Description
Wellness and Health Service STATEMENT OF WORK (SOW) 1. Contract Title. Whole Health & Wellness Services 2. Background. On April 30, 2021, the Inner Agency Agreement with FOH had expired. On several occasions we tried to reach out to FOH to get services started again with no response. After researching the needs of not only the VA Employees but also the needs of the Veterans for the services requested, we were made aware that FOH could not provide services to the Veterans. Millennium who is the vendor for FOH reached out to us to inform us that they had no limitations and could not only provide the services to the employees, the veterans and to provide additional services that FOH could not provide. 3. Scope. Overton Brooks VA Medical Center has a requirement to provide a Health and Wellness Program to meet the needs of our Veterans and its employees with an approach that empowers and equips them to take charge of their health and well-being and to live their life to the fullest. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America s Veterans by providing exceptional health care that improves their health and well-being. The contractor will schedule the wellness program to meet the needs of its Veterans and employees with the approval of the COTR. The wellness program will offer Mindbody classes consisting of but are not limited to, Yoga, Tai Chi, Massage Therapy and Meditation. The contractor will provide Virtual Wellness Services to Veterans and Employees at no extra cost. The Mindbody class offerings shall not be less than: Yoga Services (5 classes per week) Meditation (3 classes per week) Massage Therapy (3 days per week/ 8 hrs. per day) Tai Chi (5 classes per week/1.5 hour per class) Live Streaming Classes (Minimum of 28 per week) 4. Specific Tasks. Mindbody Class Instructor Minimum Qualifications: Minimum of one (1) national fitness certification in mind/body specialty area (i.e. Yoga, Pilates, etc.) or if no certification exists in industry, education and training in mind/body specialty area must be demonstrated through CV and references (i.e. Tai Chi, etc.). One (1) year of experience in mind/body group exercise instruction. Must possess current CPR/AED certification. First Aid may be required at some facilities if another WF professional is not on duty while these classes are offered. Ability to teach or provide a wide variety of skill levels and intensities. Specific Tasks: Instruct regularly scheduled group exercise mind/body classes (e.g., Yoga, Pilates, Tai Chi etc.) at various intensity levels (low to high). 1-hour classes. Massage Therapist Minimum Qualifications: Nationally Certified Massage Therapist that graduated from an approved school or training program and proof of state licensure if required by state. Both strong communication skills and a friendly, empathetic personality. Specific Tasks: Provides a variety of types of therapeutic massage (i.e., Swedish massage, deep tissue massage, reflexology, acupressure, sports massage, etc.) in a healthcare wellness type setting. Specific type of massage will depend on the Veteran s needs, and their physical condition. May be required to provide own table, chair and other necessary equipment and supplies. 5. Performance Requirements. Contractor shall provide access to all necessary services, modalities, and digital platform to maintain full operation with no disruptions from the date of acceptance of contract. Contractor will provide trained professional instructors: Contractor will ensure an appropriate level of encryption to safeguard user information. No ePHI (electronic protected health information) will be transferred to the vendor. Contractor will provide trained professionals instructors: Instructors must be certified in their area of expertise. (i.e. Yoga instructor must be certified through Yoga Alliance e-RYT 200 or an equivalent program (RYT 500, C-IAYT). Instructors should have experience in teaching vulnerable populations with emotional and physical trauma and in providing and contextualizing energetic healing experiences for vulnerable populations. Instructors must be knowledgeable and sensitive to the unique experiences and special needs of combat-deployed veterans. professional is not on duty while these classes are offered. Ability to teach or provide a wide variety of skill levels and intensities. Contractor will establish Standard Operating Procedures (SOP) to address the following: Contingency and safety procedures for addressing physical safety concerns of participants during live classes. Operational procedures and website management structure. Procedures for gaining acceptance/access into website. Supplies and equipment practices. Quality assurance and quality control procedures. 6. Performance Monitoring. The government will periodically evaluate the contractor s performance by appointing a representative(s) to monitor performance to ensure services are received. The government representative will evaluate the contractor s performance through intermittent on-site inspections of the contractor's quality control program, on-site inspections of performance objectives as they are being accomplished, and/or receipt of complaints/feedback from the customer. The government may increase or decrease the number of inspections based on the overall performance of the contractor, as discovered through surveillance methods. Instructor will record an accurate head count for each program performed using forms provided by the contractor. Failure to ensure all class participants sign-in may have an impact on that specific class when evaluations are conducted to determine if the class should be continued, modified, or eliminated. 7. Security Requirements. All contractor employees are subject to the same level of investigation as VA employees who have access to VA sensitive information or access to VA facilities. The background investigation includes the following requirements: 1) Completed documentation 2) Fingerprints 3) Completion of OPM s e-QIP Questionnaire. The Contractor is required to fulfill all the security requirements. The Contractor, upon completion of fingerprinting, and an initial suitability determination, may be authorized tentative access to start the performance period of the contract, but only on condition of completion of all security requirements. This requirement is applicable to all subcontractor personnel requiring the same access. The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) through the VA, the contractor shall reimburse the VA within 30 days. 8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1) Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. 9. Other Pertinent Information or Special Considerations. a. Identification of Possible Follow-on Work. The COTR may cancel or add programs (upon the availability of funds) due to mission requirements, insufficient utilization. The COTR will provide the contractor with twenty- four (24) hour notice prior to cancellation, at a minimum when possible. b. Identification of Potential Conflicts of Interest (COI). The services will be provided based specific to the services requested. Strong Tree Massage = Massage Therapy Tai Chi Classes = James Lu-BPA Yoga Classes = Federal Occupational Health Inner Agency Agreement. This is a new procurement to bundle the services and add additional services to one contractor. No organizational Conflicts. c. Inspection and Acceptance Criteria. The COTR is responsible for certifying that the work done under the contract is performed to time and standard. They are also responsible to assure the inspection and acceptance of products provided incidental to services. A demo period or trial is not inspection of a product. 10. Risk Control. Contractor shall develop and maintain a quality program to ensure services are performed in accordance with standards and specifications identified in this SOW. The contractor shall develop and implement procedures to identify and prevent defective services from occurring/reoccurring. The government evaluator must have a specific quality control inspector to notify in case of customer complaints. The contractor s staff will possess, as a minimum, certification by one of the following national fitness organizations: Aerobics & Fitness Association of America (AFAA), National Aerobic and Fitness Trainers Association (NAFTA), American Council of Exercise (ACE). Other certifications such as Johnny G/Mad Dogg Spinning, Tai Chi or Yoga Fit, are required, if they are to teach those types of classes. In addition, all instructors (including substitutes) must possess a current Cardiopulmonary Resuscitation (CPR) certification. All certifications must be valid prior to employment. Instructors will be safety conscious and will begin each class with a short safety briefing, followed by an effective class that is positive and motivating to the students. Instructors will provide instruction for students demonstrating high and low impact options as well as beginning, intermediate, and advanced techniques in a progressive building format. The contractor and/or CM must be able to personally mentor new staff in safety guidelines and methods of instruction. The contractor as part of the evaluation process must submit copies of instructor s certifications and signed letters of commitment from each staff member submitted. The contractor shall designate/appoint in writing to the COTR, the names and telephone numbers of the Contract Manager and an alternate (when CM is not available).These designated individuals shall meet with government personnel to discuss immediate problems should they arise. The CM or representative will attend monthly meetings with the COTR and staff to receive any changes and scheduling. CM shall ensure staff notify staff of any injuries or accidents associated with aerobic patrons. Should ambulatory services be needed, the COTR or representative shall notify the proper agency for assistance. The staff is required to assist the COTR in the completion of an accident report after the conclusion of the incident. The contractor and/or CM shall be financially responsible for any damage caused to equipment while it is under their control (i.e. broken keys/locks, stereo equipment, microphone/headset, etc.) to include the repair/replacement, shipping and handling of damaged equipment. Note this only applies to if the equipment was misused and the damaged occurred due to the misuse. Equipment malfunction or problems with the class shall be reported to the COTR or representative by the end of the service performance. 11. Place of Performance. The government shall provide a designated area suitable for the programs. In addition, the government shall provide all required equipment to accomplish the services to be performed. Instructor will set up and take down all equipment and ensure all equipment is returned to its proper place and secured and that the exercise area is clean after the class and keys returned to the appropriate designated personnel within the VA The Government shall provide, without cost to the contractor, the utilities necessary to accomplish the tasks as specified in this SOW including electric, fire protection, and 911 services. Overton Brooks VA Medical Center personnel will respond to medical emergencies involving contractor personnel performing services on site. The contractor will reimburse the government for these services. 12. Period of Performance. Performance Periods: September 30, 2021 September 29, 2022 September 30, 2022 September 29, 2023 September 30, 2023 September 29, 2024 13. Delivery Schedule. The ACM shall provide a master program schedule in a monthly calendar format, depicting staff names for the designated type of service. This schedule must be submitted to the COTR ten (10) days prior to the effected month. There will be no services performed on Federal Holidays, Down/Family Days, or during the Joint Services Open House (JSOH) in May. The contractor does not have to provide instructors on other days as identified by Overton Brooks VA Medical Center due to closure or special circumstances when notification is given 24 hours prior. The contractor will be notified as quickly as possible if/when the facilities close due to inclement weather.