PWS Fitness Center Preventive Maintenance - Final.pdf

PERFORMANCE WORK STATEMENT (PWS)

Preventive Maintenance and Repair / Replace Parts for Fitness Center Exercise Equipment

Contract

PART 1

1. GENERAL INFORMATION

1. General: This is a non-personnel services contract to provide maintenance services and repair / replace parts on as needed basis for the fitness center exercise equipment. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform preventive maintenance and repair / replace parts on as needed basis on the fitness center exercise equipment as defined in this Performance Work Statement. The contractor shall perform to the standards specified in this contract.

1.2 Background: The Bureau of Engraving and Printing (BEP) is the component of the United States Department of the Treasury that designs, engraves, and manufactures US currency and other U.S. security products.

BEP has a need to conduct Preventive Maintenance and to repair / replace parts on its owned Fitness equipment to ensure it is fully functional.

1.3 Objectives: The BEP offers their employees access to the Fitness Center to promote a healthy lifestyle and over all mind and body well-being. The Fitness Center exercise equipment is located at the Washington District of Columbia Facility (DCF) and needs to be well-maintained and fully functional to ensure the safety and health of their employees.

1.4 Scope of Work: The contractor shall provide all labor, equipment, parts, and tools as required for Quarterly Preventive Maintenance and repair / replace of parts, as needed, for all BEP owned Fitness Center exercise equipment located at DCF. This service will allow for continuous availability of well-maintained and fully functional exercise equipment.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The Period of Performance reads as follows:

Period From To Base August 31, 2020 August 30, 2021

Option Year 1 August 31, 2021 August 30, 2022 Option Year 2 August 31, 2022 August 30, 2023 Option Year 3 August 31, 2023 August 30, 2024

1.6 General Information

1.6.1 Quality Control: Quality Control is the responsibility of the contractor. The contractor is responsible for the delivery of quality services/supplies to the Government (see FAR 52.246-1, Contractor Inspection Requirements).

The Contractor shall develop, implement and maintain an effective Quality Control System which includes a written Quality Control Plan (QCP). The QCP shall implement standardized procedure/methodology for monitoring and documenting contract performance to ensure all contract requirements are met. The Contractors’ QCP must contain a systematic approach to monitor operations to ensure acceptable services/products are provided to the Government. The QCP, as a minimum, shall address continuous process improvement; procedures for scheduling, conducting and documentation of inspection; discrepancy identification and correction;

corrective action procedures to include procedures for addressing Government discovered non-conformances; procedures for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies; procedures for trend analysis;

procedures for collecting and addressing customer feedback/complaints. The contractor shall upon request provide to the Government their quality control documentation. The QCP shall be provided to the COR within thirty (30) days following contract award. After acceptance of the quality control plan the contractor shall obtain the Contracting Officer’s acceptance in writing of any proposed change to their QC system.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is a Government only document primarily focused on what the Government must do to assure that the contractor has performed in accordance with the requirements of the contract.

1.6.3 Federal Government Holidays: The agency will be closed on the holidays listed below.

New Year’s Day 1st day of January Martin Luther King Jr.'s Birthday 3rd Monday of January Presidents Day 3rd Monday of February Memorial Day Last Monday of May Independence Day 4th day of July Labor Day 1st Monday of September Columbus Day 2nd Monday of October Veterans Day 11th day of November Thanksgiving Day 4th Thursday of November Christmas Day 25th day of December

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the core hours of 8:00 a.m. – 2:00 p.m. Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The contractor shall coordinate with the government regarding hours of operation during BEP Year End Shut Down In addition, the BEP

Option Year 4 August 31, 2024 August 30, 2025 has a Year End Shut Down, which occurs in December of each year; BEP offices are closed for approximately one (1) week. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at:

Bureau of Engraving and Printing 14th & C. Streets S.W., Rm. 517-M Washington, D.C. 20228-0001

1.6.6 Type of Contract: The government will award a Time and Materials (T&M) contract for this service.

1.6.7 Security Requirements: N/A.

1.6.7.1 Physical Security: The Contractor shall be responsible for safeguarding all government equipment, information and property provided for Contractor use under this Contract. This Contract requires access into the Controlled Industrial Area of the BEP. The Contractor personnel shall recognize that BEP deals with sensitive information and other proprietary information, which are valuable, special, and unique assets. All information pertinent to BEP’s information technology resources is highly sensitive and may not be released to third parties without the express, written consent of BEP. This information requires strict control procedures to preclude unauthorized disclosure or dissemination. Information pertinent to personnel is protected from unauthorized disclosure under the provisions of the Privacy Act of 1974 (5 U.S.C. 552a). Contractor personnel shall not divulge, disclose, or communicate in any manner, any information to any third party without prior written consent of the BEP. Contractor personnel shall protect information and treat it as strictly confidential and will abide by the security requirements of BEP. A violation of this paragraph shall be a material violation of this Contract. Should the Contractor receive or suspect they have learned of sensitive or classified information, the Contractor shall identify and report suspicions to the COR. Contractor personnel performing work under this Contract shall be subjects of background investigations, conducted by BEP’s Office of Personnel Security, prior to start of work under this Contract.

Each Contractor employee performing under this Contract must successfully complete the Government required background check form at time of the proposal submission, and must maintain the level of security required for the life of the Contract.

1.6.7.2 Key Control: N/A

1.6.8 Special Qualifications: N/A

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5, Post Award Orientation. The Contracting Officer, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the Contracting Officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.6.10 Contracting Officer Representative (COR): The COR will be identified by separate letter by the CO. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, and specifications; monitor Contractor's performance and notify both the Contracting Officer and Contractor of any deficiencies;

coordinate availability of government furnished property; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: The following personnel are considered key personnel by the government: N/A

The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the Contracting Officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 4:30 p.m. Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

1.6.12 Identification of Contractor Employees: All contract personnel (to include subcontractors) attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. All Contractor personnel shall clearly identify themselves as a Contractor and shall be required to wear identification (ID) badges in a visible location on the front of exterior clothing, above the waist, (except when safety or health reasons prevent such placement). ID badges shall be worn at all times when performing work. ID badges shall have an identification picture, and shall state the name of the individual and the company they represent. A listing of issued identification cards shall be furnished to the Contracting Officer prior to the contract performance date and updated as needed to reflect Contractor and Subcontractor personnel changes. Contractor personnel are prohibited from possessing weapons, firearms or ammunition, on themselves or within their Contractor-owned or privately owned vehicle while on BEP premises.

1.6.13 Supervision of Contractor Employees: The Government will not exercise any supervision or control over Contractor or subcontractor employees while performing work under the contract. Such employees shall be accountable solely to the Contractor, not the Government.

The Contractor, in turn, shall be accountable to the Government for Contractor or subcontractor employees.

1.6.14 Contractor Travel: N/A

1.6.15 Other Direct Costs: N/A

1.6.16 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government.

These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.17 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.18 Phase in /Phase out period: N/A

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACT SPECIALIST. The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

2.1.2. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or services to the government. The term used in this contract refers to the prime.

2.1.3. CONTRACTING OFFICER. A person with authority to enter into, administer, and/or terminate contracts, and make related determinations and findings on behalf of the government.

Note: The only individual who can legally bind the government.

2.1.4. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.5 CONTRACTING OFFICER’S REPRESENTATIVE ASSISTANT. An employee of the U.S. Government appointed by the contracting officer to administer the contract on behalf of the COR. Such appointment shall be in writing and shall state the scope of authority and limitations.

This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.6. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.7. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.8. GOVERNMENT-FURNISHED PROPERTY (GFP) OR GOVERNMENT PROPERTY

(GP). Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.9. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.10. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.11. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are acceptable in accordance with established standards and requirements of this contract.

2.1.12. QUALITY ASSURANCE SPECIALIST. An official Government representative concerned with matters pertaining to the contract administration process and quality assurance/quality control. Acts as technical advisor to the Contracting Officer in these areas.

2.1.13. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.14. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.15. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.16. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.17. WORK WEEK. Monday through Friday, except for Federal holidays unless specified otherwise.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative BEP Bureau of Engraving and Printing CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 CO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Plan TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide escorts for technicians when they provide services.

The BEP’s Fitness Center is approximately 3,416 square feet (see Technical Exhibit 4) and it has 47 pieces of fitness equipment that require quarterly preventive maintenance and repair / replace of parts, on as needed basis, to ensure safety of all users and equipment functionality. See attached list (Technical Exhibit 3).

3.2 Facilities: The Government will provide the necessary workspace for the contractor staff to provide the support outlined in the PWS.

3.3 Utilities: The Government will provide all utilities in the facility for the contractor’s use in performance of tasks outlined in this PWS. The Contractor (to include subcontractors) shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.4 Equipment: The Government will provide access to a printer and fax machine.

3.5 Materials: N/A

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2. Secret Facility Clearance: N/A

4.3. Materials. The Contractor shall furnish materials, supplies, and equipment necessary to meet the requirements under this PWS.

4.4. Equipment. The Contractor shall supply all parts purchased to repair equipment to meet the requirements under this PWS.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1. Basic Services. The contractor shall provide all labor, equipment, parts, and tools as required for Quarterly Preventive Maintenance and repair / replace parts, as needed, Services of the BEP’s Fitness Center exercise equipment located at DCF. The services will allow for continuous availability of well-maintained and fully functional exercise equipment to ensure the safety and well-being of their employees.

a. Conduct an initial visit to assess the health of the equipment and establish a baseline.

b. Respond to a service call within twenty-four (24) hours of the initial notification.

c. Submit an estimate cost to COR prior to replacing parts, and submit a separate invoice for all replacement parts.

d. Inform the COR, within eight (8) hours becoming aware of any inoperative equipment that is not able to be returned to use within 24 hours, and provide an estimate as to when a full repair will be provided and detailed reasons for the delay.

e. Inform the COR via email within 8 hours when determined that equipment cannot be repaired due to age, parts obsolescence, etc.

f. Quality Control Plan (QCP). Provide an initial copy of the QCP within thirty (30) days after contract award and future revision upon modified.

g. Equipment Report. Provide an equipment functionality report within forty-eight

(48) hours after each maintenance service. If equipment needs repairs, identify the repairs needed to return it to full functionality and provide timeline that it will take to return it to 100% functionality. Also, if there is equipment that has reached its lifespan and it is no longer feasible to repair, provide a recommendation for replacement.

5.2. Task Heading. N/A

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor (to include subcontractors) must abide by all regulations, publications, manuals, industry standards and local policies and procedures that apply to fitness equipment and its maintenance.

PART 7 – ATTACHMENT/TECHNICAL EXHIBIT LISTING

Attachment/Technical Exhibit List:

Attachment /Technical Exhibit 1 – Performance Requirements Summary Attachment /Technical Exhibit 2 – Deliverables Schedule Attachment /Technical Exhibit 3 – Fitness Equipment List Attachment /Technical Exhibit 4 – Fitness Center Layout

TECHNICAL EXHIBIT 1 - PERFORMANCE REQUIREMENTS SUMMARY

The contractor services requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. Government surveillance of contractor performance is not limited to the Performance Objectives as outlined in this PRS. The Government reserves the right to conduct compliance surveillance of any contractual requirement of this acquisition.

Performance Objective

Performance Standard Performance Threshold

Method of Surveillance

Incentives (Positive or Negative)

In Accordance With PWS Section 5.1

Provide all labor, equipment, parts, and tools as required for preventive maintenance for all BEP owned fitness center equipment.

95% Inspection and

Acceptance

Contractor Performance Assessment Report (CPARS) Notation

In Accordance with PWS Section 5.1a

Conduct an initial visit within three (3) weeks after contract award to assess and determine health of the equipment and establish a baseline.

95% Inspection and

Acceptance

Contractor Performance Assessment Report (CPARS) Notation

In Accordance With PWS

Section 5.1b

Respond to a service call within twenty-four (24) hours of the initial notification.

95% Inspection and

Acceptance

Contractor Performance Assessment Report (CPARS) Notation

In Accordance With PWS

Section 5.1c

Submit a separate invoice for all replacement parts within 10 business days after services are rendered.

95% Inspection and

Acceptance

Contractor Performance Assessment Report (CPARS) Notation

In Accordance With PWS

Section 5.1d

Inform the COR via email within 8 hrs of determining that any inoperative equipment is not able to be returned to use within 24 hours; and provide an estimate as to when a full

95% Inspection and

Acceptance

Contractor Performance Assessment Report (CPARS) Notation repair will be provided and detailed reasons for the delay.

In Accordance With PWS

Section 5.1e

Inform the COR via email within 8 hours when determined that equipment cannot be repaired due to age, parts obsolescence, etc.

95% Inspection and

Acceptance

Contractor Performance Assessment Report (CPARS) Notation

In Accordance With PWS

Section 5.1f

Provide a copy of your Quality Control Plan within 30 days after contract award.

100% Review and Approve

Contractor Performance Assessment Report (CPARS) Notation

In Accordance With PWS

Section 5.1g

Equipment Report. Provide an equipment functionality report within forty-eight (48) hours after each maintenance service.

If equipment needs repairs, identify the repairs needed to return it to full functionality and provide timeline that it will take to return it to 100% and safe functionality. Also, if there is equipment that has reached its lifespan and it is no longer feasible to repair, provide a recommendation for replacement.

100% Review and Approve

Contractor Performance Assessment Report (CPARS) Notation

TECHNICAL EXHIBIT 2 – DELIVERABLES

This Technical exhibit lists any reports or documentation that is required as deliverable to include the frequency, # of copies, medium/format and who/where it is to be submitted. A deliverable is anything that can be physically delivered but may include non-physical things such as meeting minutes. Note: All PWS deliverables should be included in this exhibit.

ITEM DUE DATE METHOD

In Accordance

With PWS Section 5.1f

Quality Control Plan

(QCP)

30 Business Days after Contract Award

Use PDF Format and submit via Email to

COR

In Accordance

With PWS Section 5.1g

Equipment Report 48 hour after services were rendered and accepted

Use PDF Format and submit via Email to

COR

Technical Exhibit 3—Fitness Equipment List

ITEM Quantity 1 Ab Coaster 1 2 Bench Leg Press 1 3 Concept 2 Rower 1 4 Cybex Arc Trainer 1 5 iCarian Bench 1 6 iCarian Bench Press 1 7 Life Fitness Cross Trainer 1 8 Life Fitness Power Mill 1 9 Life Fitness Stair Master 1 10 Life Fitness Stationary Bile 2 11 Life Fitness Treadmills 5 12 Magnum Abdominal Equipment 1 13 Magnum Arm Curl 1 14 Magnum Arm Pull Down 1 15 Magnum Assisted Chin Dip 1 16 Magnum Deltoid Raise 1 17 Magnum Fitness System 1 18 Magnum Leg Curl 1 19 Magnum Leg Extension 1 20 Magnum Pectorals Rear Deltoids Equipment 1 21 Magnum Shoulder Press 1 22 Magnum Tricep Extension 1 23 Magnum Vertical Bench 1 24 Mark Fitness Arm Curl 1 25 Nautilus Leg Curl Equipment 1 26 Schwinn Spin Bike 6 27 Spirit Spin Bike 4 28 Stairmaster 1 29 Star Trac Spin Bikes 2 30 Total Hip Machine 1 31 True Fitness Elliptical 2 32 Yukon – Arm Curl 1

Technical Exhibit 4—Fitness Center Layout

See attached fitness center layout

TECHNICAL EXHIBIT 1 - PERFORMANCE REQUIREMENTS SUMMARY