RFI Fitness Equipment Preventative Maintenance, Repairs and Replacement

TITLE: Fitness Equipment Preventive Maintenance, Repairs and Equipment Replacement I. Introductory This is a Sources Sought. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this Sources Sought is to obtain a knowledge and information on potential vendor interest for project planning purposes II. Project Description a. Background The purpose of this requirement is to acquire Fitness Equipment Preventive Maintenance, Repairs and Equipment Replacement to support the mission of Federal Occupational Health (FOH) under the Department of Health and Human Services (HHS). FOH provides integrated Occupational Health and Safety (OHS) services throughout the Federal Government. The Wellness and Health Promotion Services (WHPS) Division of FOH provides both consultative and direct service to federal agencies and their employees, which includes comprehensive wellness/fitness services to customer agencies nationwide. These services include daily operation and management of wellness/fitness centers, wellness programming, fitness programming, fitness testing, and facility design. b. Purpose and Objectives Program Support Center (PSC) is conducting market research to prepare for the re-procurement of the Fitness Equipment Preventive Maintenance, Repairs and Equipment Replacement to support FOH managed wellness/fitness centers. To maintain compliance with this standard and to obtain data on the completion of preventive maintenance on fitness equipment, FOH will require a technician to perform preventive maintenance service (quarterly or bi-annual) and make timely repairs to the fitness equipment at approximately 6 Wellness Fitness Centers (WFC) located in the Washington, DC metro area. c. Anticipated Period of Performance The anticipated start of performance is as follows: Base Period: 01/01/2024 - 06/30/2024 Option Period 1: 07/01/2025 - 06/30/2025 Option Period 2: 07/01/2026 - 06/30/2026 Option Period 3: 07/01/2027 - 06/30/2027 Option Period 4: 07/01/2028 - 12/31/2028 d. Project Requirements 1. Preventive Maintenance Schedule Preventive Maintenance shall be scheduled with the onsite Health Fitness Manager (HFM). Preventive Maintenance will be provided on a quarterly or bi-annual basis per FOH guidance. The technician will complete the following tasks according to manufacturer guidelines: Adjust and lubricate fitness equipment Inspect for loose, broken, or worn-out parts Tighten any loose bolts and replace any missing bolts or fasteners Inspect upholstery for any tears Vacuum inside of motor compartment and underneath all treadmills Wax the decks of treadmills Notify Health / Fitness Manager or fitness center staff of needed repairs or replacement parts Upon completion of the preventive maintenance on all equipment, the technician shall complete the FOH Preventive Maintenance (PM) Log. Upon contract award, the FOH PM Log will be provided for each site specific to the equipment available. The technician must complete the FOH PM Log in full including: Circle vendor quarter Record date and start/end time of service Initial by specific tasks completed Mark off all equipment inspected Record completed repairs Record projected repairs Record any additional general comments if applicable Print name, sign, and date where indicated The HFM or fitness center staff will verify the services were completed and sign the FOH PM Log. The vendor shall provide the fitness center staff with a copy and the vendor must submit a copy of the signed FOH PM Log with the invoice to the Contracting Officer Representative (COR) for approval of payment. Federal Occupational Health will be responsible approving the purchase of any repair/replacement parts not covered under warranty needed to repair and maintain the safe and effective operation of all fitness equipment items. Upon diagnosis of the repair, if parts are required, the vendor will email a written quote for repair to the designated FOH Operations Manager of the WFC via email and the COR will be copied. The FOH Operations Manager will approve, not approve, or request adjustments to the quote. The approved repair parts will be billed separately from the preventive maintenance service and will be paid under this contract (CLIN 002). If the equipment is irreparable, the Contractor shall recommend and provide a written quote for replacement equipment to the designated operations manager of the Site via email and the COR will be copied. The operations manager will determine the value of ordering the replacement equipment or not proceed with the replacement and provide recommendation to the COR. The COR will authorize or place the order with the vendor for the replacement equipment. The approved replacement equipment will be billed separately from the preventive maintenance service and will be paid under this contract (CLIN 002). 2. Location FOH managed WFC's are currently located in the Washington, DC metro area. Based on historical data, it is estimated that FOH may acquire 1 new fitness center site per year in the Washington, DC metro area, however additional locations may be added. The average size of a wellness fitness center is between 2,000 and 3,000 sq ft. It may have a variety of exercise equipment that would need preventive maintenance and repair. The fitness centers may have equipment manufactured by such suppliers as Assault Fitness, Concept2, Cybex, Freemotion, Hammer Strength, Hoist, Inmovement, Keiser, Life Fitness, Matrix, Octane Fitness, Paramount, Peloton, Precor, Promaxima, Nautilus, NuStep, SCIFIT, Schwinn, SM Sport, Stairmaster, Techno Gym, The Abs Company, True Fitness, etc. 3. Equipment/Supplies The contractor will provide the equipment and supplies necessary to complete the preventive maintenance service. Any repair parts needed to repair the fitness equipment must be approved in advance of the repair by the designated FOH Operations Manager. Any replacement equipment must be approved in advance of the repair by the COR. 4. Delivery of Service Preventive Maintenance (PM) Services must be completed quarterly or bi-annually based on a scheduled appointment made with the HFM at each site. PM Service must be fully completed during the hours of operation. Most sites are open between 6AM-7PM EST Monday - Friday. All emergency repairs must be scheduled during the hours of operation. 5. Emergency Service Emergency response time should be within 48 hours of the call to visit the site and diagnose the issue. Emergency repairs are identified as follows: High volume usage equipment is not functioning properly, is functioning in an unsafe manner, or not functioning at all. Fitness center only has one of a specific kind of exercise equipment that is not functioning properly, is functioning in an unsafe manner, or not functioning at all. Emergency visit labor and travel costs to inspect and diagnose must be included in the cost of the preventive maintenance agreement. Emergency visits for repairs, must be included in the cost of the preventive maintenance agreement. The cost for authorized repair parts will be billed separately against CLIN002. The contractor will not be reimbursed for unauthorized repair parts. The cost for authorized replacement equipment will be billed separately against CLIN002. The contractor will not be reimbursed for unauthorized replacement equipment. Replacement equipment can only be authorized by the COR. Upon completion of any repair, the vendor shall test the equipment to assure it is in proper working condition. In the event the equipment needs additional repairs, this must be reported to the HFM or fitness center staff immediately. An estimated cost for additional repair parts (written quote submitted for parts) and the estimated timeframe for the equipment to be repaired must be submitted to the FOH Operations Manager for review within 24 business hours of the diagnosis. Information Submission Instructions Questions regarding the contents of this Sources Sought shall be submitted via email to: angeleana.torres@psc.hhs.gov no later than 9:00am EST on December 4, 2023. Phone calls will not be accepted. The Government reserves the right to respond to some, all, or none of the questions that will be submitted. Interested companies should review the attached and then submit a response that provides feedback, if any, on the attached and that addresses all of the information listed under - Capability Statement/Information Sought. Capability statements and responses shall be submitted via email to angeleana.torres@psc.hhs.gov no later than 9:00am EST on December 4, 2023. The subject line for the email heading shall be - Fitness Equipment Preventive Maintenance, Repairs and Equipment Replacement (enter the Source Sought reference number PSC321816). Please provide succinct detail and depth to enable Government review and assessment. Please limit responses to ten (10) pages (8 - x 11, single-spaced, Times New Roman, 12-point font, - inch margins). Please add a cover letter to your response with the following information: 1. Company Name 2. Company Unique Entity ID number 3. Company point of contact, mailing address, telephone and website address 4. Business Size relative to NAICS code 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services 5. Type of Company (e.g., large business, small business, 8(a), woman owned, veteran owned, etc.) as registered in the System for Award Management (SAM). 6. Identify any/all teaming arrangements III. Disclaimer and Important Notes This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by the respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed. Information provided will be used to assess tradeoffs and alternatives available for the potential requirement and may lead to the development of a solicitation. Respondent are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. Any solicitation resulting from the analysis of information obtained will be announced to the public in SAM in accordance with FAR Part 5. However, responses to this notice will not be considered adequate to responses to a solicitation. Confidentiality No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).