1 - Performance Work Statement 2 Jan 2025.pdf

PERFORMANCE WORK STATEMENT

FOR

FITNESS EQUIPMENT MAINTENANCE

2 Jan 2025

1. DESCRIPTION OF SERVICES

1.1. Scope of Work. The contractor shall provide all personnel, labor, tools, and transportation to conduct routine/preventive maintenance and non-routine maintenance under $500 at Little Rock Air Force Base

(LRAFB) Fitness Center, Building 827. All maintenance shall be performed in accordance with the manufacturer’s specifications. The contractor shall provide routine service checks/maintenance to adjust, lubricate, diagnose, tighten, repair/replace and accomplish manufacturer’s recommended internal cleaning of equipment identified in Attachment 2, Fitness Center Equipment Inventory.

1.2. Equipment. The contractor shall furnish all tools and equipment necessary to repair or replace equipment parts in accordance with this Performance Work Statement. The contractor shall be responsible for performing routine maintenance and service for the equipment annotated in Attachment 2, Fitness Center

Equipment Inventory. Also, preventive maintenance, according to Addendum 1, Equipment Maintenance

Guidelines, shall be accomplished within the prescribed timeframe recommended by the manufacturer. The fitness center reserves the right to replace any equipment with new like items as needed. Items of equipment are subject to change with upgrade to equipment inventory. The contractor has a maximum of 10 days after notification to fix inoperable equipment. Anything past that timeframe shall require a written request submitted and approved by LRAFB fitness center management.

1.3. Personnel/Qualifications. All technicians must possess experience on the repair and maintenance of commercial brand name fitness equipment to include but not limited to: Life Fitness, Hammer Strength, Cybex, Woodway, Precor, Matrix, Versa Climber, Scifit, Hoist, Curve, Concept2 and Nautilus fitness exercise equipment. At a minimum, the contractor shall be certified by Life Fitness, Cybex, and Hammer Strength.

1.4. Labor. Labor costs, whether incidental or consequential to the performance of this contract, are covered by the monthly price.

1.5. Contractor-Furnished Supplies and Services. Replacement Parts: The contractor shall repair and provide all parts and cover all associated costs for single part repairs under $500.00 unless covered by warranty. Contractor is responsible to order any needed parts, warrantied or otherwise under the $500.00 threshold. Any single part repair over $500.00 must be approved by the Fitness Center Director and shall be completed utilizing a different contract vehicle. Contractor will provide quote for non-warrantied, single parts, over $500.00 and Fitness Center Director shall make decision on purchasing the part, according to budgeting and policy requirements. The Fitness Center Director will arrange the purchase, if approved, of all non-warrantied, single parts/equipment over $500.00 that do not fall under the PWS. All replacement parts shall be new factory warranted parts unless the Fitness Center Director or designated representative gives approval to use any other parts. The contractor shall guarantee all workmanship upon the completion of work. The contractor shall annotate all performed maintenance on Addendum 2, Equipment

Maintenance Log, as soon as the repair is accomplished.

1.6. Limitations of Liability. In no event shall the Government be liable for any loss of or damage to equipment owned by contractor personnel stored at LRAFB.

1.7. Maintenance Room. The contractor is responsible for the safe keeping and cleanliness of the maintenance room, in the event it is used to perform required tasks. The room shall be free from dust, walkways shall be clear, equipment and parts shall be stored neatly and at no time shall equipment, tools, or any other objects block entrances/exits. There will be no keeping of old equipment for parts, however, the old equipment may be stripped for small parts. The maintenance room will be cleaned quarterly to maintain a clutter-free and safe environment.

1.8. Non-Personal Services and/or Inherently Governmental Services. The Government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the Contracting Officer (CO) immediately. These services shall not be used to perform work of a policy/decision making or management nature, (e.g., inherently governmental functions). All decisions relative to programs supported by the contractor shall be the sole responsibility of the Government.

2. GOVERNMENT RESPONSIBILITIES

2.1. Service Calls. The Government will notify the contractor within 24 hours of discovering inoperable equipment. The contractor shall address service calls within 24 hours after notification by providing documentation of the assessment made. The contractor shall provide the government with a remedy to any issues within 48 hours. The contractor is allowed 5 business days to order the necessary parts needed to accomplish service call(s). The contractor has a maximum of 10 business days from the time of notification to fix the inoperable equipment, unless a written request via email for extension to the Fitness Center management has been approved. The contractor shall log the status of job progress, completion, parts ordered and estimated downtime of equipment on Addendum 2, Equipment Maintenance Log.

2.2. Point of Contact. The Fitness Center Management, or designated representative, can be contacted at

(501) 987-7716.

2.3. Government. The Government will furnish a clean and safe environment for the contractor. The areas designated for equipment repair should be clean, safe, and regularly maintained to avoid injury to the fitness center patrons. The contractor is allowed to utilize one secure locker in the maintenance room. The Fitness

Center is not responsible for tools that are unsecured.

2.4. Increased Base Security. In the event of increased security measures (i.e. Exercise or Real-World

Occurrences) the government will notify the contractor of difficulties accessing base facilities. Exercise dates will be announced so the contractor can plan ahead to prevent delays in performance.

2.5. Base Pass. Any Base Pass needed by the contractor will need to be worked through the contracting office.

2.6. Government Furnished Property and Services. None.

3. HOURS OF OPERATIONS

3.1. The contractor shall work on equipment between, facility manned hours, 0600-2000 Monday-Friday.

Manned hours are subject to change, the contractor will be notified once changes are identified.

3.2. Any work performed before or after these hours must be authorized by the Fitness Center Management prior to doing so. If request is authorized, the contractor must annotate on Addendum 3, Visitor Register Log.

3.3. The contractor shall notify the Fitness Center Management of scheduled days to inspections and monthly cleaning.

3.4 Federal Holidays and LRAFB Family Days/Down Days. Inspections will not be conducted on the days shown in Table, 1 Federal Holidays.

Table 1

FEDERAL HOLIDAYS

HOLIDAYS HOLIDAYS

Christmas Independence Day

New Year's Day Labor Day

Juneteenth Columbus Day

Martian Luther King

Day

Veteran's Day

President's Day Thanksgiving Day

Memorial Day

3.4.1. Family Days and Down Days. Base and Command down days will be announced as soon as the

Fitness Center is notified so scheduling issues can be dealt will accordingly.

4. GENERAL INFORMATION

4.1. Quality Control. Contractor shall develop and maintain a quality inspection program to ensure repair and maintenance services are performed in accordance with all regulatory standards and codes. The contractor shall develop and implement procedures to identify and prevent defective services from recurring. At a minimum, the contractor shall develop quality control procedures that address the areas identified in

Paragraph 1, Description of Services.

4.2. Quality Assurance. The Government reserves the right to evaluate the contractor’s performance at any time.

4.3. Not Meeting the Performance Thresholds. Not meeting the performance thresholds of these objectives, in any combination for any two or more consecutive or non-consecutive months during a contract period may require a meeting with the contractor or written notice to discuss the failure of the contractor performance to the contract standards.

ADDENDUM 1

Fitness Maintenance Guidelines

EQUIPMENT WEEKLY MONTHLY QUARTELY ANNUALLY

1. STATIONARY BIKES

a. Clean and lubricate pedals/shafts with 30W oil. X

b. Clean and lubricate seat post assembly with household oil.

X

c. Inspect Crank Bearings. X

d. Clean and lubricate chain with 30W oil (Nondetergent). X

e. Inspect belt tension. X

f. Inspect belt for abnormal wear & tear. X

2. ROWING MACHINES

a. Clean monorail row with abrasive scouring pad. X

b. Wipe chain with clean dry cloth. Re-lubricate with household oil.

X

c. Inspect chain for stiff links. (Normally caused by improper cleaning/lubrication.

X

d. Inspect chain handle connection for wear & breakage. X

e. Inspect shock cord for looseness and adjust as necessary.

X

f. Inspect nuts and bolts for security. X

g. Inspect bottom seat roller looseness; tighten as necessary.

X

h. Replace batteries as necessary.

3. TREADMILLS

a. Clean housing and inspect screws. X

b. Inspect belt alignment. X

c. Inspect belt brushings. X

d. Lubricate bed. X

e. Vacuum/sweep dust under machine. X

4. STAIR CLIMBING MACHINES

a. Oil drive chain with 30W oil. X

b. Oil step chains with 30W oil. X

c. Add axle grease to step axle

d. Dismantle, clean, lubricate, and adjust all components. X

5. CHIN UP/DIP ASSIST MACHINES

a. If squeaking, lubricate brushings, shafts, & moving joints. Lubricate pins at both ends of cylinder.

6. STRENGTH MACHINES

a. Treat upholstery with conditioning oil; remove excess with clean dry cloth.

X

b. Internal cleaning & lubrication: Remove plastic side panels for access. Vacuum dust under machine. Wipe link chains; remove excess dust. Re-lubricate chains/sprockets with household oil.

7. FREE WEIGHT EQUIPMENT

a. Lubricate guide rods and linear bearings (wipe clean with dry cotton cloth, then wipe entire length with medium weight oil.

X

b. Inspect and adjust the following: cables, nuts/bolts, torn upholstery. Apply vinyl upholstery protectant.

X

c. Wipe off dumbbells and barbell plates, check bolts on bars.

d. Wash grips in mild soap and water. X

8. GENERAL GUIDELINES

a. Inspect mechanical parts X

b. If using a Blanket Purchase Agreement (BPA), have maintenance representative inspect machines.

X

c. Lubricate all moving parts on machines semiannually. 2Y

d. Evaluate repairs/replacement of equipment annually X

e. Stay current with all maintenance procedure updates;

use manufacture’s expertise in problem solving.

ADDENDUM 2

EQUIPMENT MAINTENANCE LOG

EQUIPMENT NAME & NUMBER:

OUT OF ORDER DATE: EXPECTED REPAIR DATE:

DESCRIPTION OF PROBLEM:

PARTS NEEDED:

PARTS ORDERED: YES / NO DATE PARTS RECEIVED: DATE INSPECTED BY STAFF:

COMPLETION DATE: MX SIGNATURE: FCS SIGNATURE:

EQUIPMENT NAME & NUMBER:

OUT OF ORDER DATE: EXPECTED REPAIR DATE:

DESCRIPTION OF PROBLEM:

PARTS NEEDED:

PARTS ORDERED: YES / NO DATE PARTS RECEIVED: DATE INSPECTED BY STAFF:

COMPLETION DATE: MX SIGNATURE: FCS SIGNATURE:

EQUIPMENT NAME & NUMBER:

OUT OF ORDER DATE: EXPECTED REPAIR DATE:

DESCRIPTION OF PROBLEM:

PARTS NEEDED:

EQUIPMENT NAME & NUMBER:

OUT OF ORDER DATE: EXPECTED REPAIR DATE:

DESCRIPTION OF PROBLEM:

PARTS NEEDED:

ADDENDUM 3

VISITOR REGISTER LOG