Virtual Fitness Plan, Columbia, MO VA Medical Center

Requirement –  Virtual Fitness Training System

Objective – The Harry S. Truman VA Medical Center (Truman VAMC) is aiming to purchase a virtual fitness streaming platform for use by Truman VAMC employees. The virtual fitness streaming platform has been reviewed by VISN 15 legal department and deemed appropriate for use of funds as a wellness treatment intervention to assist employees in improving their health and wellness through offering virtual wellness and fitness classes via a downloadable vendor-supplied app that can be accessed at any time on the employees personal device or computer.

Place of Delivery – No physical items are being purchased that would require delivery.

Product Requirements for Virtual Fitness Streaming Platform:

1. Complete live stream system to include streaming system content license, and streaming class license for up to 2,250 employees.
   1. Streaming videos must be of quality production and taught/produced by qualified individuals as outlined in 3a.
2. Compliant with all key security regulatory standards including HIPAA, SOC2, GDPR and WCAG 2.1.
3. Videos content is all proprietary to vendor. Content not licensed to any outside 2nd. Party vendor. All content is created and produced internally to vendor. Vendor OWNS all the content. 
   1. Content must be produced by licensed individuals in a professional manner. For example, meal demonstrations must be prepared by a licensed dietician or exercises must be performed by a licensed personal trainer.
4. Offers a wide variety wellness/fitness classes of varying lengths from 1-60 minutes.
5. Offers a variety of classes in categories that include:
   1. Fusion (yoga/Pilates meld),
   2. Vibe (world beat dance),
   3. Stomp (all around step),
   4. Rev (performance studio cycling),
   5. Kinetics (metabolic conditioning),
   6. TKO (kickboxing conditioning),
   7. Transitions (active aging, 45+),
   8. Definitions (total body muscle training),
   9. Express (20 minute core focused).
   10. Mindfulness-based interventions
   11. Nutrition courses
6. Offers classes for beginner, intermediate, and advanced level users.
   1. Listed in 5 a-k
7. Class instructors are from a wide range of ages, cultural backgrounds and experiences, valuing the uniqueness and relevancy they bring for the diverse audiences we serve.
   1. See 3a.
8. Offers customizable options for challenges at all levels, including: facility, site, department, and team
9. Offers data tracking at all levels that can help identify focal areas that are common in all employees.
   1. See 11
10. Offers option to link wellbeing interests to correct resource within the hospital
    1. Link smoking cessation to internal hospital resources as well as reputable external resources
    2. Weight management programs
11. Offers opportunity for users to create interests groups and set up challenges/meetings
    1. Interest groups should be designed for community building and engagement. With moderators assigned by internal staff in order facilitate oversight.
    2. Groups should have the ability to create events inside and outside of work, track occasions, and provide reminders.
12. This live-streaming virtual service can be physically accessed anywhere using any device with internet connectivity. It shall be available 24 hours a day to any active VA Staff member.

Contractor Requirements

1. The contractor will supply and maintain a comprehensive virtual platform for fitness, nutrition, and mindfulness education.
2. The contractor is responsible for ensuring the consistent functioning of all virtual static content, streaming content, and end-user customizable features.
3. The contractor will ensure consistent on-demand accessibility to the services via web-based and phone application portals.
4. The contractor will provide a library of marketing and communication materials (i.e., promotional flyers, videos,) for Truman VAMC distribution and promotion. This includes logo files which may be customized by Truman VAMC, as well as monthly marketing campaigns that Truman VAMC may use to encourage employee usage of the service.
5. The contractor will provide a “kick-off” meeting prior to launching the service, and will review (a) technical aspects of the service, (b) customizable promotional campaign, and (c) client marketing resources.
6. The contractor will provide the following products:
7. Monthly campaign promotions
8. Toolkits: Launch, Administrator, Welcome to (vendor), Programs, Open Enrollment and Benefits, Incentive Program, Virtual Group
9. How-To Guides for end-users
10. Monthly client newsletter
11. Monthly reports outlining aggregate data (i.e., participant usage trends)
12. The contractor communication will occur no less than weekly during launch (expected duration 2-3 weeks), then no less than monthly thereafter. The contractor will host an annual program review and planning meeting.
13. The contractor will offer technology support and assistance to VAEKHCS points of contact, as well as the end-users, including troubleshooting.

Reporting Requirements

1. The contractor will send a monthly report via email outlining participant usage data.
2. On an annual basis, the contractor will send a summary report via email, and will conduct a program review and planning meeting with VAEKHCS points of contact.