A01 Attachment 0007 - PWS 7 - Housing.pdf

HOUSING

PERFORMANCE WORK STATEMENT (PWS) 7

Attachment 0007

29 May 2020

1. Objective: Management, Operation and Maintenance (O&M) of Housing at Hawthorne Army Depot (HWAD), in accordance with (IAW) Army Regulation (AR) 420-1 Army Facilities Management; and maintenance requirements as identified in the Maintenance PWS.

2. Housing Management: The contractor shall manage the 37 Dwelling Units (DUs), 29 brick units-Army Family Housing (AFH), 8 apartments (Building 35) used as Unaccompanied Personnel Housing (UPH), the housing office (Building 47), a garage (Building 292-1), and a recreational vehicle storage lot at HWAD.

3. The contractor shall update and maintain the housing data base (currently eMH, DoD real property database) and complete all required data calls for army housing.

3.1 The contractor shall maintain the dwelling unit in accordance with State and Federal laws, and AR 420-1.

3.2 The contractor shall keep all common areas of the premises in a clean and safe condition, and the contractor will require the residents to be responsible for maintaining the grounds within the boundaries established for each DUs. Grass mowing of the common areas, and tree and shrub pruning is required. The Hawthorne Army Housing Manager may request the contractor's schedule for the common area maintenance and gardener requirement.

3.3 The contractor shall collect rents, at a rate established by the Hawthorne

Army Housing Manager using the Corps of Engineers (COE) Database, for any AFH unit that is not occupied by an active duty soldier. All non-active duty tenants shall pay the federal rental rate established by the COE and incorporated via contract modification. The contractor shall provide 30 day notification of rent adjustments to the residents. Adjusted rental rates shall become effective the next monthly rent cycle following contract modification.

3.4 Rental Collections.

3.4.1 Quarters A and any other permanent military occupants. The contractor shall prepare an annual long range work plan IAW AR 420-1 and submit to the Hawthorne Army Housing Manager and Installation Management Command (IMCOM) West Budget Officer by 01 March for the five year period following the upcoming government fiscal year, e.g. a long range plan for the five year period starting 1 Oct 2024 (FY2025 through FY2029) would be submitted 01 March 2023.

Military quarters may be diverted in accordance with AR 420-1. Funding appropriate for diverted military quarters shall be provided. (CDRL G001).

3.4.2 All other rental units. The contractor shall send all rents collected for the current month, incidental damages, to the Defense Finance and Accounting Service (DFAS) NLT 10th of each month using the DD Form 1131. This rent shall include rental revenues collected for all tenants occupying units for the month in which the rents are collected and the report is submitted. Copies of DD Form 1131 and a spreadsheet identifying housing number, rent amount collected, any damage monies collected, and renter’s name (all but the military) for the current month, shall be submitted to Hawthorne Army Housing Manager. Rental collections must be separated by the six categories identified in the housing task order. (CDRL G002).

The total of rents collected will be made available to the contractor to offset the requirements of this PWS.

3.5 The contractor shall recommend candidates for rental, including military, federal civilians, and other individuals working on Department of Defense contracts. The government shall sign all civilian leases and reserves the right for final determination on evictions.

3.6 The contractor shall provide all utilities, refuse collection and disposal, and entomology services that are not covered by the self-help program required in Paragraph 4.11.

3.6.1 Utility meters are installed in the AFH. Monthly meter readings and maintenance are required.

3.6.2 The heating and cooling schedule is determined by HWAD Depot Commander’s or Commander’s Representative’s Policy During the heating season(01 September to 31 May)., temperatures in occupied facilities shall be maintained in the range of 72 degrees Fahrenheit plus or minus two (2) degrees during working hours as established with Hawthorne Army Housing Manager IAW AR 420-1. Heating setback temperatures during unoccupied times shall be set at 55 degrees Fahrenheit plus or minus five (5) degrees.

3.6.3 The contractor shall provide and maintain appropriate receptacles and conveniences for the central collection and removal of ashes, garbage, rubbish, and other waste; and arrange for removal.

3.7 The contractor shall provide fire, emergency and security services to the area. The contractor shall conduct building inspections IAW AR 420-1. (CDRL G003).

3.8 Housing Management Plan: The contractor shall provide a management plan to the Hawthorne Army Housing Manager within 15 days after award. The plan shall document the contractor's housing management philosophy and workflow, and shall promote efficiency in all efforts. Every effort must be made to achieve cost savings in all aspects of the housing operation and maintenance without compromising the livability of the unit. The contractor’s management plan shall include methods to promote and enhance efficiency IAW AR 420-1, which supports best practices in the workplace. The contractor shall measure the efficiency of this element at the beginning of the period and at the end of the period IAW AR 420-1, after the contract starts and then on an annual basis. (CDRL G004).

3.9 Preventive Maintenance Plan: During the first six (6) months of full performance, the contractor shall prepare an automated Preventive Maintenance

Plan (PMP) for maintenance of buildings and structures. The plan shall explain in detail the type and frequency of maintenance events, scheduling, tracking, record keeping methods and must include recommendations to improve the overall AFH and UPH facilities maintenance posture at HWAD. The plan shall also address all relevant fire, safety and environmental issues pertaining to the preventive maintenance program. The PMP shall be provided to the Hawthorne Army Housing Manager for approval before the end of the sixth (6th) month of full performance under this contract and updated and resubmitted to the Hawthorne Army Housing Manager for approval every year thereafter in the month of October. Maintenance, repair, alteration and construction of buildings and structures includes: structural framing systems, foundations, walls, doors, windows, roofing, floors and floor coverings, stairs, fixtures, hardware, and exterior. (CDRL G005).

3.10 Quality Control Plan: IAW AR 420-1, the contractor’s quality control elements will be addressed in the housing maintenance plan as required by para. 3.11 of this PWS. (part of CDRL G006).

3.11 Housing Maintenance Plan. The contractor shall develop and submit for government approval a annual maintenance, restoration and modernization plan within the guidelines and restrictions of AR 420-1 within 120 days following contract award. The plan shall be submitted annually by 15 January for Hawthorne Army Housing Manager approval. The plan shall separately identify long term and short term planning for military DU and rental DU’s. Long-term is defined as the length of the contract including all options. Short term is defined as annual work plan.

The plan should consider capital investments along the line of those which a prudent landlord would make to keep the property in a marketable condition.

Examples of the scope of work falling in this category include kitchen and bath renovation/ modernization, roof replacement, etc. The housing maintenance plan will provide the Hawthorne Army Housing Manager with additional information to improve the quality of life for the residents and for additional funding if available.

Funding requests for qualified housing projects must be submitted in the C- Projects system. (CDRL G006).

3.12 The Hawthorne Army Housing Manager may occasionally request the contractor move household furnishings in or out of the military quarters. Property identification numbers shall be applied to newly purchased equipment. Old equipment shall be disposed of properly by procedures as established IAW AR 420-1 and the Property PWS. The contractor shall utilize a secured storage facility to store all or any portion of the government-owned household equipment and furnishings when those items are not required for use. At no time will government furnishings and equipment be issued without the advanced written approval by the Administrative Contracing Officer or delegate.

4. Operation and Maintenance of Housing Units: This section sets forth policy, outlines responsibilities, and provides guidance for operating and maintaining housing facilities IAW AR 420-1.

4.1 General policy

4.1.1 Housing facilities shall be operated and maintained to a standard which will provide accommodations in good, weather tight condition. The contractor shall maintain and repair roads, driveways and sidewalks in the housing areas so that it remains in a safe and useable condition. For large-scale projects such as whole-house window replacements; roof replacements;

bathroom or kitchen remodeling, etc. The Hawthorne Army Housing Manager will have 10 business days to provide approval/disapproval of the project. The Hawthorne Army Housing Manager may request the contractor provide design efforts and contracting support before providing decision on the project. IAW AR 420-1 there may be times additional work will be requested if funding becomes available. If a housing unit is not economically repairable, contractor will submit a demolition plan to the Hawthorne Army Housing Manager IAW AR 420-1.

4.1.2 Maintenance policies

4.1.2.1 The level of maintenance on DUs will be sufficient to protect the government’s capital investment and maintain occupancy.

4.1.2.2 Evaluation of condition of units. Through periodic inspection of units, Maintenance and Repair (M&R) requirements will be recorded by building component and system. This will serve as a basis for the annual and long-range work plans for assisting in the development of the real property master plan. The installation status report condition inspections can be used to document quality condition information.

4.1.2.3 Work in common use areas. In buildings with more than one DU, the costs of M&R work performed in common use areas, on common structural components, and on common use systems, will be prorated among all DUs in that building.

4.1.2.4 Priorities. Critical M&R work will be done before incidental improvement work. The ACO can direct expedited completion of work that is required to correct a security, environmental, safety concern, or mission requirement.

4.1.2.5 Maintenance and repair need. Available AFH/UPH resources will be used to maintain, repair, and improve housing based on need rather than the grade of residents. Residents’ requests for painting of a decorative nature or for replacement of tiles, wall coverings, or other work on the basis of either compatibility with personal furnishings or for personal preference will not be approved.

4.2 Painting.

4.2.1 Interior painting shall be done to maintain an attractive appearance and sanitary conditions, to protect finished surfaces, and to correct unsightly appearance. The minimum interval for (interior) cyclic painting is three (3) years, unless the Hawthorne Army Housing Manager determines on a case-by-case basis that more/less frequency is required for individual DUs. In all cases, the contractor is required to keep records for each unit. Change of occupancy is not necessarily a reason for painting. Painting of units shall be IAW AR 420- 1.

4.2.2 Exterior painting of masonry, wood, and ferrous metal surfaces shall be done to maintain an attractive appearance, protect surfaces, and sustain water tightness. The normal interval for cyclic painting will be five (5) years except when the Hawthorne Army Housing Manager determines that more frequent painting is required. The contractor is responsible for lead paint management.

4.2.3 Permanent records of painting will be maintained for each AFH/UPH facility. These records will include documents which authorize painting at less than frequencies prescribed above. These records shall be made available upon request.

4.2.4 Painting solely or primarily for the purpose of decoration, to achieve standard color, or to match furnishings is not authorized, except in leased housing which may have other finishes. Painting of units shall be IAW AR 420-1.

4.2.5 Interior painting while a DU is occupied will be done only when the resident is in agreement. The painting of occupied housing will be scheduled to minimize inconvenience to the resident, yet will be completed in the least number of days possible. Only that amount of work will be scheduled that can be completed and still allow the residents to carry on normal living activities at the end of that workday.

4.3 Floors. Where the primary floor finish requires major repair or replacement (in excess of 25 percent of total floor space), an Economic Analysis (EA) will be done to aid in determining the most acceptable alternative. The EA and project plan submitted to the Hawthorne Army Housing Manager for concurrence and will be included in the project file.

4.3.1 Wood floors. Wood floors which serve as the primary floor finish will be completely sanded and/or refinished when general deterioration has occurred.

Such work will be done when the housing unit is vacant. Sanding will be kept to a minimum to ensure maximum life of the wood floor. Normally, an interval of not less than 10 years should elapse before sanding becomes necessary.

Refinishing should be done not more than once every four (4) years. Use of overlay flooring is feasible; proposed applications shall be approved by the Hawthorne Army Housing Manager.

4.3.2 Carpeting. Where carpeting is determined to be the most economical primary floor finish, it will be accomplished using rental collections. Any decision to use carpeting should recognize normal issues associated with change of occupancy and the cost to remedy damaged surfaces.

4.4 Negligence. Evidence of negligence, for example, damage from golf shoes, requires a report of survey, statement of charges, or cash collection voucher before refinishing a damaged floor.

4.5 Housing facility systems and components. Systems and components (such as roofing, structural, electrical, air conditioning, heating, plumbing, and so forth) will be repaired or replaced as needed. Theoretical life of a system or component is not sufficient basis for replacement. When system or component is replaced, energy efficiency should be major identifier.

4.6 Grounds and landscaping.

4.6.1 Boundaries. The cutting, trimming, and watering of lawns in the designated immediate area of the DU will be the responsibility of the resident, as would be expected of a tenant in private housing of similar type and value. Water restriction at times may be implemented by the Hawthorne Army Housing Manager. Normally, the boundaries of the designated immediate area of responsibility will be not more than 50 feet from the DU. However, this boundary may be extended out further to a logical line of demarcation, such as a road or a fence, or to encompass small common areas.

4.6.2 Grounds keeping. Gardening services for the pruning and trimming of trees and shrubs shall be furnished, where required, on a routine cycle based on the growing season and plant characteristics. The schedule for grounds keeping will be included approved in the maintenance plan. Generally, landscaping in the common areas surrounding housing units should be limited to group plantings which will not interfere with mechanized maintenance and will facilitate the use of gang mowers whenever possible.

4.7 Joint responsibility. Responsibility for the operation and maintenance of housing is shared by the contractor and the housing resident. The contractor must manage and maintain the Army’s housing in the best interest of the Government.

4.8 Energy conservation goal. The goal of the energy conservation program is to ensure that the essential energy needs of all residents are provided without waste. Equipment and facilities will be operated and maintained in an energy efficient manner. Energy can be conserved through action by the contractor and by the resident.

4.9 Work authorization.

4.9.1 Not used.

4.9.2 Maintenance and repair work is done when a work order is issued. A work order is categorized as a Service Order (SO) or as an Individual Job Order (IJO).

4.9.2.1 Service orders. The SOs covers small jobs beyond the

scope of self-help:

(a) Their nature is such that their accomplishment cannot be delayed until a scheduled maintenance visit.

(b) They are issued for work requested by telephone, in person, or in writing. SO work is limited to a total of 40 man hours of labor.

SOs will not be used for housing incidental improvements unless there is a system in place to accumulate the costs per dwelling unit per fiscal year.

(c) SOs are prioritized as emergency, urgent, or routine.

Emergency SOs take priority over all other SOs. Urgent and routine SOs are normally accomplished on a first-come/first-served basis within their own category. The contractor shall have a formal priority system for SO accomplishment. Screen SOs from residents to eliminate self-help tasks.

(d) Follow-up visits to correct an unsatisfactorily performed SO

(call back) will be charged to a follow-on work order with linkage to the original SO.

4.9.2.2 Individual job orders. The IJOs are used for all work which exceeds the scope of the SO and/or requires maximum control of manpower and other resources, for preventive maintenance requirements, and for all housing incidental improvements regardless of cost except as noted in (b), above. The IJO M&R work may be authorized for accomplishment once it is approved by the Hawthorne Army Housing Manager.

4.10 Work classification

4.10.1 Classifying work as maintenance, repair, or construction is an essential step in developing a project. Once the project has been defined, the approval authority can be identified and statutory and regulatory requirements can be met (IAW AR 420-1 and DA Pam 420–1-1 for project definition and classification).

4.10.2 There is not necessarily a direct one-on-one relationship between a project and a contract to execute that project. A single contract may embrace one or more projects in its scope. Conversely, a single project may be split among several contracts. Interdependent projects must be combined into one project for approval purposes. Interrelated projects may be approved individually.

4.10.3 Projects will be developed to show the full scope of work without circumventing the prescribed approval levels. A memorandum for record stating the rationale behind the determination of work classification and project scope is recommended for inclusion in the project file.

4.11 Self-help

4.11.1 The contractor shall establish a self-help program. This program will require residents to perform certain basic self-help tasks and provide the opportunity for residents to perform limited improvements on their housing units and associated grounds IAW AR 420-1.

4.11.2 The following guidance should be incorporated into the self-help program:

(1) Ensure that resident self-help tasks are not routinely done by in-house or contract employees except in unusual circumstances.

(2) Screen service calls from residents to eliminate self-help tasks.

(3) Provide appropriate training for participants in this program including self-help coordinators and inspectors.

4.11.3 Self-Help improvement projects initialized by residents in housing should conform to the following conditions:

(1) Work should be on a voluntary basis resulting in an improved quality-of-life for the resident.

(2) High standards must be established for both interior and exterior work in conformance with installation design guidelines.

(3) Work performed will comply with applicable building codes.

Electrical work will be done only by a licensed electrician or shop approved electrician.

(4) Work performed will not create fire or other safety hazards.

(5) Both functionality and aesthetics should be considered in project development.

(6) Supplies, equipment, and tools may be available from existing self-help stores (possible items include the following – buckets, mops, lawn mower, paint, rollers, brushes, light bulbs, hand tools, rakes, cleaning supplies). The contractor may not charge military residents a fee for use of the self- help. Minimal fee may be charged to civilians if contractor deems appropriate.

4.11.4 The contractor shall—

(1) Provide appropriate work classification and project approvals.

(2) Provide professional guidance during the planning, design, and execution stages.

(3) Provide training to volunteers before work is started.

(4) Provide technical assistance and project inspection.

4.11.5 Self-help work will not be performed where asbestos or Lead Based Paint (LBP) shall be disturbed since only trained and certified personnel may work with these substances.

4.12 Historic housing facilities

4.12.1 Hawthorne Army housing facilities have been determined eligible for listing, or are potentially eligible for listing. Stewardship of historically significant properties imparts a special responsibility to the contractor and the residents. Decisions on use and operations and maintenance will give appropriate consideration to those facility characteristics which contribute to their historic significance.

4.12.2 Work that may affect historically significant housing must be reviewed and coordinated per part 800, title 36, Code of Federal Regulations (36 CFR

800) and AR 200–1. (CDRL G007).

4.13 Special considerations

4.13.1 Termite control. Termites are a significant problem affecting wooden structures and components in many parts of the world. Termite control with chemicals will be done only by personnel who have been properly trained and licensed in chemical use and application, using only Environmental Protection Agency (EPA) approved chemicals. In no case will chemical treatment be applied through or under concrete slabs used in slab-on-grade construction of housing where heating, ventilating, or air conditioning ducts are present within or beneath the slab. When chemicals are used, their type, strength, and date of application should be documented and retained in accord with Federal and state regulations. The records shall be made available upon request.

4.13.2 Asbestos. Asbestos in certain forms (friable asbestos products) has been found to be a health hazard. Where asbestos is known or believed to exist, the site must be inspected and a determination made as to the containment/ disposition of the material. The contractor will manage any monitoring, abatement, removal, handling, and disposal of asbestos contaminated materials. The dates of identification, monitoring, and abatement or removal will be documented and retained in housing files. The contractor is not responsible for abatement, removal, or disposal of asbestos as identified in the HWAD Baseline of Current Conditions as a pre-existing condition.

4.13.3 Radon. Radon is an invisible, odorless, naturally occurring radioactive gas which can accumulate in housing. The EPA has published monitoring guidance, radon relative risk information, and action level guidelines (see AR 200–1). The contractor shall establish a radon assessment and mitigation program per guidance from the Environmental Management Office. The contractor is not responsible for abatement, removal, or disposal of radon as identified in the HWAD Baseline of Current Conditions as a pre-existing condition.

4.13.4 Lead (IAW AR 420-1). The contractor is not responsible for abatement, removal, or disposal of lead as identified in the HWAD Baseline of Current Conditions as a pre- existing condition.

4.13.4.2 Disclosure requirements. The Housing and Urban Development and EPA regulations (see 24 CFR 35 and 40 CFR 745, respectively) require the disclosure of known LBP and LBP hazards. Disclosure requirements apply to both Army-owned and –controlled family housing and to privately-leased/-rented housing constructed prior to 1978. The disclosure requirements, which are to be issued when housing is assigned or leased/rented, consist of providing residents with the following:

(a) EPA pamphlet Protect Your Family from Lead in Your Home.

(b) Notice of the presence of LBP and/or LBP hazards.

DOCUMENT SUMMARY LIST FOR HOUSING

The contractor shall work with the HWAD ACO to identify any changes to the references or any applicable regulations or laws, which may affect process, cost, and/or schedule. The ACO will review and provide implementation guidance.

Army Regulation 420-1- Army Facilities Management through 06 March 2019

Adminstrative Change https://armypubs.army.mil/epubs/DR_pubs/DR_a/pdf/web/ARN15517_R420_1_admin

_FINAL.pdf

Army Regulation 200-1-Environmental Protection and Enhancement dtd: 13 Dec 2007 http://www.asaie.army.mil/Public/IE/Toolbox/documents/ar200_1.pdf

36 CFR part 800-Protection of Historic Properties dtd 1 July 2012 https://www.achp.gov/sites/default/files/regulations/2017-02/regs-rev04.pdf

DA Pam 420-1-1 Housing Management dtd: 2 April 2009 https://armypubs.army.mil/epubs/DR_pubs/DR_a/pdf/web/PAM%20420-1-1.pdf