Fitness Equipment Maintenance Services Statement of Work - DRAFT.pdf

Statement of Work (SOW) Solicitation No. FA2816-21-Q-0006 Fitness Equipment Repair & Maintenance Services Contract # FA2816-21-P-0006

STATEMENT OF WORK (SOW)

FOR

FITNESS EQUIPMENT REPAIR &

MAINTENANCE SERVICES

LOS ANGELES AIR FORCE BASE

EL SEGUNDO, CALIFORNIA DRAFT

Solicitation No. FA2816-21-Q-0006 Contract # FA2816-21-P-0006

Statement of Work (SOW) Fitness Equipment Repair & Maintenance Services

DRAFT

Table of Contents

1. Description of Service

1.1. Preventive Maintenance and Notification

1.2. Service Call Response

1.3. Equipment Repair and Labor Hours

1.4. Property Control

2. Government Furnished Parts and Services

2.1. Facilities

2.2. Government-Furnished Services

3. General Information

3.1. Contractor Personnel

3.2. Hours of Operation

3.3. Quality Control (QC)

3.4. Administrative Records

3.5. Safety

3.6. Phase Out

4. APPENDICES

Appendix A - Maps and Work Area Layouts

Appendix B - Estimated Workload Data/List of Equipment Appendix C - List of Equipment…………………………………………………………...13

1. Description of Service The Contractor shall furnish all personnel, equipment, labor, tools, materials, supervision, transportation and other items and services necessary to perform equipment maintenance and repair service described in this Statement of Work Statement (SOW) at the Los Angeles Air Force Base Fitness Center, El Segundo, California and Ft Mac Arthur Fitness Center, San Pedro, California in Appendix A. The estimated quantities of work required are listed in Appendix B.

1.1. Preventive Maintenance and Notification

Ensure all equipment is maintained on a monthly basis. Ensure all equipment operates correctly and safely and is free of corrosion by cleaning, lubricating and making adjustments as well as replacing worn parts as necessary to ensure the safety and reliability of the equipment while minimizing disruptions and inconvenience to user. A periodic maintenance schedule shall be submitted to the Contracting Officer for review five (5) days prior to contract start date. See Appendix C for a list of equipment located at the LAAFB, El Segundo, CA and Fort MacArthur in San Pedro, CA (locations are twenty one miles apart). In addition, the Contractor shall notify, via telephone, the Fitness Center Staff at least 24 hours in advance of maintenance to be performed.

1.2. Service Call Response

Physically respond to a repair service call within 48 hours of notification to either begin the work required or to identify the parts needed to return the equipment to operational status. Service calls will occur when equipment malfunctions or fails to operate properly.

The Contractor shall provide the Fitness Center Staff with a written list of all required repair parts, part numbers, and estimated pricing prior to ordering parts to include an estimated time of repair.

1.3. Equipment Repair and Labor Hours

The Contractor shall return equipment to operational condition within forty-eight hours afternotification of service requirement. If replacement parts are required, the Contractor shall return equipment to operational condition within forty eight hours of notification that parts are available. If the contractor is unable to return equipment within forty eight hours they will provide written justification to the Fitness Center Director as to why it will take longer to repair. Labor hours for the fitness center equipment repairs shall be invoiced separately from the monthly maintenance fees.

1.4. Property Control

The Contractor shall obtain written approval from the Fitness Center Staff before removing any equipment from its existing location.

2. Government Furnished Parts and Services The Government will provide, without cost to the Contractor all parts required for repair of equipment. All Government-furnished parts shall be used only for performance of this contract.

2.1. Facilities

No smoking is allowed in Government facilities. Work areas shall be kept clean. Storage areas shall kept in an orderly and professional manner to facilitate use and minimize loss or damage.

2.1.1. Hazardous Material

Comply with base Hazardous Material (HAZMAT) regulations for all issues of hazardous material, and ensure storage procedures meet all federal, state, and local requirements.

2.2. Government-Furnished Services

Government-furnished services include services provided by Government activities as well as contracted services.

2.2.1. Utilities

The Government shall furnish utility services including water, sewer, electric, and heating for Contractor use in performing this contract. The Contractor shall ensure employees conserve utilities.

2.2.2. Communication

2.2.2.1. Telephone

The Contractor shall be allowed the use of the telephone for contacting the Contracting Officer, Civil Engineer, Fire Department, Security Forces, receiving customer complaints and any other directly contract related communications.

2.2.2.2. Communication Security (COMSEC)

All DOD communications are subject to COMSEC review. Use of DOD telephones and telephone systems constitutes consent to COMSEC monitoring. The Contractor shall comply with LAAFB COMSEC procedures and rules.

2.2.3. Refuse Collection

Waste generated by the Contractor in performance of the services specified with this SOW shall be deposited in Government dumpsters, excluding hazardous materials in which proper disposal instructions shall be complied with. The Contractor shall comply with base recycling regulations.

2.2.4. Hazardous Materials

Prior to use on Los Angeles AFB, the Contractor shall provide the Base Hazardous Material Pharmacy, through the contracting officer, a list of all hazardous materials the Contractor brings onto Government property and shall provide a Material Safety Data Sheet (MSDS) for each Hazardous Chemical listed in OSHA Hazard Communication Standard 29 CFR 1910.1200 in accordance with LAAFB Hazardous Material Management.

2.2.5. Emergency Medical Service

Emergency medical treatment and emergency patient transportation service is only available through the local community.

2.2.6. Security Forces

The Government will provide general security service. Security Forces phone extensions are 911 for emergencies, and 653-5787 for routine calls.

3. General Information

3.1. Contractor Personnel

3.1.1. Contract Manager

The Contractor shall appoint a Program Manager (PM) to provide daily supervision and quality control, and who shall represent the Contractor and be responsible for the performance of the work throughout the term of the contract. The name of this person, and an alternate(s) who shall act for the Contractor when the manager is absent, shall be designated in writing to the CO and the Quality Assurance Personnel (QAP). The Program Manager (PM) shall be able to speak, read, write, and understand English. The PM shall be able to effectively communicate with Contractor employees.

3.1.2. Contractor Employees

The Government reserves the right to restrict the employment, under this contract, of any Contractor employee, or prospective Contractor employee who is identified as a potential threat to health, safety, security, general well-being, or the operational mission of the installation and its population.

3.1.2.1. Parking

Contractor employees are not guaranteed to be able to park on LAAFB. In order to park at LAAFB, all Contractor employees must have a valid LAAFB mission essential (ME) or lottery parking pass. ME passes are distributed by the 61 CELS/CC and are valid indefinitely, unless the pass is reassigned by the 61 CELS/CC. A parking lottery is held every six months in which all Contractor employees are eligible to participate. Historically, approximately 50% to 70% of personnel that enter the lottery receive a lottery parking pass. Contractor employees that do not receive an ME or lottery pass must park at the Raytheon parking lot located approximately one mile from LAAFB. A shuttle is provided for transportation between LAAFB and Raytheon. Shuttles run every 10 – 15 minutes and the one-way trip takes approximately 5 – 10 minutes. Parking at all other LAAFB properties is not restricted.

3.1.2.2. Physical Security

The Contractor shall be responsible for safeguarding all Government property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

3.1.2.3. Dress and Appearance

Contractor personnel shall present a clean, neat and professional appearance at all times and be easily recognized as contract employees. This may be accomplished by wearing a Contractor provided badge depicting company name, employee’s name, and title. Each employee shall wear the badge on the outer clothing on the front of the body between the neck and waist so the badge is visible at all times. No item of military clothing shall be worn as an outer garment.

3.1.2.4. Employment of Government Employees

The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest, or the appearance of a conflict of interest, nor shall the Contractor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives proper approval. The Contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station (PCS), change in duty hours, or deployment. Military reservists and National Guard members may be subject to recall to active duty. Their absence at any time shall not constitute an excuse for nonperformance under this contract. The Contractor is prohibited from employing off-duty QAP who are managing any contracts or subcontracts awarded to the Contractor.

3.2. Hours of Operation

3.2.1. Normal Hours of Operation

The contractor shall perform the services required under this contract during the following hours: Normal hours are Monday through Friday 0500 – 2100 hours (5:00 a.m. to 9:00 p.m.) and 0900 – 1700 hours (9:00 a.m. to 5:00 p.m.) on Saturday and Sunday, except federal holidays.

3.2.2. Federal Holidays

The Contractor is not required to provide services on the following federal holidays:

New Year’s Day Martin Luther King’s Birthday Presidents Day Memorial Day Juneteenth Independence Day

Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

If the federal holiday falls on a Saturday or Sunday, it may be observed on Friday or Monday as directed.

3.3. Quality Control (QC)

In compliance with the contract clause entitled "Inspection of Services,” the Contractor shall provide a Quality Control Plan that contains, as a minimum, the items listed in 4.3.1.

to the CO for acceptance not later than the pre-performance conference. The CO will notify the Contractor of acceptance or required modifications to the plan before the contract start date. The Contractor shall make appropriate modifications and obtain acceptance of the plan by the CO before the contract start date.

3.3.1. Quality Control Plan (QCP)

The Contractor shall be required to submit a QCP before contract start date. The Contractor’s quality control plan shall contain, as a minimum, the following items:

a. A description of the inspection system to cover all services. Description shall include specifics as to the areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspector(s).

b. A description of the methods to be used for identifying and preventing defects in the quality of service performed.

c. A description of how the records will be kept. Records must document all inspections and corrective or preventive actions taken.

3.3.1.1. Inspection Files

The Contractor shall electronically maintain records to document inspections, corrective or preventative actions taken, and the results of such actions.

3.3.2. Government Quality Assurance

According to the Inspection of Services clause (52.246-4 Inspection of Services—Fixed- Price), the Government will evaluate the Contractor's performance under this contract. Government personnel will record all surveillance observations. When an observation indicates defective performance, the QAP will require the contract manager or representative at the site to initial the observation. The initialing of the observation does not necessarily constitute concurrence with the observation, only acknowledgment that he or she has been made aware of the defective performance. Government surveillance of tasks not listed in the PWS or by methods other than those listed in the PWS (such as provided for by the Inspection of Services clause) may occur during the performance period of this contract. Such surveillance will be done according to standard inspection procedures or other contract provisions. Any action taken by the contracting officer as a result of surveillance will be according to the terms of this contract.

3.3.2.1. Quality Assurance

The Government will periodically evaluate the Contractor’s performance in accordance with the Performance Plan. The Government may inspect each task as completed and increase the number of quality assurance inspections if deemed appropriate because of repeated failures discovered during surveillance inspections or because of repeated customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates. The Government shall also receive and investigate complaints from customers. The Contractor shall be responsible for initially validating customer complaints; however, the Government representative shall make the final determination of the validity of customer compliant (s) in the cases of a disagreement between the Contractor and the customer.

3.3.2.2. Quality Assurance Personnel (QAP)

QAP are representatives of the Contracting Officer and will participate in the administration of this contract. Subsequent to contract award, the Contractor will be provided with a letter identifying QAP and setting forth their duties and authorities.

3.3.2.3. Discrepancy Notification

QAP will inform the Contractor PM (or authorized representative) when discrepancies occur and will request corrective action. QAP will make a notation of the discrepancy on their surveillance checklist with the date and time the discrepancy was noted and will request the Contractor PM (or authorized representative) to initial the entry on the checklist.

3.3.2.4. Scope Changes

Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to the Contracting Officer and not QAP.

3.4. Administrative Records

All records, documents, and associated papers provided by the Government and generated during the period of this contract become Government property and will remain in place upon contract termination or completion. During the period of performance, records, documents, and associated papers shall be available for review.

3.5. Safety

The applicable Occupational Safety and Health Act (OSHA) standards will be mandatory for this contract. The Contractor shall comply with all Federal, State and Local laws concerning safety. Contractor shall manage all work areas to ensure the safety of building occupants, base personnel, or visitors in or near the areas.

3.6. Phase Out

If the contracted operation reverts to in-house operations, the Contractor shall cooperate with 61 FSS/CL personnel to ensure an orderly change over. In the event a follow-on contract is awarded to other than the incumbent, the incumbent Contractor shall cooperate to the extent required to permit an orderly transition to the successful Contractor. Recruitment notices may be placed in each facility to allow successor Contractor's access to incumbent employees.

4. APPENDICES

A. Maps and Work Area Layouts B. Estimated Workload Data C. List of Equipment

Appendix A - Maps and Work Area Layouts

Appendix B - Estimated Workload Data

SOW

Task Item# Service to be proved Frequency

1.1. Monthly preventive maintenance Once a month

1.2. & 1.3. Repair work As required

Appendix C - List of Equipment

Equipment Type Number of Pieces of Equipment

Treadmill 16

Elliptical 16

Rowing Machine 7

Stair Stepper 3

Jacobs Ladder 2

Upright Bikes 9

Recumbent Bikes 13

Handheld Bikes 3

Leg Press 4

Leg Extension 2

Leg Curl 2

Chest Press 3

Shoulder Press 5

Lat Row 2

Ercolina 1

Kinesis 1

Torso Rotation 3

Sit-up Machine 5

Back Extension 2

Fly Delts 3

Squat Rack 4

Hip Glute 1

Keiser 1

Precor Dip/Chin Assist Machine 1

Spin Bikes 35

Hack Squat 2

Tank M4 Sled 1

Base Squat Lunge 1

Teeter Power VI 2

Versa Climber 1

Lateral Incline Press 1

Lateral Wide Chest 1

Smith Machine 1

High Row 1

Bicep Curl 1

Triceps Curl 1

Assist Dip 2

Dual Adjustable Pulley 1

Hip Abduction 1

Hip Adduction 1

Cable Crossover 1

Dual Pulley Pulldown 1