RFI 70LGLY26FEMRS PWS.docx

Fitness Equipment Maintenance and Repair Services Department of Homeland Security (DHS) Federal Law Enforcement Training Center (FLETC)

RFI 70LGLY26FEMRS

STATEMENT OF WORK (SOW)

1. General: This is a commercial non-personal services contract to perform Equipment Maintenance and Repair Services for the Department of Homeland Security (DHS), Federal Law Enforcement Training Center (FLETC), Physical Techniques Division (PTD) located in Glynco, Georgia.

1.1 Background: The FLETC provides basic, advanced and specialized training to law enforcement agencies and is host to approximately 91Participating Agencies/Bureaus (PO) aka partner organizations and offers on center exercise facilities for students and staff.

1.2 Place of Performance: The FLETCs Glynco is located approximately six (6) miles north of the City of Brunswick in southeastern Georgia. The city is located off U. S. Interstate 95 and U. S. Highway 17 and encompasses approximately 1,613 acres of Government real property, including firing ranges, dormitories, and approximately 323 buildings.

1.3 Description of Services: The contractor will provide technicians who are certified, meeting all applicable certifications and standards as required by the relevant manufacturers to ensure continued adherence to warranty terms to maintain and repair equipment in accordance with Original Equipment Manufacturer (OEM) instructions to include current equipment and equipment that may be provided by FLETC in the future. Equipment maintenance, service, and repair will be performed in accordance with the current revision of the appropriate OEM repair manual of which the contractor is required to locate and access these manuals for use.

1.4 Employee Roster: The contractor will submit a written roster of all contract employees to the CO within ten (10) business days after contract award, at execution of option periods, and/or when changes occur. The roster will include the following: full name, position or duty assigned, anniversary date of employment, and identify if full-time or part-time employee.

2. Services: The contractor will provide all labor, materials, and supplies required to perform the factory-recommended maintenance schedule for all covered fitness equipment. The contractor will routinely lubricate, clean, and repair all equipment to ensure it remains in good working order. The contractor will perform a visual and technical inspection of all equipment according to the OEM manual, including revisions thereof, and service bulletins. The contractor will repair all components, including replacement of missing, defective, worn, disabled, or outmoded parts, and remove foreign material and corrosion according to the appropriate OEM manual, keeping with industry best practices.

2.1 Serviceable and Replacement Parts: The contractor will replace any parts that the contractor identifies missing, defective, worn, disabled, or outmoded with new parts that meet or exceed OEM specifications and must have traceability to the OEM.

2.2 Cannibalization of Parts: The contractor may submit a written request through the COR for the Contracting Officer’s (CO) approval for case-by-case requests to cannibalize parts from other equipment.

2.3 Designation of Point of Contact: The contractor will designate and provide a written notification to the Contracting Officer in writing via email on Contractor’s business letterhead a single person as a primary point of contact to act as representative for the contract during the entire contract period. If at any time a change is made in the point of contact, the Contractors will immediately notify the CO of such change in writing via email on Contractor’s business letterhead.

2.4 Schedule: The contractor will submit to the COR a weekly schedule, to include consistent dates each month, for all work performance. Work may be performed Monday through Friday, between 7:30 a.m. and 4:30 p.m. Eastern Time, federal holidays are excluded. The contractor must perform services at least one (1) day per week. For each service visit, the contractor will coordinate meeting with the COR to discuss the contract. Discussion may include specific or pervasive equipment problems, schedule changes, discrepancies, invoices, and documentation. The contractor will provide the COR with a monthly inspection schedule for all equipment. If at any time Contractor is unable to meet on the scheduled date, the contractor will immediately make notification to the COR via telephone and/or email of which this notice must be confirmed as received.

2.5 Inspections: The contractor will perform a thorough monthly inspection of all Fitness Equipment according to OEM or vendor. The contractor will initiate and maintain contact with all OEMs and/or vendors as necessary to ensure all fitiness equipment’s warranty issues are appropriately considered and resolved. Inspections will include, but are not limited to:

a. Cleaning i.e. removal of dust, dirt, grime, sweat, and excessive lubrication.

b. Proper lubrication of moving parts.

c. Tightening loose fasteners.

d. Replacing stripped, missing, inappropriate, or ineffective fasteners.

e. Adjusting and calibrating electrical, electronic, hydraulic, pneumatic, and mechanical components and settings.

f. Replacing parts that have a predictable useful life (e.g., cables, belts, pads, upholstery, dry-cell batteries, etc.).

g. Removing and replacing cowlings, shields, covers, etc., to facilitate other work.

2.6 Quality Control Plan (QCP): Contractor will implement a written Quality Control Plan to ensure adherence to the service standards described in this Statement of Work (SOW), generally accepted practices for the fitness equipment service industry, and specific standards established by OEMs and equipment vendors.

The contractor will submit and incorporate the QCP in its bid or proposal to the Contracting Officer.

The QCP is to include, but not limited to:

a. General policies and procedures.

b. Identification of potential hazards.

c. Identification of regular planned inspections and maintenance for specific equipment or parts, including the scheduling thereof.

d. Procedures for taking equipment out of service, including the marking of such equipment, and—if needed—the securing of such equipment from use; and,

e. Procedures for allowing equipment that requires service but may remain in use.

2.7 Parts: Prior to purchase of parts, for direct reimbursement, the contractor must submit a Service Contract Work Request (SCWR) through the COR for the CO’s approval. The contractor will include three (3) estimates with the lowest estimate submitted for purchase. For the direct reimbursement invoicing, the contractor must include supporting documentation of this approval and the receipt.

2.8 Records: The contractor will maintain legible written records and documentation of visits, all work accomplished, and all parts ordered, replaced, or disposed of. Documentation will include but is not limited to:

a. Problems found by the contractor.

b. Problems reported by the Government or by users.

c. Any corrective action necessary to remedy each problem.

d. All work performed.

e. All remaining work, procedures, or parts needed to complete corrective action.

f. Identification of unserviceable equipment and parts, including recommendations for disposal.

2.9 Inspection of Work: Upon completion of all work on any visit by contractor, the contractor will contact the COR to inspect completed work. Before departing the FLETC, the contractor will provide the COR with a complete copy of Contractor’s work, describing it in detail:

a. All work performed.

b. All work pending, including reason.

c. All unresolved Fitness Equipment problems, including reason.

d. All replacement parts required, including estimated date of parts receipt.

e. Any other noteworthy issues and disclosures.

2.10 Liability. The contractor will assume all liability for injury to its employees and subcontractors for damage to its equipment and for any other loss.

2.11 Loss or Damage. The contractor will prevent loss and damage to Government property and will replace or repair all loss or damage, unless caused by Government personnel in the performance of their duties, or by other vendors or contractors. Furthermore, the contractor will immediately report to the COR all suspected loss or damage, regardless of cause.

3. Safety Program: Within 10 days of award, the contractor will submit for the CO’s review and approval a written Accident Prevention Plan (APP) outlining adherence to a safety program by the contractor and all assigned technicians. This plan must identify potential hazards, and the controls measures to be taken.

The APP will include, but is not limited to:

3.1 Training plan for all assigned technicians.

3.2 Procedures for investigating/ reporting any accidents no more than 24 hours after.

3.3 Required Personal Protective Equipment; and,

3.4 Any use and/or disposal of hazardous materials.

4. Qualifications: The contractor and all assigned service technicians must possess and exercise knowledge, skills, and abilities commensurate with at least two (2) years full-time experience in servicing commercial-grade fitness equipment at a large fitness facility for a facility used daily by 300 or more individuals. Experience requires the repair of equipment that has been damaged by improper use, general wear and tear, and damage to internal and external parts. Such damage and wear may include, but is not limited to, chains, springs, cables, slipcovers, upholstery, bearings, belts, electrical components, wires, power cords, alternators, invertors, circuit boards, switches, fasteners, connectors, and noisy components.

5. Equipment: Fitness Equipment that is currently used by PTD, to include replacement equipment or additional equipment which may be acquired during the period of this contract. The Schedule of Fitness Equipment includes but is not limited to:

5.1 Strength Training Equipment: Barbells dumbbells, kettle bells, club bells, steel plates, bumper plates, selectorized cable stations, suspension training systems, plate loaded stations, and Smith machines.

5.2 Aerobic Training Equipment: Treadmills, ellipticals, ergometers, climbers, steppers, rowers, spin cycles, upright cycles, recumbent cycles, Jacobs Ladders, and rope machines.

5.3 Ancillary Equipment: Equipment racks, weight racks, squat racks, power cages, multi-function stations, lifting decks, benches, squat boxes, audio- visual transmitters, receivers, and interfaces, electronic timers and counters, plyometric boxes, cable attachments, barbell collars, sleds, cables, chains, snap links, etc.