Attachment 1_PWS_07.01.2026.docx

PERFORMANCE WORK STATEMENT (PWS)

Fitness Equipment Preventative Maintenance and Repair Services

55 FSS/FSVS

Offutt AFB, Nebraska

Part 1

General Information

1.0 General: This is a non-personnel services contract to provide scheduled maintenance on all Cardio and Selectorized strength equipment at the Offutt AFB Field House. The Government shall not exercise any supervision or control over the Contractor personnel performing the services herein. Such personnel shall be accountable solely to the Contractor who, in turn, shall be responsible to the Government.

1.1 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform scheduled maintenance on Field House equipment as defined in this PWS. The Contractor shall perform to the standards in this PWS.

1.2 Background: The Offutt Field House utilizes various strength and cardio equipment, primarily from Life Fitness, but also Matrix, Stair Master, Rogue, Titan, and others. This equipment includes electrically powered treadmills, recumbent bikes, upright bikes, ellipticals, and stair climbers; many of which feature integrated high-definition screens. Additionally, the Fitness Center includes manually powered spin bikes, row machines, manual treadmills, assault bikes, and other fitness equipment. Finally, the Offutt Field House utilizes various Hammer Strength Selectorized Equipment on the weight room floor. This equipment requires periodic maintenance and service beyond the capability of Fitness Center personnel. Therefore, a maintenance contract is required for preventative maintenance.

1.3 Objectives: The intent of this PWS is to ensure all fitness equipment remains operational, safe, and in compliance with Original Equipment Manufacturer (OEM) standards to support mission readiness and Airmen physical fitness programs.

1.4 Scope: The contract shall consist of a one-month initial inspection period, a one-year base period, four additional one-year option periods, and a five-month extension option period. The Contractor shall provide all personnel, equipment, tools, materials, supervision, and other necessary items/services to perform quarterly preventative maintenance, including equipment inspection and testing in accordance with OEM recommendations. This quarterly service includes lubricating, calibrating, adjusting, internal cleaning, and necessary repairs that do not require the ordering of additional parts.

1.5 Period of Performance: The period of performance shall be for one (1) month Initial Inspection period, one (1) Base Year of 12 months, four (4) 12-month option years, and one (1) 5-month option period. The period of performance reads as follows:

1.6 General Information

1.6.1 Quality Control: The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The quality control plan shall outline inspection methods, frequency, corrective actions, and recordkeeping methods. The Government may request revisions at any time to ensure alignment with PWS standards. After acceptance of the quality control plan, the Contractor shall receive the contracting officer’s acceptance in writing of any proposed change to their quality control plan.

1.6.2 Quality Assurance: The Government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards shall be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: The Contractor shall not be required to perform work on Federal Holidays.

· New Year’s Day

· Martin Luther King Jr.’s Birthday

· Presidents’ Day

· Memorial Day

· Juneteenth

· Independence Day

· Labor Day

· Columbus Day

· Veterans Day

· Thanksgiving Day

· Christmas Day

1.6.4 Hours of Operation: The Contractor shall be responsible for conducting business between the hours of 8:00 am – 8:00 pm Monday through Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings. For other than firm-fixed-price contracts, the Contractor shall not be reimbursed when the Government facility is closed for the above reasons. The Contractor shall, at all times, maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract shall be performed at the Offutt AFB Field House.

1.6.6 Type of Contract: The Government shall award a firm-fixed-price commercial contract.

1.6.7 Security Requirements: The Contractor shall comply with Volume 1, DAFI 71-101, dated 24 Jan 2025 (Criminal Investigations), and paragraph 1.1 of Volume 2 (Protective Service Matters). Contractor personnel shall immediately report potential threats to Department of War (DoW) personnel, resources, or classified information. Contractor supervisors shall brief personnel upon initial assignment and as needed thereafter.

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

1.6.7.2 Lock Combinations: The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons.

1.6.8 Special Qualifications: The following experience is required: working on LifeFitness, Matrix, Hammer Strength, and Rogue Fitness equipment.

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor shall attend any post-award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer, Contracting Officer's Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings, the Contracting Officer shall apprise the Contractor of how the Government views the Contractor's performance, and the Contractor shall apprise the Government of problems, if any, being experienced. The Contractor shall take action to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.6.10 Contracting Officer's Representative (COR): The COR shall be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the PWS, perform inspections necessary in connection with contract performance, maintain written and oral communications with the Contractor concerning technical aspects of the contract, issue written interpretations of technical requirements (including Government drawings, designs, specifications), monitor Contractor's performance and notify both the Contracting Officer and Contractor of any deficiencies, coordinate availability of Government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract.

1.6.11 Key Personnel: The Contractor shall provide a Contract Manager who shall be responsible for the performance of the work. The name of this person, and an alternate who shall act for the Contractor when the manager is absent, shall be designated in writing to the Contracting Officer. The Contract Manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract. The Contract Manager or alternate shall be available between 8:30 am and 4:30 pm Monday through Friday, except Federal holidays or when the Government facility is closed for administrative reasons.

1.6.12 Identification of Contractor Employees: All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties shall be required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. Contractor personnel shall ensure that all documents and/or reports they produce are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

1.6.13 Organizational Conflict of Interest (OCI): Contractor and subcontractor personnel performing work under this contract may receive, have access to, or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interest (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan shall be determined to be acceptable solely at the discretion of the Contracting Officer, and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.14 Phase In / Phase Out Period: An initial comprehensive inspection of Field House equipment shall be conducted to establish a performance baseline and identify any pre-existing conditions or required repairs. The results of this inbound inspection shall be documented and provided to the Director of Fitness and Sports and the COR. Prior to the conclusion of the contract term, a final outbound inspection shall be conducted. This final inspection shall serve to identify any new or outstanding maintenance or repair needs. The findings of this outbound inspection shall be documented and delivered to the Director of Fitness and Sports detailing any recommended actions to ensure the equipment's optimal performance and to settle any outstanding obligations under the contract.

2.0 Requirements

2.1 Preventative Maintenance

2.1.1 Initial Acceptance Inspection: The Contractor shall perform an initial acceptance inspection of all equipment within 1 month of contract award. The Contractor shall notify the COR of uncontrollable delays and request an inspection extension. Failure to notify the COR by the deadline constitutes acceptance of all equipment listed in Appendix A.

2.1.2 Equipment Serviceability: Equipment is serviceable if it performs all intended functions and has no missing/broken parts. Equipment shall not be rejected solely for needing cleaning or adjustments.

2.1.3 Inspection Completion: The Contractor shall notify the COR in writing after the inspection of any unserviceable equipment detailing the repairs needed.

2.1.4 Completion Timeframe: Quarterly preventative maintenance shall be completed within fourteen (14) business days after the quarter begins (first two weeks of January, April, July, and October).

2.1.5 Maintenance Checklist: Preventative maintenance shall be completed within the timeframes in paragraph 2.1.4 using a checklist provided by the Contractor and approved by the COR, following OEM standards. Deviations from OEM standards shall be documented, justified, and approved by the Director of Fitness and Sports. The Contractor shall submit the completed maintenance checklist with each service report to the Director of Fitness and Sports.

2.3 Labor Costs:

2.3.1 Preventative maintenance labor is included in the firm-fixed-price of this contract.

2.3.2 Invoices and Payments: The Contractor shall register in and submit invoices through WAWF.

2.4 Equipment Repair:

2.4.1 Notification and Parts Identification: The Contractor shall inform the COR and the Director of Fitness and Sports of any equipment needing repair found during quarterly maintenance.

2.5 Equipment, Supplies, and Files

2.5.1 Joint Inventory: Within five business days after the Contractor completes the initial acceptance inspection in accordance with paragraph 2.1.1, the Contractor and COR shall conduct a joint inventory of the exercise equipment covered by this contract. This joint inventory shall serve as the baseline for determining equipment accountability and service requirements throughout the contract period.

2.5.2 Maintenance Records: The Contractor shall maintain and provide the COR with copies of maintenance records for each inventoried item after every quarterly service.

2.5.3 Record Retention: Both the Contractor and the Government shall maintain copies of the joint inventory and maintenance records throughout the contract term, including option years and the 5-month option period.

2.7 Performance Evaluation:

Acceptance/Rejection: The COR is responsible for service acceptance. Documented non-conforming performance justifies invoice rejection. Deficiency corrections shall be at no cost to the Government.

2.8 Services Summary Table:

APPENDIX A:

Equipment List Offutt AFB Field House Equipment Listing

Strength Equipment