Region 10, Environmental Protection Agency, Office of Management Programs, Acquisition Team, 1200 6th Avenue, Seattle, WA 98101

R -- FEDERAL FITNESS CENTER COORDINATOR SOL RFQ-WA-99-00013 DUE 032999 POC Lily Savic, Contract Specialist, (206)553-1275, Cathe Bell, Project Officer, (206)553-0308 This is a combined synopsis/solicitation for commercial services prepared in accordance with the format of FAR Subpart 12.6, as supplemented with additional information included in this notice and FAR Part 13-Simplified Acquisition Procedures. This announcement constitutes the only CBD solicitation. Proposals are being requested and must be received by COB 03/29/99. Submit two copies of the proposal. Description, Specifications, and Scope of Work: Park Place Building Federal Fitness Center (1)Background: The Environmental Protection Agency (EPA), coordinating agency for the US federal government, requires a physical fitness professional to direct a mid-day employee health and fitness program. The primary objective of the program is to enhance the health and fitness of enrollees regardless of their current level of fitness. The Provider will be responsible for developing, refining and managing a program that efficiently fosters greater awareness of and opportunities for enhanced health and fitness. The target population includes about 800 federal employees working at 1200 Sixth Avenue, Seattle, Washington. Enrollment is drawn primarily from four federal agencies: the Environmental Protection Agency (EPA), the US Bankruptcy Court, US Trustees, and US Pre-Trial Services. (2)Objectives: The objectives of the Fitness Center are to *educate enrollees (including those who are injured, disabled, or in poor physical shape) about the benefit of physical fitness *evaluate the health and fitness of enrollees, providing guidance in design and achievement of their personal fitness goals *offer regular opportunities for enhanced health and physical fitness through a range of classes and individualized approaches to getting and staying in shape *maintain a safe, clean, refreshing atmosphere where employees may exercise, shower, and relieve work-related stress. (3)Policy Concepts and Program Guidelines: The Provider will be required to maintain a system of records identified in the SOW. Operation of the Fitness Center willbe in accordance with industry standards and the Code of Federal Regulations, as revised, (41 CFR 101-105). (4)Information Management: a.Enrollee data available to the Provider, to any sub-contractor, or generated by activities under the proposed contract is privileged. The Provider or any sub-contractor 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. b.All information collected by the Provider, such as medical records 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 spaces during non-office hours, and any information stored in a computer system will be properly secured, i.e., disks will be maintained off the LAN in locked containers during non-office hours. c.News Releases: Under no circumstances shall the Provider, or anyone acting on the behalf of the Provider, refer to the equipment or services furnished under this contract in any news release or commercial advertising, without first obtaining written consent from the Contracting Officer. Should any reference to equipment or services appear in any news release or commercial advertising issued by or on the behalf of the Provider without such consent first being obtained, the Government shall consider institution of all remedies available under the provisions of this contract (5)Hours of Operation: The Fitness Center mid-day program extends from 10 am to 2 pm, Monday through Friday, excluding Federal holidays. During these times the Center will be staffed by qualified personnel. (6)Scope of Work -- Basic Services Contracted from the Provider: a.Direct the EPA Fitness Center mid-day programs: this includes developing, marketing, and leading classes b.Perform fitness testing, evaluation, and training for individual fitness programs. c.Oversee Fitness Center training, facility conditions, and equipment maintenance. (7)Work Requirements: a.Direct the EPA Fitness Center mid-day programs: this includes developing, marketing, and presenting classes. Both pro-active and responsive development, marketing, and promotion of the Fitness Center will be a key function of the Provider. Direction involves the following activities: 1)Assess Fitness Center issues and members' needs. 2)Plan program that meets users' needs. 3)Coordinate bringing in additional instructors as required. 4)Market Fitness Center program through various media. 5)Instruct classes, present training sessions, conduct seminars. 6)Evaluate and report on program use and problems. 1)Assess Fitness Center issues and members' needs. The Provider will participate in meetings with the Fitness Center Advisory Committee, the project Officer and interested enrollees, to refine the Fitness Center program, as well employ class evaluations and enrollee recommendations to assess needs. The Provider will solicit and evaluate suggestions for new classes, equipment, activities, and approaches arising from such sources and recommend appropriate response to the Project Officer. 2)Plan program that meets users' needs. Planning reflects both the coordinator's professional expertise and the members' objectives. The program will attempt to reflect enrollees' objectives even when requests are beyond what the coordinator can easily provide. The program will meet the needs of diverse enrollees, a population at many levels of physical conditioning and capability, rather than simply the needs of those already participating in fitness activities. Special needs of injured, rehabilitating, and disabled participants will be addressed individually and monitored during participation. Participants will be encouraged to evaluate classes and recommend improvements. If demand warrants, waiting lists will be used to fill classes enabling a greater number of enrollees to participate in high-demand classes. Changes in schedule or delivery of classes will reflect use or recommendations of the participants and will be advertised in advance of change. 3)Coordinate bringing in additional instructors as required. When classes beyond the instruction capability or work-period of the Provider are warranted, the Provider will assist the Project Officer by identifying and contacting alternate instructors or class leaders. 4)Market Fitness Center program through various media. Information on the services offered through the Fitness Center program, health and fitness issues, course and activity schedules will be made available through a range of media including computer, bulletin boards, or newsletters. 5)Instruct classes, present training sessions, conduct seminars. A range of classes reflecting the interests and needs of the enrollees will be offered so that participants may attend 4 classes each week. At least four group sessions will be taught by the Provider. Aerobic and toning exercise classes through approaches such as dance, weights, step, and stretch, at defined and monitored ranges of intensity will be made available. Classes will account for diverse levels of fitness, reflecting various levels of physical conditioning and capability. Special needs of injured, rehabilitating, and disabled participants will be monitored. Training in the use of equipment will be given on request. Orientation, including a walk-through of the facility, will inform participants on the enrollment process and Fitness Center programs before a participant uses the Fitness Center. Special classes on health topics such as nutrition, weight, stress, hypertension management, and smoking cessation, may be presented as follows: a.Prior to scheduling the Provider shall submit for approval a brief written proposal describing the target audience and learning objectives to the Project Officer. b.At least 1 week before a session marketing materials will be disseminated. c.Sessions will be conducted by individuals who are subject to the review and approval of the Project Officer. d.Feed-back on the session will be elicited through class evaluations. These will be summarized and reported to the Project Officer within 7 working days of the session. 6)Evaluate and report on program use and problems. Evaluation and reports are necessary to refine the program. The Provider is expected to recognize and respond to trends and user recommendations and to generate plans for improving program effectiveness. The Provider shall maintain all records, logs, and reports required under this contract in accordance with rules, regulations, directives, and policy/procedures pertaining to effective and secure record-keeping. Studies to evaluate the effect of the program will be designed, conducted, and presented in collaboration with the project officer. A quarterly report on measures of Fitness Center activities, user issues, class times and instructors, and program improvement plans will be posted and delivered to the project officer, members of the Advisory Committee, and other interested parties. b.Perform fitness testing, evaluation, and training for individual fitness programs. On request, the Provider will help develop personalized training objectives based on assessment and evaluation of an enrollee's personal fitness. The Provider will guide the enrollee in developing and achieving personal fitness goals. The Provider will work with rehabilitation specialists to help assure that staff correctly follow professionally developed rehabilitation programs. c.Oversee Fitness Center training, facility conditions, and equipment maintenance. Training: The Provider will have the lead in all aspects of fitness training in the program, including identification and oversight of sub-contracted trainers. Facility Conditions: the Provider will see that the Facility is appropriately and safely maintained, suggest improvements, and report any deficiencies of independently contracted cleaning services. Maintenance: the Provider will see that equipment is cleaned quarterly and constantly maintained. An independent equipment maintenance contract will be funded by the government. Repairs: Equipment repairs will be provided by the government at no cost to the Provider. The Provider will arrange for equipment repairs without prior approval of the Project Officer. New equipment and parts will be purchased by the Project Officer before delivery. (8)Qualifications: The Fitness Center Coordinator will have the following qualifications: A)Bachelor's degree in Physical Education or an allied field. B)Accreditation in one of the nationally recognized programs (ie ACSM). C)A minimum of 5 years current working experience in the Health and Fitness Industry with demonstrated expertise in communication and the design of work-out programs for strength/muscle fitness, cardiovascular fitness, flexibility and nutrition. Proven ability to work with a wide range of personalities, fitness levels, and age, health and medical factors to develop physical fitness or exercise programs based on the goals and current fitness levels of the enrollees. D)Working knowledge of current nutritional standards, recommendations and guidelines for fitness, health, and weight loss or weight gain. Knowledge of industry standards and the Code of Federal Regulations, as revised, (41 CFR 101-105). E)Current certification in basic first aid and CPR. F)Capable of conducting studies, seminars and lectures and of organizing special events for employees whether enrolled or not in the fitness center. G)Ability to direct aerobic and toning exercise classes through approaches such as dance, weights, step, and stretch, at defined and monitored ranges of intensity. H)Ability to recognize and respond to trends and user recommendations and to generate plans for improving program effectiveness, providing evaluation and reports as necessary to refine the program. I)Abilityto perform fitness testing, evaluation, and training for individual fitness programs, including work with rehabilitation specialists to help assure that special needs of injured, rehabilitating, and disabled participants correctly follow professionally developed programs. J)Provide list of alternate instructors and class leaders who would be assigned to work at our location. Provide background and qualifications. K)Knowledge of the use and maintenance of Fitness Center equipment including Universal Gym, free weights, treadmill, Stairmaster, rowing machine, Nordic Trak, and various bicycles. L)Provide three professional references. Period of Performance: April 1, 1999 through March 31, 2000. Selection Criteria: technical capability, past performance, and price. Posted 03/19/99 (W-SN310762). (0078)

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