Attachment 1 - Performance Work Statement.pdf

PERFORMANCE WORK STATEMENT

FITNESS CENTER EQUIPMENT MAINTENANCE

MCADOO FITNESS & SPORTS CENTER

MINOT AFB, NORTH DAKOTA

5 March 2025

1. DESCRIPTION OF SERVICES:

1.1. Scope: The Contractor shall provide personnel, management, materials, parts, labor, tools, transportation, and equipment necessary to provide required maintenance of the fitness equipment at the McAdoo Fitness Center on Minot Air Force Base, ND, for a period of one (1) year plus four (4) option years. Equipment shall be maintained in accordance with (IAW) Original Equipment Manufacturer (OEM) specifications and procedures. Any future equipment acquired by the McAdoo Fitness Center shall also be covered by this statement of work.

1.2. Fitness Equipment Maintenance: The Contractor shall conduct maintenance in accordance with the Original Equipment Manufacturer (OEM) specifications for all makes and models of equipment listed in Appendix 2. User manuals are maintained on the premises and can be made available to the contractor upon request. Tasks required by the OEM include, but are not limited to, technical assistance, Preventive Maintenance Inspections (PMIs), installation of new parts, removal of damaged/worn parts, programming, service call equipment repairs, reupholstering, troubleshooting, and alignments. In addition, the Contractor shall conduct maintenance at intervals in accordance with OEM specifications. An abbreviated list of monthly tasks has been attached (see Appendix 3), but is to be used in compliance with all OEM specifications.

1.2.1. Trouble Tickets: The Contractor shall prepare trouble tickets for all maintenance repairs including work orders identified by the Fitness Center Director (FCD). The Contractor shall submit documentation to the FCD 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

1.2.2. Services Not Included: Services not to be included shall be any electrical work exterior of the machine and all repairs deemed excessive by the FCD.

1.2.3. Clean-Up and Disposal: The Contractor shall ensure the work site is cleaned prior to leaving, to include the removal o f all debris and leftover material. Debris and leftover material will be disposed of in accordance with Environmental Protection Agency (EPA) regulations. A dumpster is available on site for applicable items.

1.3. Reimbursable Costs: Reimbursable costs include vinyl upholstery and replacement parts. The Contractor shall prepare and submit an estimate for all reimbursables to the FCD prior to purchase and installation.

1.3.1. Replacement Parts: The Contractor shall provide all parts outside of those available from the FCD or provided by the company under warranty actions. All replacement parts shall be new factory warranty parts. The Contractor shall be the responsible owner of 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.

1.3.2. Warranty or Manufacturer Maintenance: The 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. The Contractor shall ensure that the manufacturer's representative performs all necessary maintenance on all equipment made by that manufacturer during each service call to eliminate additional service fees.

1.4. Equipment Installation/Removal: The Contractor shall perform installation of new parts and removal of any worn or defective parts for all equipment in accordance with OEM specifications and Government guidelines. The Contractor shall prepare trouble tickets IAW Para 1.2.1, and obtain approval prior to installation or removal of parts from the FCD, or a designated representative. Note: Appendix 2 will be subject to revision as new equipment is purchased for the McAdoo Fitness Center.

1.5. Non-standard equipment repairs: The Contractor may be required to perform non-standard equipment repairs for equipment not listed in Appendix 2. In these instances, the Government shall request a repair estimate and approval must be granted by the Contracting Officer prior to any work being performed.

1.6. Service Documentation: The Contractor will be required to document a monthly service log, as well as a monthly service schedule.

1.6.1. 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

1.6.2. Monthly Service Schedule: The monthly schedule shall contain the time and date of all scheduled maintenance to include, at a minimum, Preventive Maintenance Inspections (PMIs) and upholstery repairs. The service schedule shall be submitted to the FCD for approval no later than 15 calendar days prior to the first day of the month.

1.7. Contractor Qualifications: The Contractor shall ensure employees are trained and certified to perform warranty work in the repair and maintenance of commercial brand name fitness equipment to include but not limited to equipment listed in Appendix 2. All Contractor personnel performing work shall be proficient in understanding, reading, writing, and speaking the English language.

1.8. Repair Response/Completion Time: Workload priorities will be determined and directed by the FCD. The Contractor shall respond to repair calls from the FCD and restore the equipment in accordance with the following priority response and restoration times:

1.8.1. Routine: The Contractor shall respond by the next workday (within 24 hours of call), start work within 5 workdays, and complete work within 10 workdays. All delays due to material non-availability beyond the contractor’s control must be identified to the FCD in writing and associated receipt confirmation of non-availability, within 1 workday after material non-availability is identified.

2. GOVERNMENT-FURNISHED PROPERTY AND SERVICES

2.1. Government-furnished Facilities: N/A

2.2. Government Furnished Transportation: N/A

2.3. Government Furnished Computer: N/A

2.4. Government Maintenance: The Government reserves the right to perform user maintenance (i.e.

tightening connectors/hardware).

3. GENERAL INFORMATION

3.1. Base Closures. Closure information can be obtained by calling 701-723-2600

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 President’s Day- 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. Physical Security: The Contractor shall be responsible for safeguarding all Government property and controlled forms provided for Contractor use. At the end of each work period, all Government facilities, equipment, and materials shall be secured in accordance with FCD instructions.

3.3.2. The Contractor is required to comply with all Minot AFB security regulations and directives.

3.3.3. Base Access/Passes: The Contractor shall be responsible for obtaining all necessary passes or other items required for access to the areas in which work will be performed. The Contractor shall request contractor passes through the Contracting Office by providing the names of employees requiring passes on the contractor’s company letterhead. Pass requests will be forwarded by the Contracting Office to the 5th Security Forces Squadron Visitor’s Control Center who will conduct the required criminal history background check for each employee upon arrival.

Personnel identified with a felony conviction within the past 10 years, any sex crimes and or homicide will be denied base access. Upon completion or termination of the contract or an individual’s release from employment, the contractor shall retrieve the identification issued above and surrender it to the 5th Security Forces Squadron Pass and ID Section located in the Visitor Control Center.

3.3.3.1. REAL I.D. ACT Individuals, who do not possess a driver’s license or identification card compliant with the REAL ID Act and do not possess an acceptable alternate identification credential, shall be denied access to Minot AFB. See https://www.dhs.gov/real-id for more information.

3.4. 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.

3.5. 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 wellbeing or operational mission of the installation and its population.

3.5.1. The Government reserves the right under this contract to restrict the employment of any employee, or prospective Contractor employee, who is identified as a potential threat to the health, safety, or general well-being of https://www.dhs.gov/real-id operations mission of the installation and its population. Contractor Management and employees must conduct themselves in a professional manner at all times, in the performance of their assigned duties and responsibilities.

3.5.2. 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. Additionally, the contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval from Base Ethics Counselor.

3.5.3. 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).

3.6. Performance of Services During a Crisis Situation: None of the services or functions will be accomplished under this contract during a crisis situation as defined by the National Command Authority (NCA).

3.7. Provision of Contracting Officer’s Authority: No person other than the Contracting Officer (CO) shall have the authority to modify the terms of this contract. In the event the contractor, or any subcontractor, effects any change to the terms and conditions of this contract at the direction of any person other than the CO, the change will be considered to have been made without authority and no increase in cost or price will be made to the contract amount.

3.8. Compliance with Applicable Federal, State, and Local Requirements: In performing work under this contract, the contractor shall comply with all applicable federal, state, and local statutes, ordinances, laws, and regulations.

3.9. Hiring of Illegal Aliens: It is prohibited to hire illegal aliens for work on this contract. Illegal aliens will not be permitted access to Minot AFB, ND. Violation of this policy will result in corrective action.

3.10. Fire Prevention: The Contractor shall insure that all contract employees know how to report a fire. Contractor personnel shall observe all requirements for handling and storage of combustible supplies, materials, waste, and trash. Contractor employees operating critical equipment shall be trained to properly respond during a fire alarm or fire. Welding shall not be accomplished without prior coordination with the COR and approval of the Base Fire Department.

3.11. Cooperation with Government Personnel: The Contractor must at all times obey federal EEO directives.

The Air Force and all other government entities have a zero tolerance policy toward those directives as well as harassing government personnel, or fellow co-worker by using profanities or other offensive language during meetings, phone calls, working on Federal facilities, or through any other electronic media. Harassment of any person based on race, color, sex, religion, national origin, age, disability, reprisal or any other category protected by law or policy will not be tolerated. Harassment by anyone, including harassment by any manager, supervisor, work leader, co-worker, or contractor is strictly prohibited. This requirement is a material part of the contract, and will form a significant part of the performance evaluation conducted by the Contracting Officer during and after the contract period of performance. Failure to comply is grounds for removal from any government or military installation in addition to termination for cause /default.

3.12. Tobacco Use In The Air Force: (AFI 40-102 – 26 MAR 2012) Tobacco use is prohibited on Air Force installations except in Designated Tobacco Areas (DTAs). Tobacco use includes: cigarettes, cigars, and electronic cigarettes, stem pipes, water pipes, hookahs, and smokeless products that are chewed, dipped, or sniffed. Following contract award the Designated Tobacco Areas will be identified to the contractor. Designated Tobacco Areas shall be marked with signs: “Designated Tobacco Area.” Designated Tobacco Areas: Shall be away from common points of facility entry/egress, and not in front of buildings or air intake ducts. The distance from the building shall not be less than 50 feet. DTAs shall be a minimum of 50 feet from pedestrian walkways, to include parking lots. DTAs shall be a minimum of 100 feet from playgrounds. Tobacco use is prohibited in Air Force vehicles. Medical Treatment Facility campuses shall be tobacco free. Medical Treatment Facility campuses are defined as the contiguous area surrounding the clinic or hospital, to include parking structures and lots; and other outdoor areas contiguous with the Medical Treatment Facility.

3.12. RECORDS MANAGEMENT: All records, files, documents, regardless of media (e.g., paper, electronic, etc.), as described in the Statement of Work, that are the responsibility of the contractor are the property of the Government and shall remain so upon termination or completion of the contract. The contractor shall keep these items current and maintain and dispose of them in accordance with the requirements established in Air Force Instruction (AFI) 33-322, Records Management Program and the Air Force Records Disposition Schedule which can be provided by the Chief of Records upon request. Records shall be turned over to the Government upon completion of the contract unless otherwise stated. All records are subject to the Freedom of Information and Privacy Act. The Minot AFB Records Management Office (5 BW/IPR), 723-7917, will provide assistance and training to the contractor to ensure compliance with Federal record keeping requirements.

Appendix 1

Monthly Preventive Equipment Maintenance Task List

The Contractor shall perform the following tasks during monthly preventive maintenance:

NOTE: Tasks listed below will be accomplished in compliance with all Original Equipment Manufacturer (OEM) specifications and procedures. This list is not to be used in lieu of OEM maintenance requirements.

ITEM MAINTENANCE REQUIRED

Bikes

- clean and lubricate the chain/belt

- inspect crank bearings

- clean and lubricate the pedals

- clean and lubricate the seat post shaft

- inspect the seat post pin

- clean the seat with a commercial vinyl cleaner

- inspect the belt for tension and wear

- remove and clean cover

- dust, vacuum and clean all parts under the cover

- inspect and clean heart rate sensors

- check TV connections

- run diagnostic test

- check console-mounting bolts

- check audio/TV sound/picture

- check for loose fasteners

Stair climber/Climbing Machines

- check and lubricate step chains/belts

- check and lubricate drive chains/belts

- remove and clean cover

- dust, vacuum and clean all parts under cover

- inspect and clean heart rate sensors

- check TV connection

- check belts

- run diagnostic test

- check arm and foot movement arms for wear and alignment

- check console-mounting bolts

- check, clean and remove cover

- clean, vacuum and dust under covers

- clean entire exterior

- check audio/TV sound/picture

Rowing Machines

- apply chrome polish to the seat rail

- inspect the nuts on the seat rollers are kept firm

- lubricate chain with machine oil; pour a small amount of oil on a cloth and lightly rub on the retraction drive chain

Monthly Preventive Equipment Maintenance Task List cont.

- clean the seat with a commercial vinyl cleaner

- check for loose fasteners

Ski Machines

- oil leather brake pad under the arm; exercise cord drum with 3 in 1 oil

- clean and check rails

- check arm tension cords

- check foot tension cords

- check for loose fasteners

Treadmills

- clean belt and the running board with a soft dry cloth

- inspect belt for alignment, tension, and wear

- inspect power cord, TV connection

- wipe machines down with a soft clean cloth and diluted all-purpose cleaner

- check for loose hardware

- remove cover, dust, and vacuum, clean all parts

- check & clean heart rate sensors

- wipe with a dry cloth and lubricate elevation

- screws with silicon lubricant

- run diagnostic test

- check all bearings and bushings

- check console-mounting bolts

- check audio/TV sound/picture

- check wax bags/ or powder

Elliptical/Cross-trainers

- check arm and foot movement arms for wear and alignment

- check console-mounting bolts

- check, clean and remove cover

- clean, vacuum and dust under covers

- clean entire exterior

- check audio/TV sound/picture

- run diagnostic test

- inspect power cord, TV connection

- check heart rate sensors

- check for loose fasteners

Weight Equipment

Hammer Strength

- oil moving parts Monthly Preventive Equipment Maintenance Task List cont.

- check belts, pulleys and cables for wear

- lubricate guide rods

- grease lithium bearings

- check upholstery

- check seat adjusters

- check all bolts, nuts and fasteners

Life Fitness/Weight Machines

- oil moving parts

- remove and clean covers and clean inside of machines

- clean, adjust and lubricate chains/belts

- lubricate guide rods

- check upholstery

- check seat adjuster

- check weight selection pins and cables

- check belts, pulleys and cables for wear

- check seat belts

- check all bolts, nuts and fasteners

Life Fitness Selectorize

- remove and clean covers and clean inside of machines

- clean and lubricate guide rods

- check electronic display panels

- check tension belt

- check seat belts

- check all bolts, nuts and fasteners