FA4877-12-M-R002_New_PWS.DOCX

PERFORMANCE WORK STATEMENT

Performance Work Statement for Exercise Equipment Maintenance and Repair Services

1.0. Description of Services. The contractor shall provide all parts, tools, equipment, materials, transportation, personnel, labor, supervision, and management to perform Exercise Equipment Maintenance and Repair services for the Haeffner Fitness Center, the Benko Fitness Center, and the Racquetball Annex, at Davis-Monthan Air Force Base (DMAFB), AZ.

1.1. Basic Services. The contractor shall provide the following maintenance and repair services at the Haeffner Fitness Center located at 3285 E.6th St., building 2505, the Benko Fitness Center located at 5200 E. Ironwood St., building 2301, and the Racquetball Annex located at 4075 S. Craycroft Rd., building 4750, on DMAFB.

a. On-site maintenance and repair services.

b. Purchase and replacement of all parts necessary to maintain/repair equipment.

c. Replacement of equipment padding as specified by authorized fitness center staff members.

d. All repair work must be guaranteed in accordance with industry standard, which is 30 days.

1.1.1. Preventive Maintenance. The contractor shall perform on-site scheduled maintenance for exercise equipment at both fitness centers, in accordance with industry standards and equipment manufacturers’ recommendations

a. General Maintenance: Perform a safety inspection of frame, seat supports, chains, pulleys, cables, and check for missing or worn hardware; upholstery is inspected for wear and tear, rips, cuts, etc.

b. Lubrication: Lubrication of all chains, sprockets, rollers, guide rods, seat adjustments, threaded rods, pivot points, mounting bolts for tightness, etc.

c. Electrical Components: The technician will inspect all line cords, power supplies, batteries and devices for functionality. Inspection of all electrical connections and wires. Test electronics and calibrate where necessary.

d. Cleaning: The technician will clean the inside of equipment including the motor components.

e. Performance Test: After the Preventative Maintenance has been completed, our technician will run a performance test to insure that all functions are working properly.

1.1.1.1. Preventive Maintenance Inspection (PMI) Plan. The contractor shall develop and maintain a PMI plan that includes all of the required inspections, tests, and services, for all exercise equipment listed in PWS Appendixes 1, 2, and 3. The contractor shall submit the PMI plan to the Contracting Officer and the designated fitness center staff member for acceptance, no later than five workdays prior to the contract start date. A new plan shall be submitted five workdays prior to any option being exercised.

1.1.1.2. Preventive Maintenance Schedule. The contractor shall develop and submit a preventive maintenance schedule for each fitness center and include all exercise equipment listed in PWS appendixes 1, 2, and 3. The plan shall provide for each piece of equipment to be serviced at a minimum of two (2) times a month or more. The schedule shall reflect the days of the week when maintenance services will be performed. The contractor shall submit the schedule, and any subsequent changes, to the customer for acceptance, no later than five workdays prior to the contract start date. The contractor may increase the frequency of preventive maintenance, in an effort to minimize repair requirements, at the contractor’s discretion and at no additional cost to the Government. If at any time the contractor is unable to follow the schedule, the contractor shall notify a designated Fitness Center staff member.

1.1.2. Repairs. The contractor shall perform on-site repair services as required for both fitness centers. Upon arrival to DMAFB, the contractor shall contact a designated fitness center staff member to obtain a list of exercise equipment that requires repairs. Repair services shall be performed in accordance with industry standards and equipment manufacturers’ recommendations.

1.1.2.1. Repair Delays. If the contractor is unable to perform same-day repairs, due to circumstances beyond their control (e.g. awaiting parts), the contractor shall notify the Fitness Center Operations NCOIC, Athletic Director, or Fitness Center Section Chief of the delay and provide an estimated repair date.

1.1.2.2. Repair Service Calls. Designated Fitness Center Staff Members will place service calls to the contractor when immediate equipment repairs are necessary. The contractor shall respond to repair service calls within fourty-eight hours after receipt of the service call and work continuously until repairs are completed, at no additional cost to the Government. Repair service calls will be made between the hours of 7:30 a.m. to 4:30 p.m., Monday through Friday, except Federal Holidays.

1.1.2.3. Service Call Authorization. Upon contract award, the Contracting Officer will provide the contractor with a list of Government personnel authorized to place repair service calls, and the contractor shall only accept service calls from authorized personnel. If the contractor receives a service call from anyone other than authorized personnel, the contractor shall advise the caller to contact authorized personnel. The Government will not be responsible for calls placed by individuals other than those authorized by the Contracting Officer.

1.1.2.4. Repair Service Report. The contractor shall provide a designated Fitness Center staff member a legible service report prior to leaving the facility after completing repairs. The Fitness Center staff member will sign the service report. Failure to provide a service report may result in delay of contractor payment. Service reports shall include the following information:

a. Type of service (e.g. routine, service call, PMI, equipment upgrade).

b. A description of all services performed during visit.

c. Working status of repaired equipment.

d. List of parts purchased and/or ordered, including part number and cost.

e. Suggestions for improvement and efficiency of exercise equipment operation

f. Signature and date of contractor personnel performing services.

1.1.3. Replacement Parts and Materials. The contractor shall purchase all parts and materials required to ensure the proper and safe operation of exercise equipment. Only new standard parts, or parts of equal quality, shall be used for repairs. The contractor shall provide the fitness center staff an estimated date of repair for equipment awaiting parts.

1.1.3.1. Reimbursement for Parts and Materials. The Government will reimburse the contractor for the cost of replacement parts and materials purchased by the contractor. All other costs associated with parts purchasing shall be borne by the contractor. The contractor shall include the cost of reimbursable items in their invoice each month. At the end of each month, and prior to submitting an invoice, the contractor shall submit an itemized list of all reimbursable items for which they will invoice, to a designated fitness center staff member. The itemized list shall include item descriptions, quantity, unit cost, total cost, and the end use of each item. The contractor shall provide copies of delivery tickets, sales slips, or other documents identifying items purchased under the cost reimbursement portion of this contract. Reimbursement will not be made until these requirements are met. The contractor shall not purchase reimbursable parts/materials exceeding $1,000 until written approval has been obtained from an authorized fitness center staff member.

1.1.3.2. Replacement Equipment. When pieces of exercise equipment are replaced with similar type equipment, and the total number of equipment pieces does not change, the contractor shall perform maintenance and repair services on the replacement equipment, at no additional cost to the Government. The Government will issue a unilateral modification incorporating the new equipment within 90 days of change out.

1.1.3.3. Increase or Decrease of Equipment. When the total number of equipment pieces increases or decreases by 5% or less, the contract price will not change. If the total number of equipment pieces increases or decreases more than 5%, a contract modification will be issued to adjust the contract and a negotiated price, if required, will be determined.

1.1.4. Services Not Included. The following services are not included in the contract.

a. Expendable supplies and accessories.

b. Electrical work external to the equipment.

1.2. General Information

1.2.1. Contract Manager. The contractor shall designate a Contract Manager (CM) who is responsible for contractor-performed services. Upon contract award, the contractor shall submit the name and telephone number of the CM, in writing, to the Contracting Officer. The CM shall have full authority to act for the contractor on all matters relating to daily execution of the contract. The CM must be available by telephone between the hours of 7:30 a.m. to 4:30p.m., Monday through Friday, except Federal Holidays, to respond to emergency service calls.

1.2.2. English Language. All contractor employees must be able to read, write, speak, and understand English fluently.

1.2.3. Contractor Employee Conduct. The Government reserves the right to require removal from the installation any contractor employee who endangers persons or property, whose actions are inconsistent with professional conduct, whose continued employment is inconsistent with the interest of military security or who is found to be incapacitated or under the influence of alcohol, drugs, or other substances. Removal of employees for any reason does not relieve the contractor of the requirement to perform services specified herein.

1.2.3.1. Contractor Travel on DMAFB. Contractor employees shall not loiter in any working area before or after performing services. All contractor employees shall limit their travel on DMAFB only to the specific areas required for performance of services or in travel directly to and from these locations. Upon completion of contract work, contractor employees shall promptly depart DMAFB.

1.2.4. Federal Holidays. The following federal holidays are observed at Davis-Monthan AFB. The contractor is not required to perform services on federal holidays or the day set-aside for the holiday.

1.2.5. Safety. The contractor shall comply with all local, state and federal laws and safety regulations. Compliance with OSHA and other applicable laws and regulations for the protection of contractor employees is exclusively the obligation of the contractor, and the Government will assume no liability or responsibility for the contractor’s compliance or noncompliance with such responsibilities. The contractor is responsible for furnishing contractor employees with all necessary personal protective equipment to perform services.

1.2.5.1. Work Area. The contractor shall, at all times, keep work areas free from accumulations of waste, rubbish, tools, equipment, and materials. Upon completion of the job or when away from the work site, the contractor shall leave the work area and premises in a clean, neat, safe and workmanlike condition. The contractor shall remove and properly dispose of all job related waste material.

1.2.6. Smoking in AF Facilities. Contractors are advised that the AF has placed restrictions on the smoking of tobacco products in AF facilities. AFI 40-102, Tobacco Use in the Air Force, outlines the procedures used by the commander to control smoking in our facilities. Contractor employees and visitors are subject to the same restrictions as Government personnel. Smoking is permitted only in designated smoking areas.

1.2.7. Illegal Substances. Illegal substance possession and/or use will not be tolerated on any military installation, including DMAFB. This includes the use, possession, distribution, or purchasing of marijuana, even if it has been medically prescribed. The contractor shall ensure that contractor employees who have base access do not possess and/or use illegal substances. All contractors and subcontractors are required to adhere to all local, state and federal laws concerning possession and/or use of illegal substances. Contractors found to be in possession of illegal substances will be barred from the installation, and subject to arrest and prosecution by local authorities.

1.2.8. Security Requirements

1.2.8.1. List of Employees. Upon contract award, the contractor shall submit to the Contracting Officer a list of contractor employee names, social security numbers, and driver’s license numbers, or other means of positive identification of all employees that will perform services on DMAFB. Foremen, supervisors, and superintendents must be identified on the list of employees. The contractor shall submit an updated list when an employee's status or information changes. The name of any contractor employee that is terminated during the period of the contract must be reported to the CO in writing within one workday of the employee’s termination.

1.2.8.2. Safeguarding of Classified and Other Information. The contractor shall ensure that contractor employees do not notify, repeat, comment upon, disclose, or use in any way information seen, observed, or derived from documents or conversations of a sensitive or confidential nature overheard by them. The contractor shall comply with, and assume responsibility for compliance of this provision by its employees.

1.2.8.3. Pass and Identification Items. The contractor shall ensure the pass and identification items required for contract performance on DMAFB are obtained for employees and non-Government owned vehicles.

1.2.8.4. Retrieving Identification Media. The contractor shall retrieve all identification media, including vehicle passes from employees who depart for any reason before the contract expires; e.g. terminated for cause, retirement, etc, or upon contract completion. The contractor shall notify the Contracting Officer in writing when an employee departs, and return the employee’s identification to the office that issued it.

1.2.8.5. Traffic Laws. Contractor employees shall comply with all Davis-Monthan AFB traffic regulations and state traffic laws. Contractor employees are subject to random vehicle speed control checks. Failure to adhere to base traffic regulations may result in the loss of base driving privileges, debarment from the base, or other administrative action. The use of cell phones is strictly prohibited while driving on Davis-Monthan AFB, unless the phone is hands free. Seat belt use is mandatory for all drivers and vehicle passengers.

1.2.8.6. Random Personnel and Vehicle Searches. Contractor personnel are subject to random personnel and vehicle searches. If contractor personnel refuse to be searched, they will be denied entry to the base. Denial of entry to contractor personnel who refuse to be searched, or detention of personnel found to be in possession of contraband, may result in loss of base driving privileges, debarment from the base, or other administrative action. Detention of contractor employees for any reason does not relieve the contractor of the requirement to perform contract services.

1.2.8.7. Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition on themselves or within their contractor owned vehicle or privately owned vehicle while on Davis-Monthan AFB.

1.2.8.8. For Official Use Only (FOUO). The contractor shall comply with DoDD 5400.07, Chapter 4, DoD Freedom of Information Act (FOIA) Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material. FOUO or FOIA material discovered by the contractor or contractor employees shall not be retained by the contractor and surrendered immediately to an appropriate DMAFB authority.

1.2.8.9. Reporting Requirements. Contractor employees shall immediately report to an appropriate DMAFB authority any information or circumstances of which they are aware that may pose a threat to the security of Department of Defense personnel, contractor personnel, resources, and classified or unclassified defense information.

1.2.8.10. Physical Security. Contractor employees are responsible for safeguarding all Government property and controlled forms provided for the contractor’s use. At the end of each work period, the contractor shall secure all DMAFB facilities, equipment, and materials.

2.0. Services Summary

3.0. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1. Utilities. The Government will provide the contractor with a source of electricity.

3.2. Emergency Services. The Government will provide security forces services(call 228-4444, for emergencies only), and fire protection services (call 228-3333). There are no emergency medical services available on Davis-Monthan AFB, therefore the contractor must dial 911 for emergency medical services. When calling 911, tell the operator that you are calling from Davis-Monthan AFB.

4.1. Appendix 1 – Haeffner Fitness Center Exercise Equipment

4.1.1. Cardio Room

TREADMILL

E-TBT

P-TBT

SCIFIT

4.1.2. Spin Room

4.1.3. Strive Weight Room

4.1.4. Machine Weight Room

4.2. Appendix 2 – Benko Fitness Center Exercise Equipment

4.2.1. Cardio Room

STAIR CLIMBER

Rowers

TREADMILL

E-TBT

PTBT

SCIFIT

CYBEX

LIFEFITNESS

LIFEFITNESS

LIFEFITNESS

LIFEFITNESS

4.2.2. Strive Weight Room

BODYMASTERS

4.2.3. New Cardio Room

P-TBT

SCIFIT

STAR TRAC

4.2.4. Hallway Equipment

4.3. Appendix 3 – Racquetball Annex Exercise Equipment

4.3.1. Cardio Room

ALL EQUIPMENT