G003--Wellness Services: Online Fitness

Sources Sought Notice THIS IS NOT A SOLICITATION. This is a Sources Sought Notice only and is issued to conduct market research and gain knowledge of current market capabilities. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. This notice is issued solely for information and planning purposes and does not constitute a solicitation or a guarantee to issue a solicitation in the future. This notice does not commit the Government to contract for any supply or service. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. Not responding to this notice does not preclude participation in any future solicitation, if issued. This announcement is based on the best information available at this time and is subject to future amendment. The Department of Veterans Affairs, Network Contracting Office 4, is conducting a market survey to identify potential sources to perform a firm fixed price contract for procurement of Wellness Services On-line Fitness services for the Veterans Integrative Service Network 4 (VISN 4) medical centers. DRAFT REQUIREMENTS DESCRIPTION (NOT COMPREHENSIVE) The Veterans Integrated Services Network 4 (VISN 4) is seeking to procure a contract for services of Wellness Services On-line Fitness for the VISN 4 nine VA Medical Centers (VAMCs) located within Pennsylvania and Delaware (Altoona, Butler, Coatesville, Erie, Lebanon, Philadelphia, Pittsburgh, Wilkes-Barre, and Wilmington, DE) to cover a five-year period. DESCRIPTION The Veterans Integrated Services Network 4 (VISN 4) has a requirement for a firm fixed price contract to provide Wellness Services On-line Fitness for the VISN 4 nine VA Medical Centers (VAMCs) located within Pennsylvania and Delaware (Altoona, Butler, Coatesville, Erie, Lebanon, Philadelphia, Pittsburgh, Wilkes-Barre, and Wilmington, DE). The period of performance includes a one-year base year and four one-year option periods. PERIOD OF PERFORMANCE: Base Year: November 7, 2026 November 6, 2027 Option Year 1: November 7, 2027 November 6, 2028 Option Year 2: November 7, 2028 November 6, 2029 Option Year 3: November 7, 2029 November 6, 2030 Option Year 4: November 7, 2030 November 6, 2031 SCOPE OF WORK: The Veterans Integrated Services Network 4 (VISN 4) has a requirement to provide VISN 4 s patients and staff with a firm fixed priced contract with unlimited access to an interactive, virtual wellness platform. VISN 4 anticipates a need for access for up to 5000 users. Users shall be permitted to participate in unlimited classes. For informational purposes, VISN 4 estimates that users will participate in approximately 1000 classes per month based on historical usage; however, actual usage may diverge from this estimate. Users who register but stay inactive or do not take a class within the required timeframe will be dropped from their assigned roles. The contractor shall provide access to the necessary resources and platform to accomplish virtual, interactive, digital participation in online classes of live yoga (multiple forms), tai chi, meditation/mindfulness, breathwork, qi gong, Pilates, barre, iRest yoga nidra, high intensity interval training (HIIT), resistance training, aerobics, and other live modalities. The virtual delivery of these services shall provide real-time feedback, support, and personal interaction comparable to an onsite class, without physical contact. In support of the VA mission, the contractor s roster shall include classes specifically oriented to the veteran population. The contractor shall have particular experience in leading trauma-sensitive yoga classes, which may help clients heighten their body awareness and thereby learn to release tension, reduce and control fear and arousal, and tolerate sensation. Trauma-sensitive yoga may help calm the mind and regulate physical and emotional responses. Trauma-sensitive approaches teach clients to recognize and tolerate physical sensations and thereby regain a feeling of safety inside their bodies. While these classes will facilitate interaction between users and instructors, they are in no way intended to provide psychological counseling or mental healthcare services. At no time may Protected Health Information (PHI) be shared between VA users and the contractor. Contractor shall provide: Contractor shall provide virtual two-way interface for live wellness classes that provide meaningful person to person interaction for users. Such personal interaction is required to enhance engagement, ensure safety, and accelerate wellness outcomes. Live-streaming of classes that do not offer meaningful interaction does not meet this requirement. System configuration shall not require any hardware or software specific to the service, and shall be capable of functioning via wireless connection to the internet (ie via Wi-Fi connectivity). Participants will access Contractor s digital platform via personal electronic devices (i.e., laptop, tablet, smartphone) using secure login credentials. Contractor s online platform shall include a digital directory of classes. Contractor shall provide availability of teachers with trauma-sensitive training or certification. Contractor shall provide an established standard operating procedure for addressing physical safety concerns of participants during live classes. Contractor platform shall provide encryption to ensure security of user information. User information includes self-reported data such as name, address, email, and password. PHI shall not be shared between VA users and the contractor. Contractor shall provide VA ability to track and monitor anonymized user information to assess usage and increase engagement. Contractor shall offer Veterans-only classes. Contractor shall offer Women-veterans only classes. Contractor shall offer resiliency tracking, using Whole-Health provided questions to increase effectiveness. Contractor shall offer workshops dedicated to specific practices (such as Tai-Chi) and modalities for more intense learning. Contractor shall offer: Pre/Post Natal Yoga, Mindfulness classes, Pilates, Barre, Yoga Therapy, Neck & Shoulder Pain and back-care classes. Contractor shall provide an online platform that delivers users unlimited access to live classes. (Contractor not required to provide services on federal holidays.) Classes shall be taught via live, two-way video in group settings. Class size shall be conducive to personal interaction. Contractor shall offer at least 5 virtual classes per day Monday through Friday, and at least 2 classes per day Saturday and Sunday. Classes shall be available at a variety of times, day and night, to maximize accessibility for those who may work alternate shifts. Participant Access: Participants will access the contractor s digital platform via personal electronic devices (i.e., laptop, tablet, smartphone) using secure login credentials. Live classes cover multiple forms of yoga, meditation, breathwork, tai chi, qi gong, Pilates, barre, iRest yoga nidra, high intensity interval training (HIIT), resistance training, and aerobics. Access via password-protected login. Credentialed instructors trained and specialized in veteran-trauma. Real-time interaction and feedback during live sessions. Participants must prepare personal space and position their device appropriately for the sessions. Operational Efficiencies System Configuration: Programming changes must be executable wirelessly with no part exchanges, supporting Wi-Fi connectivity. Bandwidth and Access: The system must expand offerings without taxing bandwidth, supporting two-way video streaming accessible via personal devices. Security: Ensure appropriate encryption to protect user information. No ePHI is transferred to vendors/customers. Track and monitor anonymized user data for metrics including signups, class attendance, and utilization. These metrics will be used for marketing and service improvement within VISN 4. Opportunity to monitor use of new technology to determine if this type of platform could prove to be beneficial for other types of Complementary and Integrative Health (CIH) modalities in the future. Contractor Responsibilities Qualified Personnel: Contractor shall provide professional instructors certified in relevant wellness modalities, focused on veteran and trauma-sensitive specific training. Service Tailoring: Services should be specifically tailored for veterans, offering curated live classes. Subscription must include live online classes, recorded/on-demand classes, and newsletters, or written content for VISN 4 VAMCs. Full Operation: Ensure uninterrupted service from the contract start date. Standard Operating Procedures (SOP): Contractor must establish SOPs for safety, operations, access, supply management, and quality assurance…