PR #: 31800PR260041653

STATEMENT OF WORK

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STATEMENT OF WORK (SOW)

Preventive Maintenance and Repair Services for Fitness Equipment

Coast Guard Yard Gymnasium and Associated Outdoor Fitness Areas Building 144 Coast Guard Yard Baltimore, Maryland

1.0 GENERAL

1.1 BACKGROUND

The United States Coast Guard (USCG), Coast Guard Yard, Baltimore, Maryland, requires preventive maintenance, inspection, diagnostic, repair, calibration, and minor replacement services for fitness equipment located within the Fitness and Recreation Center (Building 144) and associated outdoor fitness areas.

The Fitness and Recreation Center supports the physical readiness, health, and wellness of active-duty military personnel, reservists, civilian employees, retirees, and other authorized patrons.

Continuous operation of fitness equipment is essential to maintaining mission readiness and ensuring a safe recreational environment.

The Contractor shall provide all labor, supervision, management, equipment, tools, transportation, materials, replacement parts, and technical expertise necessary to maintain Government-owned fitness equipment in accordance with Original Equipment Manufacturer (OEM) specifications, industry best practices, and applicable safety standards.

1.2 SCOPE

The Contractor shall provide all labor, supervision, management, tools, equipment, materials, transportation, technical manuals, consumable supplies, and replacement parts necessary to perform preventive and corrective maintenance services.

1.3 OBJECTIVE

The objective of this contract is to provide preventive maintenance and repair services for fitness equipment located at Coast Guard Yard Building 144 and associated outdoor fitness facilities to ensure equipment remains safe, operational, and available for use while maximizing service life and minimizing equipment downtime.

Services shall include, but are not limited to:

Cardiovascular Equipment

* Treadmills

* Elliptical Trainers

* Upright Exercise Bikes

* Recumbent Exercise Bikes https://uscg-my.sharepoint-mil.us/personal/corinne_j_jacobson_uscg_mil/Documents/Desktop/CG%20Yard/Budget%20&%20Fall%20out%20Funds/SCOPE%20PARAGRAPHS.doc

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* Indoor Cycling Bikes

* Stair Climbers

* Rowing Machines

* Arc Trainers

* Adaptive Cardio Equipment

Strength Equipment

* Weight Machines

* Plate-Loaded Machines

* Functional Training Systems

* Cable Machines

* Smith Machines

* Multi-Station Units

* Assisted Pull-Up and Dip Machines

Outdoor Fitness Equipment

* Outdoor Exercise Stations

* Pull-Up Stations

* Functional Fitness Structures

* Outdoor Strength and Conditioning Equipment

* Associated Outdoor Fitness Accessories

The Contractor shall maintain all covered equipment in accordance with OEM specifications and industry standards.

1.4 PRE-PROPOSAL SITE VISIT

Prospective contractors are strongly encouraged to attend a site visit prior to submitting a quotation. The purpose of the site visit is to familiarize contractors with the fitness facilities, LAST UPDATED: 06/15/2026 PAGE 3/12 equipment inventory, facility access requirements and working conditions associated with contract performance.

Site visits shall be coordinated through the Contracting Officer’s Representative (COR).

Contractors are responsible for all costs associated with attending the site visit.

Failure to attend the site visit shall not relive the Contractor of responsibility for understanding the scope of work and conditions affecting contract performance.

1.5 EQUIPMENT INVENTORY

The Government shall provide an Equipment Inventory (Appendix A) upon contract award identifying all covered fitness equipment.

The inventory shall include:

* Equipment Type

* Manufacturer

* Model Number

* Serial Number

* Quantity

* Asset Identification Number (if applicable)

* Equipment Location

Within thirty (30) calendar days after contract award, the Contractor shall verify the inventory and report discrepancies to the Contracting Officer's Representative (COR).

The Government reserves the right to add, remove, replace, or relocate equipment during the period of performance. The Contractor shall incorporate newly acquired equipment into the maintenance program upon written notification from the COR.

2.0 REQUIREMENTS

2.1 INITIAL SITE ASSESSMENT

Within thirty (30) calendar days of contract award, the Contractor shall conduct a comprehensive baseline assessment of all covered equipment.

The assessment shall identify:

* Current operating condition

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* Existing deficiencies

* Missing or damaged components

* Safety hazards

* Equipment requiring immediate repair

* Equipment requiring replacement

* Equipment beyond economical repair

* Recommended corrective actions

A written Initial Assessment Report shall be submitted to the COR within ten (10) business days following completion of the assessment.

2.2 Preventive Maintenance

The Contractor shall perform quarterly preventive maintenance inspections and servicing of all covered fitness equipment.

Preventive maintenance shall be performed in accordance with OEM recommendations and shall include, at a minimum:

Mechanical Inspection

* Inspection of bearings

* Inspection of pulleys

* Inspection of chains

* Inspection of drive belts

* Inspection of cables

* Inspection of guide rods

* Inspection of bushings

* Inspection of welds

* Inspection of structural components

* Inspection of hardware and fasteners

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Electrical Inspection

* Inspection of power cords and plugs

* Inspection of wiring harnesses

* Inspection of electronic displays

* Inspection of control boards

* Inspection of grounding systems

* Inspection of emergency stop systems

* Inspection of circuit protection devices

Operational Testing

* Verification of speed accuracy

* Verification of resistance functions

* Verification of incline functions

* Verification of braking systems

* Verification of heart-rate monitoring systems

* Verification of electronic controls

* Verification of display functionality

Preventive Maintenance Tasks

* Lubrication of moving components

* Belt tension adjustment

* Drive system adjustment

* Tightening of hardware

* Cleaning of internal components

* Dust removal from motors and drive systems

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* Calibration of electronic systems

* Alignment adjustments

* Functional testing

The Contractor shall document all maintenance performed and provide reports to the COR.

2.3 TASK THREE. Corrective Maintenance and Repair

The Contractor shall provide corrective maintenance services for equipment malfunctions identified during inspections or reported by Government personnel.

Corrective maintenance shall include:

* Diagnostic testing

* Mechanical troubleshooting

* Electrical troubleshooting

* Component replacement

* Motor repairs

* Drive system repairs

* Pulley replacement

* Cable replacement

* Belt replacement

* Console repairs

* Circuit board replacement

* Safety system repairs

Following repairs, equipment shall be tested to verify proper operation and returned to service.

The contractor must respond to all repair requests within five (5) business days of notification. The contractor shall diagnose equipment malfunctions, perform necessary repairs to restore equipment to operational condition, and provide all required replacement parts, materials, and labor. Repairs shall be completed in a timely manner to minimize equipment downtime and ensure safe operation of all fitness equipment.

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No repair work exceeding the authorized contract threshold shall be performed without prior approval from the Contracting Officer or designated COR.

2.4 RESPONSE TIMES

Emergency Service Calls The Contractor shall respond within twenty-four (24) hours of notification for equipment presenting an immediate safety hazard or mission-impacting condition.

Routine Service Calls The Contractor shall respond within five (5) business days of notification for non-emergency repairs.

Repair Completion Repairs requiring standard replacement parts shall be completed within fifteen (15) business days following diagnosis unless delayed by manufacturer backorders or circumstances beyond the Contractor's control.

2.5 REPLACEMENT PARTS

The Contractor shall utilize OEM replacement parts whenever commercially available.

All replacement parts shall be new, free from defects, and suitable for the intended application.

The Contractor shall obtain COR approval before performing repairs requiring major component replacement or repairs exceeding the scope of routine maintenance.

The Contractor shall provide written cost estimates for all non-routine repairs.

2.6 DOCUMENTATION AND REPORTING

The contractor shall maintain complete and accurate records of all preventive maintenance, inspections, repairs, and replacement parts associated with covered fitness equipment. The contractor shall submit a quarterly maintenance report to the Facility Manager or designated Point of Contact (POC) detailing services performed, equipment status, identified deficiencies, corrective actions taken, and any recommendations for future repairs or replacements.

Within five (5) business days following each service visit, the contractor shall provide a written report containing:

• Equipment inventory serviced

• Maintenance performed

• Repairs completed

• Deficiencies identified

• Safety concerns

• Recommended corrective actions

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• Parts requiring replacement

• Equipment recommended for replacement

Reports shall be submitted electronically to the COR.

2.7 TASK FIVE. Safety Requirements

The Contractor shall comply with:

* Occupational Safety and Health Administration (OSHA) regulations

* Department of Homeland Security safety requirements

* Coast Guard safety policies

* Applicable federal, state, and local regulations

* OEM safety requirements

Equipment determined to be unsafe shall be immediately:

* Removed from service

* Tagged "OUT OF SERVICE"

* Reported to the COR

The contractor shall maintain a safe work environment and ensure work areas are left clean and free of hazards upon completion.

2.8 ANNUAL CONDITION REPORT

Annually, the Contractor shall provide a comprehensive condition assessment of all covered equipment.

The report shall include:

* Equipment condition ratings

* Equipment age

* Failure trends

* Repair history

* Equipment nearing end of service life

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* Recommended replacement priorities

* Estimated remaining useful life

2.9 QUALITY ASSURANCE

The Government reserves the right to inspect all work performed.

The COR shall review maintenance reports and may conduct random inspections to verify compliance with contract requirements.

Unsatisfactory work shall be corrected by the contractor at no additional cost to the Government.

3.0 CONTRACTOR PERSONNEL

3.1 QUALIFIED PERSONNEL

The Contractor must provide qualified personnel to perform all requirements specified in this SOW.

3.2 PROJECT MANAGER

The Contractor must provide a Project Manager who must be responsible for all Contractor work performed under this SOW. The Project Manager must be a single point of contact for the Contracting Officer and the COR. The name of the Project Manager and the name(s) of any alternate(s) who must act for the Contractor in the absence of the Project Manager must be provided to the Government. The Project Manager is further designated as Key by the Government.

3.3 EMPLOYEE CONDUCT

Contractor’s employees must comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor must ensure Contractor employees always present a professional appearance and that their conduct must not reflect discredit on the United States or the Department of Homeland Security. The Project Manager must ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.4 REMOVING EMPLOYEES FOR MISCONDUCT OR SECURITY REASONS

The Government may, at its sole discretion (via the Contracting Officer), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

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4.0 OTHER APPLICABLE CONDITIONS

4.1 SECURITY

Coordinate with the CSO Office and DHS Instruction Handbook 121-01-007, Department of Homeland Security Personnel Suitability and Security Program to check appropriate box.

Add any additional sections with “-or-“ if appropriate and delete the others.

Security Risk and Background Investigation Form Requirements

The office requirements anticipates the following:

Check Applicable Box

Tier Investigation

Risk Form

1 Low Risk, Non-Sensitive, Physical/Logical Access (HSPD-12 Credentialing)

SF85

2 Moderate Risk, Public Trust SF85P 3 Non-Critical Sensitive, L, Confidential and

Secret Information

SF86

4 High Risk, Public Trust SF85P 5 Q, Top Secret, Compartmented

Information, Critical Sensitive, Special Sensitive

SF86

Contractor access to unclassified, but Security Sensitive Information may be required under this SOW. Contractor employees must safeguard this information against unauthorized disclosure or dissemination.

4.2 PERIOD OF PERFORMANCE

The period of performance for this contract is a one-year base period with four one-year options.

4.3 PLACE OF PERFORMANCE

The primary place of performance will be the United States Coast Guard Yard, Curtis Bay, 2401 Hawkins Point Rd, Baltimore, MD 21226.

4.4 HOURS OF OPERATION

Normal facility operating hours are:

* Monday through Friday: 0500 – 2100

* Saturday and Sunday: 0700 – 1700

* Federal Holidays: As directed by the COR https://www.dhs.gov/sites/default/files/publications/InstructionHandbook121-01-007PersonnelSuitabilityandSecurityProgram.pdf https://www.dhs.gov/sites/default/files/publications/InstructionHandbook121-01-007PersonnelSuitabilityandSecurityProgram.pdf

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Routine preventive maintenance shall be scheduled between 0700 and 1500, Monday through Friday, unless otherwise approved by the COR.

Emergency repairs may be performed outside normal operating hours with prior coordination through the COR.

5.0 GOVERNMENT FURNISHED RESOURCES

The Government shall provide:

• Access to facilities

• Equipment inventory, if available

• Point of contact for scheduling

• Escort requirements, if applicable

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor must furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW

2.0 and SOW 2.9.

7.0 GOVERNMENT ACCEPTANCE PERIOD

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

7.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal.

In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

8.0 DELIVERABLES

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APPENDIX A