A-2 UTNG Gym Maintenance PWS.docx

ATTACHMENT 1

PERFORMANCE WORK STATMENT

REPAIR & PREVENTIVE MAINTENANCE

FOR UTAH ARMY NATIONAL GUARD FITNESS EQUIPMENT

I. Scope of Work: Contractor shall furnish all experience, labor, tools, equipment and transportation necessary to perform repair of all cardio(treadmills, bikes, elliptical, cross training, rower), selectorized (smith machines, cable/pulley machines), free weights, and any other UTARNG Fitness equipment located at the following Fitness Centers:

Utah Army National Guard Headquarters 12953 Minuteman Drive Draper Utah, 84020

Army Garrison Camp Williams (2 Gyms) 17800 S 1700 W Riverton Utah 84065

American Fork Armory 231 S 200 E American Fork, Utah 84003

Orem Armory 951 S Geneva Rd Orem, Utah 84058

Spanish Fork Armory 2801 N Main Street Spanish Fork, Utah 84660

West Jordan Armory 7602 Airport Road West Jordan, Utah 84084

North Salt Lake Armory 1640 N 2200 W Salt Lake City, Utah 84116

Springville Armory 125 S 700 E Springville, Utah 84663

Nephi Armory 2378 North West Airport Lane Nephi UT 84648

II. Certifications: Contractor shall have at the minimum 1 year experience in fitness equipment maintenance or related repair in the same career field. Must provide legal/validated documentation to support this certification. Certification from one or more of the following equipment companies - StarTrac, Precor, Strive, CYBEX, Life Fitness, and Free Motion. Contractor must speak and write in English, and provide proof of liability insurance. Contractor must be able to provide proof of police background check for prime contractor, and any sub-contractors. Contractor requires a favorable background check via the Utah National Guard Protection Branch.

III. Schedule of Work: Contract will conduct Monthly Preventative Maintenance at the above locations. Repair will work based (on-call) which may not exceed 30 hours per month. Upon notification of required repair work contractor has 3 calendar days to identify the problem and make required repairs or replacement of defective parts. Contractor must keep and submit time card of actual labor hours.

Hours of operation: Monday – Thursday, from 0900-1700 with the State and Federal holidays will being closed.

IV. Specific Tasks: Contractor shall provide (on call) repair of all cardio, selectorized and weight training equipment located in the above mentioned locations. Services include but are not limited to:

1. The contractor shall repair all equipment to include repairs and replacement of defective parts. Preventative Maintenance will at a minimum include the following:

Strength machines: Inspect cables, belts, belt clamps, bolts, and handgrips. Ensure guide rods are lubricated and are free of buildup.

Bikes: Each month, or when needed, you check the handrails, pedals, and ensure shroud is secure.

Steppers/Step Mills: Clean the step chain assemblies with mild degreaser then lubricate with 30W motor oil. Clean the bearing plate with mild degreaser then lubricate with multi-purpose grease. Lubricate the step hinges with 30W motor oil or light bearing grease. Lubricate the drive chain with 30W motor oil. Lubricate the step chain assemblies with 30W motor oil. Inspect the timing belt for any damage. Adjust if necessary. Inspect the frame for rust, chipping paint, or bubbling. Touch up as needed.

Treadmills: Inspect the running belt for alignment and tension. Ensure the power cord is not under the treadmill and away from the elevation screw. Inspect the inside surface of the running belt and the top surface of the running deck for unusual wear. Check whether the belt feels glazed (a smooth almost melted appearance). Inspect the display panel/keypad for wear. Remove motor shroud. Vacuum around the motor and its ventilation holes: avoid bumping or damaging parts normally covered by the shroud. To ensure the longevity of the running belt, clean under the running belt with a soft, dry cloth. To clean, slide the cloth between the running belt and deck from one side of the frame to the other. Then hold the edges of the cloth, pull the cloth from the head-roller down to the tail-roller. Wipe the elevation screws down with a clean, dry cloth and coat them with silicon lubricant spray to prevent rust accumulation.

Cross Trainers: Inspect arms to make sure they are not loose. Inspect and clean main back of machine, etc.

Rowing Machines: Clean the chain/pulley assemblies with mild degreaser then re-lubricate with 30W motor oil. Clean the bearing plate with mild degreaser then re-lubricate with multi-purpose grease. Lubricate the drive chain, fan wheels and bearings with 30W motor oil. Lubricate the step chain assemblies with 30W motor oil. Inspect the timing belt for any damage. Adjust if necessary. Inspect the frame for rust, chipping paint, or bubbling. Touch up as needed.

2. The UTARNG-PFTC or designated representative will approve all parts costing over $500.00 up to $2,500.00 prior to being installed on equipment. If repair parts exceed $2,500.00, approval is required by the Contracting Officer. All replacement parts required for maintaining equipment will be ordered within 24 hours from time of approval.

3. Contractor will maintain and provide records of each machine located at each location to include all repairs completed and or attempted. All entries should be dated and man-hours for on-call maintenance recorded in 15 minute increments. This information will provide a history for each machine to be used in consideration for budgeting, reordering and replacement of machinery. Log books will be provided and maintained by the contractor, they will be digitally submitted to the Utah Army National Guard Physical Fitness Training Council (UTARNG-PFTC) Monthly.

4. The contractor is prohibited from any of the following practices:

a. Repairing machinery not belonging to Utah Army National Guard that may be located at the above locations.

b. Working additional time without approval from the UTARNG-PFTC or designated individual in his absence is not permitted without prior coordination with the UTARNG-PFTC. (see attached Cardio Equipment location type spreadsheet)

c. Using unauthorized persons to repair or perform maintenance on equipment will result in the likely termination of this service contract. All designated subcontractors must have the appropriate credentials, insurance, and provide copies to the UTARNG-PFTC.

V. General Information:

1. Invoicing: The UTARNG-PFTC or designated representative are responsible for the inspection and acceptance of services authorized. All work shall be accomplished in a timely and professional manner. Work, which does not conform to the specifications contained herein, will be justification for rejection. Correction of any deficiency shall be at no cost to the Utah Army National Guard.

2. Payment: Payment will be paid monthly upon receipt of a properly certified Invoice for services rendered under this contract. Contractor will only be paid for time worked and parts received and installed on UTARNG property. Original receipts for all repair parts not covered by equipment warranty will be provided to UTARNG-PFTC for reimbursement on a monthly basis in conjunction with actual labor rates and equipment logs. The UTARNG-PFTC or designated representative may observe the contractor at any time to assure that the proper repair is being performed in accordance with established guidelines and they will be the only personnel authorized to certify monthly payment.

2. A. Preventative Maintenance: Preventative Maintenance will be billed at the flat rate per month (hourly rate x estimated hours per month) for up to 12 months.

2. B. On-Call Maintenance/repair: Will be billed in 15 minute increments at the rate of $_/hr for actual labor.

2. B.1. Exceeding total Cost stated in 2.B. At the discretion of the UTARNG-PFTC, repair parts may be procured by the UTARNG-PFTC and installed by contractor, provided there are funds available to cover labor costs.

3. Leave of Absence: In the event the contractor anticipates a leave of absence, the Contractor shall provide a suitable employee/subcontractor to perform required maintenance in his/her absence at least 7 calendar days before absence.

The prime contractor shall provide the credentials, and experience of the subcontractor as required for the prime contractor at the time of award prior to approval being granted. Appointment of this person must be coordinated with and agreed upon by UTARNG-PFTC. All required credentials and documentation must be on file at the Contracting Office and Fitness Center prior to work performance by the employee/subcontractor. Planned absences will not exceed 14 days during the contract period.

4. Government Furnished Property: The government will grant use of the Manufacturer’s owner’s manual for machinery and maintenance guideline, as well as warranty information on equipment. The service contract will coordinate and utilize all manufactures warranties for equipment that fall within that category prior to purchasing replacement parts.

5. Contractor Removal: The contracting officer may in writing require that the contractor be removed from the work site, area, or base due to objectionable behavior. Objectionable behavior includes wearing inappropriate attire, using profane language, abusing or disobeying base rules or regulations, or inability to perform work as outlined in this document.

(End of Document)