Description
The Office of Personnel Management has an interest and is requesting information from sources capable of providing fitness center access in accordance with the Statement of Work provided below. This is a Request for Information only. Fitness Center Access Statement of Work OPM Healthier Worksite Initiative – March 2005 I. Background and Need OPM’s work/life program is designed to assist OPM employees in balancing the demands of work and family responsibilities which ultimately results in a healthier and more productive workplace. On-going OPM initiatives include: Childcare Subsidy program, on-site health unit, Health Fair, Alternate Work Schedule, Telecommuting, on-site Employee Assistance Program, Legal and Financial Services, and periodic and health and wellness programs. In recent years, there has been a growing interest in health/wellness at the worksite, especially among younger employees who are motivated to develop healthy lifestyles. Employees throughout OPM have begun to ask about the availability of health/wellness opportunities, including access to on-site fitness centers. One solution to increasing fitness center access for all employees is to provide an ongoing opportunity to join a nearby fitness center through a service that maintains a nationwide fitness center network by negotiating with chain and individual fitness clubs to provide reduced rates and membership flexibility to individual employees. This strategy for fitness center access is consistent with OPM’s guidance for providing physical fitness programs. Employees working at OPM sites that lack a nearby joint-use worksite fitness center, such as many non-DC locations, are especially likely to benefit from such a service. In addition, employees who travel frequently or are detailed to other locations are also likely to use this service, if it offers an option to “freeze” a membership at the person’s primary club and issues free guest passes to network clubs throughout the U.S. II. Project Objectives The purpose of this project is to increase fitness center access to OPM employees nationwide, thereby reducing a cost barrier to regular physical activity for employees and their families. Our objective is to provide this access, at no cost to OPM, through an experienced company that has a well-established nationwide fitness center network, to which it offers membership discounts and flexibility to employees of companies/agencies that contract for these services. III. Scope of Work A. Contractor Responsibilities - The contractor will be responsible for negotiating with and maintaining a nationwide network of at least 1500 chain and individual fitness clubs to provide reduced rates for OPM employees and their families, pursuing additions to their network as needed in locations where there are OPM employees, enrolling OPM employees who submit membership applications, providing an on-line registration and employee information/communication system, providing OPM with all promotional materials, handling all membership, billing and network administrative duties, assisting with program promotion and providing OPM with aggregate membership data. There will be no charge to OPM for these services. The contractor is expected to provide written references and contacts from employers who use their services. B. OPM Responsibilities - OPM will be responsible for distributing materials provided by the contractor, such as posters, website information and hard-copy directories, to OPM employees after the contractor has shipped them to locations designated by OPM. OPM will also provide a programmatic contact person for the contractor to communicate with about program implementation, as well as a contract specialist for contract-related issues. IV. Technical Requirements A. Deliverables: 1. There is no charge to OPM for the contractor’s services outlined in the following items A. through E. 2. Provide access for OPM employees, retirees and their families to an established network of at least 1500 individual and chain fitness centers throughout the United States at a larger membership fee discount than what employees could obtain without this service being offered through OPM. 3. If the contractor’s current network does not include fitness centers in some areas where OPM employees work or reside, the contractor must be willing to negotiate with local fitness clubs to bring them into the network. 4. Provide flexible memberships that allow employees to use network clubs at no extra charge while on travel and permit freezing or transfer of memberships for employees on longer term assignments away from their local fitness club. 5. No minimum employee participation is required by the contractor nationwide or by geographic region. 6. Establish and maintain a separate URL and customized website for OPM employees to include membership registration, a fitness club locator and program information, and excluding products other than fitness center discounts, such as supplements and diets/counseling, unless OPM provides prior written approval for specific additional items. 7. Perform all administrative duties related to employee registration and membership, including accepting payments/billing, record-keeping and customer services. 8. Provide OPM with aggregate utilization data by geographic area for program evaluation purposes. (See “V. – Reporting Schedule”). Protect employee confidentiality by not identifying individuals in these data sets. 9. Provide ongoing promotional programs, materials and incentives to encourage physical activity among OPM employee members. This includes but is not limited to: a) Maintaining a directory of network fitness clubs that lists names and addresses of current network fitness clubs, sorted by zip code and available on-line and in hard copy. b) Providing promotional posters, flyers and hard-copy directories and shipping them to OPM locations nationwide as designated by OPM. The contractor will ship promotional materials to arrive at these locations at least 30 business days prior to onset of the promotion. B. Standards/Qualifications: 1. The contractor will have at least 5 years experience and demonstrated success at managing a fitness center discount network. 2. The contractor must have an already established network of at least 1500 individual and chain fitness centers throughout the United States. 3. The contractor will supply written references from and contact information for at least four employers or other companies that use the fitness network. 4. Fitness centers must abide by International Health, Racquet and Sportclub Association (IHRSA) membership standards to be included in the contractor’s network. C. Personnel 1. Assign a staff member who is responsible for services provided to OPM employees and who communicates regularly with the OPM contact person. 2. Provide a staffed system for handling OPM employees’ suggestions and promptly responding to any issues related to their memberships. D. Schedule 1. Data Reporting - refer to section V. below. 2. Shipping of Promotional Materials - refer to section IV–9b. 3. Services described in IV-A through E will be provided for the duration of this contract. E. Location 1. Administrative services are provided from the contractor’s offices, on-line, by mail, email and telephone. V. Reporting Schedule The contractor will track and provide data on the number of employees registering for the service, by geographic site. These data will be provided to OPM on a monthly basis for the first 6 months of the project, and then may be reduced to quarterly if OPM chooses. To protect employee confidentiality, data provided to OPM will be aggregated by geographic location and will not identify individual employees or their family members. The contractor must be willing to work with OPM to design and implement ways to measure actual fitness center utilization. VI. Special Considerations – none VII. References