Source Sought SOW Fitness Instruction program .docx

STATEMENT OF WORK

INSTRUCTIONAL FITNESS CLASSES & SPORTS OFFICIALS

1. General Scope of Work. Provide professionally qualified, certified personal and group fitness and health instructors, therapists and sports gaming officials to support the 786th Force Support Squadron (FSS) Fitness Centers’ (FCs) fitness and health training and organized sports programs. All communications shall be accomplished in English. Services herein may be funded by either U.S. Government appropriated funds (APF) or by nonappropriated funds (NAF) and must be appropriately and correctly billed for proper remuneration. This determination will be made by the Fitness Program Manager (FPM) or Fitness and Sports Manager (FSM) for each program or sporting event and conveyed to the Contractor or their representative in writing in advance.

1.1. Contractor Representative. The Contractor shall appoint two local contract representatives (primary and alternate) who shall be responsible for coordinating with the FC FPM or FSM to obtain and clarify contract requirements, establish schedules, and oversee local contract implementation and management.

1.2. Programs. The Contractor shall provide experienced, qualified and appropriately certified personal and group fitness trainers/instructors, massage therapists and sports game officials. The trainers, therapists and game officials shall include, at a minimum but not be limited to, the following disciplines:

· Personal Fitness Training

· Massage Therapy/Reflexology

· Yoga

· Pilates

· Zumba

· Group Fitness Classes

· Organized team sports, to include basketball, softball, football, soccer, volleyball.

1.2.1. Programs Age Requirement. All programs for which the Contractor shall provide support are restricted to participants 18 years and older.

1.3. Adaptability and language. Instructors, trainers and therapists must be adaptable in their training and therapy and adapt it to each client’s physical condition and abilities. All instructors, trainers, therapists, and officials must be proficient in English and be able to communicate clearly and effectively, whether individually or to a group. All services shall be conducted in English.

1.4. Location. Fitness, health and sports programs are offered at all of the FCs facilities in the Kaiserslautern Military Community (KMC). This includes the Ramstein Northside Fitness Center, building 552, the Ramstein Southside Fitness Center, building 2117 and associated sports fields, and the Vogelweh Fitness Center, building 2050 and associated sports fields.

1.5. Conduction of Training Classes, Therapy Sessions and Game Officiating.

1.5.1. Planned Schedules. Schedules (dates, times and locations) for instructional classes, massage treatments and sport games where instructors, therapists or game officials are required shall be coordinated with the FPM or FSM and established by written mutual agreement. Upon any changes to the scheduled instructional classes, the FC will give the Contractor an updated schedule within two business days. Schedules of availability for instructors and therapists shall be provided to the FPM/FSM not later than the 15th of each month for the following month. Fitness, training and massage sessions shall normally be held in 60-minute periods unless otherwise mutually agreed to in writing between the Contractor or their representative and the FPM/FSM. No fitness, training or massage classes or sessions shall be scheduled and/or conducted on American holidays or on scheduled U.S. Air Force family and goal days. Also no courses shall take place after the manning hours of the fitness centers. Sport officials shall be required on weekends, German and American holidays, family days and goal days as scheduled in advance with the FPM/FSM. Actual calendar dates for U.S. holidays will vary from year to year but standard holidays are as follows:

· New Year’s Day – January

· Martin Luther King Jr. Day – January

· Presidents Day – February

· Memorial Day – May

· Independence Day – July

· Labor Day – September

· Columbus Day – October

· Veterans Day – November

· Thanksgiving – November

· Christmas – December

· Family & Goal days as posted by the USAFE Commander. The Contractor will be provided a listing of these days when it becomes available.

1.5.2. Substitutions. The Contractor or their representative shall promptly notify the FC FPM/FSM of any cancelations on the Contractor’s behalf. When personal emergencies of a trainer or therapist occur, the name of a qualified substitute instructor or therapist, if available, shall be promptly identified to the FPM/FSM in order to prevent instructor no-shows.

1.5.3. Attendance and Cancelations. Instructors, trainers, sports officials, and score/time keepers shall be at the designated performance location least fifteen (15) minutes prior to the start of the session or game, as applicable. The Fitness Center may suspend or cancel classes and/or schedules due to unforeseen mission requirements, emergencies or official directives with minimal advance notification and no remuneration.

1.5.4. Instructor duties, responsibilities and requirements. The duties, responsibilities and requirements of instructors, trainers, therapists and sports/game officials are outlined as follows:

1.5.5 General/All. All instructors, trainers, therapists and officials shall:

a. Be responsible for the care and post-use cleanliness of all government-owned Fitness Center equipment and their areas of use.

b. Provide all necessary personal equipment for instructional and aerobics classes and massage therapies, including any additional equipment above core program requirements such as music, punch/kick bags, strike shields/pads, clean linens (sheets, pillowcases and blankets), face rest covers and creams, liniments or oils.

c. Provide proof of all completed services, to include dates, times and location.

d. Maintain valid certifications as applicable and as outlined in section 1.5.2. herein.

e. (For instructors, trainers and therapists): Conduct and document pre-activity screening (PAR-Q) for new clients before beginning training or therapy and, when necessary, recommend to the client to have a medical screening prior to beginning training. A copy of the PAR-Q will be provided to the Contractor.

f. Teach precautions and safe techniques, as applicable for individual and group training session, for those with health and physical limitations.

g. Move about the room, as applicable, for individual and group training sessions, interacting with students and providing individual instruction, feedback and positive support.

1.5.6 Certifications. The Contractor or representative shall validate and maintain copies of all of their instructors’, trainers’ and therapists’ current certifications issued in accordance with the respective association guidelines for their specific professional disciplines. Certifications must be from a U.S. Air Force-recognized organization IAW (in accordance with) AFI (Air Force Instruction) 34-266, paragraph 3.2 – Group Exercise Instructors, or an equivalent or better national or international certification that is approved by the responsible Air Force office. A list of current approved organizations will be provided to the Contractor and upon any changes to the list, an updated list will be promptly provided to the Contractor. A waiver for acceptance of a non-U.S. certifying organization’s certification may be requested by the FC FPM/FSM upon the Contractor’s request. The training material must be similar to the USAF-approved organization’s certification. Waiver requests must be accompanied by a Contractor-provided course syllabus in English and must be approved by the responsible Air Force office before instructors, trainers and therapists may conduct classes/sessions under such certification.

1.5.7 Personal Fitness Trainer. Trainers must have and maintain a current personal training certification in accordance with paragraph 1.4.2. and verification of at least 100 hours of individual/personal fitness training experience, to include fitness assessments and cardiovascular and strength conditioning programs. Additionally, trainers must wear name tags provided by the Contractor that identifies them as a Contractor employee. The trainer shall:

a. Instruct clients on the principles and methods of fitness training, cardio-respiratory fitness, muscular strength, endurance, weight control, flexibility and correct exercise techniques to avoid injury. Trainers must be able to knowledgeably respond to questions and problems from clients.

b. Have general knowledge, to include proper terminology, of human anatomy of the cardiovascular, respiratory and nervous systems, exercise and cardio-pulmonary physiology (such as the heart, cardiac input, ejection fraction, oxygen extraction and cardio-pulmonary response to exercise), basic skeleto-muscle anatomy and muscle contraction.

c. Have general knowledge of adaptations to strength training, to include muscle fiber adoption, connective tissue adoption, increase of nervous system activity and decrease of nervous system inhibition.

1.5.8. Massage Therapist/Reflexologist. Therapists must have completed 500 hours of study and/or possess a valid U.S. State-registered massage certification or National Certification Examination for Therapeutic Massage and Bodyworks Certificate (NCETMB) or the equivalent non-U.S. certification that is translated into English. Therapists shall:

a. Provide massage therapy treatments in a variety of styles and techniques.

b. Instruct clients on the proper techniques of self-massage therapy and respond to individual questions and problems.

c. Have general knowledge of human anatomy, to include basic skeleto-muscle anatomy, muscle contraction and the human circulatory and lymphatic system.

d. Have general knowledge of the history and science of massage therapy.

e. Ensure the massage therapy rooms are kept clean at all times and use fresh and clean linens for each client. The Contractor is responsible for providing suitable cleaning supplies and for supplying, cleaning and washing the linens at a facility other than the FC facilities.

1.5.9 Yoga Instructor. Instructors must possess a valid Yoga teaching certification or a valid non-U.S. equivalent that is translated into English. Instructors/trainers shall:

a. Instruct students on all aspects of Yoga, to include its history and its physiological and emotional benefits.

b. Instruct clients on warm-up techniques, breathing (pranayama) techniques, traditional postures (asanas) and methods for meditation and relaxation.

1.5.10 Pilates Instructor. Instructors must possess a Pilates teaching certification or a valid equivalent non-U.S. certification that is translated to English. Instructors must also maintain a Primary Group certification in accordance with section 1.5.2. Instructors shall:

a. Instruct and train students on all aspects of Pilates, to include its history, philosophy and theoretical foundation.

b. Be able to communicate the importance of mind-over-matter and be able to help the student fuse mind and body through fluid, graceful and balanced movements.

c. Teach correct breathing and communicate its importance during all Pilates exercises.

d. Communicate to students the importance of using the very large group of muscles in the body’s center/core (i.e., abdomen, lower back, hips and buttocks).

1.5.11 Zumba Instructor. Instructors must possess a valid Primary Group Exercise and Zumba certification. Instructors shall:

a. Instruct and train students on all aspects of Zumba, to include its history, philosophy and theoretical foundation.

b. Instruct clients on warm-up and breathing techniques.

1.5.12 Group Fitness. Group exercise instructors must have and maintain a primary instructor certification. Instructors must obtain the additional necessary specialty certifications for step, group cycling and cardio kickboxing in accordance with paragraph 1.5.2. These may be received from other than primary certification organizations. Instructors/trainers shall:

a. Ensure that classes provide aerobic, strength and flexibility conditioning appropriate for fitness development and provide a variety of classes meeting these requirements. Examples include but are not limited to:

1) High and low impact aerobics;

2) Cardio-kick boxing;

3) Group/indoor cycling;

4) Circuit training;

5) Abs class;

6) Step aerobics;

7) Body sculpting;

8) Turbo kick;

9) Group strength/resistance training.

b. Teach the history, philosophy and theoretical foundation of group fitness.

c. Instruct clients on warm-up and breathing techniques.

d. Teach precautions and safe techniques to all students but especially for participants with health and flexibility limitations.

e. Provide all necessary personal equipment to instruct the class (various music). See section 3, Contractor Provided Material/Equipment.

1.5.13 Sports Officials.

1.5.13.1 Provision of Officials. The Contractor shall provide properly certified and trained sports officials for the applicable sport to officiate and keep score of games per the below listed sports with the various requirement options. The FC will provide the Contractor or representative with schedules and requirements with at least 7 business days prior notice of scheduled games and tournaments and which option(s) must be provided for each tournament/season. Upon any changes to the scheduled games, an updated schedule will be promptly provided to the Contractor. More than one option may be requested for tournaments/seasons.

a. Basketball.

1) Option 1: two court officials and one scorekeeper/timer.

2) Option 2: two court officials, one scorekeeper and one timer.

3) Option 3: three court officials, one scorekeeper and one timer.

b. Softball.

1) Option 1: two field umpires.

2) Option 2: two field umpires and one scorekeeper.

3) Option 3: one field umpire and one scorekeeper.

c. Volleyball.

1) Option 1: one judge and one scorekeeper.

2) Option 2: two judges and one scorekeeper.

3) Option 3: two judges, one scorekeeper and two line judges.

d. Soccer.

1) Option 1: one on-field official and two line judges.

e. Flag Football.

1) Option 1: two field officials.

2) Option 2: three field officials.

1.5.13.2 Requirements for Officials. Sports officials must provide proof of current certification through a recognized and approved U.S. National Governing Body for the particular sport that they officiate. Officials shall:

a. Take full authority and responsibility for the proper conduct and control of the game. Officials will take the proper position on the playing area for making calls and eject game participants and spectators that display poor sportsmanship, as determined by the official. Incidents leading to player or coach ejection, protest of the game or any other problems shall be reported by the official to the Sports Program Manager (SPM) or FSM before 08:00 the following business day.

b. An official may consult with another official at any time or when requested to do so by a team manager. However, the final decision will rest with the sports official whose executive authority it is to make the decision.

c. Wear the proper uniform and have the proper equipment in their possession at each game (including scorekeepers). The Contractor is responsible for providing uniforms and equipment.

d. Be responsible for properly reporting injuries and incidents. Any injury sustained by a player or official shall be brought to the attention of the SPM or his or her staff before 08:00 a.m. the next business day.

e. The sports official shall have the authority to postpone any game due to inclement weather. Outdoor games shall be temporarily postponed due to lightning that is within approximately 5 miles. If lightning remains in the area, the sports official may postpone the game(s) to another day, if needed.

f. Score books/score sheets shall be turned in to the SPM or SPM’s staff at the conclusion of play each day.

g. No sports official shall be allowed to work a game if it is determined by the SPM or FSM that he/she has been consuming alcoholic beverages. At no time will an official consume alcoholic beverages in, on, or around the playing area. The contractor shall adhere to the “no smoking policy” during games, to include intermissions, half-times, or between games.

1.5.13.3 Contractor Notification of Postponement. The SPM or FSM will notify the Contractor when a rainout or postponed game occurs not later than 2 hours before game time. In case of postponements of less than the 2-hour period, the Contractor will be paid only for the first scheduled game of the day when the notification was given.

1.5.13.4 Enforce Rules and By-Laws. Sports Officials are direct representatives of the Sports Program and, as such, are authorized and required to enforce all pertinent rules and bylaws established, with no deviations, for each sport they are officiating along with the current official association rules established for each particular sport, to include:

a. BASKETBALL: Governed by the National Collegiate Athletic Association (NCAA) Basketball Rule Book (current edition).

b. SOCCER: Governed by the International Federation of Association Football (FIFA) Soccer Rule Book (current edition).

c. SOFTBALL: Governed by the Amateur Softball Association of America Rule Book (current edition).

d. VOLLEYBALL. Governed by the United States Volleyball Association Rule Book (current edition).

e. FOOTBALL. Governed by the National Collegiate Athletic Association Football Rule Book (current edition).

1.5.13.5 Prohibited Participation of Sports Officials. Individuals/employees shall not participate as players, coaches or team managers in any sport season or tournament in which the individual performs as an Official. In addition, the individual must not be closely related to any participant(s) of the particular sport or games in which they officiate. If so, the individual and/or Contractor representative must make this known to the tournament director or SPM in advance as soon as possible and in which case the secondary official will be designated as head official for that particular game.

1.5.13.6 Cancelation of Games. Sports officials have the authority to cancel any game because of gross misconduct. This determination will be made at the discretion of the sports official(s). Games canceled due to gross misconduct must be reported to the tournament director or SPM within 15 minutes of the cancelation. A written incident report must be submitted to the SPM or FSM before 08:00 the following business day.

1.5.13.7 Game Coverage. The Contractor shall ensure full coverage for all scheduled games. Should a sports official or scorekeeper/timekeeper fail to report, the remaining sports officials and scorekeeper/timekeeper (if applicable) will proceed with the game until another sports official or scorekeeper/timekeeper can fill the empty slot. Late officials shall be present for a minimum of half of the sporting event in order for it to be considered full coverage for remuneration purposes. Sports officials and scorekeepers/timekeepers shall sign the score sheets after each game to verify coverage. It is the Contractor’s responsibility to ensure a minimum of one coach per sports contest signs the score sheet as well as all officials and scorekeepers to verify coverage requirements were met. The sports officials are required to keep the games on track to ensure the games start on time.

1.6 Insurance. The Contractor shall have and maintain a minimum of U.S. $1,000,000 or the Euro equivalent of liability insurance coverage for their company and for all staff.

1.7 CPR/AED (Cardio-Pulmonary Resuscitation/Automated External Defibrillator) and Basic First Aid/Life Support Certification. Prior to conducting any classes/training sessions, the Contractor or representative must provide the FC FPM/FSM with current proof of valid certification of Red Cross First Aid/CPR/AED, American Heart Association BLS/AED or the German Red Cross (Rotes Kreuz) equivalent for each instructor, trainer and massage therapist. Certifications must be renewed within every two years from the issue date. Failure to possess and maintain current certifications shall result in the immediate suspension of that individual from performing until proper certifications are obtained and proof provided to the FPM/FSM.

2 Government Provided Material/Equipment. Each FC will provide adequate facilities, standard non-personal exercise equipment and a sound system (without any microphones) for use by the Contractor staff. All equipment is available within the appropriate facility (e.g., weight training machines, gym mats, jump ropes, etc.). The Contractor and staff will be provided with a list of available facilities and equipment at each Fitness Center for each program upon request.

3 Contractor Provided Material/Equipment.

3.1. Contractor-provided materials and equipment shall include non-personal martial arts gear, instructional handouts, linens for massage therapist, appointment books, binders, music, microphone headset and batteries for the audio system, cleaning and office supplies, sports official uniforms and equipment and any personal equipment required that is not supplied by the FC.

3.2 Prior to the start of instruction, instructors shall contact a FC staff member to obtain access to the storage area for any necessary government-provided equipment (e.g., floor/yoga mats, body balls, jump ropes, stereo equipment, etc.). Instructors are responsible for the setup of all sound and instructional equipment and shall ensure equipment is in place 15 minutes prior to the scheduled start of the class. The microphone headset shall be checked for operability at least 15 minutes prior to the start of the class. Popular non-offensive music shall be supplied by the instructor on devices that are compatible with the facilities sound system (at this time, capabilities are CD, iPod and mp3 player). Instructors shall use the audio equipment in a manner that will not cause harm to the equipment or the patrons. Sound levels must be within acceptable audio levels, as determined by the FC staff, in the area classes are being conducted. After completion of classes, instructors shall return all government-provided sound, instructional and training equipment, as applicable, to the proper storage space and ensure that any electrical equipment is turned off where required. The instructor shall report any safety concerns, breakage or malfunctions to the FC staff.

4 Remuneration. Payment will be made only for services actually rendered and verifiable. No remuneration will be made for instructor, therapists, and trainer no-shows that results in a session/class cancelation. Customers/clients shall be directed to the FC Staff for any requested refunds. The FPM/FSM will confer with the Contractor or their representative to validate refund requests. Valid refunds will be deducted from remuneration as applicable. Logs/records for customer sales and requested services shall be kept by the FC and logs/records for actual services rendered, showing date and time at a minimum, shall be kept by the Contractor. These logs/records shall be reconciled by both parties on the last business day of each month. Any disputes that cannot be resolved between the Contractor and the FC shall be promptly submitted as a Claim to the Contracting Officer for determination.

5 Client Fees. The FCs will be responsible for the collection of all client/customer fees. At no time will the Contractor or their staff members accept payment from a customer.

6 Customer/Client Cancelation Policy. Customer/client cancelation and refund policies will be per FC-established policies, which will be provided in writing to the Contractor. If any changes are made to policies, the Contractor will be promptly notified of them in writing.

7 Appointments/Waiting Lists. The Contractor or representative shall be responsible for scheduling customer appointments for Personal Training and Massage and communicating these to the FPM/FSM. The Contractor or representative shall be solely responsible for maintaining and controlling a waiting list for any program requiring it.

8 Facility Availability for Contractor Use.

8.1 Access to the Ramstein Southside, Northside and Vogelweh Fitness Center facilities will be available to the Contractor’s staff during FC employee-staffed operating hours for each location unless otherwise notified in writing. Staffing hours are subject to change; the Contractor or their representative will be notified in writing by the FPM/FSM in advance of any changes.

8.2 The Contractor or representative shall coordinate schedules in writing with FC FPM/FSM to ensure instruction and training sessions do not interfere with intramural sports play, military Physical Training sessions, Fitness Assessment Cell testing or other mission requirements.

9 Certifications in a foreign language

All certifications shall be submitted in English. If a certification is not presented in English it cannot be accepted unless a translation transcript it provided as well.

APPENDIX A. Beyond Core/Fitness Enhancement Programs Non-Appropriated Funds Programs.

The Contractor will receive remuneration for the programs listed in this section with Non-Appropriated Funds. As such, no appropriated funds of the United States of America shall become due or be paid to the Contractor by reason of this agreement. The programs are the following:

1 Personal Fitness Training 2 Massage Therapy/Reflexology 3 Yoga 4 Pilates 5 Zumba 6 Group Fitness Classes 7 Varsity & Extramural Organized Sports 8 Major Command Sports Competitions 9 Air Force or Armed Forces Competitions 10 Base Intramural Organized Sports

APPENDIX B, Core Programs Appropriated Funds Programs.

The Contractor will receive remuneration for the programs listed in this section from Appropriated Funds.

11 Group Fitness Classes – Circuit training, group/indoor cycling, strength/resistance training, yoga, and cardio/aerobics classes.

12 Varsity & Extramural Organized Sports 13 Major Command Sports Competitions 14 Air Force or Armed Forces Competitions 15 Base Intramural Organized Sports