HUD Headquarters Fitness Center Management and Maintenance

Fitness Center Contract Requirements 1. Hours of Operation and Staffing Contractor shall staff the fitness center Monday, Wednesday, and Friday, 6:00 AM – 2:30 PM; Tuesday and Thursday, 10:30 AM – 7:00 PM (excluding federal holidays), with qualified on-site personnel present. Facility will be available 24/7 with appropriate security procedures. Staffing shall include certified fitness professionals capable of supervising facility operations and ensuring safe equipment use. Contractor shall ensure coverage to support safety, oversight, and compliance with agency fitness program requirements under 5 U.S.C. 7901. Contractor has exclusive, 24/7 responsibility and control over the maintenance and safety of the HUD Fitness Center.. 2. Equipment Maintenance and Lifecycle Management Contractor shall inspect, maintain, and repair all fitness equipment in accordance with manufacturer specifications and industry standards. HUD will cover cost of equipment repairs and replacement. Contractor shall implement a preventive maintenance schedule and maintain maintenance logs available for HUD review. Contractor shall promptly remove or tag unsafe equipment and coordinate repair or replacement actions. Contractor shall provide lifecycle recommendations for equipment replacement to ensure continued safe operations. 3. Safety, Training, and Employee Assistance Contractor shall be available during staffed hours to provide on-site assistance and instruction to employees on the safe and proper use of fitness equipment. Contractor shall enforce safety protocols, including proper lifting techniques, equipment usage, and emergency procedures. Contractor shall maintain incident response procedures including first aid readiness and emergency escalation protocols. Contractor shall be responsible for incident response when on site Contractor shall support HUD’s compliance with OMB Circular A-123 by mitigating operational and safety risks. 4. Program Oversight and Compliance Contractor shall support program monitoring and evaluation, including usage tracking, reporting, and recommendations for improvement. Contractor shall ensure controlled access to authorized users and enforce waiver compliance and eligibility requirements in coordination with HUD security. HUD is responsible for badge readers and ensuring only those who are eligible have badge access to the facility. Contractor will provide a list of people who are eligible to have badge access. Contractor shall operate in accordance with U.S. Office of Personnel Management Employee Health Services Handbook guidance for federal fitness programs. 5. Accountability and Governance Contractor shall provide monthly performance reports including: Facility usage metrics Maintenance and repair status Incident reports Program improvements and recommendations Contractor shall comply with all federal acquisition, reporting, and performance management requirements. 6. Liability, Insurance, and Risk Management Contractor shall maintain comprehensive liability insurance (general liability and professional liability) sufficient to cover fitness facility operations. HUD and the Contractor are not in an agency relationship; Contractor is an independent contractor. Contractor shall indemnify HUD for losses resulting from its performance under the contract. Contractor shall ensure all participants execute liability waivers prior to facility use. Contractor shall implement risk mitigation practices consistent with: 5 U.S.C. 7901 OMB Circular A-123 7. Cleanliness and Facility Standards Contractor shall ensure fitness center is clean, orderly, and safe. Contractor shall ensure: Equipment and facility is clean (and work with facilities to remediate) Weights and materials are properly stored Hazards are promptly reported and addressed 8. Internal Controls and Fiscal Responsibility Contractor shall support HUD’s compliance with OMB Circular A-11 by ensuring services delivered are: Necessary for mission support Cost-effective Properly documented and auditable Contractor shall maintain records sufficient for audit, oversight, and financial accountability.