Attachment 1 - Performance Work Statement for Fitness Center Equipment Maintenance Services.pdf
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- Solicitation number
- FA558725Q0059
About this file
This Performance Work Statement (PWS) details fitness equipment maintenance services for the 48th Force Support Squadron at Royal Air Force (RAF) Lakenheath and RAF Feltwell in the United Kingdom. The contractor will provide comprehensive preventive and emergency maintenance for fitness equipment, including cardiovascular machines, strength training equipment, and associated components. Services encompass scheduled quarterly maintenance in November, February, May, and August, emergency repairs within 10 calendar days, parts management, and warranty tracking.
The contract period is one 12-month base period with four 12-month option periods, totaling a potential five-year performance period. Key requirements include maintaining equipment according to manufacturer specifications, using certified technicians, submitting maintenance and warranty logs, and ensuring all work is performed Monday through Friday during standard business hours. The equipment list includes various Life Fitness and Nautilus machines such as treadmills, stair masters, bikes, weight machines, and specialized training equipment. Contractors must meet strict operational security requirements, undergo background checks, and obtain proper base access credentials.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment 2 - 48th Fitness Center Equipment List Current as of 23 July 2025.pdf | ||
| Attachment 4 - Price Schedule FA558725Q0059.xlsx | XLSX spreadsheet | |
| Attachment 5 - Clauses and Provison for FA558725Q0059.pdf | ||
| Combo FA558725Q0059.pdf | ||
| Attachment 3 - Past Experience Sheet FA558725Q0059.xlsx | XLSX spreadsheet |
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PERFORMANCE WORK STATEMENT
48th Force Support Squadron
Fitness Center Equipment Maintenance Services
23 July 2025
1. DESCRIPTION OF SERVICES
1.1. Background
The Royal Air Force Lakenheath Fitness Center supports the 48th Fighter Wing by delivering a state-of-the-art facility that promotes physical readiness, unit cohesion, and personal development. The Fitness Center achieves this through comprehensive fitness programs, professional instruction, and a supportive environment that enables Air Force personnel to meet mission demands and maintain optimal health.
1.2. Scope
The Contractor shall provide comprehensive preventive and emergency maintenance services for fitness equipment located at the RAF Lakenheath and RAF Feltwell Fitness Centers.
Services include, but are not limited to, scheduled preventive maintenance, inspections, diagnostics, and unscheduled repairs of all fitness equipment, including cardiovascular machines, strength training equipment, and associated components. The Contractor shall furnish all labor, personnel, tools, parts, supervision, and materials required to maintain equipment in safe, serviceable, and mission-ready condition in accordance with this Performance Work Statement (PWS).
1.3. Non-personal Services
1.3.1. This requirement is a non-personal services contract, defined by Federal Acquisition Regulation (FAR) as a “contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.”
1.3.2. The Government will not supervise or otherwise direct Contractor employees. The Contractor shall not supervise or otherwise direct Government employees, nor shall the Contractor supervise employees of other Contractors outside the Contractors’ own subcontracting/teaming arrangements.
2. SPECIFIC SUPPORT SERVICES
This section outlines the Contractor’s responsibilities for maintaining fitness equipment at RAF Lakenheath and RAF Feltwell Fitness Centers. Services include scheduled preventive maintenance, emergency (unscheduled) repairs, warranty tracking, and equipment documentation management. All work shall be performed in accordance with manufacturer recommendations and Government standards.
2.1 Definitions of Work
This s outlines the Contractor’s responsibilities for maintaining fitness equipment at RAF Lakenheath and RAF Feltwell Fitness Centers. Services include scheduled preventive maintenance, emergency (unscheduled) repairs, warranty tracking, and equipment documentation management. All work shall be performed in accordance with manufacturer recommendations and Government standards.
2.1.1.1. Scheduled Maintenance: Quarterly and annual preventive maintenance required by the manufacturer to ensure safe, clean, and continuous operation of all fitness equipment
2.1.1.2. Unscheduled Maintenance: Emergency maintenance required when equipment becomes unsafe, malfunctions, or fails to operate per manufacturer specifications.
2.2. General Requirements
2.2.1. Qualifications: The Contractor shall be licensed or certified to service the equipment types included in the sample equipment list (Attachment 1). The Government will maintain a current working list of fitness equipment, which will be provided and updated by the Fitness Center Facility Manager or authorized designee as needed. For equipment under manufacturer warranty, technicians shall hold any manufacturer or brand-specific certifications required to maintain warranty coverage. Use of uncertified personnel on warrantied equipment may void the warranty, in which case the Contractor shall be liable for all related repair or replacement costs. Proof of certification shall be provided upon request. Contractors must wear a standardized, professional uniform and leave the work area in a safe and clean condition.
2.2.2. Period of Performance: The period of performance shall consist of one (1) 12-month base period and four (4) 12-month option periods, for a total potential performance period of five (5) years. Exercise of each option period is at the sole discretion of the Government.
2.2.3. Work Hours: All services shall be performed Monday through Friday, 0730– 1730, excluding U.S. federal holidays and official base closure/training days. Work outside these hours requires prior written approval from the Contracting Officer
(CO).
2.2.4. Language Requirement: All Contractor personnel shall be able to speak, read, and write English proficiently. All deliverables, communications, and documentation shall be in English.
2.3. Maintenance Services
2.3.1. Scheduled Maintenance – the Contractor shall:
2.3.1.1. Perform preventive maintenance on all fitness equipment identified in the Equipment List.
2.3.1.2. Inspections shall follow manufacturers’ specifications, including checks on accessories and power cords.
2.3.1.3. Document equipment mileage for cardiovascular machines.
2.3.1.4. Conduct maintenance four times annually: November, February, May, and
August.
2.3.1.5. Notify the Fitness Center Facility Manager or authorized designee in writing if depot-level maintenance is needed.
2.3.2. Unscheduled Maintenance – the Contractor shall:
2.3.2.1. Respond to Government-initiated service requests via phone or email.
2.3.2.2. Acknowledge request within 24 hours.
2.3.2.3. Provide written arrival time to the Fitness Center Facility Manager or authorized designee.
2.3.2.4. Dispatch technician within 7 calendar days.
2.3.2.5. If parts are needed, order them within 24 hours of site visit.
2.3.2.6. Complete repairs within 10 calendar days.
2.3.2.7. If delays exceed 14 calendar days, submit a written justification and updated completion date.
2.3.3. Maintenance Visit Requirements – the Contractor shall:
2.3.3.1. Notify the Fitness Center Facility Manager or authorized designee upon arrival.
2.3.3.2. Maintain a clean and safe working area during and after service.
2.4. Parts Management
2.4.1. Parts and Supplies – the Contractor shall:
2.4.1.1. Provide all parts, tools, and materials needed for inspection, maintenance, and repair.
2.4.1.2. Maintain an on-hand supply of commonly used parts.
2.4.1.3. If parts are unavailable, order them the same day they are identified.
2.4.1.4. Provide order status updates to Fitness Center Facility Manager or authorized designee if delivery exceeds 10 calendar days.
2.4.1.5. Repairs using ordered parts must be completed within 14 calendar days.
2.4.2. Replacement Parts
2.4.2.1. The contractor shall ensure that all replacement parts are new and factory-warranted unless written approval is obtained from the Fitness Center Facility Manager or authorized designee to use rebuilt or "like-new" parts.
2.4.3. Not-To-Exceed (NTE) Threshold
2.4.3.1. The cost of replacement parts shall not exceed the NTE limit set under the appropriate Contract Line Item (CLIN).
2.4.3.2. For purchases above the CLIN ceiling, the Contractor must obtain written approval from the Fitness Center Facility Manager or authorized designee.
2.4.3.3. Submit quotes from at least two vendors for cost comparison.
2.5. Documentation and Reporting
2.5.1. Equipment Maintenance Log – the Contractor shall:
2.5.1.1. Create, update and maintain a fitness equipment maintenance log after each scheduled visit.
2.5.1.2. Submit updated log within 10 calendar days of service.
2.5.1.3. Include a detailed record of all maintenance actions and equipment mileage (if applicable).
2.5.2. Warranty Log – the Contractor shall:
2.5.2.1. Maintain a log tracking warranties (labor and parts) for all applicable equipment.
2.5.2.2. Submit updated logs quarterly (November, February, May, August) and upon request.
2.5.2.3. Coordinate directly with manufacturers on warranty-covered items and provide updates to the Fitness Center Facility Manager or authorized designee.
2.5.2.4. Continue logging warranty updates each visit.
3. SERVICES SUMMARY
The contract service requirements are summarized in the table below. Each performance objective aligns with a key service task necessary to maintain operational fitness equipment.
The table identifies the applicable PWS references, outlines the expected performance standards, and establishes acceptable quality levels and remedies for non-compliance.
Performance Objective
PWS
Reference
Performance Standard Acceptable Quality Level (AQL)
Remedy
Scheduled Maintenance
2.3.1 Perform preventive
maintenance per (Original Equipment Manufacturer) OEM standards on all listed equipment. Document mileage where applicable. Conduct maintenance in Nov, Feb, May, and Aug.
No more than 1 missed event per year
Re-performance within 7 calendar days
Unscheduled Maintenance
2.3.2 Acknowledge request
within 24 hours.
Technician onsite within 7 days. Order parts within 24 hours.
Complete repairs within 10 days.
No more than 1 missed standard per year
Re-performance within 7 calendar days
Provide Equipment Maintenance Log & Warranty Log
2.5.1 2.5.2
Submit updated maintenance log within 10 calendar days of scheduled maintenance.
Submit warranty log quarterly (Nov, Feb, May, Aug) and upon request.
No more than 1 missed submission per quarter
Re-performance within 14 calendar days
Adherence to NTE CLIN for Parts
2.4.3 Do not exceed NTE
funding threshold without prior written
No more than 1 occurrence per year approval. Provide two quotes for parts exceeding threshold.
4. BASE ACCESS
4.1. Base Pass Requirements
The Contractor shall submit a roster of all employees requiring access to the installation within 5 days of issuance of an agreement/award. The roster shall include the full name, current address, and date of birth of all contract personnel that will require access.
Additionally, Contractor employees shall submit their United States Social Security Number (SSN) (if applicable) and passport number, or two other documents (i.e. driver’s license and national insurance number) with corresponding issue and expiration dates.
Please note that unescorted base passes take an estimated 90 calendar days to process.
4.2. Host Agency Check (HAC) Vetting
All local national Contractor employees must undergo Host Agency Check (HAC) vetting prior to accessing RAF installations. The Contractor shall relay all employee information to the requiring activity’s HAC manager for processing. The Contractor shall complete the required documents and return them to the HAC Manager/AC within five (5) days. Documents include but are not limited to the following: NAC Cover Sheet; AF Form 2583, Request for Personnel Security Action; USAFE IMT 19, Residency Check for Employment with the United States Air Forces in Europe; Basic Check Verification Record (BCVR); and Ministry of Defense Liaison Office (MODLO) Proforma Packet for Security Clearance. If MODLO Proforma Packet is required (for foreign nationals), Contractor personnel will receive an online application link via the personal email address provided. Contractor employees shall complete the online application for background check within five (5) calendar days of receipt. If Contractor employees do not receive the email within seven (7) days, they shall notify the HAC manager. This process may take up to eight (8) weeks. During processing of the background check, the Defense Vetting Agency (DVA) may contact the employee via email, phone or post to request further information. Contractor employees shall stay abreast of DVA email communications, (to include monitoring of personal inboxes and junk mail folders) in order to respond to the DVA in a timely manner. Approved security clearance is valid for five (5) years. The Government will not accept any employee with a federal conviction (or host nation equivalent) in their background check. Contractor employees who are U.S. citizens shall complete all required documents except MODLO Proforma Packet. Security clearance will be processed with requiring activity’s Security Manager.
4.3. Operational Security (OPSEC)
4.3.1. The Contractor shall adhere to the following minimum requirements in support of this requirement:
4.3.1.1. Contractor personnel shall not discuss Government operations in public or over unprotected or unencrypted communications. The Contractor shall only transmit Controlled Unclassified Information (CUI) as directed in this PWS.
4.3.1.2. The Contractor shall not post to company websites, publications, newsletters, or other media any images, data or information that reveal sensitive Government operations, personnel, equipment, CUI or classified information. When in doubt, the Contractor shall coordinate company press releases related to this contract through the CO.
4.3.2. Because observation of events, operations, physical changes, etc. may reveal National Security Information, specific restrictions are needed to preclude unintentional release of this information to unauthorized parties. Unauthorized disclosure and transfer of National Security Information is punishable under 18 USC § 793. Therefore, Contractor personnel shall not disclose to unauthorized third parties, post to unofficial sites (including social networking sites) any images, data/information, or observed events that reveal sensitive Government operations, personnel, and/or equipment, including, but not limited to:
4.3.2.1. Tactics, techniques, and procedures; production or work schedules; any visible or concealed modifications, upgrades, additions to vessels, aircraft, weapons or equipment; increases, changes, or decreases in work/deployment frequency or Government personnel, vehicle, vessel, or aircraft movements;
specialized equipment orders, deliveries, shipments, etc.
4.3.2.2. The Contractor shall report unauthorized disclosures and attempts to solicit this type of information by unauthorized third parties or others not affiliated with this contract to CO.
4.3.3. The Contractor shall remove Government-issued badges, and identification and/or conceal from plain sight when off base. The Contractor shall not leave Government-issued identification in vehicles or unprotected areas. The Contractor shall not duplicate, copy, or loan badges and passes to others. The Contractor shall immediately report lost or stolen identification badges, vehicle passes etc. to the CO, and Installation Security Office.
4.3.4. Sub-Contractor Credentials
Contractor employees and sub-Contractor employees shall possess the proper credentials to work in the United Kingdom. Persons later found to be undocumented, or illegal aliens will be remanded to the proper authorities. The Contractor shall not receive compensation for delays or expenses incurred in order to comply with the provisions of this clause. Furthermore, nothing in this clause shall excuse the Contractor from proceeding with the contract as required.
4.3.5. Badges
The Contractor shall provide identification badges for their employees. All Contractor personnel shall wear these badges while on duty on the Government site.
Badges shall identify the individual’s name, company name, and the clear, distinct marking “Contractor.” Size, color, style, etc. are to be mutually agreed to by Contractor and Government. The Contractor’s identification badge shall not be used as a requirement for installation entry, or for entry into Government-designated controlled or restricted areas.
4.3.6. Property Protection
Property protection for the Government-owned facility where the Contractor’s primary work center is located is the responsibility of the local facility manager and local Government Security Manager, or their duly authorized representative IAW AFI 31-101, The Air Force Installation Security Program and command/local directives. The Contractor shall safeguard all Government-owned equipment and materials in his/her possession or use.
4.3.7. Safeguarding Classified or Unclassified Information.
The Contractor shall meet Air Force standards for storing, processing, and handling classified information and systems. Additionally, the Contractor shall surrender all resources (e.g. maps, publications, instructions, photos) provided by the Government to assist the Contractor in the performance of this contract upon termination of employment, termination of the contract, or the end of the contract performance period.
4.3.8. Non-Disclosure Agreements.
To safeguard information, non-disclosure agreements may be required for all Contractor personnel performing on this contract.
4.3.9. Privacy Act.
Performance on this contract may require access to Privacy Information. Contractor personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations.
4.4. Physical Security
4.4.1. The Contractor shall keep all Government-owned facilities, equipment, and materials under their control clean, operable, and in good condition during contract performance.
4.4.2. The Contractor agrees to abide by all instructions issued to Contractor personnel by Government escorts as regards access to, evacuation from, and free movement within secure/restricted facilities. If the Government escort fails to meet the Contractor at the agreed to location after 30 minutes from the agreed to time, the Contractor accepts the effort as an abortive attempt and will reschedule the effort, through the Fitness Center Facility Manager or authorized designee for another time. The Contractor must understand that operational situations occur, in which the Government will not be held liable for access to such areas being denied.
Operational situations include, but are not limited to, bomb threats, fire evacuations, mission driven facility lock downs.
APPENDICES
Appendix A, Definitions
Appendix A, Definitions
Authorized Designee: An individual(s) approved and delegated by the Fitness Center Facility Manager to serve as an alternate for contract oversight responsibilities.
Attachment 1 – Fitness Equipment List
SAMPLE ONLY
Fitness Equipment Under Warranty
This equipment list is current as of the date of [Insert Date] but is subject to change throughout the period of performance due to equipment replacement, upgrades, or additions. The
Contractor shall be responsible for maintaining all equipment listed herein, as well as any subsequent updates provided by the Fitness Center Facility Manager or authorized designee.
To ensure warranty coverage remains valid, the Contractor shall ensure that only technicians certified or authorized by the respective equipment manufacturer or brand perform any maintenance or repair services on equipment still under warranty. Use of unauthorized personnel may result in voided warranties, for which the Contractor shall be liable.
Equipment Warranty Warranty
Parts and
Labor
Warranty Parts
Only
Manufacturer
Leg Press (Hammer
Strength/Life Fitness)
1 Year from
Dec 2024
May 2023 Life Fitness
3x Stair Masters 1 Year From
Dec 2024
October 2023 Life Fitness
Lat Pull Down (Hammer Strength/Life
Fitness)
1 Year from
Dec 2024
May 2023 Life Fitness
4x Self Powered Treadmills
(Hammer Strength) Serial Numbers:
1 Year from
Dec 2024 April 2023
Life Fitness
9x Plug In Treadmills
(Life Fitness)
1 Year from
Dec 2024
April 2023 Life Fitness
3x Jacobs Ladder’s (Life Fitness/Jacobs
Ladder)
1 Year from
Dec 2024
April 2023 Life Fitness
Abdominal Machine (Hammer
Strength/Life Fitness)
1 Year from
Dec 2024
April 2023 Life Fitness
6x SED Bikes 1 Year from
24th March 2025
Life Fitness
Pec Fly (Hammer
Strength/Life Fitness)
1 Year from
Dec 2024
April 2023 Life Fitness
Glute Kickback (Hammer Strength/Life
Fitness)
1 Year From
Dec 2024
April 2023 Life Fitness
Fitness Equipment NO LONGER Under Warranty
Current as of 22 July 2025
Equipment Warranty
Parts and Labor
Warranty Parts
Manufacturer
6x Decline Sit Up Bench Life Fitness
3x Jacobs Ladders Life Fitness
7x Recumbent Bikes Life Fitness
7x Upright Bikes Life Fitness
8x Treadmills Life Fitness
2 x Stair Masters Rogue
Standing Calf Raise Life Fitness
Rotary Torso Life Fitness
1x Glute Kickback Life Fitness
3x Seated Calf Life Fitness 2x Prone Leg Curl 1x Life Fitness 1x
Nautilus
3x Leg Press Life Fitness
3x Leg Extension Life Fitness
2x Leg Curl Life Fitness
2x Lower Back Life Fitness
3x Rear Delt/Pec Fly Life Fitness
T-Bar Row Life Fitness
MTS Front Pull Down Nautilus
ISO – Lateral Low Row Nautilus
ISO – Lateral High Row Nautilus
ISO – Lateral Front Pull Down
Nautilus
MTS Row Nautilus MTS IP Nautilus
V – Squat Nautilus
2X Smith Machine Life Fitness
14X Squat Rack Life Fitness
Hyper Extension Machine
Life Fitness
2x Incline Press Life Fitness
2x Vertical Chest Press Nautilus
2x Assisted Pull Up Life Fitness 8X Treadmills Life Fitness
20x Cross Trainers Life Fitness 2x Assault Bikes 1x Life Fitness 1x Assault
Bike Elite
10x Rowers Concept 2 43x Spin Bikes Life Fitness
3x Tricep Press Life Fitness
4x Preacher Curl Life Fitness
3x Kings Chair Life Fitness 4x Lat Pull Down Life Fitness
MTS High Row Life Fitness MTS Chest Press Life Fitness
Kenisis Machine Life Fitness
4x Bench Press Life Fitness
ISO – lateral Shoulder Press
Life Fitness
ISO – Lateral Bench Press Life Fitness
6x Cable Machines Life Fitness
Kneeling Leg Curl Nautilus
MTS Decline Press Nautilus
ISO – Lateral Incline Press
Life Fitness
File details come from the government source that posted it. Updated .