Risner Group Fitness PWS - Updated 20 Sept 22.docx

PERFORMANCE WORK STATEMENT (PWS)

GROUP EXERCISE INSTRUCTORS

Kadena Fitness & Sports Complex

718 FSS, Kadena AB, Okinawa Japan November 2021 Updated 20 September 2022

PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

1. DESCRIPTION OF SERVICES: The contractor shall provide all personnel and labor to conduct group exercise classes at Risner and Habu Fitness Centers, Kadena Air Base.

1.1. Contractor shall provide certified group exercise instructors up to 1920 classes a year based on the COR’s request. The Fitness Director will provide times, locations and days of the week instructors are required to teach (see Appendix A). The contractor must provide a Fitness Lead (certified instructor) who is responsible for schedules and substitutes. The COR will ensure all instructors are qualified/meet contract requirements to teach each class type. The Fitness Lead will be the main contact person for the Fitness Center POCs to address any class or fitness question to, disseminate important information necessary for contractor and contractor’s employees and working closely on scheduling concerns. The contractor must also provide copies of the instructor’s specialty certificate(s) and proof of CPR/AED prior to teaching and receiving a contract. All contract questions or concerns will be addressed to the COR through the 18th Contracting Squadron. Classes to be taught include but are not limited to:

Barre MixxedFit

Yoga/Pilates Fitness Improvement Running Improvement Total Body Blast Boot Camp High Intensity Interval Training Body weight Plyometrics

TRX

2. PERSONNEL:

2.1. Instructors must maintain current exercise certification in a specific group exercise they are instructing. Contractor shall furnish the COR a copy of instructor’s certifications and must be valid prior to the instructor beginning class and must remain in effect throughout their period of employment with contractor. MUST have at least one exercise certification, only the following internationally recognized organizations below are accepted (IAW AFI 36-266, Para 2.3.):

2.2. Instructors must maintain current certification in Cardio Pulmonary Resuscitation (CPR). Contractor shall furnish the COR a copy of each instructor’s certification. Certification by all internationally recognized organizations is acceptable (i.e. Red Cross, American Heart Association, National Safety Council).

2.3. Contract Manager: The contract manager shall be responsible for the performance of the work and shall have full authority to act for the contractor on all matters relating to daily contract operations. Prior to start of the contract, the name of this person and all alternate(s) who can act in the contract manager’s absence shall be designated in writing to the CO. The contract manager and alternate(s) must be able to read, write and speak in English with at least a Common European Framework of Reference (CEFR) B2 Upper Intermediate score.

2.4. The contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours, or deployment. Military Reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the contractor’s ability to perform. Their absence at any time shall not constitute an excuse for nonperformance under this contract.

2.5. Instructors shall follow dress standards IAW Operating Instructions 34-266, 3.2.1.3.

2.6. Instructor will arrive a minimum of 15 minutes prior to class time in order to accomplish microphone and stereo check and any additional set up that may be required. After completion of class, instructor shall ensure all equipment is returned to proper storage area and doors are secured before leaving the room.

2.7. Instructors must comply with all attached instructions, facility policies, rules and regulations.

2.8. Instructors will follow scheduled class format with no deviations. Class will start and stop at designated times.

2.9. Instructors must speak and conduct classes in English with at least a Common European Framework of Reference (CEFR) B2 Upper Intermediate score.

2.10. Instructors shall limit class participation to capacity of room. Youth ages 13-15 will only be allowed to participate when accompanied by their sponsor or guardian. The youth must have the physical and mental ability to perform movements without disruptive behavior during the class. Youth of age 16 or older may participate without sponsor.

2.11. Class shall not be conducted on regularly scheduled Federal holidays. Classes may be held on family days. Contractor will be notified in advance of such events. Regular schedule will be in effect for Base Exercises unless otherwise notified. Cancellations are only to be posted by the Risner fitness staff members. Classes are automatically canceled during TC-1 (see appendix B) and will resume when TC- All Clear is announced.

19 June Juneteenth National Independence Day

2.12. The contractor shall be responsible for utilities conservation practices, which preclude the waste of government utilities/resources.

2.13. The contractor shall not employ persons under this contract if such employee is identified to the contractor by the CO as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. The contractor shall not employ any person who is an employee of the US government if employing that person would create a conflict of interest. Additionally, the contractor shall not employ any person who is an employee of the US Government, either military, civilian, unless such a person seeks and receives approval in accordance with Joint Ethics Regulation. The contractor shall not employ any person who is an employee of the Department of Air Force if such employment would be contrary to Air Force policies.

2.14. The CO may require that the Contractor remove employees who endanger persons or property, or whose continues employment under this contract is inconsistent with the interest of military security.

2.15. The CO, in writing, may require that the Contractor’s employees be removed from the work site, area or base due to objectionable behavior. Objectionable behavior includes, but is not limited to, being improperly attired, using profane language or abusing or disobeying base/host country rules of conduct or regulations.

3. SPECIFIC TASKS:

3.1. The Fitness Director shall provide a monthly schedule 30 days in advance.

3.2. The contractor shall provide a master program schedule on a monthly basis depicting the name of the instructor assigned on each class. This master program must be submitted to the Fitness Director at least ten (10) days prior to beginning of the month.

3.3. The contractor shall ensure each instructor incorporates standardized, warm up, cool down, stretching and exercise technique. Instructors will provide specialized instruction for student’s demonstrating high and low techniques/options.

3.4. The contractor shall ensure each instructor is responsible for the cleaning of the equipment and will report and equipment concerns, breakage, and necessary replacement of the Fitness Director.

3.5. The COR is responsible for informing the contractor of facility/base policy changes or any other information needed to ensure a quality program. The contractor will keep all instructors current of any changes.

3.6. The contractor shall provide and maintain an attendance log (head count). Instructors are required to keep a record of class attendance. This log shall be submitted to the Fitness Director at the end of each month. The contractor shall provide shall provide and ensure instructors maintain an instructor sign-in log. Instructor must sign-in prior to each class.

3.7. The contractor shall ensure instructors are aware that he/she must notify the on duty fitness center staff of any injuries or accidents associated with the aerobics patrons. Should ambulatory services be needed, the fitness center staff shall notify the proper assistance. If the fitness center staff is not readily available, the aerobics instructor has the authority to call 911.

4. GOVERNMENT FURNISHED MATERIALS/EQUIPMENT:

4.1. The government will provide materials and equipment necessary to conduct classes located in Section 1. Description of Services, with the exception of uniforms and music. Any additional equipment or supplies not provided by Risner Fitness Center are responsibility of the contractor.

4.2. The government will provide, without cost to contractor, the utilities necessary to accomplish the task(s) specified in the Performance Work Statement, fire protection, 911 services, and equipment cleaning supplies.

5. CONTRACTOR PROVIDED MATERIAL/EQUIPMENT:

5.1. Contractor shall provide popular music, (no explicit lyrics), on CD’s, MP3, or streaming app appropriate for the class format, and compatible with center sounds systems. Contractor shall use the audio equipment in a manner, which will not cause harm to the equipment or patrons. Sound levels of music must be within an acceptable level determined by Risner Fitness Center staff.

5.2. Prior to the start of instruction, the instructor shall contact a fitness center employee to obtain access to the storage area. The instructor is responsible for set-up of all sound and instructional equipment, and shall return all sound and instructional equipment is in place for the on time starting of class. After completion if instruction, instructors shall return all sound and instructional equipment to the place it originated. Aerobic steps that are left shall be returned to the established storage area in each instruction area.

6. SCHEDULE OF COMPENSATION:

6.1. Contractor shall bill no more frequently than monthly for all classes for which it is entitled to payment since the last completed billing.

6.2. Minimum class participation is three individuals. Instructor must be present for all assigned classes, but need only teach when three or more individuals are present. Instructors may choose to conduct classes for smaller participation levels and will receive full payment. However, when class participation level is less than three there, and the instructor does not teach, contractor shall receive 100% compensation for being present to conduct class. Instructor absence does not constitute a valid excuse for non-performance under this agreement and there will be no compensation for such class.

6.3. Contractor shall receive the full contract price when the instructor shows up to teach a class that was not able to be accomplished at no fault of their own (i.e. unscheduled power outage, Shelter In Place etc…)

6.4. During extenuating circumstances (power outage, no air conditioning etc.) there will be no charge for classes cancelled by fitness center with 4 hours prior notification.

7. QUALITY ASSURANCE:

7.1. Service Summary

7.2. The COR may assess the performance of aerobics instructors using the Instructor Evaluation Sheet (Appendix C) and/or client evaluations (ICE comments). Questions will be answered with either “yes” or “no”. The instructor must receive all “yes” answers to the eight questions to be in compliance with requirements of this Performance Work Statement. Any discrepancies will be addressed by the Risner POC to the Contracting Officer.

8. SECURITY REQUIREMENTS

8.1. Physical Security: The contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured, and utilities turned off or set for conservation.

8.2. Identification and Base Passes: The contractor shall obtain base passes for self and vehicle. Application shall be coordinated through the CO or designated representative. At time of application, Security Forces may conduct a background check on employees. Upon termination of employment, the contractor shall return base passes to 18 CONS or 718 FSS within 24 hours.

8.3. Key Control: The contractor shall establish and implement methods of ensuring that all keys issued to the contractor by the government are not lost or misplaced, and are used by unauthorized persons. The contractor shall report lost keys to management team. The contractor shall not duplicate keys.

8.3.1. The government may, at its option, require the contractor to replace keys, reimburse the government for replacement of locks, or re-key as a result of contractor losing keys. In the event a master key is lost or duplicated, the contractor shall replace all locks and keys for that system and the total cost shall be deducted from the monthly payment.

8.4. Classified Information: The contractor shall safeguard all sensitive and For Official Use Only (FOUO), or Personal Identifiable Information (PII) that the contractor may be subjected to during the course of fulfilling this contract. Contractor personnel shall not disclose sensitive PII, or FOUO information to any personnel or agencies, Government or civilian who do not have a verifiable need to know of that information.

8.4.1. Should contractor personnel receive or suspect they have learned of classified information; the contractor shall identify their suspicion to the CO or office manager. The CO or office manager shall then arrange for security debriefing between the contractor and the appropriate security personnel.

Appendix A

Appendix B

CONDITIONS OF READINESS

Following are Tropical Cyclone (Typhoon) Conditions of Readiness (TCCOR), their meanings and actions to take for safety:

TC-5: Destructive winds are possible within 96 hours. (Only used outside of established typhoon season) Stock up on food, water, and emergency supplies

TC-4: Destructive sustained winds of 50 knots or greater possible within 72 hours. Stock up on food, bottled water, dry milk, batteries, flashlights, candles and other emergency supplies. TC-4 stays in affect from June 1 to November 30 every year.

TC-3: Destructive sustained winds of 50 knots or greater expected within 48 hours. Initiate a general clean-up around your home, apartment and office. Pick up loose items, such as toys, garden tools and lawn furniture.

TC-2: Destructive sustained winds of 50 knots or greater anticipated within 24 hours. Secure all outdoor property such as picnic tables, barbecue grills, etc.

TC-1: Destructive sustained winds of 50 knots or greater are expected within 12 hours. DODDs schools will close at this time. Fill any available containers with water. Make a final check of food, water and other supplies.

TC-1 CAUTION: Sustained winds blowing at 34 to 49 knots and are expected to reach 50 knots or more within 12 hours. All outdoor activities, except those in direct support of urgent military missions, will be discontinued. The Base Exchange and commissary close and all non-mission-essential people should be off the streets and in their residences. All AAFES facilities close.

TC-1 EMERGENCY: Destructive sustained winds of 50 knots or greater occurring. All outside activities are prohibited.

TC-1 RECOVERY: Destructive sustained winds of 50 knots are no longer occurring. Actual winds are 34-49 knots. No outdoor activity is authorized other than workers from pre-designated emergency crews. TCCOR1 recovery Mission-Essential Passes, which are issued to mission-essential agencies only, must be in the driver's possession before attempting to travel on Kadena.

TC - STORM WATCH: There is still a possibility of danger to personnel due to the storm's unpredictability or from hazards created by previous high winds. Normal activities may resume with caution two hours after declaration of STORM WATCH. AAFES facilities and the commissary may reopen as well. Stay tuned to AFN television and radio.

TC - ALL CLEAR: The 18th Wing commander, as Okinawa's senior TCCOR authority, will announce condition "All Clear" when local recovery operations are complete. Outdoor activity and transit between installations are authorized. Hazardous conditions and winds are no longer present, however be alert to possible damage and hazardous conditions on roads, etc. TCCOR-4 stays in effect from June 1 to November 30 every year.

Appendix C

Instructor Evaluation Sheet

Date

1. Is the Class starting and ending at the scheduled time?

2. Is the instructor conducting a 5-10 minutes warm up?

3. Are the instructor cues easy to follow?

4. Are head counts being conducted and annotated?

5. Is the instructor following the established safety?

6. Is the instructor conducting a 5-10 minute cool down?

7. Is the instructor ensuring that all equipment is being put away in the appropriate place at the end of class?

8. Is the instructor attending all scheduled classes or finding a substitute in a timely manner?

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