Gym Equipment Maintenance


Subject: Gym Equipment Maintenance
Solicitation Number: FA489721Q0010
Notice Type: SOLICIT
NAICS: 811490
Set-Aside: Total Small Business
Notice Published: 05-03-21
Response Due: 05-10-21

Agency: Department of the Air Force
Office: FA4897 366 FAS PKP
Contact: Tammie Morlock This email address is being protected from spambots. You need JavaScript enabled to view it. Ph: (208) 828-0312
Office Address: MOUNTAIN HOME AFB, ID 83648-5296
Place of Performance: Mountain Home AFB, ID 83648

Related Notices:
        05-06-21 SOLICIT

        04-16-21 SOLICIT

        04-22-21 SOLICIT

        05-04-21 SOLICIT


Click for official SAM (FBO) notice, additional information, and accompanying attachments

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 manufacturers 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 manufacturers 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 with Section 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 Contractors 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 Contractors 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 Visitors 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