12a. SOW.pdf

PR #: 63100PR260033054

STATEMENT OF WORK

LAST UPDATED: 06/02/2026 PAGE 1/5

STATEMENT OF WORK (SOW)

FOR

COMMERCIAL GYM WEIGHT AND CARDIO EQUIPMENT MAINTENANCE

1.0 GENERAL

1.1 Background

U.S. Coast Guard Training Center Yorktown (TRACEN YORKTOWN/TCY) located at 1 U.S.

Coast Guard Training Center, Yorktown, VA 23690 operates a comprehensive fitness facility supporting approximately 745 permanent personnel and up to 800 students daily. The facility includes a variety of cardio and strength equipment, located both indoors and outdoors, as detailed in Exhibit 1 (Equipment List). Regular, systematic maintenance is required to ensure all equipment remains safe, functional, and available for use.

1.2 SCOPE

This SOW covers all labor, materials, equipment, and services necessary to perform scheduled preventative and corrective maintenance on all gym equipment listed in Exhibit 1, located at Building 053 and associated outdoor areas at 1 U.S. Coast Guard Training Center, Yorktown, VA 23690.

1.3 OBJECTIVE

The objective of this contract is to ensure all gym equipment remains operational, safe, and in optimal working condition throughout the contract period. The contractor shall provide bi-monthly preventative maintenance and timely corrective maintenance, including emergency repairs, for all equipment identified in Exhibit 1. All contractor personnel performing work under this contract shall possess relevant experience in the maintenance and repair of commercial gym equipment.

1.4 REFERENCE DOCUMENTS

The following documents may be helpful to the Contractor in performing the work described in this document:

Exhibit 1 – Equipment List

2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 TASK ONE. Preventative Maintenance

2.1.1 PREVENTATIVE MAINTENANCE

The contractor shall perform preventative maintenance on all equipment listed in Exhibit 1 twice per month (bi-monthly), in accordance with the manufacturer’s specifications and industry best practices.

Preventative maintenance shall include, but is not limited to:

• Cleaning and inspection of all equipment surfaces and moving parts.

• Inspection and tightening of bolts, screws, and fasteners.

• Checking for worn, frayed, or damaged cables, belts, and components.

• Lubrication of moving parts (e.g., treadmill belts, bike chains, pulleys, benches).

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• Inspection and adjustment of tension and alignment (e.g., treadmill belts, drive belts).

• Inspection and cleaning of electronic consoles, displays, and controls.

• Verification of safety features and emergency stop functions.

The contractor shall follow a consistent maintenance routine for all equipment types (cardio, strength, specialty) unless otherwise specified by the manufacturer.

2.1.2 CORRECTIVE MAINTENANCE AND EMERGENCY REPAIRS

The contractor shall provide corrective maintenance for any equipment requiring repair or replacement of parts.

For any equipment requiring parts or upholstery replacement, the contractor shall submit a detailed estimate to the Contracting Officer, including:

• Description of required parts and labor,

• Associated costs,

• Estimated timeline for completion.

No parts shall be ordered, and no repairs initiated, without written authorization from the Contracting Officer. The contractor shall respond to emergency repair requests within two (2) business days of notification. The contractor is not required to maintain an onsite stock of replacement parts; ordering as-needed is acceptable.

2.1.3 REPORTING AND DOCUMENTATION

Upon completion of each maintenance visit, the contractor shall provide a written maintenance report in electronic format (compatible with Microsoft Office applications) to the Government Technical Representative.

Each report shall include, at a minimum:

• Date of service,

• Equipment serial number(s),

• Description of maintenance actions performed,

• Parts replaced (if any),

• Recommendations for future service or follow-up actions.

Digital photographs are not required as part of the documentation.

3.1 CONTINUITY OF SUPPORT

The Contractor must ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor must ensure that all contract support personnel are present for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor must provide e-mail notification to the Technical Representative (TR) prior to employee absence. Otherwise, the Contractor must provide a fully qualified replacement.

3.2.2 All persons entering TCY are subject to search an NCIC background checks.

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a. The contractor shall submit the required TRACEN Short Term Contractor's Access List for USCG Training Center Yorktown with all personnel who will be coming on site to, to the TR before work starts on site. This access list shall be completely filled out and submitted to the TR, who will forward it to the Base Security Officer for approval. No personnel will be allowed on base until the required information is submitted and approved by the Government. The contractor shall anticipate that it could take up to 5 working days to receive approval of the access list. It is the contractor's responsibility to submit this list in a timely manner and with all required information provided. Any delays to the project due to the access list not being approved (late submission of list or missing/incorrect information) are the contractor's responsibility and not the governments. Persons not included on the access list will not be allowed on base. All contractor personnel, subcontractor personnel and visitors shall be included on the list.

List shall be updated and resubmitted for new contractor personnel, subcontractor personnel and contractor visitors before they are allowed access to the base.

b. If the contractor desires, a RAPID Gate pass may be used instead of obtaining daily passes by calling 1-877-RAPID Gate (1-877-727-4342). More information about the enrollment process can be found in the attachment titled “RAPID Gate Program Enrollment Information". Once enrolled and eligible to receive a RAPID Gate credential, employees will be able to apply at the kiosk located at the USCG TRACEN Yorktown Security Building and pick up the credential at the same location once approved.

Companies already enrolled in the RAPID Gate Program at another installation such as Norfolk Naval Base, may request access for their employees at this installation by calling 1-877RAPlDGate (1-877-727-4342). Once the company is approved by TRACEN Yorktown, its employees who already hold RAPID Gate Credentials will be able to use them at this installation.

c. If you have any questions regarding USCG TRACEN Yorktown access control, please contact Mr. Terry Ellis, Anti-Terrorism/Force Protection Officer, at 757-856-2150 or email Terry.L.Ellis@uscg.mil.

3.3 EMPLOYEE IDENTIFICATION

3.3.1 Contractor employees visiting Government facilities must wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees must comply with all Government escort rules and requirements. All Contractor employees must identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

3.4.2 Contractor employees working on-site at Government facilities must wear a government issued identification badge. All Contractor employees must identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.) and display the Government issued badge in plain view above the waist at all times.

3.5 EMPLOYEE CONDUCT

Contractor’s employees must comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at mailto:Terry.L.Ellis@uscg.mil

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Government facilities. The Contractor must ensure Contractor employees present a professional appearance at all times and that their conduct must not reflect discredit on the United States or the Department of Homeland Security. The Project Manager must ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.6 REMOVING EMPLOYEES FOR MISCONDUCT OR SECURITY REASONS

The Government may, at its sole discretion (via the Contracting Officer*), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons.

Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 OTHER APPLICABLE CONDITIONS

4.1 SECURITY

Contractor access to classified information is not currently required under this SOW. However, the Government at a later date may require all Contractor personnel to have Secret clearances.

Accordingly, all Contractor employees provided for this requirement must be eligible for a Secret Clearance.

4.2 Period of Performance

The period of performance for this contract is a base period with four one-year option periods as follows:

Base Period 15 AUGUST 2026 – 14 SEPTEMBER 2027 Option Period One 15 AUGUST 2027 – 14 SEPTEMBER 2028 Option Period Two 15 AUGUST 2028 – 14 SEPTEMBER 2029 Option Period Three 15 AUGUST 2029 – 14 SEPTEMBER 2030 Option Period Four 15 AUGUST 2030 – 14 SEPTEMBER 2031

4.3 PLACE OF PERFORMANCE

The primary place of performance will be United States Coast Guard at TRACEN YORKTOWN, 1 U.S. Coast Guard Training Center, Yorktown, VA 23690.

4.4 HOURS OF OPERATION

Contractor employees must generally perform all work between the hours of 0700 and 2000 EST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees must be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW.

4.5 GENERAL REPORT REQUIREMENTS

The Contractor must provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Microsoft Office Applications).

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5.0 GOVERNMENT FURNISHED RESOURCES

The Government will not furnish any resources to the Contractor in support of this contract.

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6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor must furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW 2.0 and SOW 5.0.

7.0 GOVERNMENT ACCEPTANCE PERIOD

The government technical representative will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the government technical representative will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

7.1 The government technical representative will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the government technical representative of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

7.2 The government technical representative will have 10 business days to review deliverables and make comments. The Contractor must have 05 business days to make corrections and redeliver.