PWS JBMDL 2026 Fitness Equipment Maintenance 15 Dec 25.docx

PERFORMANCE WORK STATEMENT

FOR

FITNESS EQUIPMENT MAINTENANCE

87 Force Support Squadron

Joint Base McGuire-Dix-Lakehurst

1.0 SCOPE OF WORK.

The contractor shall perform the following services to the Fitness equipment at JBMDL Fitness Centers. The contractor shall provide all labor, personnel, tools, parts, supervision, and items necessary to inspect, repair and perform preventive and remedial maintenance on the fitness equipment in the Fitness Centers as defined in this Performance Work Statement (PWS). Equipment is subject to change as equipment will be updated on a yearly basis. All equipment shall be maintained in accordance with the manufacturer specifications. Preventative and remedial maintenance shall consist of cleaning; lubrication; and adjustment and replacement of worn, defective parts to maintain each piece of equipment. All replacement parts required to maintain equipment will be ordered within 24 hours after the initial service call.

2.0 DESCRIPTION OF SERVICES.

2.1 SERVICES TO BE PERFORMED. Services shall be performed at the McGuire Fitness Center, Griffith Field House (Ft Dix) and Lakehurst Fitness Center. There will be 3 different locations in all to be serviced. The addresses/locations of each of these centers are listed in PWS paragraph 3.5. These services include performance of the following tasks in accordance with (IAW) the specific manufacturer’s recommendation:

2.1.2 The inspection and detection/correction of equipment defects.

2.1.3 The monthly lubrication and adjustment of all moving parts, cables, and guide rods.

2.1.4 On a quarterly basis, the interior cleaning of all cardiovascular equipment.

2.1.5 Ordering of replacement parts and the installation of repair parts. Repair parts, not on hand at the contractor’s location, will be ordered no later than (NLT) 24 hours after the initial service call. All replacement parts shall be new items or refurbished items with a warranty.

2.1.5.1 If the ordering and installation of replacement parts will cost more than $500 per transaction, there must be written approval from the COR before ordering the parts.

2.1.6 The contractor shall submit all supporting documentation to go along with their invoice detailing the cost of the job, to include a breakdown of parts and charges, labor and/or hourly charges and all maintenance completed.

2.1.7. The calibration of all electronic components.

2.1.8 Repair/replace worn or torn upholstery. The covering must be within the specifications of the manufacturer and match the color of the existing upholstery.

2.1.9 Technicians shall maintain a service log detailing the maintenance, repair and/or replacement of parts for each piece of equipment. This log shall include:

- manufacturer

- serial number

- item name

- unit I.D. number

- date work performed

- description of work performed

- cost of repair and parts installed

- signature of technician (will each technician maintain his own log or 1 log for all) A copy of this log shall accompany the monthly invoice when delivered to the Fitness Center Directors in Wide Area Work Flow (WAWF).

2.1.10 ROUTINE SERVICE CALLS. Preventive maintenance shall be accomplished within the prescribed time frame as recommended by manufacturer.

2.1.10.1. All JBMDL Fitness Centers shall be serviced on a bi-Monthly (twice a month) basis. In accordance with paragraph 3.3.4 of this PWS, the contractor must set up a regular schedule with each of the fitness center directors for regular maintenance within seven (7) calendar days of contract award.

2.1.11 Contractor shall be responsible for knowledge of maintaining manufacturer technical specifications on all brands/models of equipment covered under this contract.

2.1.13 Contractor shall be responsible for maintaining documentation of manufacturer’s specifications for all equipment listed in appendix A.

2.1.13.1 Contractor must have the ability to consult with manufacturer service and maintenance representatives at no additional cost to the government.

2.1.13.2 Only original equipment manufacturer standard parts shall be used in repairs.

2.1.13.3 The contractor shall provide the government with a primary and an alternate point of contact to receive repair service requests and make arrangements for them to receive this requirement via email.

3.0 GENERAL INFORMATION

3.1 Contract Manager. The contractor shall provide a contract manager and an alternate that shall be responsible for the performance of the work. These individuals shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract and shall be designated, in writing, to the authorized Fitness POC’s within ten (10) days of contract award. The alternate contract manager shall act for the contract manager when the manager is absent. The contractor shall notify the CO when the alternate has primary responsibility.

3.2 The contract manager or alternate shall be available within 24 hours to meet on the installation or by telecom with government personnel designated by the CO during normal duty hours.

3.3 Contractor Personnel. The contractor personnel shall have the experience necessary to perform services specified within this PWS. Contractor personnel shall be certified by the manufacturer of equipment. The contractor must identify the technicians to be assigned to the contract by name. Technicians shall:

3.3.1 Have a minimum of five (5) years of specialized experience maintaining and repairing commercial grade fitness equipment. Contractor must have at least one current certification for equipment repair to include, but not limited to: Life Fitness, Cybex, Stair Master, Nautilus, Body Master, Paramount, Matrix, Hammer Strength, Precor, Star Trac, Versa Climber, Nordic Track, Woodway, Octane, Rogue Fitness and Cycle Reebok, or other Fitness companies. Contractor must provide this certificate with proposal.

3.3.2. Have knowledge and experience with applicable Federal, State, and local laws, regulations and guidance in the subject area of fitness equipment maintenance and repair.

3.3.3 Hours of Operation. All work shall be performed during each Fitness Centers regular open business hours.

3.3.4 Work Schedule. The contractor shall submit its planned work schedule to the COR within seven (7) calendar days upon award of contract. This schedule must specify the day of the week that the services are to be performed. The schedule is subject to approval by the COR. Changes to the work schedule will be coordinated with and approved by the Fitness Center Directors. The contractor is advised that events such as exercises or other activities may require the contractor to change its schedule. Although the government will make reasonable efforts to provide advance notice, in some circumstances, adequate notice may not occur. Such schedule changes shall not be grounds for a claim against the government.

3.4 Recognized Holidays. The contractor is not required to provide service on federal holidays:

the holidays are:

New Year’s Day - 1 January Martin Luther King Day - 3rd Monday in January Washington’s Birthday - 3rd Monday in February Memorial Day - last Monday in May Juneteenth – 19 June Independence Day - 4 July Labor Day - 1st Monday in September Columbus Day - 2nd Monday in October Veteran’s Day - 11 November Thanksgiving Day - 4th Thursday in November Christmas Day - 25 December If any holiday falls on Saturday, the preceding Friday shall be observed. If any holiday falls on Sunday, the following Monday shall be observed. If a holiday falls on a scheduled service day, the contractor shall be responsible for rescheduling services for the first day post-holiday observance, per arrangement with the COR.

3.5 Contractor Sign-In. When performing work at any of the fitness center locations, the contractor shall report to the Fitness Center Director. This is to ensure the COR is aware of the contractor’s presence and to provide documentation of work being performed. Below are the addresses/locations of each fitness facility:

3.5.1 McGuire Fitness Center

2504 POW/MIA Blvd, McGuire AFB, NJ 08641

3.5.2 Griffith Field House

6053 Milleville Ave, Fort Dix, NJ 08640

3.5.3 Lakehurst Fitness Center

60 Lansdowne Rd, Lakehurst, NJ 08733

3.7 Appearance. Contractor personnel shall present a professional, conservative, and neat appearance. Contractor personnel shall report for duty in a professional manner, in appropriate attire and having complied with socially acceptable standards of personal hygiene.

3.8 Communication. Contractor personnel shall maintain open and professional communication with members of the 87 FSS/FSVS staff.

3.9. Conflict of Interest. The contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest.

The contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval in accordance with (IAW) Department of Defense (DOD, DoD or DD) Directive 5500.7 and Air Force policy.

If prior military, must have been discharged under honorable conditions with no administrative discharge actions taken against them.

3.10. Security Requirements for Unclassified Contracts.

3.10.1 Listing of Personnel. The contractor shall maintain a current listing of personnel.

The list shall include the name of personnel, social security (required for access to the installation) number and contact phone number. The list shall be validated and signed by the company owner. An updated listing shall be provided when any personnel’s status or information changes.

3.10.2. Pass and Identification. The contractor shall ensure all pass and identification items required for contract performance are obtained for contractor and non-government owned vehicles. Base identification badges will be furnished by Security Forces Squadron personnel for each contractor personnel upon presentation of evidence of assignment to this task. The contractor shall obtain the following pass and identification items: all necessary cards, passes, button, decals, or other items required for access to the areas in which work shall be accomplished.

3.10.3. Contractor Passes. The contractor shall coordinate with the CO and designated government representative on the processing of contractor base passes.

3.14. Physical Security. The contractor shall safeguard all government property, including controlled forms provided for contractor use. At the close of each work period, government equipment, facilities, and Squadron assets and materials shall be secured.

3.15 Contractor Furnished Items and Services. Except for those items or services specifically stated in Section 3 of this PWS to be government-furnished, the contractor shall furnish everything required to perform this contract IAW all of its terms. It is the contractor’s responsibility to ensure their contractor personnel are familiar with and understand the contents of this PWS as well as the company’s handbooks/handouts, etc. prior to beginning work on

JBMDL.

4.0 SERVICES SUMMARY (SS)

The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS and the contractor’s Quality Control Plan (QCP) provide information on contract requirements, the expected level of the contractor’s performance and the expected method of government surveillance and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the Federal Acquisition Regulation (FAR) clause 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. The absence of any contract requirements from the SS shall not detract from its enforceability nor limit the rights or remedies of the government under any other provision of the contract, including the clauses entitled “Inspection of Services” and “Default.” The government has the right to inspect all services required in the contract.

Performance Objective

Assessment

SS-1

Perform inspection for proper operation, detect/correct defects

2.1 & 2.1.13.3 Inclusive Less than 3 deficiencies per occurrence Re-performance within 8 hours of notification 100% Inspection Customer Complaint

SS-2

Perform inspection for proper operation, detect/correct defects

deficiencies per occurrence Re-performance within 8 hours of notification 100% Inspection Customer Complaint

SS-3

Lubricate & adjust all moving parts, cables, and guide rails

deficiencies per occurrence Re-performance within 8 hours of notification 100% Inspection Customer Complaint

SS-4

Clean interior of equipment

deficiencies per occurrence Re-performance within 8 hours of notification 100% Inspection Customer Complaint

SS-5

Order repair parts and install

deficiencies per occurrence Re-performance within 8 hours of notification 100% Inspection Customer Complaint

SS-6

Calibrate Electronics

deficiencies per occurrence Re-performance within 8 hours of notification 100% Inspection Customer Complaint

SS-7

Repair/replace worn/torn upholstery

deficiencies per occurrence Re-performance within 8 hours of notification 100% Inspection Customer Complaint

SS-8

Maintain Service Log

deficiencies per occurrence Re-performance within 8 hours of notification 100% Inspection Customer Complaint

4.1. Performance Evaluation. The purpose of the Services Summary is to define performance evaluation. The Performance Objective (column 1) describes what the government will survey.

Performance of a service will be evaluated to determine whether or not it meets the Performance Threshold (PT) of the contract.

4.1.1. The government will periodically evaluate the contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received. The government representative will evaluate the contractor’s performance through inspections of reports and contractor services documentation. The government may inspect each task as completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures. Likewise, the government may decrease the number of quality assurance inspections if performance dictates.

4.1.2. If any of the services do not conform to contract requirements, the government may require the contractor to perform the services again in conformity with contract requirements at no increase in contract amount. Most re-performance requests shall be accomplished within 8 hours of notification. All others IAW the timelines stated in the Services Summary matrix. When the defects in services cannot be corrected by re-performance, the government may:

4.1.2.1. Require the contractor to take necessary action to ensure that future performance conforms to contract requirements

4.2. Quality Control. The contractor shall develop and maintain a complete quality control program for the performance requirement of this contract to ensure services are performed in accordance with this contract and PWS. The program/plan shall identify a quality control inspector and phone number with whom the government can discuss quality issues. A written Quality Control Plan (QCP) shall be submitted to the COR for review and feedback. The contractor shall submit the QCP to the COR NLT 30 business days after contract award. Once reviewed and feedback provided, the QCP shall not be changed without prior review by the COR. The contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur. The plan shall specifically address the contractor’s strategy to provide quality workmanship; continual process improvement; preventing deficiencies and for correcting deficiencies as required. The contractor shall ensure that the following issues are addressed in their QCP:

4.2.1. A description of the methods to be used for identifying and preventing defects in the quality of service performed.

4.2.2. A description of how the records will be kept. Records must document all inspections and corrective or preventive actions taken.

4.3. Failing to meet the performance threshold as outlined in the SS for any of these performance objectives in any one (1) month period shall result in an immediate progress meeting with the CO and other government personnel.

4.4. Government Receipt and Acceptance of Goods.

4.5. Wide Area Work Flow. The COR will certify receipt of contractor services via the Wide Area Work Flow (WAWF) website. Certification of services will be accomplished using the contractor’s combination invoice/receiving report following the completion of the contract payment period.

4.6. Government Personnel. After contract award, the CO will designate, in writing, for each Fitness Center the Contracting Officer’s Representatives (CORs) to the contractor. The CORs will have, at minimum, the following responsibilities:

4.6.1. Authorized to place service calls

4.6.2. Authorized to sign Receiving Reports for work performed

4.6.3. Authorize the contractor to purchase replacement parts.