Attach 1 - PWS Fitness Equipment Maintenance.pdf

PERFORMANCE WORK STATEMENT

FOR

FITNESS EQUIPMENT MAINTENANCE

Ellsworth AFB, SD

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PARA

TABLE OF CONTENTS

TITLE

Cover Page Table of Contents I. Description of Services

1.1. Scope

1.2. Sports Equipment Maintenance

1.3 Reimbursable Costs

1.4 Equipment Installation/Removal

1.5 Service Documentation

1.6 Contractor Qualification

1.7 Repair Response/Completion Time

1.8 Invoices

II. Government-Furnished Property and Services

2.1 Government-Furnished Facilities

2.2 Government Furnished Transportation

2.3 Computer

2.4 Government Maintenance

IV. General Information

3.1 Base Closures

3.2 Hours of Operation

3.3 Security Requirements

3.4 Employees

3.5 Performance of Services During a Crisis Situation

Appendix 1 Abbreviations, Acronyms and Definitions

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I. DESCRIPTION OF SERVICES:

1.1. Scope: The contractor shall provide personnel, management, inspections, materials, parts, labor, tools, transportation and equipment necessary to provide required maintenance of all sports equipment on Ellsworth AFB, SD in the Bellamy Fitness Center. Equipment shall be maintained in accordance with Original Equipment Manufacturer (OEM) parts, specifications, and procedures.

1. Sports Equipment Maintenance: This includes technical assistance, Preventive Maintenance Inspections (PMIs), installations, removals, programming, service call equipment repairs, reupholstering, troubleshooting, and alignment required to maintain all fitness equipment in the Bellamy Fitness Center. Equipment shall be maintained at intervals dictated by and in accordance with the Original Equipment Manufacturer (OEM) specifications. In the instance of any work aside from inspections, the contractor shall prepare trouble tickets and submit to the Fitness Center Director (FCD) 605- 385-7772/2266, or designated representative, upon completion by the 10th calendar day of the following month. Trouble tickets must include:

• Manufacturer

• Model Number

• Serial Number

• Unit Number

• Date of Maintenance Call

• Date(s) of Work Performed

• Description of parts/work performed

• Itemized Cost of Repairs

1.2.1 Services Not Included: Services not to be included shall be any electrical work exterior of the machine, repairs deemed excessive by the FCD, or repairs exceeding $100 total.

1.2.2 Clean-Up and Disposal: The contractor shall ensure the work site is cleaned prior to leaving, to include all debris and leftover material. Debris and leftover material will be disposed of in accordance to EPA regulations. (http://www2.epa.gov/laws-regulations)

1.3 Reimbursable Costs: Reimbursable costs include vinyl upholstery and replacement parts.

The contractor shall prepare and submit an estimate for all reimbursable parts to the FCD prior to purchase and installation.

1.3.1 Replacement Parts: The contractor shall provide all replacement parts. All replacement parts shall be new OEM factory warranty parts. The contractor shall own all parts until they are installed on government-owned equipment. All parts, serviceable or unserviceable, removed from any asset are considered the property of the government and shall be returned to the FCD. The part(s) shall be attached to the asset being returned or identified from which asset it was removed. As part of the monthly invoice, the contractor shall submit consumption data on all parts used each month by the 10th calendar day of the following month. Any repairs totaling over the micro-purchase threshold, $10,000 currently but subject to change, shall be submitted to the http://www2.epa.gov/laws-regulations) http://www2.epa.gov/laws-regulations)

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Contracting Officer for approval.

1.3.1.1 Warranty or Manufacturer Maintenance: Contractor shall be responsible for validating all warranty or manufacturer's invoices to ensure times of service, replacement parts, and equipment service is documented correctly. Contractor shall ensure that manufacturer’s representative performs all necessary maintenance on all equipment made by that manufacturer during each service call to eliminate additional service fees to the government.

1.4 Equipment Installation/Removal: Contractor shall remove and/or install all equipment in the fitness center. All installations and removals shall be in accordance with OEM specifications and government guidelines. The contractor shall prepare trouble tickets IAW Para 1.2, and obtain approval prior to installations and removals from Fitness Center Director (FCD), or designated representative.

1.5 Service Documentation: The contractor will be required to document a monthly service log, as well as a monthly service schedule. Both shall be submitted to the FCD, no later than 15 calendar days prior to the first day of the month.

1.5.1 Service Log: The contractor shall provide and maintain a detailed log of any and all service performed on equipment. The log must include the following information:

• Manufacturer

• Model Number

• Serial Number

• Unit Number

• Date of Maintenance Call

• Date(s) of Work Performed

• Description of parts/work performed

• Itemized Cost of Repairs

1.5.2 Bi-monthly Service Schedule: The bi-monthly schedule shall contain the time and date of all scheduled maintenance to include, at a minimum, Preventive Maintenance Inspections (PMIs) and upholsteries repairs.

1.6 Contractor Qualification: The contractor shall ensure employees are trained and certified by the corresponding brand on the repair and maintenance of commercial brand name fitness equipment.

Any future equipment acquired by the Bellamy Fitness Center shall also be covered by this statement of work. All personnel shall be proficient in understanding, reading, writing, and speaking the English language. Certifications must be provided to FCD.

1.7 Repair Response/Completion Time: Workload priorities will be determined and directed by

FCD. For all three tiers Contractor shall adhere to the set timeframes for repair/replacement of equipment. All delays due to material non-availability beyond the contractor’s control must be identified to the FCD in writing within 1 workday after material non-availability is identified.

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All work must be performed during day time business hours. The contractor shall respond to repair calls from the FCD and restore the equipment in accordance with the following priority response and restoration times:

1.7.1 Emergency: Response time shall be within 24 hours of call. Start work within 2 workdays, and job completion shall be within 2 workdays. This tier of work order is estimated to occur once a quarter.

1.7.2 Routine: Response time shall be by within 48 hours of call. Start work within 5 workdays, and job completion shall be within 10 workdays.

1.7.3 Not Critical: Response time shall be within 36 hours of call. Start work within 10 workdays, and job completion shall be within 10 workdays. This tier of work order is estimated to occur once a week.

1.8 Invoices

All invoices will be submitted through Wide Area Work Flow (WAWF). Upon proper certification, payment will be made.

II. GENERAL INFORMATION

3.1 Base Closures. Closure information can be obtained by calling 605-385-7623.

3.2 Hours of Operation: The contractor shall complete work within the following customer service hours of 8:00 a.m. to 4:30 p.m., Monday through Friday excluding Federal holidays.

3.2.1 Federal Holidays.

New Year’s Day - 1 January Martin Luther King Day - 3rd Monday in January Washington’s Birthday - 3rd Monday in February Memorial Day - last Monday in May Independence Day - 4 July Labor Day - 1st Monday in September Columbus Day - 2nd Monday in October Veteran’s Day - 11 November Thanksgiving Day - 4th Thursday in November Christmas Day - 25 December

3.3 Security Requirements:

3.3.1 Base Passes and Identification: The contractor shall ensure the pass and identification items required for contract performance are obtained for employees and non-Government owned vehicles. An Installation Entry Authority List (IEAL) will be provided to the contracting office. The IEAL will include, at a minimum, the employee’s name, birth date, and Driver’s License Number, to include State of issue. This list will be updated as new employees are hired or when an employee’s status or information changes.

3.3.2 Traffic Laws: The contractor and their employees shall comply with Air Force and installation traffic regulations (EAFB EASVI 31-116). This document can be attained at the Visitor Control Center located outside of the Liberty Gate (Main Gate).

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3.3.3 Key Control: The contractor shall establish and implement methods of ensuring that all keys issued to the contractor, by the Government, are not lost or misplaced and are not used by unauthorized persons. The Contractor shall report the occurrences of a lost key to the FCD, and may be liable for the cost of re-keying.

3.3.4 Security Training: The contractor shall ensure all contractor employees receive initial and recurring security education training thru the Sponsoring Agencies Unit Security Manager. Contractor personnel who work in Air Force Controlled and/or Restricted Areas must be trained in accordance with AFI 31-101.

3.4 Employees: The contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the contracting officer as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

3.4.1 The contractor shall not employ any person who is an employee of the US Government if employing that person would create a conflict of interest. If a military member is employed, the contractor is responsible to performance in accordance with the requirements of the PWS regardless of the work schedule or mission needs of the military member.

3.4.2 Personnel. Contractor personnel shall present a neat appearance and be easily recognized. All personnel shall wear distinctive clothing bearing the name of the company (i.e. hat, shirt with label). Contractor personnel may be required to wear personal protective equipment, such as a face covering, in accordance with local procedure in the event of a health pandemic

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Appendix 1 Abbreviations, Acronyms and Definitions

Abbreviations and Acronyms

AF—Air Force (as used in forms) AFI—Air Force Instruction AFMAN—Air Force Manual

AFPD—Air Force Policy Directive COMSEC—Communications Security DD—Department of Defense (as used in forms) DoD—Department of Defense FCD---Fitness Center Director, or designated representative OPSEC—Operations Security TRS—Tracking and Reporting Software U.S.C.—United States Code