Aerbobic and Cycling Instructor

THIS IS A COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS PREPARED IN ACCORDANCE WITH THE FORMAT IN SUBPART 12.6 AS SUPPLEMENTED WITH ADDITIONAL INFORMATION INCLUDED IN THIS NOTICE. THIS ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION. PROPOSALS ARE BEING REQUESTED AND A WRITTEN SOLICITATION WILL NOT BE ISSUED. THE SOLICITATION NUMBER FOR THIS PROCUREMENT IS F3W3268150A002 AND THIS IS A REQUEST FOR QUOTATION (RFQ). THIS ANNOUNCEMENT WILL BE ISSUED AS A COMBINED SYNOPSIS/ SOLICITATION. THE RESULTING AWARD WILL BE A FIRM FIXED PRICE CONTRACT, THE AWARD WILL BE MADE BASED ON THE BEST VALUE TO THE GOVERNMENT. THIS IS AN END-OF-YEAR PROJECT AT THIS TIME FUNDING IS CURRENTLY UNAVAILABLE FOR THIS AWARD. THIS SOLICITATION MAY NOT RESULT IN A AWARD PENDING AVAILABILITY OF FUNDS BY 30 SEPTEMBER, 2008. THIS DOCUMENT INCORPORATES PROVISIONS AND CLAUSES IN EFFECT THROUGH THE FEDERAL ACQUISITION CIRCULAR 2005-26. ***************************************************************** CONTRACTOR IS REQUIRED TO PROVIDE THE FOLLOWING SERVICES: CLIN #0001 Aerboics Instruction Classes-370 classes CLIN #0002 Indoor Cycling Instruction Classes- 80 classes ****************************************************************** ALL SERVICES LISTED IN THE CLINS ABOVE ARE FOR THE PERFORMANCE PERIOD OF 15 OCTOBER, 2008 THROUGH 14 OCTOBER, 2009. AND ALL CLINS ARE IN ACCORDANCE WITH THE STATEMENT OF WORK DETAILED BELOW ******************************************************************* STATEMENT OF WORK FOR AEROBICS/CYCLING INSTRUCTION Spangdahlem AB, Germany C.1 GENERAL C.1.1 SCOPE OF WORK All classes should be provided at the Skelton Memorial Fitness Center (Bldg. 152), Spangdahlem Air Base and at the Ed O'Connor Conditioning center (Bldg. 2013), Eifel West. Classes will be provided Monday - Saturday. Class times may vary at the discretion of the fitness center director. Class sizes are limited to, Spangdahlem - 30 students, Eifel West - 50 students per class. Classes will not be held on U.S. holidays but will operate during normal hours of operation on German holidays, down days, and family days. The contractor provides all personnel, transportation, music, microphones, uniforms, tools, materials, supervision and other items necessary to perform aerobic classes as defined in the SOW. The fitness improvement programs are the responsibility of the fitness center and target those who do not meet Air Force fitness, strength, and/or weight/body fat standards. These individuals have priority for space in FIP classes. The fitness center must offer the appropriate number of FIP classes per week, as part of or in addition to the required core aerobics classes, as needed to fulfill the requirement. Schedules must accommodate day, swing, and midnight shift personnel. Recommendations for FIPs include, but are not limited to, monitored walking/jogging groups, aerobics classes, circuit training, or a combination of these. Use only APF's to support installation FIP's. Coordination with the HAWC FPM is recommended for the development of program structure. Consider using FIPs during non-peak hours. C.1.1.2 Classes should provide aerobic, strength, and flexibility conditioning appropriate for fitness development. Careful consideration should be given to providing classes meeting these requirements. Examples are hi/lo impact, cardio-kick boxing, spinning, circuit training, abs class, and group strength training. C.1.1.3 All group exercise instructors will be trained be nationally recognized certifying organizations meeting the following standards. 1.1.3.1 National accreditation through an outside agency which assures the certifying organization has a standard by which exams are developed and monitored, and have current standards of practice within the discipline. Contractor and all his/her instructors must provide and maintain proof of certification to the fitness center director prior to employment for either Red Cross Cardiopulmonary Resuscitation (CPR) or American Heart Association Basic Life Support (BLS). Instructors with expired certifications will not be allowed to instruct classes until they have been re-certified. 1.1.3.2 Professional, qualified staff 1.1.3.3 Requirement for Continuing Education Credits 1.1.3.4 Organizational exercise journal/publication to enhance training C.1.1.4 ACSM, American Council on Exercise (ACE), and the Aerobics and Fitness Association of America (AFAA) currently meet these standards. Other nationally recognized certifying organizations may apply to HQ AFSVS/SVPAF for equivalent recognition. C1.1.5 Fitness Center/Contractor or designated representative may postpone/cancel a class due to base mission commitments, deployments, emergencies, qualified instructor shortage, illness and base closures. The fitness center must be notified in advance when this occurs. C.1.1.6 CLINICS/CERTIFICATION CLASSES/CONTINUING EDUCATION CREDITS Contractor may be required to furnish a qualified individual to certify and/or provided continuing education classes. The government will establish dates, provide a facility and notify all attendees regarding the clinics. The contractor shall be notified in writing not later than 15 days prior to the start date of a clinic. C.1.1.7 Special Events/Sports Day Contractor will be required to provide instructors for fitness center special/wing events at the request of the fitness center. Some events include but are not limited to Sports Day and May Fitness Month C.1.1.8 Make Up Classes When classes are postponed/cancelled the fitness center will determine if classes need to be rescheduled. C.1.2 CONTRACTOR'S RESPONSIBILITIES C.1.2.1 The contractor must provide the number and type of instructors for each aerobics class as specified in the contract. The contractor will provide the fitness center with a list of his instructors and update the list weekly. C.1.2.2 The contractor secures instructors who are certified and registered by the appropriate fitness associations. They must show proof of certification/registration for the aerobic classes being conducted at the fitness center. Provides certification clinics/training classes for instructors and fitness center staff members from a qualified source; other local associations or appropriate stateside fitness associations. C.1.2.3. The contractor ensures assigned instructors arrive at site of the class at least 15 minutes prior to the start of aerobics class and 30 minutes prior to start of special events. All employees must perform duties professionally. C.1.2.4 When passes are required for non-government officials, the contractor provides the appropriate point of contact (POC) names, passport, and social security numbers no less than five days prior to the scheduled event so authorizations can be obtained. C.1.2.5 The contractor provides a contract manager (assistant) who is responsible for the performance of work. The fitness center will be notified immediately of any POC changes. The name of this person and an alternate will be designated in writing to the contracting office prior to the start of performance. Contractor evaluates instructors during the year and provides training/feedback on performance when needed. If any deficiencies are noted, the contractor takes immediate action to correct them. The contractor and his/her personnel must be able to read, write and speak English at a good a proficiency level. The contractor must ensure military members on any mandatory fitness programs have priority access to group class instruction over space available patrons when class is not designated as a FIP class. All customers must be treated with courtesy and respect. C.1.2.6 The contractor provides uniforms, shoes, and the appropriate fitness association guidebooks for events/classes. C.1.2.7 The contractor ensures incidents are reported verbally to the Fitness Director, or his or her designated representative by 1200 and a written report by 1600 the first duty day following the incident. C.1.2.8 The contractor inspects the fitness area ensuring it is properly prepared (from a safety position) and all potential safety hazards were removed prior to any use of the fitness area. The contractor will turn on/off room lights, fans, electronic equipment, and transformers. C.1.2.9 The contractor inspects all members participating in fitness activities to ensure they wear only fitness attire. Contractor is responsible for the safety of all customers and employees. C.1.2.10 The contractor ensures all required paperwork is provided to the program director's office by 0800 the first duty day after classes are completed. This includes providing attendance sheets with proper information recorded on the documents for the record keeping purposes. Ensure all participants' sign in with name, rank, squadron, and duty phone for each class. C1.2.11 Provide fitness center with any suggested modifications to certification changes. Provide inputs to schedules and special events to the fitness staff/program director when necessary. C.1.2.12 The contractor must notify the fitness center by 0730 hours if for unforeseen reason the instructors will not show up for scheduled classes. If the contractor fails to notify the Fitness center they will be charged monetary penalties equal to that days instructors pay. C.1.2.13 The contractor will provide the fitness center with his/her home phone, duty phone, cell phone, fax number, and email address. Provide an alternate point of contact (project manager) who can make decisions on the aerobics contract in his/her absence and provide there contact phone numbers/email address information. Updates will be made the next duty day if there is a change. C.1.3 GOVERNMENT RESPONSIBILITIES C.1.3.1 The fitness center director will provide contractor with class schedule three days prior to the end of the last schedule. Assist contractor when base passes for all non-government officials are necessary. C.1.3.2 Provide locker room and shower facilities for aerobic instructors (daily use lockers are available). Provide the contractor with access to aerobic/spinning rooms for practice sessions. Ensure all equipment provided to contractor is in working condition prior to aerobics classes/special events. C.1.3. 3 Inform instructors of any modifications to aerobics programs/special events 24 hours in advance. C.1.3.4 The government notifies the contractor as soon as possible when schedule changes occur--if notification is not received by the contractor by 1200 due to the fault of the government on the day of the cancelled or postponed event, the contractor is paid 100 percent of unit price for classes. C.1.3.5 Provide the schedule of the aerobic/enhanced fitness programs/fitness improvement programs. Provide equipment/supplies and any other tools needed for instructors to teach scheduled classes. C.1.3.6. Provide the use of copier, DSN/commercial line, fax machine, and place to post officials clinics, supplies and other information needed by contractor for administrative purposes. C.1.3.7 When base emergencies, mission commitments, deployments, and base closures happen the contractor will be paid for all games scheduled that day. The fitness center will give the contractor 48 hours notice when events will resume again. C.1.3.8 Help market the aerobics program through services marketing office, base newspaper, AFN TV/radio, and by other sources available to the fitness center. C.1.3.9 Invite contractor/project manager/representative to attend the monthly/quarterly fitness and sports/HAWC council meetings as a nonvoting member. C.1.3.10 Reimburse contractor for conducting clinics/special events for fitness center staff members and GSU's. Provide contractor with room/area and equipment necessary to conduct fitness clinics when available in the fitness center. C.1.4 PENALTIES. Charge the contractor monetary penalties when instructors do not show up for scheduled classes/special events. Contractor will be penalized officials/scorekeepers pay for each game officials/scorekeeper are a no shows. C.1.5 ACCESS TO FACILITIES. The POC ensures all assigned instructors have access to all facilities at scheduled events. C.1.6 CERTIFICATION OF SERIVCES. The POC certifies that the number of instructors and the dates performed are correct. ******************************************************************* THE FOLLOWING ADDENDA IS PROVIDED TO THIS, THE QUOTATION SHALL BE SUBMITTED AND CONTAIN THE FOLLOWING INFORMATION. THE TIME SPECIFIED FOR RECEIPT OF OFFERS, NAME; ADDRESS; TELEHPHONE NUMBER OF OFFEROR; TERMS OF THE EXPRESSED WARRANTY; DISCOUNT TERMS AND ACKNOWLEDGEMENT OF ALL SOLICITATION AMENDMENTS. QUOTES MUST BE VAILD FOR 30 DAYS. OFFERORS THAT FAIL TO SUBMIT THE REQUIRED INFORMATION OR REJECT THE TERMS AND CONDITIONS OF THE SOLICITATION MAY BE EXCLUDED FROM CONSIDERATION. IF EQUAL ITEMS ARE PROPOSED, A COMPLETE SPECIFICATION SHEET IS REQUIRED TO BE SUBMITTED WITH THE PROPOSAL. CENTRAL CONTRACTOR REGISTRATION IS REQUIRED. ************************************************************************ THE FOLLOWING CLAUSES AND PROVISIONS APPLY TO THIS SOLICITATION AND ARE BY REFERENCE ONLY, BUT MAY BE VIEWED AND READ IN FULL TEXT AT HTTP://WWW.FARSITE.HILL.AF.MIL. 52.232-33, Payment by Electronic Funds Transfer-Other Than Central Contractor Registration , 52.211-6 Brand Name or Equal, 52.212-4, Contract Terms and Conditions Commercial Items, 52.247-34, F.O.B. Destination, 52.233-3 Protest After Award, 52.212-5 (Dev), Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items. 52.225-14, Inconsistency Between English Version and Translation of Contract, 52.252-2, Clauses Incorporated by Reference, 52.252-6, Authorized Deviations in Clauses. The clause at DFARS 252.212-7001 (DEV), Contract Terms and Conditions Required to Implement Statues or Executive Orders applicable to Defense Acquisition of Commercial Items, applies to this solicitation. Specifically, the following clauses cited are applicable: DFARS 252.225-7014 Preference for Domestic Specialty Metals (JUN 2005), DFARS 252.247-7023 Transportation of Supplies by Sea (MAY 2000) and DFARS 252.247-7024 Notification of Transportation of Supplies by Sea (MAR 2000). DFARS 252.225-7041 Correspondence in English, DFARS 252.225-7042 Authorization to Perform, DFARS 252.232-7003, Electronic Submission of Payment Requests, DFARS 252.232-7008, Assignment of Claims, DFARS 252.233-7001, Choice of Law ************************************************************************ SIGNED AND DATED QUOTES MUST BE SUBMITTED TO 52 CONS, UNIT 3910 BLDG 128, APO AE 09126, ATTN: SSgt JAMES MOORE, NOT LATER THAN 4:00 P.M. EST ON 15 SEPTEMBER, 2008. QUOTES WILL ALSO BE ACCEPTED BY FAX TO THE ATTENTION OF SSgt JAMES MOORE AT 011-49-656561-9106 OR VIA E-MAIL AT JAMES.MOORE@SPANGDAHLEM.AF.MIL