RFI - Draft SOW Athletics 26_Updated 20260120.pdf

LAST UPDATED: 01/20/2026 PAGE 1/12

STATEMENT OF WORK (SOW)

FOR

Athletic Trainers and Strength and Conditioning Coaches for USCG Academy Athletics/Multidiscipline Non-Personal Healthcare Services

1.0 GENERAL

1.1 BACKGROUND

The United States Coast Guard Academy (USCGA) is one of the five Federal Service Academies and serves as the premier institution for developing leaders of character for the United States Coast Guard (USCG). The Academy’s four-year undergraduate program provides a rigorous academic, military, and athletic curriculum through which cadets earn a Bachelor of Science degree and a commission as an Ensign in the USCG. The Academy is located in New London, Connecticut.

USCGA supports a robust NCAA Division III intercollegiate athletic program consisting of 25 varsity sports and four chartered club teams, engaging over 600 cadet-athletes. The Academy competes primarily in the New England Women’s and Men’s Athletic Conference (NEWMAC).

Athletics and physical fitness are integral components of the Academy’s mission to develop physically capable officers prepared to meet the operational demands of Coast Guard service.

To maintain the highest standards of cadet health, safety, and athletic performance, the Academy requires professional athletic training and strength and conditioning support. These services are critical to injury prevention, rehabilitation, and performance optimization.

Historically, the USCGA has utilized a mix of government staff and contracted personnel to provide this coverage. Due to the extensive athletic calendar, simultaneous sport seasons, and mandatory Health and Physical Education (HPE) curriculum, contractor support remains an enduring requirement to ensure continuity and compliance with NCAA, NATA, and DHS standards.

1.2 SCOPE

The USCGA requires contractor support to provide certified and licensed Athletic Trainer(s) and qualified Strength and Conditioning Coach(es) to support the Academy’s Health and Physical Education (HPE) curriculum, varsity teams, and club sports programs.

The contractor furnishes all personnel, supervision, and services necessary to deliver a full range of athletic training and strength and conditioning support, including but not limited to:

• Injury prevention, evaluation, treatment, rehabilitation, and emergency response;

• Development and implementation of evidence-based strength and conditioning programs tailored to specific sports and cadet performance goals;

• Instruction and oversight during physical training sessions, lifts, and conditioning activities;

• Coordination with medical personnel, coaches, and the HPE department to ensure cadet safety and performance optimization;

• Documentation and record-keeping in accordance with HIPAA, FERPA, Coast Guard policy, and NCAA compliance requirements; and

• Support for both on-campus and, as required, off-campus competitions or training events.

file:///C:/Users/cpburns/AppData/Local/Microsoft/Olk/Attachments/ooa-6f213beb-d080-4f36-a2f3-ba36572ea0c3/SCOPE%20PARAGRAPHS.doc

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This contract does not include physician, physical therapists, or other medical providers outside the certified scope of practice of athletic trainers and strength and conditioning coaches. The contractor is not responsible for procurement of medical or fitness equipment, facility maintenance, or direct patient medical billing. The magnitude of work is recurring and seasonal, aligned with the Academy’s athletic and academic calendar.

1.3 OBJECTIVE

The objective of this requirement is to provide a comprehensive, integrated athletic performance and injury management program that ensures the health, safety, and physical readiness of Coast Guard Academy cadets. The Coast Guard seeks to develop cadet-athletes into highly fit and healthy Coast Guard Officers.

1.4 APPLICABLE DOCUMENTS

1.4.1 Compliance Documents

The following documents provide specifications, standards, or guidelines that must be complied with in order to meet the requirements of this contract:

COMDTINST M5100.47

(series)

Safety and Environmental Health Manual https://media.defense.gov/2019/Mar/01/2002094847

/-1/-1/0/CIM_5100_47C.PDF

COMDTINST M5510.24A USCG Operations Security Program Manual https://media.defense.gov/2017/Mar/24/2001721511

/-1/-1/0/CIM_5510_24A.PDF

COMDTINST M6220.4 Infection Prevention and Control Program for Coast Guard Health Care Facilities and Workers https://media.defense.gov/2017/Mar/15/2001716771

/-1/-1/0/CI_6220_4.PDF

Centers for Disease Control (CDC) Guidelines for HIV Management https://www.cdc.gov/hiv/clinicians/guidelines/index.h tml

Section 503 of the Rehabilitation Act (29 U.S.C.

§793) https://www.dol.gov/agencies/ofccp/section- 503/law#:~:text=%C2%A7%20793.&text=If%20any %20individual%20with%20a,with%20the%20Depart ment%20of%20Labor.

Public Law 104-191, 42 U.S.C.

Health Insurance Portability and Accountability Act (HIPAA) of 1996 https://www.hhs.gov/hipaa/forprofessionals/ privacy/index.html

Homeland Security Presidential Directive 12 (HSPD- 12) https://www.dhs.gov/homeland-security-presidentialdirective-

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NCAA Banned Substances 2025-2026 NCAA Banned Substances (https://ncaaorg.s3.amazonaws.com/ssi/substance/2025- 26/2025-26NCAA_BannedSubstances.pdf)

1.4.2 Reference Documents

The following documents may be helpful to the Contractor in performing the work described in this document:

NCAA Mental Health Best Practices: Understanding and Supporting Student-Athlete Mental Health (https://ncaaorg.s3.amazonaws.com/ssi/mental/SSI_MentalHealthBestPractices.pdf)

NCAA Sports Medicine Handbook (https://ncaaorg.s3.amazonaws.com/ssi/publications/SSI_SMHB.pdf)

NCAA INDEPENDENT MEDICAL CARE FOR COLLEGE STUDENT-ATHLETES BEST

PRACTICES

(https://ncaaorg.s3.amazonaws.com/ssi/publications/SSI_IndependentMedicalCareBP.pdf)

2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 TASK ONE. Athletic Trainer: Competition Support Services

The Contactor shall provide competition support services including home and away events.

2.1.1 The Contractor shall provide certified athletic training services for assigned home athletic contests including but not limited to NCAA Athletic contests, non-traditional games, and scrimmages.

2.1.1.1 The Contractor shall provide pre-competition medical setup and athlete treatment; on-site injury evaluation and care; and post–competition documentation and follow-up.

2.1.1.2 Services shall be in accordance with Coast Guard Medical Manual, Academy instructions, and NCAA standards.

2.1.2 The contract shall provide athletic training services for assigned away athletic contests including but not limited to: football, lacrosse (men’s), basketball (men’s), soccer (men’s), wrestling, NEWMAC conference contests, NCAA national tournaments (as assigned), other sports (as assigned), all sports’ conference playoffs.

2.1.2.1 The Contractor shall provide pre-game setup and treatment; on-site injury evaluation and care; and post–game documentation and follow-up.

2.1.2.2 Services shall be in accordance with Coast Guard Medical Manual, Academy instructions, and NCAA standards.

2.1.3 Athletic trainers will be scheduled based on competition schedule. Tentative schedule for athletic trainer assignments is provided at the beginning of the school year, subject to change at COR discretion.

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2.1.4 Contractor will provide coverage confirmation for following week competition schedules by Thursday each week.

2.2 TASK TWO. Athletic Trainer: Varsity Practices Support Services

The Contractor shall provide athletic training support services for athletic training practices for all varsity sports.

2.2.1 Contractor shall provide athlete physical rehabilitation in accordance with Medical Clinic prescribed recommendations or treatment plan.

2.2.2 The Contractor shall provide athletic training services during scheduled athletic practices.

The Athletic Period occurs between 1600 – 1800 Monday through Friday, however there may be occasional mornings, late afternoons, holiday or weekend coverages based on sport program requirements.

2.2.2.1 The Contractor shall conduct physical injury assessments for athletes and refer to Academy Clinic if deemed necessary.

2.2.2.2 The Contractor may be required to develop additional pre- and post-injury physical rehabilitation, treatment and/or exercise programs for athletes.

2.2.3 The Contractor shall provide athletic training treatments provided by at least one certified Athletic Trainer on Sundays for a three-hour period for the Fall (mid-August through mid- November) and Spring (mid-February through mid-May).

2.3 TASK THREE. Athletic Trainer: HPE Support Services

The contactor shall provide athletic training support services for health and physical education (HPE) classes and physical fitness exam (PFE).

2.3.1 The Contractor shall provide athletic support services in the Athletic Training Room Monday through Friday from 0800 – 1900.

2.3.1.1 The Contractor shall provide first aid during Health and Physical Education classes as required.

2.3.2.1 The Contractor shall assess cadet injuries and refer to Academy Medical Clinic as required.

2.3.2 The PFE is conducted for the entire Corps of Cadets bi-annually, and monthly make-up exams. The Contractor will provide on-site medical support during the exams.

2.3.2.1 The Contactor will conduct heat index monitoring in conjunction with the Academy medical staff as needed.

2.3.2.2 The Contractor to ensure that cadets have access to adequate hydration during PFE events.

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2.3.3 The contractor shall provide athletic training services during the USCGA’s eight-week Swab Summer training program. Swab Summer training program lasts 7-8 weeks occurring from the end of June to mid-August.

2.3.3.1 Athletic trainers will be provided an event schedule at least two weeks prior to Swab Summer. Government will direct level of coverage.

2.3.3.2 Conduct heat index monitoring hourly in conjunction with Academy medical staff as needed.

2.3.3.3 Contractor shall set up and maintain adequate hydration stations dependent upon environmental conditions and physical exertion for physical fitness testing, Swab Summer events, and athletic practices and competitions.

2.4 TASK FOUR. Strength and Conditioning: Varsity Team Support Services

2.4.1 The Contractor shall be responsible for all phases of creating and implementing exercise prescriptions, safety standards and record keeping for USCGA varsity teams.

2.4.2 The Contractor shall collaborate with each varsity sport coaching staff to develop, implement, coordinate, and manage all Strength & Conditioning training to ensure integration into their overall season and practice plans. Coach will determine training schedules based upon facility availability and Contractor schedule, provided by Contractor. Any discrepancies will be mitigated through Senior Associate Athletic Director.

2.4.3 The Contractor shall instruct proper training techniques, speed development, plyometrics, and other strength & conditioning related activities.

2.4.4 The Contractor shall maintain statistical records of athlete development through

Government provided strength and conditioning software.

2.4.5 The Contractor shall advise and consult with physical therapists, medical officers, and

Athletic Training staff in coordination with the Head Athletic Trainer as to extent of injuries and/or restrictions.

2.4.6 The Contractor shall provide Strength & Conditioning services defined in subsequent bullets in Section 2.5 during the Strength & Conditioning Period, Monday-Friday between 1200-

1300 and 1600 – 1815; however there may be occasional mornings and late evenings based on sport program requirements.

Typical season schedules:

Fall

Monday: 0600-1800

Tuesday-Thursday: 1000-1900

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Friday: 1000-1400

Winter

Friday: 1000-1700

Spring

Friday 0900-1500

Swab Summer

Monday: 0700-1600

Tuesday: 0800-1400

Wednesday-Friday: As needed

2.4.7 The Contractor shall use the software provided to develop training routines.

2.5 TASK FIVE. Strength and Conditioning: Facility Support Services

2.5.1 The Contractor shall develop and maintain the Strength & Conditioning budget in collaboration with the Strength & Conditioning Committee. The Strength & Conditioning budget is subject to approval by COR.

2.5.2 The Contractor shall perform administrative, storekeeping and cleaning tasks within work area and all exercise facilities. Contractor shall maintain a safe and professional environment in all exercise facilities.

2.5.3 The Contractor shall manage institutional exercise facilities to include but not limited to the Emlen Tunnel Strength & Conditioning Center, Billard Weight Rooms, and Billard Cardio Space as outlined below.

2.5.3.1 The Contractor shall collaborate with the Strength & Conditioning Committee in developing exercise facility policies, rules, and regulations. Exercise facility policies, rules, and regulations will be determined by the Athletic Director.

2.5.3.2 The Contractor shall be responsible for overall safety, reporting damage and submitting work orders for all exercise facilities.

2.5.3.3 The Contractor shall collaborate with the Strength & Conditioning Committee to manage vendor relationships, track inventory, purchase supplies, and restock the Refueling Station.

2.5.4 The Contractor shall collaborate with the Strength & Conditioning Committee on monthly basis to collaborate on issues related to SOW Sections 2.5 through 2.7.

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2.6 TASK SIX. Strength & Conditioning: HPE Support Services

2.6.1 The Contractor shall maintain knowledge and application of exercise protocols to assist with cadet’s individual physical fitness training development.

2.6.2 The Contractor shall assist with the Corps of Cadets bi-annual Physical Fitness Exam (PFE) to serve as a test proctor.

2.6.3 The Contractor shall collaborate with the HPE faculty on the following HPE program requirements: physical fitness examinations, remedial fitness program, HPE courses, and Swab Summer training.

2.6.4 The Contractor shall assist in institutional education awareness regarding NCAA banned substances IAW NCAA Banned Substances.

2.7 TASK SEVEN. Documentation and Reporting

2.7.1 Contractor Athletic Trainers shall document athlete treatment in respective Electronic Medical Record (EMR) system provided by Government.

2.7.2 Contractor Athletic Trainers shall provide monthly treatment reports from EMR system to Head Athletic Trainer and COR.

2.7.3 Contractor Strength & Conditioning Coach shall document all exercise prescriptions in respective software provided by Government.

2.7.4 Contractor Strength & Conditioning Coach shall provide monthly progress reports on cadets to Head Coach.

3.0 CONTRACTOR PERSONNEL

3.1 QUALIFIED PERSONNEL

The Contractor must provide qualified personnel to perform all requirements specified in this

SOW.

The contractor shall ensure that all personnel maintain current certifications and adhere to professional standards established by the National Athletic Trainers’ Association (NATA), the National Strength and Conditioning Association (NSCA), and applicable state licensing boards.

3.2 CONTINUITY OF SUPPORT

The Contractor must ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor must ensure that all contract support personnel are present for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor must provide e-mail notification to the Contracting Officer’s Representative (COR) prior to employee absence. Otherwise, the Contractor must provide a fully qualified replacement.

3.3 KEY PERSONNEL

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Before replacing any individual designated as Key by the Government, the Contractor must notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes must possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor must not replace Key Contractor personnel without approval from the Contracting Officer. The following Contractor personnel are designated as Key for this requirement: Project Manager. Note: The Government may designate additional Contractor personnel as Key at the time of award.

3.3.1 Contractor Key personnel must not be assigned by the Contractor to more than one key position for this requirement.

3.4 PROJECT MANAGER

The Contractor must provide a Project Manager who must be responsible for all Contractor work performed under this SOW. The Project Manager must be a single point of contact for the Contracting Officer and the COR. It is anticipated that the Project Manager must be one of the senior level employees provided by the Contractor for this work effort. The name of the Project Manager, and the name(s) of any alternate(s) who must act for the Contractor in the absence of the Project Manager, must be provided to the Government as part of the Contractor's proposal.

The Project Manager is further designated as Key by the Government. During any absence of the Project Manager, only one alternate must have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates must be able to read, write, speak and understand English. Additionally, the Contractor must not replace the Project Manager without prior approval from the Contracting Officer.

3.4.1 The Project Manager must be available to the COR via telephone between the hours of and 0900 and 1700 EST, Monday through Friday, and must respond to a request for discussion or resolution of technical problems within 2 business days of notification.

3.5 EMPLOYEE IDENTIFICATION

3.5.1 Contractor employees visiting Government facilities must wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees must comply with all Government escort rules and requirements. All Contractor employees must identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

3.5.2 Contractor employees working on-site at Government facilities must wear a Government issued identification badge. All Contractor employees must identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.) and display the Government issued badge in plain view above the waist at all times.

3.6 EMPLOYEE CONDUCT

Contractor’s employees must comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, LAST UPDATED: 01/20/2026 PAGE 9/12 wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor must ensure Contractor employees present a professional appearance at all times and that their conduct must not reflect discredit on the United States or the Department of Homeland Security. The Project Manager must ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.7 Employee-Employer Relationship

In accordance with FAR 37.104, “a personal services contract is characterized by the employer-employee relationship it creates between the Government and the contractor’s personnel.” The work performed under this contract is not a personal services contract. Contractor personnel are subject to the supervision by the contractor. At no time will the Government exercise relatively continuous supervision and control over the contractor personnel performing this contract.

3.8 REMOVING EMPLOYEES FOR MISCONDUCT OR SECURITY REASONS

The Government may, at its sole discretion (via the Contracting Officer), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons.

Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 OTHER APPLICABLE CONDITIONS

4.1 SECURITY

Contractor access to unclassified, but Security Sensitive Information may be required under this SOW. Contractor employees must safeguard this information against unauthorized disclosure or dissemination.

4.2 PERIOD OF PERFORMANCE

The period of performance for this contract is a one (1) year base period with four (4) one (1) year option periods.

4.3 PLACE OF PERFORMANCE

The primary place of performance will be at the U.S. Coast Guard Academy at 31 Mohegan Avenue, New London, CT 06320. Contractor will be required to perform duties at various locations for competitions held off-campus.

4.4 HOURS OF OPERATION

Contractor employees must generally perform all work between the hours of 0800 and 1900 EST, Monday through Friday (except Federal holidays). There will be occasions when Contractor employees must be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW.

4.5 TRAVEL

Contractor travel must be required to support this requirement. All travel required by the Government outside the local commuting area(s) will be reimbursed to the Contractor in accordance with FAR 31.205-46, Travel Costs. The Contractor must be responsible for obtaining COR approval (electronic mail is acceptable) for all reimbursable travel in advance of each travel event.

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4.6 POST AWARD CONFERENCE

The Contractor must attend a Post Award Conference with the Contracting Officer and the COR no later than 05 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract. The Post Award Conference will be held at the Government’s facility, located at 31 Mohegan Avenue, New London, CT 06320. Contractor employees not located in CT may attend virtually.

4.7 PROGRESS REPORTS

The Project Manager must provide a monthly progress reports to the Contracting Officer and COR via electronic mail. This report must include a summary of all Contractor work performed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the previous reporting period.

4.8 PROGRESS MEETINGS

The Project Manager must meet with the COR on a monthly basis to discuss progress, exchange information and resolve emergent technical problems and issues. These meetings must take place virtually.

4.9 GENERAL REPORT REQUIREMENTS

The Contractor must provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Microsoft Office Applications).

4.10 PROTECTION OF INFORMATION

Contractor access to information protected under the Privacy Act is required under this SOW.

Contractor employees must safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation.

5.0 GOVERNMENT FURNISHED RESOURCES

The Government will provide the workspace, equipment and supplies necessary to perform the on-site portion of Contractor services required in this contract, unless specifically stated otherwise in this work statement.

The Contractor must use Government furnished facilities, property, equipment and supplies only for the performance of work under this contract, and must be responsible for returning all Government furnished facilities, property, and equipment in good working condition, subject to normal wear and tear.

The Contractor must use Government furnished information, data and documents only for the performance of work under this contract, and must be responsible for returning all Government furnished information, data and documents to the Government at the end of the performance period. The Contractor must not release Government furnished information, data and documents to outside parties without the prior and explicit consent of the Contracting Officer.

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6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor must furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW 2.0 and SOW 5.0.

7.0 GOVERNMENT ACCEPTANCE PERIOD

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

7.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

7.2 The COR will have 5 business days to review deliverables and make comments. The Contractor must have 5 business days to make corrections and redeliver.

7.3 All other review times and schedules for deliverables must be agreed upon by the parties based on the final approved Project Plan. The Contractor must be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review.

The Contractor must work with personnel reviewing the deliverables to assure that the established schedule is maintained.

8.0 DELIVERABLES

The Contractor must consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this SOW.

ITEM

SOW

REFERENCE

DELIVERABLE / EVENT DUE BY

DISTRIBUTION

1 4.6 Post Award Conference NLT 5 business days after award

N/A

2 4.8 Progress Reports By the 5th of each month

COR, Program Manager

3 4.9 Progress Meetings By the 10th of each month

COR, Program Manager

4 2.5.4 Strength and Conditioning Committee Meeting

Monthly COR, Senior Athletic Director

5 2.4.1 Strength and Conditioning Exercise Prescriptions

Within 14 days of respective Athletic Season for Varsity Sport

Head Coach

6 2.5.3.2 Facility or Equipment Safety Concerns

Within 24 hours of discovery

COR, Senior Athletics Director

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ITEM

SOW

REFERENCE

DELIVERABLE / EVENT DUE BY

DISTRIBUTION

7 2.1.4 Competition Coverage Confirmation

Thursday each week COR, Senior Athletics Director

8 2.7.4 Strength & Conditioning Athlete Development Monthly Reports

By the 5th of each month

Respective Head Coach

9 2.7.2 Athletic Trainer Treatment Monthly Reports

By the 5th of each month

Head Athletic Trainer, COR