PWS Fitness Equipment Maintenance 11Aug25.pdf

Performance Work Statement (PWS)

316th Force Support Squadron

Joint Base Andrews (JBA)

Fitness Center

EXERCISE EQUIPMENT MAINTENANCE and REPAIR (Non-Personal Services)

316 FSS/FSVS

POC: Damian Shorter Date: 28 A P R I L 2025

TABLE OF CONTENTS

Chapter Title Page

1 Description of Services

1.1 Scope

1.2 Schedule of Work

1.3 Services Description

1.4 Labor

1.5 Equipment Repair

1.6 Equipment, supplies, files

1.7 Quality Control

1.8 Quality Assurance

2 Service Delivery Summary 5

3 Preventative Maintenance Checklist 6

4 General Information 7

Chapter 1

DESCRIPTION OF SERVICES / GENERAL INFORMATION

1.1. Scope. The contractor shall provide all personnel, equipment, tools, materials, supervision and other items and services necessary to perform scheduled and unscheduled preventive maintenance and repair on approximately 275 pieces of commercial-grade fitness and mechanical exercise equipment as detailed in the Performance Work Statement (PWS). Services will be performed at Buildings 1444 and 1445 Concord Avenue, and 3705 Fetchet Avenue at Joint Base Andrews (JBA), MD, and at any contingency location within JBA as designated by the Government. The Contractor shall provide technicians experienced in the maintenance and repair of commercial-grade fitness equipment, including but not limited to: Life Fitness, Cybex, Power Systems, Hammer Strength, Keiser, Concept II, Matrix, and Iron Grip. Technicians assigned to service the equipment must be certified to perform maintenance and repairs according to Original Equipment Manufacturer (OEM) standards for the specified equipment.

Technicians servicing equipment from other manufacturers must demonstrate proven technical capability and relevant experience with commercial-grade fitness equipment maintenance and repair.

1.2. Schedule of Work. All repairs will be done on site, at the specified Fitness Center, Buildings 1444, 1445 and 3705, or contingency location within Joint Base Andrews, during the normal business hours of operation Mon-Fri 0600-1700. The Contractor will not take possession of exercise equipment and depart the installation. The contractor shall perform 12 scheduled preventative maintenance sessions (one per month) annually.

1.3. Services Description

1.3.1. Preventative Maintenance

1.3.1.1 The contractor shall provide preventative maintenance in accordance with manufacturer operating manual on all machine and mechanical exercise equipment at each Fitness Center location on Joint base Andrews (JBA). Technicians must be equipped and have experience performing maintenance on commercial-grade fitness equipment, to include Life Fitness, Cybex, Power Systems, Hammer Strength, Keiser, Concept II, Matrix, and Iron Grip.

The contractor shall ensure technicians assigned to service equipment are certified to perform maintenance and repairs in accordance with original equipment manufacturer (OEM) standards. Technicians servicing equipment from other manufacturers must demonstrate general technical capability and relevant experience with commercial-grade fitness equipment.

1.3.1.2. Preventative maintenance shall be completed within two (2) business days at East Fitness Center Bldg. 3705, West Fitness Center Bldg. 1444, and Tactical Fitness Center Bldg. 1445.

1.3.1.3 The Contractor shall accomplish all preventative maintenance procedures within the time frames referenced in para. 1.3.1.2 and in accordance with a Maintenance Checklist provided by the contractor IAW manufacturer standards.

1.3.1.4. The Contractor shall be responsible for preventative maintenance on additional exercise equipment installed beyond the current inventory at the time of award. Modifications will follow as equipment changes occur.

1.3.2 Unscheduled Maintenance

1.3.2.1. The contractor shall respond to unscheduled maintenance calls within 72 hours of notification.

1.3.2.2. The Contractor shall maintain a record of unscheduled maintenance requests along with the specific discrepancies of each unscheduled maintenance call.

1.3.2.3. The Contractor shall perform any maintenance needed to resolve the identified maintenance requested.

1.3.2.4. If unscheduled repair is not attainable, the contractor shall provide the Government with a written estimated repair date and plan within 48 hours of the service call.

1.3.2.5. The Contractor shall be responsible for unscheduled maintenance on additional exercise equipment installed beyond the current inventory at the time of award. Modifications will follow as equipment changes occur.

1.3.3 Labor

1.3.3.1. Labor costs will be incurred and invoiced only for unscheduled maintenance visits, defined as visits required to address unforeseen equipment malfunctions or emergencies that occur outside of the pre-approved 12 (monthly) preventative maintenance schedule provided to the government

1.3.3.2. The hourly labor rate encompasses all personnel required to perform the unscheduled maintenance visit. The number of personnel dispatched to the site will not affect the hourly rate. The contractor shall not bill for labor hours incurred during travel time to and from JBA. Travel time is defined as the time spent in transit between the Contractor's facility and JBA.

1.3.4 Equipment Repair

1.3.4.1. The Contractor shall inform the Contracting Officer’s Representative of the necessity to replace a component(s) or part(s) prior to ordering the component(s) or part(s) and performing the repair procedure(s).

1.3.4.2. The contractor shall submit supportive documentation stating the price of the required component. This pricing data shall be equivalent to the current fair market value for the component(s).

1.3.4.3. The customer or Government will provide the contractor a determination of fair and reasonable pricing for the estimated repair(s).

1.3.4.4. The contractor shall replace the defective component(s) within five (5) business days after receiving a determination of fair and reasonable pricing from the Government. The contractor shall provide a receipt of the incurred equipment replacement cost prior to submitting an invoice to the Government for payment.

1.3.4.5. Component pricing will be at the cost to the vendor, minus any fee, profit, overhead or general and administrative expenses.

1.3.4.6. ADMINISTRATIVE CONTROL:

Contractor's service technicians shall report to East Fitness Center Bldg. 3705, West Fitness Center Bldg. 1444, and Tactical Fitness Center Bldg. 1445 prior to reporting to the worksite.

The contractor’s service technician shall prepare a service report for each service and obtain the signature from the COR certifying the requested service was rendered and accepted. The service report shall include the following minimum information:

1) Government contract number

2) Index number (equipment identification data)

3) System nomenclature, location, model, and serial number

4) Purpose of service

5) Start date/time and completion date/time

6) Description of defects and corrective action taken

7) List parts and their cost - total cost of service, including labor and parts

8) Name of Service Technician

9) Printed name and signature of individual acknowledging services

10) The contractor's service technician must submit a service report to the COR prior to the technician's departure from the facility.

1.3.5 Equipment, Supplies, Files

1.3.5.1. Within five (5) business days after award of the contract, the Contractor and COR shall conduct a joint inventory of the exercise equipment, exercise machines and any related exercise components and document the total items for maintenance and repair under this contract.

1.3.5.2. The Contractor shall maintain a record of maintenance and repair for each item identified on the inventory. A copy of the records’ information will be provided to the Contracting Officer’s Representative after each scheduled and unscheduled maintenance or repair procedure.

1.3.5.3. The Contractor and Government each shall maintain a copy of the joint inventory, maintenance records and pricing/cost data throughout the duration of the performance period, including option years.

1.3.6 Quality Control

1.3.6.1. Contract shall submit a quality control plan to the Contracting Officer within five

(5) business days after contract award.

1.3.6.2. The Contractor shall develop and maintain a quality program to ensure equipment maintenance and repair services are performed in accordance with standards and specifications identified in this PWS.

1.3.6.3. The contractor shall develop and implement procedures to identify and prevent defective services from recurring. As a minimum, the contractor shall develop quality control procedures that address the areas identified in paragraph 2, Service Delivery Summary.

1.3.7 Quality Assurance

1.3.7.1. The designated Contracting Officer Representative (COR) will evaluate the Contractor's performance through intermittent on-site inspections of the Contractor's quality control program and receipt of complaints.

1.3.7.2. The COR may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the government may decrease the number of quality control inspections if performance dictates.

1.3.7.3. The COR will receive and investigate customer complaints concerning exercise equipment functioning and operability. The Contractor and COR shall jointly validate customer complaints.

1.3.7.4. The COR shall be responsible for the inspection and acceptance of services performed.

Performance, which does not conform to the specifications contained herein, will be justification for the rejection of an invoice, provided the discrepant performance is documented. Correction of any deficiency shall be at no cost to the Government.

2.0 Service Delivery Summary

Performance Objective

Reference Paragraph

Performance Threshold Method of Surveillance

Inventory of equipment

1.3.5 97% of inventory is accurate. 100% Inspection

Perform preventative maintenance on schedule

1.3.1

95% of the time preventative maintenance shall be completed within two (2) business days for each fitness center at Bldgs. 1444, 1445 and 3705

Periodic Surveillance

Unscheduled maintenance calls

1.3.2 Unscheduled maintenance calls

shall be responded to within 72 hours of receipt 100% of the time.

Periodic Surveillance

Perform equipment repair

1.3.4 Meet the 5-business day standard

90% of the time

Periodic Surveillance

3.0 Preventative Maintenance Checklist

3.1. The Contractor shall perform all preventative maintenance on fitness equipment, adhering to manufacturer specifications and industry best practices. This includes visual inspection of all components for wear and tear (including, but not limited to, cardio machine stride belts, decks, line cords, frames, upholstery, and hardware), operational inspection of all equipment functions and safety mechanisms, and audible inspection for unusual noises. Preventative maintenance also encompasses cleaning all exposed and specified internal components, lubricating moving parts with manufacturer-recommended lubricants, calibrating electronic components as needed, and adjusting components to maintain proper tension and alignment. The Contractor shall perform minor repairs and adjustments during preventative maintenance, including tightening loose hardware, replacing worn grips or pads, and other similar tasks that do not require ordering parts or extensive labor. Prior approval from the COR is required for repairs to downed equipment or those requiring ordered parts or significant labor hours. Technicians must be equipped and have experience performing maintenance on commercial-grade fitness equipment, to include Life Fitness, Cybex, Power Systems, Hammer Strength, Keiser, Concept II, Matrix, and Iron Grip. The contractor shall ensure technicians assigned to service equipment are certified to perform maintenance and repairs in accordance with original equipment manufacturer (OEM) standards.

Technicians servicing equipment from other manufacturers must demonstrate general technical capability and relevant experience with commercial-grade fitness equipment.

3.1.1. The following is the preventative maintenance checklist:

a. TREADMILLS - clean the motor cover and exposed areas of deck and check the operation of the stop button. Vacuum inside the motor electronic compartment and underneath any treadmill that's on flooring. Treadmills with automatic wax lubrication systems, check and clean the wax nozzle. Check the belt tension and tracking, and inspect the hardware (nuts and bolts), belt and deck for wear.

b. ELLIPTICALS/CROSS-TRAINERS - In addition to cleaning the console and exterior, depending on the manufacturer's suggestions, remove the cover and clean the area around the alternator every two to three months and ensure that the intermediate shaft belt is tight and centered. Inspect the hardware.

c. EXERCISE BIKES - Check the seat attachment handlebars, pedals and crank arm. Tighten pedals and handlebars as necessary. Lubricate the pedal shaft and listen for squeaks, grinds and any other trouble signs.

d. STAIRCLIMBERS/STEPPERS - Inspect pedals and tighten as necessary. Check hardware and conduct an audible inspection.

e. SELECTORIZED STRENGTH - inspect the cable and handgrips and clean guide rods. Per the manufacturer's specifications, lubricate guide rods. Check that bolts and screws are tight and that pulleys and any other moving parts are operating smoothly.

f. PLATE-LOADED STRENGTH - Clean frames and check to make sure all bolts and screws are tight.

g. FREE WEIGHTS - Check the bolts, screws and adjustment mechanisms on dumbbells, racks and benches and make sure weight collars fit snugly and inspect the weight plates for cracks.

4.0 General Information

4.1. Communication. Technicians shall be able to communicate in English.

4.2. Safety. Contractor employees must be able to safely lift up to 45 lbs.

4.3. Government Furnished Property (GFP) And Services: The US Government will not provide any equipment, fuel, personnel, utilities or facilities to the contractor for the execution of this contract. Should an emergency arise, only the necessary basic lifesaving and life support measures will be provided during the emergency.

4.4. Performance of services during crisis declared by the Commander. In the event the contractor is unable to perform due to a peacetime emergency and or wartime contingency, disturbance, etc., neither the Government nor the Contractor shall take action for noncompliance with contract requirements.

4.5. Reporting Requirements. The contractor shall comply with the requirements of Volume 1, AFI 71-101, Criminal Investigations, and paragraph 1.1 of Volume 2, Protective Service Matters. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information. The contractor personnel’s immediate supervisor shall brief him/her upon initial on-base assignment and as required thereafter.

4.6. Smoking in Air Force District Washington (AFDW) Facilities. Contractors are advised that the AFDW Commander has placed restrictions on the smoking of tobacco products in AFDW facilities. AFI 40-102, Tobacco Use in the Air Force (current edition), outlines the procedures used by the commander to control smoking in our facilities. Contractor personnel and visitors are subject to the same restrictions as government personnel. Smoking is permitted only in designated smoking areas. Traffic Laws. The contractor shall comply with the installation traffic code as specified in Maryland State Law and AFI 31-218, Motor Vehicle Traffic Supervision. Only hands-free cell phone use is approved on military installations.

Weapons, Firearms, and Ammunition. Contractor personnel are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned vehicle or privately-owned vehicle while on any AF base.

4.7. Security Requirements. All personnel employed by the contractor in the performance of this contract, or any representative of the contractor entering the government installation, shall abide by all security regulations of the installation. The contractor shall be responsible for the action of any of their subcontractors and their employees who are working on JBA. The contractor and subcontractor shall hire U.S. citizen(s) that are in possession of a valid State driver’s license and birth certificate. If the employee is not a U.S. citizen, the contractor and/or subcontractor may hire non-U.S. citizens if they are in possession of a Green Card, Social Security Card, Resident Card, Work Visa, and State issued Identification Card. If driving on base a State issued driver’s license is required.

4.8. Federal Criminal History Background Check. The contractor shall conduct a background check for all service technicians accessing Joint Base Andrews in support of this contract. The contractor shall be responsible for all costs associated with conducting background checks. Background checks shall be made available upon written request by the JBA Fitness Center COR. Any individual with a failed or non-favorable background check will not be granted access to JBA or any associated facilities.

4.9. Illegal Controlled Substance: The U.S. Federal government is the most vocal opponent of the drug industry, and it has set the de facto international standards regarding the legality and illegality of different drugs. Illegal controlled substances and narcotics are not authorized on JBA whatsoever. Controlled substances shall not be transported on the installation via vehicle or on an individual person. Marijuana/cannabis, cocaine, crack cocaine, LSD, methamphetamine (meth), heroin, anabolic steroids, psilocybin mushrooms, are some of the forbidden substances (this list is not all-inclusive). Prescription medications are authorized for the person the medication is issued;

however, the medication must not be expired, and the label must clearly indicate the name of the person the medication is issued to. Otherwise, prescription medication may be deemed illegal by law enforcement officials. Those found in violation of this directive are subject to apprehension, criminal charges, and debarment from the installation.