Attachment 3 - PWS Fitness Center Equipment Maintanence.pdf

PERFORMANCE WORK

STATEMENT

FOR

RAF LAKENHEATH AIR FORCE BASE FITNESS CENTER EQUIPMENT

MAINTENANCE

1 October 2023

PERFORMANCE WORK STATEMENT

RAF LAKENHEATH FITNESS CENTER EQUIPMENT MAINTENANCE

1 Mission Seamless and effective operation of the RAF Lakenheath Fitness Center (FC), in support of the 48 FW by providing a state-of-the-art fitness facility that fosters physical readiness, team cohesion, and personal growth for Air Force personnel. We achieve this by offering comprehensive fitness programs, expert guidance, and a supportive community.

1.1. Scope of Work

The scope of this requirement is preventative and emergency maintenance services consisting of scheduled preventative maintenance and unscheduled maintenance of fitness equipment; including but not limited to cardiovascular, weightlifting, and other related equipment at RAF Lakenheath Fitness Center and RAF Feltwell Fitness Center. Contractor will provide all labor, personnel, tools, parts, supervision, items necessary to inspect, repair, and perform preventive and remedial maintenance on the fitness equipment defined in this Performance Work Statement (PWS). The Air Force (AF) reserves the right to competitively award any project at any value at the Government’s discretion, see Section I, AFFARS 5352.209-9000 Alt. I.

1.1.1 PERIOD OF PERFORMANCE

Base Year: 1 October - 30 September, with roll over option for 4 further years, each individual year accessed.

1.1.2 Definitions of work

Scheduled Maintenance – annual and quarterly maintenance that is required by manufacturer to maintain clean, safe, and continued operation of equipment.

Unscheduled Maintenance – Emergency Maintenance required if/when fitness equipment becomes unsafe, problematic, faulty, broken, and/or is not operating in accordance with manufacturer’s recommendations.

2 General Requirements The requirements have been organized in a manner that facilitates clear and concise description. The grouping of requirements is not intended to imply a level of importance.

Any reference to “Government” within this PWS is intended to be reference to the Government of the United States of America unless otherwise specified.

Work shall be performed between 7:30 AM and 5.30 PM, Monday through Friday, excluding federal legal holidays (or days where the Fitness Center is unmanned due to the observance of such holidays and training days). Unless otherwise specifically authorized herein or in writing by the Contracting Officer, the scheduling of work for times other than as set forth above, is not permitted.

2.1 Attachment 1

RAF Lakenheath Fitness Center Equipment List/log is subject to change as equipment will be updated when new equipment is replacing old or additional/different equipment purchased.

Attachment 1 will be kept up to date, thus, replacement and new items will be added

2.2 Language

Contractor shall speak, read, and write English at the level necessary to perform the tasks in this PWS. All correspondence, communication and deliverables between the Contractor and the Government pertaining to this contract are in English. All information and documentation required to be generated or maintained (to include Government-furnished documents) by this contract are in English.

3 Performance Requirements The following section specifies the performance requirements for the contract, deliverable information regarding due dates, distribution, format, and Attachment 1. The equipment listed in Attachment 1 is located at RAF Lakenheath FC and RAF Feltwell FC.

3.1 General

3.1.1 Provide Equipment Maintenance Log.

Update Attachment 1 Fitness Equipment maintenance log and provide updated log to COR after scheduled maintenance.

Performance Standards

a) STD: 10 days after scheduled maintenance was accomplished

b) STD: Detailed explanation of work completed on all fitness equipment

3.1.2 Warranty Log

Provide FC COR with Attachment 2 Fitness equipment warranty Log, tracking all equipment and their warranties.

To include: Labor & Parts Warranty and Parts Warranty of all equipment listed on Attachment 1 & 2. i.e. If any New machine or part with a valid warranty/guarantee is supplied the details are documented in the appropriate log attachment 1 or 2..

During the period of this contract when equipment warranties listed on Attachment 2 expire, contractor will assume total responsibility for equipment maintenance. Contractor will coordinate maintenance on warrantied items with manufacturer first, FC Facility Manager, and COR in writing. Additionally, will provide updated information from manufacture until equipment is safe and operational.

Performance Standards

a) STD: Once a quarter, during the months of November, February, May, and August

b) STD: As requested

c) STD: Email or official memo of warranty repair and update on when repair will be completed by manufacturer

d) STD: Maintain/check Fitness equipment maintenance/ and warranty log each visit.

3.1.3 Maintenance Visit

Defined as any scheduled Maintenance or Unscheduled Maintenance to preform required duties set out by this PWS. Maintain a clean work environment during and after each repair.

Performance Standards

a) STD: Inform COR of arrival to FC before starting any maintenance

b) STD: Working area of maintenance is clean and safe

3.1.4 Parts and Parts Ordered

Provide all parts and items necessary to inspect, repair, and perform all preventive and remedial maintenance. Have enough parts on hand to maintain equipment on Attachment 1 within manufacturer’s guidelines. If parts need to be ordered, return visits may be necessary at no extra cost to the government.

Performance Standards

a) STD: Parts must be ordered on day of maintenance visit where parts are identified as required and not on hand

b) STD: Parts ordered must arrive within 10 calendar days of initial maintenance visit

c) STD: Maintenance with ordered parts must completed within 14 calendar days of initial maintenance visit

3.1.4.1 Parts Ordered – New or “Like” New

If not already covered under manufacturer’s commercial warranty, all replacement parts shall be new factory warranted items. However, if the contractor requests to use any rebuilt or “like” new replacement parts written approval must be given from the COR prior to its purchase or installation.

3.1.5 Contract Personnel

Contractors performing maintenance on fitness equipment will be licensed or certified to work on the equipment they are maintaining or repairing. Will wear a professional and appropriate uniform. Shall leave the site in a safe and clean state.

Performance Standard

a) Provide COR license or certificate upon request

b) Wear a standardized, professional, and clean uniform

3.1.6 Scheduled Maintenance

Perform preventative maintenance on all equipment listed on Attachment 1. If depot-level maintenance is required, notify the COR in writing, and comply with disposition instructions.

On Appropriate (cardiovascular) equipment, check and log mileage on Attachment 1. Check and maintain all equipment, accessories, and power cords per manufactures specifications.

Performance Standards

a) STD: Manufacture’s recommendations

b) STD: Safe, clean, and working condition

c) STD: All equipment listed on Attachment 1, with documentation of equipment milage where applicable

d) STD: Completed four times a year during: November, February, May, and August

3.1.7 Unscheduled Maintenance

Government will contact contractor by: phone call and/or email, notifying contractor of required unscheduled maintenance. Contractor will confirm receipt of unscheduled maintenance request from government within 24 hours after the initial phone/e-mail request.

Performance Standards

a) STD: Provide the arrival date and time a technician will be onsite to the COR in writing

b) STD: Contractor shall have 7 calendar days to send a technician to the site for initial evaluation and repair

c) STD: If replacement parts are required contractor has 24 hours from onsite visit to order required parts

d) STD: Contractor will have 10 calendar days from first onsite visit to receive parts and repair the machine(s) under unscheduled maintenance

e) STD: Written explanation for any repairs that cannot be completed within 14 calendar days to the COR with an estimated completion date

3.1.8 Parts NTE CLIN

When ordering replacement parts the cost of the parts to the Fitness Center must not exceed the funds on the CLIN, Any purchase that exceeds the funds on the CLIN must receive written approval from the COR before ordering.

Performance Standards

a) STD: Provide quotes from at least two different vendors to compare contractor’s price

4 Payment The Contractor shall be responsible for inputting data for payment on a monthly basis through WAWF Performance Standards

a) STD: Contractor shall invoice within 30 calendar days after services have been performed

b) STD: All unscheduled repairs will be completed under the designated Contract Line-Item Numbers (CLINs) with a “Not To Exceed (NTE)” cost constraint. This NTE cost constraint means that the Government has set a “ceiling” amount for any unscheduled repairs that need to be accomplished. Conversely, the contractor shall only bill against this CLIN when a repair is completed.

c) STD: Two emergency unscheduled maintenance visits per quarter will be allowed at no cost to the government, any additional to this will be billed on a ‘per job/visit” basis

d) STD: Submit all supporting documentation to accompany their invoice detailing the cost of the job, and written approval from COR.

e) STD: Calculation of labor hours will not begin until contractor has notified Fitness Center COR of their arrival and intent to start work.

5 Services Summary The contract service requirements are summarized in performance objectives that relate directly to essential service items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. These thresholds are critical to mission success. During the first initial 120 days of the contract, two additional errors on each task shall be allowed in an effort to identify normal phase-in problems.

Performance Objective PWS Para Performance Threshold

Remedy

Provide Equipment maintenance and warrenty Log

3.1.1 3.1.2

No more than 1 Missed deliverable per quarter

Re-performance Within 14 days required

Scheduled Maintenance

1.1.2 3.1.6

No more than 1 Missed standard per year

Re-performance Within 7 days required

Unscheduled Maintenance

1.1.2 3.1.7

No more than 1 Missed standard per year

Re-performance Within 7 days required

Parts NTE CLIN 3.1.8 No more than 1 Missed standard per year

Re-performance Within 7 days required

QUALITY ASSURANCE. The Government shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The COR shall inspect by watching actual task performance, physically checking an attribute of the completed task, checking deliverables, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. COR will use the contractor’s work schedule or modified version thereof, to record surveillance results. Results of the surveillance then become the official US Government record of the Contractor’s performance.