D.1 SOW - Gym Contract - Final.pdf

Statement of Work (SOW) Ramer Hall and ATR Gym Equipment Maintenance & Preventative Maintenance

1.0 Background

The Basic School operates both Ramer Hall Gym and a network of Athletic Training and Rehabilitation (ATR) satellite facilities in support of the Force Fitness Instructor and Marine Corps Martial Arts Program (MCMAP). These facilities provide physical training and rehabilitation services for students, staff, permanent personnel, and dependents. Oversight of Ramer Hall Gym is provided by the Martial Arts and Fitness Center of Excellence, while ATR gyms are independently managed.

2.0 Scope of Work

The Contractor shall provide or perform the following as required by this contact: The Basic School has established the need for monthly and/or bi-weekly preventive maintenance and/or repair services for exercise equipment located in the following facilities:

• Ramer Hall Gym

• Ramer Hall ATR

• Manion Hall ATR

• O’Bannon Hall ATR

• Hass Hall ATR

Services will be provided in accordance with the specifications outlined in this SOW and all relevant contract terms, including attachments.

3.0 Requirements

3.1 Preventive Maintenance Services

The Contractor shall perform bi-weekly preventive maintenance on all equipment listed in Attachment A. This maintenance includes, but is not limited to:

• Examination of all moving parts

• Function testing of all stations

• Lubrication of mechanical components

• Visual inspection of each equipment item

• Electronic calibration as applicable

• Internal and external general cleaning

3.1.2 Preventive Maintenance:

1. Test and Examine All Equipment and Stations.

a. Checking for wear and tear.

b. Inspecting equipment for signs of wear, such as frayed cables, worn upholstery, or loose handles.

c. Tightening bolts and screws.

d. Ensuring visual inspection of each piece of equipment (e.g., pulleys on the cable machines, chipped dumbbells, benches moving accurately, etc.)

e. Address minor issues promptly to prevent major problems.

2. Lubrication of all equipment.

a. Proper lubrication of moving parts (e.g., treadmill belts, elliptical joints)

b. Include guidelines for lubricating moving parts.

3. Calibration and Alignment.

a. Regularly calibrate electronic systems (e.g., console displays, heart rate monitors)

b. Align adjustable components (e.g., elliptical stride length)

4. Electrical Maintenance.

a. If applicable, regular checks for electrical components (e.g., power cords, circuit boards, etc)

5. Cleaning and Sanitizing (Internal and External)

a. Dusting

b. Disinfecting: Use and EPA-approved disinfectant specifically designed for gym equipment, paying special attention to areas that come into direct contact with user.

c. Wiping: Use a clean cloth to wipe down the equipment, ensuring that any residue is removed and the surface is dry.

3.1.3 Preventive Maintenance Schedule

The Contractor shall provide bi-weekly preventive maintenance services on all equipment listed in Attachment A throughout the designated period of performance. The official start and end dates will be determined at the time of contract award. Below is a representative maintenance schedule for planning purposes:

Month Week 1 (PM) Week 2 (PM) October Oct 2–6 Oct 16–20 November Nov 6–10 Nov 20–24 December Dec 4–8 Dec 18–22 January Jan 8–12 Jan 22–26 February Feb 5–9 Feb 19–23 March Mar 4–8 Mar 18–22 April Apr 8–12 Apr 22–26 May May 6–10 May 20–24 June Jun 3–7 Jun 17–21 July Jul 8–12 Jul 22–26 August Aug 5–9 Aug 19–23 September Sep 2–6 Sep 16–20

Note: The actual dates of service will be scheduled in coordination with the designated Government points of contact and may be adjusted based on operational requirements or mutual agreement.

3.2 Equipment

3.2.1 Government Furnished Property (GFP)

The exercise equipment listed in Attachment A is considered Government Furnished Property (GFP). The Contractor shall maintain all GFP in accordance with this SOW. Maintenance will occur from for 12 months after date of award, with service dates coordinated between the Contractor and the Government Point of Contact.

3.2.2 Equipment Types:

1) Cardio Equipment (Treadmills, Ellipticals, Bikes, Etc.)

2) Strength Equipment (Weight Machines, Benches, Free Weights, Etc.)

3) Functional Training Equipment (Kettlebells, Medicine Balls, Resistance Bands, Yoga Mats, Jump Boxes, Jump Ropes, Etc.)

3.2.3 Equipment Replacement Contingency

If during preventive maintenance or inspection a piece of equipment is determined to be unserviceable or beyond economical repair, the Contractor shall:

• Provide a written diagnosis outlining the nature of the failure and justification for non-repair.

• Include a recommendation for replacement, identifying suitable commercial-off-the-shelf (COTS) equivalents when applicable.

• Submit the diagnosis and recommendation to the COR for review and approval.

• Coordinate with the COR and Government Property Custodian to formally document the equipment as non-repairable, following established asset management procedures.

• Assist in removing, labeling, and segregating unserviceable equipment for Government disposition, if needed.

• Replacement procurement shall be the responsibility of the Government unless otherwise specified in the contract.

Note: This clause applies only to instances where the Contractor is unable to restore the equipment to a safe and functional condition without exceeding reasonable repair costs. “Reasonable” shall be defined as exceeding 60% of the replacement cost, unless otherwise directed by the COR.

Points of Contact:

• Ramer Hall Gym: Jacob Alexander, (703) 432-6464

• ATR Facilities: Savannah Cuban, (703) 432-6605

The Contractor shall provide a written report of all services performed to the Contracting Officer’s Representative (COR). If equipment requires repair, the Contractor must notify the COR with a written cost estimate for required parts prior to procurement.

3.3 Safety and Regulatory Compliance

The Contractor shall perform all maintenance and repair activities in strict accordance with applicable federal, state, and Department of Defense (DoD) safety regulations, including Occupational Safety and Health Administration (OSHA) standards and equipment manufacturer guidelines.

Specifically, the Contractor shall:

• Ensure all personnel are trained in equipment safety handling and maintenance procedures.

• Use only manufacturer-approved cleaning agents, lubricants, and replacement parts that are non-toxic and suitable for use in commercial fitness environments.

• Report any identified safety hazards immediately to the COR.

• Ensure that all work areas are left in a clean and safe condition following completion of maintenance tasks.

• Maintain appropriate personal protective equipment (PPE) and follow risk mitigation procedures during all service activities.

Note: Failure to comply with safety regulations may result in suspension of work, corrective action requirements, or contract termination as determined by the COR and Contracting Officer.

3.4 Reporting and Documentation Requirements

To ensure transparency and proper contract administration, the Contractor shall submit detailed maintenance documentation following each service visit. These records shall include:

• Service Report: A written summary of work performed during each visit, including:

o Date and location of service;

o List of equipment serviced;

o Description of maintenance actions completed;

o Identification of any malfunctioning or damaged equipment;

o Contractor recommendations for repairs or replacements.

• Repair Notifications: If a repair is required, the Contractor shall:

o Notify the Contracting Officer’s Representative (COR) in writing;

o Provide a cost estimate including parts and labor;

o Await COR approval prior to ordering or performing repairs;

o Include reference to the specific equipment item from Attachment A.

• Maintenance Log: The Contractor shall maintain a cumulative digital log of all maintenance activity by facility, accessible to the COR upon request. This log shall include timestamps, actions taken, technician name, and equipment status updates.

• Documentation Format: All reports shall be submitted electronically in PDF or Microsoft Word format using a standardized template provided by the Government. If no template is provided, the Contractor shall ensure reports are legible, clearly labeled, and properly dated.

3.5 Base Access Requirements

All contractors entering Marine Corps Base Quantico must comply with the installation’s base access procedures, including registration through the Defense Biometric Identification System (DBIDS).

DBIDS Registration

Individuals requiring routine access must pre-enroll online within 30 days prior to arrival:

• Online Registration: DBIDS Pre-Enrollment Portal

• On-Base Processing Locations:

o Provost Marshal’s Office (PMO), Bldg. 2043 o Commercial Vehicle Inspection (CVI) Lot near MCCS Outdoor Adventures Center and Game

Check Station

Processing Guidance:

• Print your confirmation page after online registration and bring it to the base

• Allow up to 10 days from the date of pre-enrollment for data processing

• Present valid identification and your registration confirmation at either PMO or CVI Lot to receive your

DBIDS credential

Important Notes

• Every individual in a vehicle must register with DBIDS for access

• Pre-enrollment is highly recommended to reduce delays; walk-in registrations may result in longer wait times

• Previously issued DBIDS cards from other installations must still be registered at Quantico to gain local access permissions

Contractors & Vendors

All individuals conducting official business aboard MCB Quantico must process base access credentials at one of the following:

• Commercial Vehicle Inspection Lot (CVI)

• Provost Marshal’s Office (PMO), Bldg. 2043

Business Hours: Monday–Friday, 0600–1500; Closed on Saturdays and Sundays

Contact Information: Phone: (703) 432-0603 | (703) 784-4423 Email: Quantico_DBIDS@usmc.mil Visit: Quantico Base Access Webpage https://www.quantico.marines.mil/Base-Access/

3.6 Points of Contact

Designated Government points of contact relevant to this requirement will be identified and provided to the Contractor at the time of award.

https://www.quantico.marines.mil/Base-Access/