Scope of Work-Scope of Work_KUPUNA FALLS PREVENTION EXERCISE PROGRAM WESTSIDE.docx

ATTACHMENT I

KUPUNA FALLS PREVENTION EXERCISE PROGRAM – WESTSIDE

EMERGENCY MEDICAL SERVICES AND INJURY PREVENTION SYSTEMS BRANCH

ESTIMATED TERM OF CONTRACT

Start Date – 8/20/2026 End Date – 9/30/2026

For the purpose of this contract, Le, Linh-Vi, or designee, is designated Contract Administrator (CA). The telephone number and email at which she may be reached is (808) 733‑9210, linh‑vi.le@doh.hawaii.gov.

Contractor shall enter into a contract for furnishing services for a 6-week (6) period. The State reserves the right to extend the contract for up to an additional one contract period if the cost to the State is equal or lower than the current contract.

The Contractor shall offer weekly kupuna fall‑prevention exercise classes as outlined in the Scope of Work. Services shall be delivered for the full contract period. The Contractor must provide STEADI‑aligned exercise instruction, screening, and education during each class session, consistent with project goals and program requirements.

The Contractor or the State may terminate the contract at any time upon two (2) weeks prior written notice.

Scope of Work The Hawaii Department of Health (DOH), Emergency Medical Services & Injury Prevention Systems Branch (EMSISPB), seeks to enter into a contract with a qualified organization to provide evidence‑based falls prevention exercise programming for kupuna (older adults) on the westside of Oahu. The goal of this project is to reduce fall risk among kupuna through STEADI‑aligned exercise, fall‑risk screening, and culturally responsive education. The facility used by the Contractor must be located on Oahu and serve the westside community, to include sites in or serving the Waianae and Nanakuli area. The facility must include a gym or fitness center with adequate space to support group exercise classes for a minimum of 10–15 participants per session and must contain exercise equipment such as chairs, resistance bands, cones, weights, or other items necessary to support strength, balance, and gait training. The facility must also be accessible to kupuna with mobility challenges, including clear walking paths, safe flooring, and appropriate seating options.

The Contractor shall deliver weekly STEADI‑aligned exercise classes that incorporate sit‑to‑stand practice, heel raises, tandem stance, gait training, weight‑shifting, core strengthening, and other movements proven to reduce fall risk. Classes must include modifications for kupuna who use walkers, canes, or who experience balance problems. As participation increases, the Contractor should add balance circuits or additional optional sessions as feasible. Caregiver participation shall be encouraged when appropriate. All educational messages provided during class shall be shared in plain language that is culturally responsive and accessible to kupuna and caregivers.

The Contractor shall embed individual fall‑risk screening into each class using STEADI‑recommended tools, including chair rise testing, balance stance assessment, and the Timed Up and Go (TUG) test. Each class must also include 5–10 minutes of fall‑prevention education with rotating topics such as home hazards, safe footwear, assistive device use, medications, hydration, vision, and steps to take after a fall. The Contractor shall distribute DOH educational materials such as magnets, brochures, and handouts. All materials must incorporate large‑print, high‑contrast formatting and locally relevant examples.

Program instructors must be trained in STEADI fall‑prevention techniques and able to teach kupuna with mobility challenges. If instructors are new to STEADI or NCOA fall‑prevention modules, they must complete the online self‑paced CDC and NCOA trainings. Certified fitness instructors capable of leading kupuna‑specific exercise classes are required.

The Contractor shall track attendance, fall‑risk screening results, and participant progress in strength and balance. Aggregate data reporting must include number of participants aged 55+, screening outcomes, improvements in chair‑rise and balance stance testing, caregiver engagement, and number of referrals made. Monthly reports to DOH shall include program indicators, participant outcomes, caregiver engagement summaries, and satisfaction surveys. The Contractor shall implement a simple quarterly feedback mechanism for participants or caregivers to report perceived improvements to complement objective screening results.

Participants identified as positive for fall risk shall be referred to appropriate services such as physical therapy (PT), registered dietitian (RD), or gym‑based follow‑up. The Contractor must track referrals and follow‑up outcomes.

Deliverables

The Contractor shall provide weekly falls‑prevention exercise classes for kupuna, including modifications for kupuna with mobility limitations, for the westside community which must cover the Waianae District. Fall‑risk screening and education will be embedded in each session. The Contractor shall submit bi-weekly reports to DOH summarizing attendance, screening results, participant outcomes, caregiver participation, and satisfaction surveys. Referral tracking and follow‑up reporting must also be completed for all individuals identified as positive for fall risk.

Bid Preparation

The Contractor is requested to submit its offer using the Contractor’s exact legal name as registered with the Department of Commerce and Consumer Affairs. Failure to do so may delay proper execution of the contract.

Bid Quotation

Bid price shall be all inclusive, and include, but not limited to, all applicable taxes and expenses incurred to provide services specified herein. Bid must be submitted through HIePRO system.

Tax Liability

Work to be performed under this solicitation is a business activity taxable under Chapter 237, HRS, and vendors are advised that they are liable for the Hawaii General Excise tax (GET) at the current rate for each county. If, however, the Contractor is a person exempt by the HRS from paying the GET and therefore not liable for the taxes on this solicitation, the Contractor shall state its tax-exempt status and cite the HRS chapter or section allowing the exemption.

References

The Contractor shall list as references companies for whom bidder has provided or is currently providing on a regular basis, services similar in nature and in volume to services specified herein. The State reserves the right to contact the references to inquire about the Contractor’s past performance.

Award of Contract

Method of Award. Award, if made, shall be to the responsive, responsible Contractor submitting the lowest offer. Must submit prices for all groups in order to qualify for award.

HRS Chapter 237 tax clearance requirement for award. Instructions are as follows:

Pursuant to §103D-328, HRS, lowest responsive Contractor shall be required to submit a tax clearance certificate issued by the Hawaii State Department of Taxation (DOTAX) and the Internal Revenue Service (IRS). The certificate shall have an original green certified copy stamp and shall be valid for six (6) months from the most recent approval stamp date on the certificate. It must be valid on the date it is received by DLNR, State Parks.

Hawaii Compliance Express

At the time of award and throughout the period of the contract, the Offeror shall be a member of good standing in the Hawaii Compliance Express (HCE). Information on joining and the requirements for HCE can be found at: https://lala.ehawaii.gov/lala/account/new.lala?returnUri=https%3a%2f%2fvendors.ehawaii.gov%2fhce%2f

Notice to Proceed

Work will commence on the official commencement date specified by an authorized and signed Purchase Order from the State of Hawaii.

No work is to be undertaken by the Contractor prior to the official commencement date. The State is not liable for any work, contract, costs, expenses, loss of profits, or any damage whatsoever incurred by the Contractor prior to the work start date.

Liability Insurance The following minimum insurance coverage(s) and limit(s) shall be provided by the Contractor:

Coverage Limits

Commercial General Liability $1,000,000 combined singled limit per occurrence for bodily injury and property damage $2,000,000 general aggregate

Each insurance policy required shall contain the following conditions and clause:

0. This insurance shall not be canceled, limited in scope of coverage or non-renewed until after 30 days written notice has been given to the State of Hawaii, Department of Health Resources, Emergency Medical Services and Injury Prevention System Branch, 3675 Kilauea Avenue, Honolulu, HI 96816.

1. The State of Hawaii is added as an additional insured as respects to operations performed for the State of Hawaii.

3. "It is agreed that any insurance maintained by the State of Hawaii will apply in excess of, and not contribute with, insurance provided by this policy."

The minimum insurance required shall be in full compliance with the Hawaii Insurance Code.

Prior to the commencement of the work, the Contractor agrees to deposit with the State of Hawaii certificate(s) of insurance necessary to satisfy the State that the insurance provisions have been complied with.

Failure of the Contractor to provide and keep in force such insurance shall be regarded as material default, entitling the State to exercise any or all of the remedies provided for the termination of services.

The procuring of such required insurance shall not be construed to limit Contractor's liability hereunder nor to fulfill the indemnification provisions and requirements. Notwithstanding said policy or policies of insurance, Contractor shall be obliged for the full and total amount of any damage, injury, or loss caused by negligence or neglect connected with the services.