility access identification, at the fitness facility for on-site enrollment with a validation document from the COR or Contracting Officer. Membership cards, or equivalent fitness facility access identification will not include any personal information that can easily identify service members as being in the military or under a Government contract. The Government reserves the right to request new identification credentials, at no charge if the identification credentials are deemed to present an Operational or Security risk. The Contactor shall issue identification credentials, under this contract or agreement to service members under the Fitness Center Roster. Any replacement fees for lost fitness facility identification cards, or equivalent fitness facility access identification is the responsibility of the individual to whom the identification was issued to. All service members under this contract or agreement shall receive an orientation to the fitness facility, fitness equipment and available fitness classes offered by the center.

3.8 Documentation Requirement for Removal of Authorized Military Service Members from the Fitness Center Roster and Removal From the Contractor’s Monthly Usage Report as Authorized : Service Members listed on the Fitness Center Roster, must be allow to cancelled membership as a result of the following events:

• Official orders, or notice of separation from the military, reassignment outside of the local area, reassignment to another unit and/or agency.

To minimize the Administrative burden of the Fitness Center staff, the COR will maintain the numbers of active Government memberships, and the names that have been assigned to them. It is the responsibility of the COR to provide the fitness facility contractor with a written notice arranging for the removal, addition or substitution of names assigned to military memberships on the Fitness Center Roster at no additional cost. Once a service member is removed from the roster, the Government may assign the (same) membership to another military individual the following month, by updating the Fitness Center Roster.

4. ORGANIZATIONAL MEMBERSHIP DURATION

4.1. DTRA organizational memberships shall be valid for the quantities and unit of issue specified in the contract or agreement. Memberships shall be purchased in monthly increments to facilitate the ease of changing personnel assigned to them.

5. CONTRACTING OFFICER'S REPRESENTATIVE (COR)

5.1. The Contracting Officer's authorized representative for this effort is as follows:

• Agency Name: Defense Threat Reduction Agency

• Name of COR: TBD

• Address:

• Phone/Fax:

• Email:

The COR shall be the Government contact for all gym membership matters related to performance of this SOW, problems with individual memberships, membership tracking/reporting, and invoices. Note, only the Contracting Officer can make changes to the contract. Any changes impacting the terms and conditions of this contract or agreement, that are not specifically delegated to the COR, are not effective unless explicitly directed by the Contracting Officer. The Contractor will be notified in writing in the event of the replacement of the COR for this contract or agreement.

6. INVOICING

6.1 The Government will be billed for the activated quantity of DTRA organizational memberships, in accordance with the contract terms, on a monthly basis.

End of Statement of Work