Fitness Center Draft SOO.docx

Statement of Objectives HUD Eisenhower Fitness Center Management

Fitness Center Contract Requirements

1. Hours of Operation and Staffing

· Contractor shall staff the fitness center Monday, Wednesday, and Friday, 6:00 AM – 2:30 PM; Tuesday and Thursday, 10:30 AM – 7:00 PM (excluding federal holidays), with qualified on-site personnel present.

· Facility will be available 24/7 with appropriate security procedures.

· Staffing shall include certified fitness professionals capable of supervising facility operations and ensuring safe equipment use.

· Contractor shall ensure coverage to support safety, oversight, and compliance with agency fitness program requirements under 5 U.S.C. 7901.

· Contractor has exclusive, 24/7 responsibility and control over the maintenance and safety of the HUD Fitness Center..

2. Equipment Maintenance and Lifecycle Management

· Contractor shall inspect, maintain, and repair all fitness equipment in accordance with manufacturer specifications and industry standards. HUD will cover cost of equipment repairs and replacement.

· Contractor shall implement a preventive maintenance schedule and maintain maintenance logs available for HUD review.

· Contractor shall promptly remove or tag unsafe equipment and coordinate repair or replacement actions.

· Contractor shall provide lifecycle recommendations for equipment replacement to ensure continued safe operations.

3. Safety, Training, and Employee Assistance

· Contractor shall be available during staffed hours to provide on-site assistance and instruction to employees on the safe and proper use of fitness equipment.

· Contractor shall enforce safety protocols, including proper lifting techniques, equipment usage, and emergency procedures.

· Contractor shall maintain incident response procedures including first aid readiness and emergency escalation protocols.

· Contractor shall be responsible for incident response when on site

· Contractor shall support HUD’s compliance with OMB Circular A-123 by mitigating operational and safety risks.

4. Program Oversight and Compliance

· Contractor shall support program monitoring and evaluation, including usage tracking, reporting, and recommendations for improvement.

· Contractor shall ensure controlled access to authorized users and enforce waiver compliance and eligibility requirements in coordination with HUD security.

· HUD is responsible for badge readers and ensuring only those who are eligible have badge access to the facility. Contractor will provide a list of people who are eligible to have badge access.

· Contractor shall operate in accordance with U.S. Office of Personnel Management Employee Health Services Handbook guidance for federal fitness programs.

5. Accountability and Governance

· Contractor shall provide monthly performance reports including:

· Facility usage metrics

· Maintenance and repair status

· Incident reports

· Program improvements and recommendations

· Contractor shall comply with all federal acquisition, reporting, and performance management requirements.

6. Liability, Insurance, and Risk Management

· Contractor shall maintain comprehensive liability insurance (general liability and professional liability) sufficient to cover fitness facility operations.

· HUD and the Contractor are not in an agency relationship; Contractor is an independent contractor.

· Contractor shall indemnify HUD for losses resulting from its performance under the contract.

· Contractor shall ensure all participants execute liability waivers prior to facility use.

· Contractor shall implement risk mitigation practices consistent with:

· 5 U.S.C. 7901

· OMB Circular A-123

7. Cleanliness and Facility Standards

· Contractor shall ensure fitness center is clean, orderly, and safe.

· Contractor shall ensure:

· Equipment and facility is clean (and work with facilities to remediate)

· Weights and materials are properly stored

· Hazards are promptly reported and addressed

8. Internal Controls and Fiscal Responsibility

· Contractor shall support HUD’s compliance with OMB Circular A-11 by ensuring services delivered are:

· Necessary for mission support

· Cost-effective

· Properly documented and auditable

· Contractor shall maintain records sufficient for audit, oversight, and financial accountability.