NAICS Code: 621399 STATEMENT OF WORK EPA REGION 8 FITNESS CENTER 05/14/02 I. GENERAL A. PURPOSE AND SCOPE OF WORK The Fitness Center exists to provide a facility to promote physical fitness and well being for participating EPA and other Federal agencies. The Government requires the services of a professional physical fitness service provider (contractor) to operate the Fitness Center. The provider shall conduct a health and fitness program for the target audience of EPA employees and other federal agencies. The Fitness Center is located on the first floor of the Denver Place building at 999 18th Street, Denver, Colorado. The fitness center services to be provided shall include but are not be limited to the following tasks: 1. Direct, coordinate and schedule all exercise and fitness activities. Conduct a variety of aerobic classes reflecting the needs of enrollees. Training in the use of equipment will be given to new members before members begin using the equipment and upon request (see III-H below). Two forms are used in the enrollment process: the Medical Clearance and the Participation Release Agreement. 2. Conduct fitness evaluations and fit consultations (see III-F and G below). 3. The provider shall design and conduct member surveys with written input from the Fitness Center Board (Project Officer) and shall produce a schedule of information programs and fitness and non-aerobic classes as needed based on the results of those surveys. 4. Conduct open house Fitness Center orientations for members and other entities to be designated and requested in writing by the Fitness Center Board (Project Officer). 5. Provide monthly and quarterly attendance reports and an annual report of and Center activities to Fitness Center Board (Project Officer). The quarterly reports are used to administer incentive awards. 6. Participate in meetings on an as-needed basis with the Fitness Center Board (Project Officer). B. STAFFING AND OPERATION 1. The provider shall furnish a qualified fitness center director and staff consisting of certified health and fitness personnel necessary to provide the level of service required by this Statement of Work (SOW). 2. The Fitness Center is open to its' members seven days a week twenty four hours per day excluding Federal holidays (see III-J below). The provider's work hours will coincide with the busiest periods of the day between the hours of 10:30 a.m. to 6:00 p.m. Monday through Thursday (Friday's excluded) to monitor Fitness Center operations and assist exercisers as needed. These work hours are not to exceed 20 hours per week and no more than 5 hours per day. The provider will post a work schedule every Monday morning in the Fitness Center to inform enrollees of work status. They will also post a telephone voice mail message on a daily basis so that customers are informed of the work hours. 3. The provider shall be responsible for conducting a minimum of four (4) aerobic classes per week (see II-A below). Speciality fitness classes such as yoga shall be conducted on a one (1) class per week basis. This class does not convene in the Fitness Center. 4. The provider shall be responsible for developing and conducting information programs. These programs will be based on the results of member surveys or on need (e.g. medically recommended). information programs shall include such subjects as nutrition, weight control, injury prevention, developing safe exercise programs, attitudinal sessions for promoting exercising, and other topics associated with physical fitness programs. Selection of the media for presentation of these programs will be at the provider's discretion. 5. The provider shall evaluate employee feedback on the Fitness Center programs and operation by having employees complete surveys forms on a semi-annual basis. 6. The provider should have knowledge of the Americans with Disabilities Act (ADA) requirements and shall operate the facility so that disabled persons can participate in related activities. 7. Information Management - enrollee data available to the provider, to any sub- provider, or generated by activities under the contract is privileged. The provider or any sub-provider shall be restricted from duplicating, using, or disclosing such data, in whole or in part, for any purpose other than fulfillment of the requirements of this contract in accordance with FAR 52.227-14, Rights in Data and HHSAR 352.224-70, Confidentiality of Information. Any dissemination of information shall be coordinated with the Project Officer. All information collected by the provider, such as medical information and other private information shall be kept in a secure and confidential manner. The Privacy Act of 1974, Public Law 93-282 (Section 122 and 303), and other regulations, prohibit disclosure of this information without prior consent. Paper records will be locked in file cabinets or locked space during non-off hours, and any information stored in a computer system will be properly secured, (e.g., disks will be maintained off the Local Area Network (LAN) in locked containers during non-office hours. 8. News Releases - under no circumstances shall the provider, or anyone acting on the behalf of the provider, shall refer to the equipment or services furnished under this contract in any news release or commercial advertising, without first obtaining written consent form the Contact Officer. 9. The provider shall follow established EPA emergency procedures (security and building life safety). The provider is responsible for becoming familiar with the security requirements for entering and exiting the facility. The provider will perform as Floor Warden during building emergencies (e.g., fire, bomb threat). II. SPECIFIC TASKS A . AEROBIC CLASSES The provider shall conduct a minimum of four (4) aerobic classes per week. Classes shall cover the full range of group exercise levels depending on the needs of employees. Employee needs shall be determined by the provider. Class size shall be limited to the number of participants determined to be appropriate by the provider based on safety considerations, room size and air circulation restrictions. The provider may also recruit volunteer instructors certified by American College of Sports Medicine (ACSM), Aerobics and Fitness Association of American (AFFA) or equivalent organization listed below to conduct additional aerobics classes if the 4 required classes conducted by the provider do not meet the demand for such classes. American Council on Exercise Y.M.C.A. Institute for Aerobics Research National Strength and Conditioning Association National Academy of Sports Medicine B. STRENGTH TRAINING The provider shall maintain staff floor coverage to ensure correct utilization of free- weights and weight training equipment. The provider shall also develop and provide strength training programs and assistance for individual employees as requested. It is not anticipated that group classes will be necessary. Training programs shall be specifically tailored for the individual utilizing available equipment and as a result of the member's specific request for assistance. C. PROGRAMS The provider shall develop, upon request, individual personalized employee fitness programs. The provider shall also promote other related programs (e.g., walking, weight, stress, hypertension management, and smoking cessation) to encourage health and fitness. The provider is not expected to monitor or follow employee progress for these personalized employee programs. D. ORIENTATION SESSIONS The provider shall conduct Fitness Center open house orientations for the benefit of EPA employees and other entities during the initial start-up of the Fitness Center, annually and then as requested in writing by the Fitness Center Board (Project Officer). E. REPORTS 1. The provider shall provide monthly operating reports to the Fitness Center Board (Project Officer). The reports shall include attendance, program conducted, equipment maintenance and repair, aerobics participation, and facilities. Maintain information as more specifically defined below: Attendance: * by individual agency (number, % of population) * by % of total EPA population. * total number of members (current) including additions and deletions during the month * statistics on demand /usage (a.m./noon/p.m.) * security incidents (actions taken, recommendations, etc.) Educational programs conducted: * title * date * number of participants * summary of feedback Individual assessments: * number conducted Equipment maintenance and repair: * routine equipment maintenance and repair performed * emergency maintenance performed * type equipment * ID number * length of downtime Aerobics participation * Summary (and schedule) of classes conducted by type of class * report of changes from posted schedule * additional comments/feedback * number of participants by class Facilities/janitorial: * listing of any center maintenance * date detected * date reported * date performed * feedback on cleaning services 2. The provider shall prepare and submit to the Fitness Center Board (Project Officer) a quarterly statistical report detailing the use of the fitness center during the previous quarter including peak hours of usage, reasons for use of the Center, the participation in classes offered, and any trends observed. 3. An annual summary report shall be prepared by the provider and submitted to the Fitness Center Board (Project Officer) which provides an overview of the year's health improvement activities. The summary shall include, but is not limited to: compilation of pertinent monthly statistical reports, equipment conditions, and general observations of improvement in participants' health and recommendations for improvements. F. EQUIPMENT MAINTENANCE. - the provider shall be responsible for ensuring proper maintenance and functioning of equipment to minimize downtime through routine and emergency maintenance. Routine minor equipment maintenance and repair shall be accomplished according to standards set forth in American College of Sports Medicine Facility Standards and Guidelines. Provider will schedule major equipment repairs with the Fitness Center Board (Project Officer). All facility related repairs (e.g., ceiling tile, shower tiles) are coordinated by members completing an EPA Facilities Service Request form. III. DEFINITIONS The following words and terms are defined for use in this contract SOW: A. EPA agency employees - all permanent, temporary. and special employees from the Denver area or Federal employees on temporary duty in Denver. B. Other entities - Non-EPA Federal Agencies, individual Federal employees from the Denver area or Federal employees on temporary duty in Denver. C. Fitness Center - A suite of rooms including an aerobics room, a cardiovascular and weight training room, and locker rooms/ The center is located on the first floor of the Denver Place building at 999 18th Street, Denver, CO. D. Qualified Program/Center Personnel - The Fitness Center Director will have a master's degree in physical education, exercise physiology, or equivalent education/experience and certified by the American College of Sports Medicine (ACSM) or the Aerobics and Fitness Association of America (AFAA) or equivalent. Must have a minimum of two (2) years experience in the operation of /fitness center, exercise gym, etc. and be competent in fitness testing, exercise prescription and supervision, first aid, and be certified in cardiopulmonary resuscitation (CPR). An exercise associate will be provided as well and will have a bachelors degree in physical education, exercise physiology or equivalent education/experience and certified by ACSM, AFFA or equivalent. E. Preference and Participation Surveys - Questionnaires which members fill out to indicate what types of and fitness programs they currently engage in and what types they believe should be offered if not already offered. The purpose is to provide an information base by which the provider can adjust programs and schedules to accommodate expressed needs. F. Fitness Evaluation - a 30-45 minute appointment consisting of resting heart rate and blood pressure assessments, a body composition profile, and flexibility, cardiovascular, and muscular strength and endurance fit tests. This evaluation measures of an individual's ability to participate in strenuous exercise. G. Fit Consultation - a one-on-one appointment with a Fitness Specialist to develop a personalized fitness program and learn more about general nutrition and health. H. Weight Room and Cardiovascular Equipment Orientation - an appointment with a Fitness Specialist intended to optimize the customer's workout by learning how to use the weight and cardiovascular equipment correctly. I. Project Officer - An individual designated by the Fitness Center Board to be the point- of- contact between EPA participating agencies and individual members and the provider in all matters pertaining to the operation of the Fitness Center. An alternate project officer will be designated to serve this purpose in the absence of the primary project officer. J. Open House Orientations - Periodic occasions in which the center is opened to non-members and new members to acquaint them with the facilities, programs and staff of the Fitness Center. K. Federal Holidays - The (10) legally-designated days of observance, as listed below, during which participating federal agencies will be closed for business. Name of Holiday Date of Observance New Year's Day January 1 Martin Luther King's Birthday 3rd Monday in January President's Day 3rd Monday in February Memorial Day 4th Monday in May Independence Day July 4 Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran's Day November 11 Thanksgiving Day 4th Thursday in November Christmas Day December 25 It is the responsibility of the provider to be familiar with the federal calendar and the days set aside for officially approved holidays. Note: please submit price quotations to include all costs necessary on a monthly basis. Please submit price quotations by 3:00 p.m., Friday, May 24, 2002. They may be mailed to: US EPA Region 8, 8TMS-G, Maureen Martin, 999 18th St., Ste. 300, Denver, CO 80202. They may be emailed to
[email protected] or they may be faxed to (303)312-6339 or (303)312-6363. Quotations will be evaluated by technical merit, past performance and price to determine the best value for the government. Site visits are available on May 21 & 22, 2002. Contact Mr. Larry Alire at (303)312-6074 to make arrangements to view the site.