Fitness Center Preventative Maintenance and Repair

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide preventive maintenance and repair/replace services for fitness center exercise equipment at the Bureau of Engraving and Printing (BEP) Washington District of Columbia Facility (DCF), ensuring continuous availability, functionality, safety, and well-being for employees.

• Provide all labor, equipment, parts, and tools for quarterly preventive maintenance and on-demand repair/replacement of parts for BEP-owned fitness equipment.

• Services aim to ensure the equipment is well-maintained and fully functional.

• Initial Visit: Conducted within three (3) weeks of contract award to assess equipment health and establish a baseline. Includes inspection of cables, pulleys, chains, electrical, and belt tracking. Recommendations for preventative maintenance intervals and equipment status (recalls, safety hazards, etc.) are required.

• Service Call Response: Respond within twenty-four (24) hours of notification.

• Repair Quotes: Submit detailed quotes for parts replacement to the COR before proceeding; repair costs should not exceed replacement cost.

• Inoperative Equipment Notification: Inform COR within eight (8) hours of identifying inoperative equipment that cannot be returned to use within 24 hours, providing an estimated repair timeline and reasons for delay.

• Unrepairable Equipment Notification: Inform COR via email within 8 hours if equipment cannot be repaired due to age, obsolescence, etc.

• Equipment Report: Provide a functionality report within forty-eight (48) hours after each maintenance service, detailing repairs needed, timelines, and recommendations for replacement if equipment has reached its lifespan.

• Period of Performance: One (1) Base Year (April 1, 2026 - March 31, 2027) plus two (2) 12-month option years (April 1, 2027 - March 31, 2029).

• Place of Performance: Bureau of Engraving and Printing, 14th & C. Streets S.W., Washington, D.C. 20228-0001.

• Contract Type: Hybrid Firm-Fixed Price (FFP) and Time and Materials (T&M).

• Quality Control: Contractor must develop and maintain an effective Quality Control System, including a written Quality Control Plan (QCP), within thirty (30) business days of award.

• Security: Contractor personnel require background investigations. Safeguarding government equipment and information is required.

• Identification: Contractor employees must wear visible ID badges.

• Staffing: An initial staffing plan is required with the quote. A contract manager and alternate must be designated.

• Deliverables: Include Quality Control Plan, Initial Staffing Plan, Monthly Workforce Report, and Equipment Report.

• Government Furnished Items: Escorts for technicians, workspace, utilities, and access to a printer and fax machine.

Other / Unclassified

This document is a Department of the Treasury Acquisition Procedures Update (APU) No. 26-01, dated November 7, 2025. It establishes a Department-wide policy requiring contracting officers to include two contractor workforce transparency deliverables in all solicitations and awards for services acquired under small business socioeconomic programs (FAR Part 19).

These deliverables are:

• An initial staffing plan submitted as part of the technical proposal.
• A post-award monthly workforce report submitted with each invoice.

This APU mandates new requirements for all solicitations and contracts for services set aside under small business programs. Bidders responding to such opportunities must be prepared to submit an initial staffing plan as part of their technical proposal. This plan must detail the proposed labor mix, identify prime and subcontractor roles, and include a certification that the small business prime contractor will perform at least 51% of the contract cost for personnel. The plan requires a breakdown of prime versus subcontractor labor hours and costs by labor category for the base and option periods.

Post-award, contractors will be required to submit a monthly workforce report with each invoice, including a certification of continued compliance with the 51% prime performance threshold. These reports will be used by the Contracting Officer (CO) to verify compliance throughout contract performance. The document also specifies requirements for protecting Personally Identifiable Information (PII) in these reports and outlines the process for evaluation, award, and surveillance related to these deliverables.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire required by the Bureau of Engraving and Printing (BEP) for Solicitation Number 2031ZA26Q00052, related to Preventative Maintenance and Repair services. Offerors must send this questionnaire to at least three (3) relevant past performance references.

• Instructions for Offeror: Complete Section II before sending to assessors.
• Instructions for Assessor: Validate Section II, complete Sections III and V, and email the questionnaire to ashley.johns@bep.gov by 12:00 PM EST on March 24, 2026.
• Section I: Solicitation Data: Includes Solicitation Number (2031ZA26Q00052) and Project/Requirement (Preventative Maintenance and Repair).
• Section II: Current or Historical Contract Information: To be completed by the Offeror, detailing the company, contract number, type, value, period of performance, and project description.
• Section III: Assessor Information: To be completed by the Assessor, identifying their role and period of involvement.
• Section IV: Evaluation Definitions: Provides definitions for performance ratings (Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory, N/A).
• Section V: Performance Evaluation: Assessor rates the contractor's performance in Business Relations, Timeliness, Quality, and Cost, and provides an overall assessment and recommendation for future contracts.

This questionnaire is critical for offerors to gather documented past performance feedback from relevant references. The quality and content of the completed questionnaires will directly impact the evaluation of the offeror's past performance, a key factor in the overall proposal assessment. Offerors must ensure they select appropriate references and provide them with accurate information in Section II to facilitate a thorough and favorable assessment.

Form / Attachment / Pricing Sheet

This document is a Non-Disclosure Agreement (NDA) required for potential bidders who may be exposed to nonpublic information concerning United States currency designs, features, or manufacturing processes by the Bureau of Engraving and Printing (BEP). It outlines the terms under which such information can be shared and protected.

• Defines "Nonpublic Information" broadly, including currency designs, manufacturing processes, security arrangements, economic data, procurement-sensitive information, and investigative details.
• States that the BEP has no obligation to reveal this information and retains the right to withhold it.
• Requires the Company to protect Nonpublic Information with at least a reasonable degree of care, preventing unauthorized disclosure.
• Mandates immediate written notification to the BEP upon discovery of any misuse or disclosure.
• Allows disclosure within the Company and to professional advisors only on a "need-to-know" basis for the stated Purpose, provided they are also bound by confidentiality obligations.
• Permits necessary copies of Nonpublic Information, which must retain any protective legends.
• Acknowledges that monetary damages may be inadequate and allows the BEP to seek injunctive relief for breaches.
• Requires written certification of destruction or deletion of Nonpublic Information upon BEP request.
• States that obligations continue indefinitely.

Bidders must understand and agree to the terms of this NDA if the opportunity involves access to sensitive BEP information. Execution of this agreement is likely a prerequisite for participation in certain aspects of the procurement process, particularly if detailed technical or design information related to currency is to be shared. Failure to comply can result in legal action, including injunctive relief.

Form / Attachment / Pricing Sheet

This document is a pricing sheet attachment for the opportunity. It outlines the CLINs (Contract Line Item Numbers), their types, descriptions, quantities, units of issue, unit prices/rates, total amounts, and Not-to-Exceed (NTE) amounts for the base year and option years.

• Base Year: Includes CLIN 1 (FFP Preventative Maintenance) and CLIN 2 (T&M Repair Technician). CLIN 2 has a NTE of $15,000.00.
• Option Year One: Includes CLIN 1001 (FFP Preventative Maintenance) and CLIN 1002 (T&M Repair Technician). CLIN 1002 has a NTE of $16,500.00.
• Option Year Two: Includes CLIN 2001 (FFP Preventative Maintenance) and CLIN 2002 (T&M Repair Technician). CLIN 2002 has a NTE of $18,152.00.
• Option to Extend Services IAW 52.217-8: Includes CLIN 3001 (FFP Preventative Maintenance) and CLIN 3002 (T&M Repair Technician). CLIN 3002 has a NTE of $9,076.00, noted as reflecting 1/2 of Option Year 4.
• Total Evaluated Price (TEP): $0.0
• Total Potential Contract Ceiling Value (if fully exercised): $58,728.00

Bidders should use this pricing sheet to understand the cost structure for preventative maintenance and repair services. It details the Not-to-Exceed amounts for Time & Materials (T&M) services and the potential total contract value. This information is crucial for developing competitive proposals and understanding the financial scope of the opportunity.

Solicitation / RFP / RFQ

This document is a combined synopsis/solicitation for commercial items, specifically for services. The U.S. Government intends to award one Purchase Order to a responsive, responsible Quoter whose quote is most advantageous, considering price and other factors. The acquisition is for services as defined within the solicitation.

• Quarterly Preventative Maintenance Services for fitness center equipment.

• Repair and Replace Parts for fitness center equipment, including labor, equipment, and parts. Materials are reimbursed at cost.

• The contract includes a base period and multiple option periods, with potential for extension.

• Contract Type: Primarily Firm Fixed Price for preventative maintenance and Time and Materials for repair and replacement parts.

• Period of Performance: The base period begins 4/1/26 and ends 3/31/27. Option periods extend through 9/30/29.

• Estimated Value: Not explicitly stated, but pricing is required for the base year, option years, and a potential six-month extension.

• Quote Submission Deadline: March 24, 2026, at 2:00 PM Eastern Time (ET).

• Submission Method: Quotes must be submitted via email to the Contracting Officer. Faxed or hand-delivered quotes will not be accepted.

• Quote Format: Quotes must be submitted in three volumes: Technical Capability, Past Performance, and Price. Specific subfactors and requirements are detailed for each volume.

• Evaluation Criteria: Offers will be evaluated based on Technical Capability, Past Performance, and Price. The Government will perform a comparative evaluation and tradeoff to determine the best value.

• Quote Validity: Quoters must agree to hold prices firm for 90 calendar days.

• This acquisition is set aside for Small Business.

• All questions and comments regarding the RFQ must be submitted via email by March 18, 2026, at 2:00 PM ET.

• The solicitation includes various FAR and DFARS clauses, including those related to Service Contract Labor Standards, Buy American, and Payment by Electronic Funds Transfer.

• Attachments include a Wage Determination, General NDA, Past Performance Questionnaire, and a Pricing Sheet.

Form / Attachment / Pricing Sheet

This document is a Wage Determination issued under the Service Contract Act. It provides the minimum wage rates and fringe benefits required for various occupations employed in the District of Columbia, Maryland, and Virginia for federal contracts.

• Lists occupational codes and titles.
• Specifies the minimum hourly wage rate for each occupation.
• Includes footnotes for specific occupations (e.g., Computer Employees).
• Details required fringe benefits, including Health & Welfare and Paid Sick Leave (EO 13706).
• Outlines provisions for Vacation and Holidays.
• Explains the Conformance Process for unlisted classifications.

Bidders must use this wage determination to ensure they are offering compliant wages and benefits for all covered service employees on the contract. Failure to comply can lead to penalties. The document is critical for accurate cost estimation and proposal development, particularly for labor costs. It also specifies requirements related to Executive Orders 13706 and 13658 concerning paid sick leave and minimum wage adjustments.