Gym Equipment Maintenance

PERFORMANCE WORK STATEMENT

Fitness Center Equipment Maintenance

1.0. DESCRIPTION OF SERVICES. The Contractor shall provide all personnel, tools, parts, equipment, materials, supervision, transportation, and other items necessary to ensure gym equipment maintenance services are performed at the Gunfighter Fitness Center located on Mountain Home Air Force Base (MHAFB), ID.  This will be done to ensure proper inspection, diagnostics, repairs, modification, and preventative maintenance (PM) of all cardiovascular equipment.  The Contractor shall accomplish scheduled inspections, diagnostics, repairs and modifications, and all PM as needed on cardiovascular equipment.  Equipment inventory listing can be found at Appendix A, Equipment Assets and Frequency Schedule.  All work performed by the Contractor shall be performed in accordance with (IAW) all applicable laws, regulations, and commercial practices.

2.0. PREVENTATIVE MAINTENANCE. The Contractor shall provide on-site preventative maintenance and equipment repair services, and ensure all maintenance and repairs are documented in a maintenance repair log, as described in paragraph 2.6.  All preventative maintenance shall be done according to the manufacturer’s specifications to ensure it remains serviceable, reduce frequency of equipment repairs and extend the life of the equipment.  The contractor shall take every measure within the scope of this performance work statement (PWS) to ensure all known and/or identified discrepancies are corrected or repaired during the quarterly PM visit.  The only exception for any delay would be based on the availability of replacement parts.

2.1. LEVEL 2, QUARTERLY MAINTENANCE.For equipment listed in Appendix A Maintenance Schedule as quarterly, the contractor shall perform PM on the first week of March, June, September, and December.

2. 2. TESTING. The Contractor shall perform on-site electronic tests and inspections. PM includes but is not limited to inspections, lubrication, adjustment, calibration, interior cleaning, pad repair, and replacement of worn and/or deteriorated parts.  The inspections shall include, but are not limited to, checking for proper operation, detection and correction of machine failures before they develop into major problems, and equipment hazards.  All testing shall be accomplished within the manufacturer’s prescribed or recommended time frame.

2.3. UNSCHEDULED SERVICE CALLS. On-site unscheduled repair service calls will be placed by the Fitness Center Director or the Fitness Center Section Chief.  The Contractor shall respond to unscheduled service calls within 24-hours of notification.  The contractor shall take every measure within the scope of this contract to ensure all repairs are made within two (2) business days.

2.4. REPLACEMENT PARTS.   The Contractor shall supply the required replacement parts except for parts under warranty. Replacement parts are required to be new or refurbished with full warranties.  If new or refurbished parts are not obtainable, the Government will evaluate suitable substitutes for approval on a case-by-case basis.  The Contractor shall be responsible for replacement parts up to $500.00 per occurrence.  The COR shall approve all parts between $500.00 and $2,500.00.  The Contracting Officer (CO) shall approve all repairs and parts exceeding $2,500.  Before All replacement parts shall be ordered within 24 hours after receiving written approval. Repairs identified during preventive maintenance, which are awaiting replacement parts, shall be completed within two (2) business days after receipt of parts.

2.5. UPHOLSTERY.  The Contractor shall provide all materials and equipment necessary to replace or repair any covering on equipment as necessary.  The covering shall be within the manufacturer specifications and match the color of the existing upholstery or be approved by the CO. 

2.6. MAINTENANCE REPAIR LOG. The Contractor shall provide and maintain a detailed listing of any and all service performed on each individual piece of equipment covered under this contract. The log must include the following information: manufacturer, model number, serial number, unit number, date work performed, description of work performed, date of service call, date repaired, cost of repair, and parts installed.  The Contractor shall submit a copy of the maintenance log to the CO ten (10) business days after the first preventive maintenance service call.  Updates to the maintenance log shall be submitted five (5) business days after each subsequent PM Service call.

2.7. REPORTS. The Contractor shall prepare a service report for each service call (scheduled or unscheduled) and obtain a signature from a member of the Fitness Center staff to verify the service was completed and accepted.

2.8. EQUIPMENT REMOVAL.If necessary, a modification will be issued to the Contractor to delete equipment which no longer requires servicing.  Removal of equipment items shall decrease the contract price for PM from a flat rate calculation based upon the total amount of the maintenance divided by the total amount of equipment for each correlating level of service.  The removal will decrease the associated contract line item by the set rate as appropriate. 

2.9. EQUIPMENT ADDITION.If necessary, the CO shall modify the contract to add equipment via a modification.  Additional equipment items shall increase the contract price for PM as determined from a flat rate calculation based upon the total amount of the maintenance divided by the total amount of equipment for each correlating level of service.  Once the level of service has been determined, the contract price will increase by the set rate as deemed appropriate.

3.0. ENVIRONMENTAL CONTROL.

3.1. Hazardous Material (HAZMAT) Inventory and Safety Data Sheets (SDS).  SDS are required as specified in Federal Standard No. 313 for all potentially hazardous materials. SDSs must be submitted by the Contractor within ten (10) calendar days following contract award to the CO for a determination of whether or not a product is a HAZMAT and what additional requirements may be applicable/necessary.

3.2. Approval is required before bringing any hazardous materials (HAZMAT) onto the installation.  The Government (HAZMART personnel) shall inventory all chemicals the Contractor brings on to MHAFB or any property under the control of MHAFB.  Any products which meet the criteria of “Hazardous Waste” must be bar coded and tracked until permanently removed from Government property.  The inventory shall be performed prior to commencement of work.  Criteria for identifying hazardous waste, is contained in Subpart C of 40 CFR, Part 261.

3.3. Material Storage and Use.  The Contractor shall follow manufacturer's guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling.  This includes hazardous materials.

3.4. Notification of Environmental Spills.  If a spill occurs, the person discovering the spill shall make every effort to stop the product flow, when possible, warn personnel, shut off ignition sources, contain the spill, make notifications, and begin cleanup.  If the spill is considered an emergency and there is a potential life, health, fire, or other safety hazard, the MHAFB Fire Department shall be notified IMMEDIATELY.  Responsible units and activities shall clean up small spills safely and within their capabilities to do so.  Generally, a spill of only a few gallons shall be recovered by the responsible unit or activity using absorbent materials or a spill kit located by the site.  Recovered product and contaminated materials shall be packaged and staged for disposal IAW the installations hazardous waste procedures.  Contact the Environmental Office (208-828-6351) for guidance.  The liability for the spill or release of such substances rests solely with the Contractor and its agent.

3.5. Waste. Identify, label, handle, store, and dispose of hazardous waste or debris IAW Federal, State, and local regulations. 

3.6. Ensure all waste has undergone the appropriate hazardous waste determination and documentation is retained for these determinations. 

3.7. Do not dispose of hazardous waste on Government property.  Do not discharge any waste to a sanitary sewer, storm drain, or to surface waters or conduct waste treatment or disposal on Government property without written approval of the CO and Environmental Office. 

3.8. Consult with the Hazardous Waste Program Manager (366 FW/A7IE) at 208-828-1684/6351 prior to disposal of any waste.

3.9. ASBESTOS. The Contractor shall comply withSection 29 CFR 1910.1001(j)(7)(iv). VTE may be located in facilities that may contain Asbestos Containing Material (ACM) or Potential ACM.  The Contractor (not the Government) shall determine if any exposure to ACM may result in performing work under the contract.

4.0. QUALITY CONTROL.

4.1. The contractor shall develop, document, implement, maintain, and continuously improve a comprehensive QCP which ensures Gym Equipment Maintenance contract provides continuous, cost effective, and efficient emergency repairs, as well as compliance with Federal, State, local regulations, and all the terms and conditions of the contract. 

4.2. The Contractor’s QCP shall implement procedures to identify and prevent recurrence of deficiencies.  At a minimum, the QCP shall address the areas identified in the Service Summary (SS).  The QCP shall specifically address the Contractor’s strategy to provide quality workmanship, continual process improvement, and how any deficiencies will be corrected.

5.0. DELIVERABLES.

5.1. The contractor shall prepare and submit to the CO all post-repair operating records and reports containing repaired and/or replaced parts.

5.2. The Contractor shall submit their Quality Control Plan (QCP) to the CO NLT than ten (10) business days following contract award.

Contractor shall appoint in writing to the CO within 10 business days following contract award a contract manager and alternate(s).  Any changes to this letter of appointment shall be provided to the CO within three (3) business days.  These individual(s) shall be responsible for contract performance IAW the PWS.  The contract manager or alternate shall have full authority to act for the contractor on all contract matters.  The name of this person, and an alternate or alternates, will act for the contractor when the primary is absent.

6.0. INCIDENTAL GOVERNMENT FURNISHED SERVICES:

6.1. Government telephone facilities shall be made available for local calls to the contractor FOUO only.

6.2. The Government will provide general on-base security and fire protection services. Security Police telephone extension is 8-2256 (on-base) and 208-828-2256 (from all other phones) for both emergency and routine calls.  Fire protection emergency phone is 8-0911(from on-base phone) and 208- 828-0911(from all other phones).

6.3. All reasonable quantities of electricity will be made available to the Contractor without charge.  The Contractor shall adhere to all base level utility conservation practices or requirements.  The Contractor shall be responsible for operating under conditions that prevent waste of utilities.

6.4. Use of existing toilet facilities in the immediate work area will be permitted.  The Contractor shall ensure facility cleanliness is maintained at all times to the extent of cleaning up after Contractor personnel only.

6.5. Refuse Collection and Disposal.The Contractor shall use existing bulk containers to dispose of trash or refuse generated from accomplishment of services detailed in this PWS. The contractor shall adhere to all base level recycling programs.

7.0. GENERAL INFORMATION

7.1. Hours of Operation.  Normal operating hours are 0730 to 1630 Monday through Friday, except for Federal holidays or when the installation is officially closed by the 366th FW Commander. The Contractor may find it necessary to deviate from the normal base hours of operation, to ensure timely completion of work under this PWS at no additional cost to the government.

7.2. Recognized Federal Holidays.  A minimum of ten paid holidays per year:

New Year's Day                                  Martin Luther King Jr.'s Birthday

Washington's Birthday                       Memorial Day

Independence Day                              Labor Day

Columbus Day                                    Veterans' Day

Thanksgiving Day                              Christmas Day.

A contractor may substitute for any of the named holidays another day off with pay in accordance with a plan communicated to the employees involved.

7.3. Work scheduled but not accomplished because of base closure due to exercises or real world events shall be accomplished as soon as possible after base reopening. 

7.4. Contractor shall appoint in writing to the CO within 10 business days following contract award a contract manager and alternate(s).  Any changes to this letter of appointment shall be provided to the CO within three (3) business days.  These individual(s) shall be responsible for contract performance IAW the PWS.  The contract manager or alternate shall have full authority to act for the contractor on all contract matters.  The name of this person, and an alternate or alternates, will act for the contractor when the primary is absent.

7.5. All contractor personnel must present a neat appearance and be easily recognized as contractor employees.  This may be accomplished by wearing contractor-furnished clothing bearing the company name and/or logo. 

7.6. The contractor shall identify himself as a contractor in meetings, telephone conversations, and e-mails and in any correspondence with the Government.

7.7. All employees shall fluently read, write, speak, and understand the English language.

7.8. The Government is authorized to restrict employment under the contract of any contractor employee or prospective contractor employee who is identified as a potential threat to the health, safety, security, general wellbeing, or operational mission of the installation and its population.

8.0. SECURITY REQUIREMENTS.

8.1. The Contractor shall provide a completed 366 SFS Form 30 for each employee requiring installation access to the CO within five (5) business days following contract award.  After approval, the CO shall notify the Contractor.  The contractor will notify their employees to pick up their installation access ID at the MHAFB Main Gate Visitor’s Center. 

8.2. The Contractor shall retrieve all identification media, including vehicle passes from employees who depart for any reason before the contract expires i.e. terminated for cause, retirement, etc.

8.3. The Contractor and its employees shall comply with base traffic regulations.

8.4. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor owned vehicle or privately owned vehicle while on MHAFB.

8.5. The Contractor shall comply with DoD 5400.7-R, Chapter 4, DoD Freedom of Information Action (FOIA) Program, requirements.  This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting and safeguarding For Official Use Only (FOUO) material.

8.6. Contractor personnel shall report to an appropriate authority any information or circumstances which they are aware of and may pose a threat to the security of DoD personnel, Contractor personnel, resources, and classified or unclassified defense information.  Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment.

8.7. The Contractor shall be responsible for safeguarding all government property.  At the end of each work period, all government facilities, equipment, and materials shall be secured. 

9.0. RECORDS MANAGEMENT. 

9.1. All records, files, and documents, regardless of media (e.g., paper, electronic, etc.), as described in this PWS, which are the responsibility of the Contractor are the property of the Government and shall remain so upon termination or completion of the contract.

9.2. The Contractor shall keep these item(s) current and maintain and dispose of them in accordance with the requirements established in AFI 33-322, Records Management Program, paragraph 10, AFMAN 33-363, paragraph 6.4, AFMAN 33-364, paragraph 2.10 and the Air Force Records Disposition Schedule which may be accessed from the following web address:  https://www.my/af.mil/afrims/afrims/afrims/rims.cfm.4

9.3. Records shall be turned over to the Government upon completion of the TO unless otherwise stated.  All records are subject to the Freedom of Information and Privacy Act.

10.0. INSURANCE: 

10.1. Workman's Compensation and Employers Liability Insurance as required by law except this contract is to be performed in a state which does not require or permit private insurance, then compliance with the statutory or administrative requirements in any such state will be satisfactory.  The required Workmen's compensation insurance shall extend to cover employer's liability for accidental bodily injury or death and for occupational diseases with a minimum liability limit of $100,000.00.

10.2. General liability insurance to cover bodily injury liability insurance, in the minimum limits of $500,000.00 per occurrence shall be required on the comprehensive form of policy.

10.3. Automobile insurance shall be required on the comprehensive form of policy and shall provide bodily injury liability and property damage liability covering the operation of all automobile used in connection with the performance of the contract.  At least the minimum limits of $200,000.00 per person and $500,000.00 per occurrence for bodily injury and $20,000 per occurrence for property damage shall be required."

11.0. APPENDIX A

Appendix 1 - Customer Complaint Record - https://cs2.eis.af.mil/sites/10059/afcc/knowledge_center/templates/customer_complaint_record.pdf

           

Appendix 2 - Performance Action Report - https://cs2.eis.af.mil/sites/10059/afcc/knowledge_center/templates/performance_assessment_report.pdf

Appendix 3 - Corrective Action Report - https://cs2.eis.af.mil/sites/10059/afcc/knowledge_center/templates/corrective_action_report.pdf

Appendix 4- Equipment Assets

KEISER

Serial Number

KEISER

Serial Number

Spin Bike

151009-38596

Spin Bike

151009-38593

Spin Bike

151009-38595

Spin Bike

151008-38567

Spin Bike

151008-38573

Spin Bike

151008-38557

Spin Bike

151008-38550

Spin Bike

151008-38556

Spin Bike

151008-38574

Spin Bike

151008-38553

Spin Bike

191022-22269

Spin Bike

151008-38558

Spin Bike

151008-38552

Spin Bike

151009-38597

Spin Bike

151008-38551

Spin Bike

191022-22275

Spin Bike

151008-38568

Spin Bike

151008-38549

Spin Bike

151008-38584

Spin Bike

151008-38547

Spin Bike

191022-22268

Spin Bike

151009-38598

Spin Bike

151008-38566

Spin Bike

151008-38546

Spin Bike

151008-38580

Spin Bike

151008-38569

Spin Bike

151008-38582

Spin Bike

151008-38576

Spin Bike

151008-38575

Spin Bike

151008-38570

Spin Bike

151009-38599

Spin Bike

151008-38581

Spin Bike

151008-38599

Spin Bike

19102222274

Spin Bike

151008-38577

Spin Bike

1902222273

Spin Bike

151008-38583

Spin Bike

191022-22276

Spin Bike

191022-22272

Spin Bike

151008-38560

Spin Bike

151009-38594

LIFE FITNESS

S/N

Spin Bike

FBWB007794A20G

Spin Bike

FBWB008722A20H

Spin Bike

FBWB007795A20G

Spin Bike

FBWB009149A20H

Spin Bike

FBWB008721A20H

Spin Bike

FBWB007793A20G

Spin Bike

FBWB007812A20G

Spin Bike

FBWB007792A20G

Spin Bike

FBWB0017479-18H

Spin Bike

FBWB0017472-18H

Spin Bike

FBWB0017478-18H

Spin Bike

FBWB0007813A20G

Elliptical

CTH11276

Elliptical

HDX101207

Elliptical

XW3102141

Elliptical

ASX114611

Elliptical

HDX101208

Elliptical

XTD104739

Elliptical

XNJ102097

Elliptical

XTD105447

Elliptical

HDX101206

Treadmill

HTT102988

Treadmill

HTT102978

Treadmill

HTT102980

Treadmill

HTT102989

Treadmill

HTT102991

Treadmill

HTT102993

Treadmill

HTT102990

Treadmill

HTT102979

Treadmill

HTT102982

Recumbent Bike

HXR100614

Recumbent Bike

APB300516

Recumbent Bike

APB106740

Recumbent Bike

APB300515

Recumbent Bike

AP13106742

Upright Bike

APU300426

Upright Bike

HPU107945

Upright Bike

APU300440

Upright Bike

APU108166

SCHWINN FITNESS

S/N

Spin Bike

1305T17604

Spin Bike

1305T17611

Spin Bike

100176DAY12010090

Spin Bike

100458PRO18320352

Spin Bike

100458PRO18430198

Spin Bike

100458PRO18430548

Spin Bike

100458PRO18430239

Spin Bike

100458PRO18320387

ASSAULT FITNESS

S/N

Bike

A1607BB0041

Bike

A1809BB2493

Bike

A1809BB2504

Bike

A1809BB2494

Treadmill

CY1711TA00122

CONCEPT 2

S/N

Rowing Machine

410077986

Rowing Machine

410021647

Rowing Machine

921170-27124-30560000

Rowing Machine

0710140-1994-400309492

Rowing Machine

0921170-2712-430561747

Rowing Machine

0921170-2712-430561676

Rowing Machine

0921170-2712-430561287

Upright Bike

630147878

Upright Bike

630147876

Upright Bike

630146984

Upright Bike

630147606

WOODWAY

S/N

Treadmill

5526701420

Treadmill

428981017

Treadmill

428971017

Treadmill

429041017

Treadmill

428921017

Treadmill

564340820

Treadmill

428941017

MATRIX FITNESS

S/N

Treadmill

FTM501E111101679

Treadmill

FTM501E111101680

Treadmill

FTM501E111101677

Treadmill

FTM501E111101678

Elliptical

EP30814040135

Elliptical

EP30814040404136

STARTRAC

S/N

Upright Bike

UBEN0907-W01402A

Upright Bike

UBEN0907-W01383A

Upright Bike

UBEN0907-W01388A

Upright Bike

UBEN0907-W01403A

Upright Bike

UBEN0907-W01394A

Upright Bike

4BEN0907

Recumbent Bike

RBEN0907-W01645A

Recumbent Bike

RBEN0907-W01644A

Recumbent Bike

RBEN0907-W01659A

Recumbent Bike

RBEN0907-W01651A

Recumbent Bike

RBEN0907-W01658A

Elliptical

6250901597

TECHNOGYM

S/N

Treadmill

DAK9AL 15000002

Treadmill

DAK9AL 15000006

Treadmill

DAK9AL 15000004

Treadmill

DAK9AL 15000003

Treadmill

DAK9AL 15000005

Elliptical

DAG73V15000660

Elliptical

DAG74L11000368

Elliptical

DAG74L11000369

CYBEX

S/N

Arc Trainer

F0822751AT98014031

Arc Trainer

G0313770AT459W

Arc Trainer

F0822750AT98014B32

Arc Trainer

G0313770AT462N

Arc Trainer

G0313770AT461N

Arc Trainer

F0822750AT98014R27

Arc Trainer

F0822750AT98014B30

Arc Trainer

F0822750AT98014B29

Arc Trainer

F0822750AT98014B28

STAIRMASTER

S/N

Step Mill

20000050720006

Step Mill

20000050808002

Step Mill

20000050801013

Free Climber

180000060713002

PRECORE

S/N

Elliptical

AXFJI14050045

Elliptical

AXFJI14050047

Treadmill

AGNBI24150059

Treadmill

AGNBI24150057

Spin Bike

ATPYI16050022

JACOBS LADDER

S/N

Jacobs Ladder

9330