Annex 1401000 Family Housing.pdf

1401000 – Family Housing Spec Item Title 1 General Information

1.1 Concept of Operations

2 Management and Administration

2.1 Definitions and Acronyms

2.2 Personnel

2.2.1 Certification, Training and Licensing

2.3 Special Requirements

2.3.1 Workmanship and Material Standards

2.3.2 Compliance with Italian Law

2.3.3 Service Interruptions

2.4 References and Technical Documents

3 Recurring Work

3.1 Family Housing (FH) Maintenance and Repairs

3.1.1 FH Emergency, Urgent, and Routine (E/U/R) Work

3.1.1.1 Emergency

3.1.1.2 Urgent

3.1.1.3 Routine

3.1.2 Scheduled Roof Cleaning

4 Non-Recurring Work

Spec Item

Title Description

1 General Information

1.1 Outline of Services The intent of 1401000 Family Housing (FH) is to specify the requirements for FH. The FH requirements within this technical specification primarily consist of maintenance and repair of military Family Housing quarters including unit cleaning, roof cleaning, installed equipment component replacement, painting services for sustainment of FH normally occurring during change of occupancy and service orders for occupied quarters. It may also include major repairs, minor construction, and stand-alone demolition when ordered as Non-Recurring work.

Restoration and modernization of FH normally consists of major rehabilitation and capital improvements that are accomplished through other Navy programs and are not included within this function.

Other requirements associated with FH are specified elsewhere within this contract as follows:

Preventive Maintenance of FH equipment, e.g., HVAC, is included within Technical Specification 1502000 Facility Investment

Change of Occupancy pest control requirements are included within Technical Specification 1503020 Pest Control

Solid and recyclable waste collection and disposal is included within Technical Specification 1503030 Integrated Solid Waste Management

(ISWM)

Common area lawn mowing, tree and plant bed maintenance, lawn irrigation, and debris removal is included within Technical Specification 1503050 Grounds Maintenance and Landscaping

Pavement sweeping is included within Technical Specification 1503060 Pavement Clearance

Spec Item

Title Description

2 Management and Administration

2.1 Definition and

Acronyms

Definitions and Acronyms are listed in J-1401000-01.

2.2 Personnel In addition to the Employee Requirements specified in Annex 2, the Contractor shall provide personnel with the with the qualifications, technical knowledge, experience and skills required for efficient operations within the FH function and as specified below:

2.2.1 Certification, Training, and Licensing

All maintenance, repair and service orders work shall be performed by personnel appropriately trained and certified. For specific certification, training and licensing requirements, refer to Technical Specification 1502000 Facility Investment, Spec Item 2.2.1.

2.3 Special Requirements

2.3.1 Workmanship and

Material Standards The Contractor shall be responsible for maintaining all facilities, systems, and equipment, identified in this technical sub-annex, to a standard that prevents deterioration beyond that which results from normal wear and tear and corrects deficiencies in a timely manner to assure full life expectancy of the facilities, systems, and equipment. Best commercial practices shall be applied in the performance of work. All work shall be completed per approved and accepted industry and equipment manufacturers’ standards and shall comply with building and safety codes, applicable activity, Italian, local, state, and Federal regulations, and other technical requirements identified within this technical specification.

Workmanship for maintenance and repair shall include all work necessary to complete facility and system restoration, including touch-up painting and operational checks. Upon completion of work, the Contractor shall ensure all facilities, systems, and equipment are free of missing components or defects which would affect the safety, appearance, or habitability of the facilities and structures or would prevent any electrical, mechanical, plumbing or structural system from functioning in accordance with design intent. Repairs shall be made in accordance with the manufacturers’ specifications and guidelines, and standard building codes. The quality of repairs shall meet the applicable standards and shall prevent any malfunction reoccurrences caused by poor workmanship or other contractor inadequacies. The quality of the repaired areas shall be fully compatible with adjacent surfaces or equipment. Except where otherwise specified, replacements shall match existing in dimensions, finish, color, design, and functionality and shall have an appearance similar to the original finished appearance with only minor unobjectionable deterioration resulting from normal use. Any deviation from any original replacement part must be approved by KO and FH representative.

The Contractor shall not allow debris to spread unnecessarily into adjacent areas nor accumulate in the work area. All such debris, excess material, and parts shall be cleaned up and removed at the completion of the job and at the end of each day work is in progress. Upon completion of work, any stains and other unsightly marks shall be removed.

2.3.2 Compliance with

Italian Law

Prior to purchase of any material that will come in contact with water for human consumption, the Contractor shall submit specific third party certifications, as per Italian Ministerial Decree 174 of 6 April 2006 and, where applicable, Italian Ministerial Decree 25 of 7 February 2012, or

Spec Item

Title Description

NSF/ANSI 61 Annex G, per Section F. Third party certifications shall reference the specific item that will be installed and its compliance with the Italian Ministerial Decree 174 of 6 April 2006, Italian Ministerial Decree 25 of 7 February 2012, or NSF/ANSI 61 Annex G. Third party certification must be produced by the item manufacturer and include laboratory results for the materials testing conducted in accordance with the above mentioned Italian Decree.

2.3.3 Service Interruptions The Contractor shall request approval from the KO for system outages that effect family housing facilities. Except in an emergency, outage request will be submitted 21 calendar days prior to an outage. The Contractor shall participate in planning work that may affect installed systems for which the Contractor is responsible and may include outages by other contractors or Government activities. The Contractor shall provide knowledgeable personnel to attend outage meetings as required at no additional cost to the Government.

Emergency and Urgent Service Interruptions:

The Contractor shall notify the KO and the FH Office Representative immediately upon discovery of an unplanned service outage. The Contractor shall provide estimated times to restore services, and any work around that can be performed to lessen the impacted of the disruption.

Planned Service Outages:

When any work other than Emergency or Urgent service orders requires an outage or reduction in heating or air conditioning services or an outage on any utility, the Contractor shall file, via the KO, an outage request a minimum of 21 calendar days prior to the outage. The request shall define the affected area, include the time the outage shall occur and an estimate of when normal service is to be resumed.

2.4 References and

Technical Documents

References and Technical Documents are listed in J-1401000-02.

Spec Item

Title Performance Objective

Related Information Performance Standard

3 Recurring Work

The Contractor shall provide FH services to ensure quality resident services and habitable housing facility is available.

All work shall be conducted in compliance with the EM-385-1- 1 Safety Manual and the Italian Safety norms and meet all OEM requirements and NFPA codes and standards.

All the work activities shall be coordinated with the FMS and the customer via the KO.

Debris resulting from operations shall be removed and disposed of off the station in accordance with current environmental protection rules and regulations.

The location and descriptions of FH facilities to be maintained is provided in J-1401000-03 FH Facility Property Inventory and Maps.

FH facilities are habitable, clean, fully functional, and meet or exceed occupancy requirements.

3.1 Family

Housing

(FH)

Maintenance and Repairs

The Contractor shall provide FH maintenance and repair services to ensure FH facilities, associated systems, and equipment sustain maximum useful life and present an attractive appearance.

The Contractor shall develop and maintain a continuous performance improvement program by collecting feedback from residents’ evaluations and comments on all work performed using a form similar to that provided in J-1401000-04.

The Contractor shall exercise management skills to contact the designated Government representative and schedule or reschedule a time for services to be accomplished per the Contractor’s schedule or within the specified response and completion for service orders.

The KO shall be contacted for assistance only after repeated attempts to schedule work with the resident, per the established policy, have been unsuccessful.

Each Contractor employee performing work in Family Housing areas shall present a visible identification card and recognizable clothing logo to indicate their company name.

Workmanship conforms to requirements in Spec Item 2.3.1.

Work is completed in a timely manner per specified standards.

Spec Item

Title Performance Objective

Related Information Performance Standard

Should the Contractor respond to a service orders, perform scheduled maintenance, repair, or other work requirements, and discover that a qualified resident of age 18 years or older is not present, the Contractor shall not enter the quarters and shall follow the Resident Not Present Procedures provided in J- 1401000-05.

3.1.1 FH

Emergency, Urgent, and Routine (E/U/R) Work

The Contractor shall perform FH E/U/R work in a timely manner and ensure the FH facilities, systems, grounds structure and other assets are fully functional, normal working condition and function properly in accordance with

The Contractor shall receive E/U/R work in accordance with the work reception requirements in Annex 2.

The Contractor shall schedule and perform E/U/R work in a way that minimize disruptions to FH residents and Government operations.

The purpose of E/U/R work is to provide the Government with a means of issuing work up to a defined Limit of Liability (LOL) for work requirements occurring outside of the normal recurring work workload.

The Government may utilize E/U/R work to accomplish any work up to the Service Order

LOL.

The Government’s representative will receive the work order requests and will classify emergency, urgent, routine.

The Contractor shall maintain sufficient materials and equipment on hand to support E/U/R work requirements. Lack of availability of material or equipment will not relieve the Contractor from the requirement to complete E/U/R work within the time limits specified.

The Government may combine multiple repair requirements

E/U/R work is responded to and completed within the specified time.

Facilities, ground structures, personal property equipment and installed equipment and systems and other assets are fully functional, in normal working condition and function properly in accordance with OEM specifications, including recertification if applicable.

When a work order is complete facility, ground structure, personal property equipment or installed equipment and system and other assets do not present danger to personnel or equipment.

Work Orders are signed by the original FH requestor or PAR prior to being closed.

Work order properly documented in NAVFAC Maximo.

Spec Item

Title Performance Objective

Related Information Performance Standard received for the same trade in the same building or structure at the same time into one service order as long as the service order threshold is not exceeded.

The Contractor shall notify the KO and the FH Office Representative upon identification that the E/U/R work will exceed the liability limits specified below in accordance with reporting requirements in Annex 2. If non-recurring work is issued for repairs after being determined that the repairs would exceed the applicable service order liability limit, the Government will only pay for the portion of labor and/or material that exceeds the service order limits.

The Contractor shall submit a monthly summary of completed service orders per Section F.

The Contractor shall document E/U/R work per Spec Item 2.6.6 of Specification 0200000. The following data shall be provided:

- Type of E/U/R work

- Description of E/U/R work

- Name of person placing the E/U/R work

- Date and time Service E/U/R work began

- Date and time E/U/R work was completed

- Description of work actually completed

- Description of material and parts used, including quantities

- Hours of labor (by craft) expended

- Cost of materials

3.3.1.1 Emergency

Work Orders

The Contractor shall perform emergency work orders in a timely manner to ensure facilities, systems, ground structures and other

The Contractor shall perform emergency work orders 24 hours a day, seven days a week throughout the contract period.

The Contractor shall respond to emergency work orders

Emergency service orders are responded to within 30 minutes during regular working hours and within one (1) hour outside of regular

Spec Item

Title Performance Objective

Related Information Performance Standard assets are fully functional, in normal working condition and function properly in immediately, but in no case more than 30 minutes after receipt of call during regular working hours and one (1) hour outside regular working hours, with the appropriate service personnel and equipment to commence work immediately.

Example of emergency situations requiring immediate attention are overflowing drains, broken water pipes, electrical service failure or broken electrical components which may cause fire or shock to persons, gas leaks, etc. Calls from residents that have medical requirements for maintaining stable temperature levels shall be classified an emergency service order instead of as urgent call as would otherwise be the case.

Emergency service orders are limited to a recurring work ceiling of $1,950 in direct labor and direct material cost (including all burdens and mark-ups cost and direct material, equipment and subcontractors costs).

The Contractor shall remain at the work site until the emergency has been mitigated.

The emergency work order is complete once the emergency has been arrested. The Government may issue an urgent or routine work order or non-recurring work task order for the follow-on work required to repair/restore the facility, ground structure, personal property equipment or installed equipment and system or other assets.

The Contractor shall notify the KO within 30 minutes after the emergency has been arrested.

working hours, including Italian and US holidays.

Emergency service orders are arrested within 24 hours of receipt of call.

Work is continued without interruption until emergent condition is arrested and damage to facilities, systems, other assets and personnel is mitigated.

Spec Item

Title Performance Objective

Related Information Performance Standard

Historically, approximately 20 emergency work orders occur annually. It is estimated that 20% of emergency work orders will be required outside of Government regular working hours.

3.3.1.2 Urgent

Work Orders

The Contractor shall complete urgent work orders in a timely manner and ensure FH facilities, including associated systems and equipment, are restored to a safe, normal working condition and function properly.

The Contractor shall perform urgent work orders without extended delay.

Example of urgent situations consist of heating, air conditioning, water heaters, water supply, tripped breakers, clogged toilets and drains, perimeter fence repairs, and other failures in services which do not immediately endanger the resident or threaten damage property, but would soon inconvenience and effect the health or wellbeing of the residents and personnel or disrupt operational missions.

Urgent work orders are limited to a recurring work ceiling of $1,950 in direct labor and direct material cost (including all burdens and mark-ups cost and direct material, equipment and subcontractors costs).

Historically, approximately 40 urgent work orders occur annually. Performance of urgent work orders is not required outside of Government regular working hours. Refer to “Government regular working hours” in Annex 2.

Urgent service orders responded to within four

(4) hours after receipt of call and completed within five (5) working days.

When repair is complete, the facility, system, or equipment does not present any hazard or danger to personnel.

3.1.1.3 Routine

Work Orders

The Contractor shall complete routine service orders in a timely manner and ensure FH facilities, systems, grounds structures and other assets are fully functional, in normal working condition and

Performance of routine service orders is not required outside of Government regular working hours. Refer to “Government regular working hours” in Annex 2.

Routine service orders are limited to a recurring work ceiling of $1,950 in direct labor

Routine service orders are completed within 30 calendar days.

When repair is complete the facility, system, or equipment does not present any hazard or danger to personnel.

Spec Item

Title Performance Objective

Related Information Performance Standard function properly in and direct material cost (including all burdens and mark-ups cost and direct material, equipment and subcontractors costs).

Example of routine service orders include, but are not limited to, repair of leaking faucets, replacement of broken or missing tiles, repair, moving, or installation of equipment and furnishings, sealing, rust removal from mechanical equipment, interior and exterior lights and doors, repair of noisy equipment, irrigation limited improvement, etc.

Multiple maintenance and repair requirements received for the same building or structure may be combined into one service order, so long as the limit of liability is not exceeded; service orders may include one or more trades (Electrical work + Plumbing work, etc.) within the same building.

Historically, approximately 80 service orders occur annually.

3.1.2 Scheduled

Roof Cleaning

The Contractor shall perform scheduled roof cleaning to ensure proper function and to maximize useful life.

The Contractor shall schedule, clean and maintain roofs of FH units semiannually to include all clay tile surfaces, gutters, downspouts and underground drainage systems. Gutters and downspouts shall be realigned and secured where loose, sealed where leaking, and repaired or replaced where damaged or missing.

Semiannual roof cleaning services shall be accomplished during the end of September and in March.

The Contractor shall develop and submit a schedule for roof cleaning services for approval to the KO and FH representative per Section F.

Roof surfaces and associated drainage systems are cleaned per the Contractor’s schedule.

Spec Item

Title Performance Objective Related Information Performance Standard

4 Non- Recurring Work

Non-Recurring work may be ordered utilizing DoD FedMall in accordance with Section H or on a task order in accordance with the

PROCEDURES FOR

ISSUING ORDERS

clause in Section G.

The order will specify the exact locations and types of work to be accomplished. The period of performance will be specified in each order.

Refer to Non-Recurring Work ELINs for task listings, descriptions, and related requirements. All periods of performance are measured from issue date of order to acceptance of the work.

Change of Occupancy Maintenance (COM) requirements are provided in attachments J-1401000- 06 thru J-1401000-09.

Performance standards for Non-Recurring work will be the same as those in Spec Item 3 where applicable.