Appendix A (Alameda Housing).pdf

Appendix A Alameda Housing

BACKGROUND:

The Marina Village Housing complex is located on the island of Alameda, California. The complex is made up of 300 units and 159 buildings. The units are comprised of 148 three story two-bedroom duplexes, 42 two story two-bedroom duplexes, 10 one story two-bedroom standalone, 46 two story three-bedroom duplexes, 4 single story three-bedroom standalone units, 46 two story four-bedroom duplexes, and 4 single story four-bedroom standalone units. The site is former Navy housing that was built in 1991 and transferred to the United States Coast Guard (USCG) in 1998. The main housing office is located across Singleton Ave with the contractor’s maintenance yard. This detached portion of the property also has a volleyball court and park for the residence use. The Alameda office provides maintenance services for the three command homes located on YBI (Yerba Buena Island). These homes were built between 1875 and 1930. Quarters A is a 4-bedroom Victorian home, Quarters B and C are 3-bedroom Victorian homes.

1. SERVICE CALLS:

A service call shall consist of unscheduled maintenance and repair to housing units, guest housing, and related facilities, appliances, grounds, recreational areas and other real property and equipment. This work normally does not require detailed planning or additional procurement time. As used herein, service calls are defined as the urgent and emergency type service and repair tasks needed to maintain the facilities, appliances, utility infrastructure, and installed equipment in its intended capacity, appearance, and efficiency.

1.1. SERVICE CALL CENTER:

The Contractor shall establish, implement, and operate a service call center to receive and respond to calls from residents, housing management or other authorized Government representatives. The service call center shall maintain a dedicated no cost, toll-free telephone number with the capability of answering multiple calls simultaneously or any other arrangement that allows the resident to speak with a person within two (2) minutes. The system shall be designed so that callers must only dial one (1) number to reach a service representative and shall not be routed through a "menu" of selections. The system shall allow successive callers to be placed in a queue so first in, first out call order is maintained. The Service Call phone number shall be provided to the KO (Contracting Officer) and COR (Contracting Officer Representative) within fifteen (15) days of award, see Statement of Work (SOW), Deliverables Section, Table 3.

1.2. SERVICE CALL CENTER MANNING:

Telephone answering shall be performed by an employee who speaks and understands the English language fluently, is fully familiar with the Contractor’s work control procedures and the terms and conditions of the contract relating to service calls. The Contractor shall monitor the volume of service calls and adjust the number of personnel as necessary to comply with the requirements of these specifications. The Contractor’s service call reception center shall be open, with sufficient personnel available, to answer calls, 24 hours a day, 365/366 days a year, including all federal and any other holidays, without exception.

1.3. SERVICE CALL TRACKING:

The Contractor shall maintain a service call log or record which shall be available for review by the Government at all times, see SOW Table 3. Upon receipt of a request for service, the Contractor shall immediately assign a work order with, as a minimum, the service call data shown:

• Service Call (Work Order) Control number.

• Priority assigned: (Emergency or Urgent).

• Date/time received from requester.

• Work Location / Address.

• Description of work.

• Name and telephone number of the requester.

• Materials required to correct the problem.

• Cause of problem.

• Actions taken to affect repairs.

• Parts replaced.

• Productive labor hours to complete the repairs or replacement.

• Other labor hours spent on the work order.

• Name - make - model - serial number - manufacture - equipment description & power rating for equipment replaced.

1.4. SERVICE CALL PRIORITIES:

The Contractor shall prioritize each incoming service call request appropriately and perform the services within the required timelines. The Service Call (Work order) priorities are:

1.5. EMERGENCY SERVICE CALLS:

(Priority 1 Work Orders): Shall consist of correcting failures or deficiencies, which constitute an immediate safety issue, health hazard, risk of property damage, or threat to the environment. Some examples are, but are not limited to, security of the housing unit, roof leaks, overflowing drains, broken water/sewage/gas pipes, sewage spills, gas leaks, telephone failures, inoperative emergency warning devices, refrigerator failure, stove with three (3) or more inoperative burners, loss of electrical service, loss of water or gas pressure, both panes broken on a window, or sewage line break. Response time is two (2) hours from receipt of call. The Contractor must rectify the emergency condition, restore service, and clean up as necessary before departing the job site. If further labor and material is required to complete the repair once service has been temporarily restored, the Contractor shall affect and complete all work within one (1) working day from receipt of the call. The Contractor shall notify the COR if, for any reason, the repairs cannot be accomplished within the specified time frame.

1.6. URGENT SERVICE CALLS:

(Priority 2 Work Orders): These are service calls that do not meet the criteria of an emergency as stated above. Some examples are, but not limited to, interior door repairs, floor covering repairs, small plumbing leak repairs, trim repairs, lighting repairs, fence repairs, dishwasher, or oven repairs, two (2) or less inoperative stove burners, and minor fire hydrant leaks. The Contractor shall respond to an Urgent Service Call within two (2) working days from the receipt of the call unless the resident has requested a later response date. Upon receipt of the original call, the Contractor shall schedule an appointment with the resident, within a four-hour window, and on a day of the resident’s choice (Monday through Friday). The Contractor shall affect and complete all work within three (3) consecutive workdays, from the date of the scheduled appointment. Service calls shall not be for more than one (1) housing unit per call.

2. CONTRACTOR IDENTIFIED WORK:

During the course of the Contractor’s workday, Contractor personnel may discover discrepancies that require service. For any emergency items, the Contractor shall secure or arrest the situation if there is a threat to the safety of humans, pets, and/or property. The Contractor will contact the COR immediately and provide information, as appropriate. For all non-emergency work, the Contractor shall initiate a service call.

2.1. RESIDENT NOT AT HOME:

If, in responding to an emergency service (Priority 1) call, the Contractor finds that the resident is not at home or unavailable, the Contractor shall not enter the unit but shall first, attempt to secure the emergency from the exterior, i.e., secure gas, water, or electricity; then, immediately notify the COR for access into the unit to make repairs. Should the Contractor be unable to secure the emergency condition from the exterior, and life or property is in imminent danger, the necessary action, as appropriate and reasonable, shall be taken to enter the unit and arrest the emergency condition. Once the emergency has been secured, the COR shall be notified. The Contractor shall secure any unit open or exposed to the elements, for security and protection of property.

3. RESIDENT’S RESPONSIBILITY:

Residents are responsible for minor maintenance and routine housekeeping, including but not limited to, replacement of light bulbs, which do not require disassembly of the fixture. Residents are also responsible for housekeeping tasks such as cleaning range hood filters and unclogging minor stoppages in sinks, tubs, toilets, or shower drains. Residents are also responsible for lockout situations after normal business hours. The Contractor shall inform the resident of their liability for these responsibilities upon receipt of a call requesting such services. The Contractor, upon informing the resident, and upon the insistence of the resident, shall respond to the service call. Upon responding to any such calls, the Contractor shall require the resident to sign an acknowledgment of liability for the services, which the Contractor shall forward to the Local Housing Office for Government action. These calls are still considered part of the contract’s FFP service calls. Immediate limited pest control is the responsibility of the resident and shall not be covered under the FFP. Upon receipt of a service call for pest control the Contractor shall notify the COR and await further instructions. If the resident is not at home when the technician arrives for a scheduled service call, the Contractor shall leave a “Not at Home Notification Card” on the door with the Contractor’s contact information.

3.1. RESIDENT DAMAGES:

The Contractor shall report all suspected occupant caused damages to the COR. All charges where an occupant has damaged Government property, willfully or through neglect, will be handled administratively through the Housing Office.

4. UNSATISFACTORY SERVICE CALLS:

The Contractor shall rework and correct any service calls that have been unsatisfactorily performed due to poor workmanship by the Contractor, use of unauthorized material or supplies, or failure of installed equipment during the warranty period. The Contractor shall complete rework within eight (8) business hours after notification by the COR, except for service calls that have been upgraded to an emergency status. In such case, the response time and service requirements for emergency service calls shall apply.

5. MULTIPLE SERVICE CALLS:

A housing resident may request service calls within the same day, to perform the same type of repair to the same unit, structure, appliance, or equipment. These service calls shall be grouped together and considered one service call. For example, the Contractor may receive a call to repair a broken door hinge, but once on-site is informed that another door is also defective. Another example would be if a service call is requested to clear a blocked toilet, then the kitchen sink is discovered or reported to also be blocked. Repetitive service work shall be considered as one service call and entered as one work order.

6. DISASTER RESPONSE WORK:

Disaster repair work is the repair of Government property damaged by a natural disaster, such as an earthquake, flood, or high winds when such work is necessary to protect Government property and resident’s personal property as directed by the KO. The Contractor shall be responsible for disaster response work and emergency service for disaster damage repair. In the event of an earthquake, the Contractor shall consult with the COR and take appropriate measures to secure Government equipment, supplies, and vehicles to prevent their damage or loss. The Contractor shall provide sufficient personnel for emergency plumbing, heating, A/C, structural or electrical work resulting from these unforeseen conditions.

7. WEATHER CONDITIONS:

The Contractor shall provide emergency services during periods of severe inclement weather to stop weather related damage to units or property (i.e., flooding, removal of fallen or leaning trees and branches regardless of size). The Contractor shall be responsible for all damage to Government property and resident's personal property resulting from untimely response and completion of repairs.

8. LIABILITY LIMITS FOR FIRM-FIXED PRICE MAINTENANCE SERVICE WORK

8.1. LIABILITY LIMITS:

Liability limits for Firm-Fixed Price maintenance services are listed below. Liability costs are inclusive of all direct and indirect costs and profit (this includes all labor).

• Service call, to include Urgent and Emergency calls.

$500.00 per call

• Recreational Sites, Playground and Equipment.

$750.00 per site, per week

• Utility Service call.

$1,500.00 per call

Note: Complete replacement of all equipment in a single playground will be completed through the use of a Task Order.

8.2. WORK BEYOND LIABILITY LIMITS:

If, during the performance of a maintenance service, the Contractor determines that work costs will exceed the liability limit, the Contractor shall stop work and immediately notify the COR. Under no circumstances shall any work beyond liability limits be performed without COR approval. If the Government decides to use the pick list to complete the work, the Government will only be liable for those costs that exceed the liability threshold established for the maintenance service.

9. GROUNDS MAINTENANCE

9.1. SITE DESCRIPTION:

The USCG Alameda Housing complex is a natural land area. The topography is mostly level throughout the housing area. Service will also include the Housing Office and the USCG’s portion of Estuary Park.

9.2. WORK REQUIREMENTS:

The Contractor shall provide grounds maintenance for areas described and specified in this contract as part of the Contractor’s Firm-Fixed Price services. Grounds maintenance applies to all designated functions including, but not limited to, grass cutting, edging, trimming, watering, debris removal, weed control, fertilizing, lawn renovation, pruning, erosion control, irrigation, aerating, and storm damage cleanup. Lawn areas are to be maintained in a manner that promotes proper health, growth, rich natural green color, and neat appearance.

9.3. LAWN CUTTING, EDGING AND TRIMMING:

The work covered by this section consists of performing all operations in connection with lawn mowing, trimming, edging, debris removal, weed control on lawns, removal of weeds growing in all paved areas, sidewalks, fence rows, planted areas and pest control. All edging and trimming will be completed to coincide with lawn cutting operations as required. The Contractor may also be required to place new sod in areas considered appropriate by the COR.

9.4. LAWN CUTTING:

The cutting shall be even, without ridges, free of scalped spots, and neat in appearance. Riding mowers will not be permitted in areas with soft ground (where tire tracks or indentations could be made) or in areas where the ground is not at a safe level or incline. Grass will not be allowed to exceed 2 ½ inches in height. Prior to mowing, all surface disruptions (i.e., gopher mounds, mole mounds, etc.) shall be raked level and any resulting holes filled with topsoil. Prior to mowing, the Contractor shall ensure all installed pop-up sprinkler heads have returned below the surface grade, the Contractor will be responsible for any damage to installed irrigation for failing to do this. Prior to mowing, the Contractor shall remove all rubbish, debris, and trash, including leaves, rocks, paper, and other portable objects within the maintenance area. This includes all debris, which has become lodged in shrubs, hedges, fences, and along foundation walls.

9.5. LAWN EDGING:

Edging of sidewalks, driveways, curbs, other paved or concrete surfaces, and around gardens and other cultivated areas is to be performed on an as required basis so that the vegetation is ½ inch from the pavement, concrete, or cultivated areas. Edging is to be accomplished in a manner such that it is free from scalping, rutting, bruising, and uneven cutting.

9.6. LAWN TRIMMING:

Concurrently with the lawn cutting, the Contractor shall accomplish trimming of all grass around trees, shrubs, cultivated areas, fences, poles, walls, sprinkler heads, valves, and other similar objects. The trimmed areas shall match the surrounding vegetation in height and appearance and be free of debris.

9.7. TRIMMING/PRUNING OF PLANTS, TREES, AND GROUND COVER:

All shrubs, hedges, bushes, ice plant, ivy, planted areas, and other cultivated plants shall be trimmed or pruned by thinning out the superfluous wood or plant growth, removing dead or diseased parts of the plant leaving as many lower branches as possible. The Contractor shall trim all vegetation under this section away from windows, fences, buildings, where visibility at street intersections would be obstructed and to prevent interference with pedestrian and vehicular traffic. Cutting back of the tops and sides of the foliage will be accomplished in a manner to keep the vegetation attractive in appearance and healthy in condition. Trimming of hedges, shrub rows, or rows of bushes, shall be accomplished in order to present an even, regular, and symmetrical appearance to the maximum extent possible. All severe pruning and “cut back” efforts shall be accomplished during the winter months when the plants are dormant.

9.8. STAKING:

The Contractor shall stake or re-stake all plants and trees needing additional support to maintain an upright position.

9.9. TREES:

The Contractor shall keep all trees trimmed to a height of no lower than eight (8) feet over sidewalks, walking paths, driveways, streets and other paved areas or areas where pedestrian traffic could be expected. Tree branches shall be kept four (4) feet away from buildings up to a height of ten (10) feet or to a height that can safely be reached by the technician.

9.10. IRRIGATION:

The Contractor will utilize Government owned and permanently installed sprinkler drip or emitter systems, where available. Where such installed sprinkler system equipment does not cover the area adequately, the Contractor shall provide their own hoses and sprinklers to irrigate the entire area uniformly. The total amount of water to be applied to all lawns, shrubs, trees, and planted areas shall be that amount required to provide the necessary soil moisture to obtain good growth and color for all vegetation. The work includes watering of all lawns, shrubs, trees, ground cover plants, and cultivated areas. Care shall be exercised by regulating the time and equipment to prevent the wasting of water.

The Contractor should be cognizant of local weather conditions to avoid possible damage or excessive evaporation. Watering shall be done in a manner that will avoid erosion and/or run-off or creation of standing water (ponding) due to excessive quantities or rate of application. Any depressions or mounds around newly planted trees and shrubs, intended to retain irrigation water in place for effective irrigation, shall be maintained in good condition by the Contractor to permit the most efficient application of water and reduce waste.

9.11. SPRINKLERS:

Sprinklers shall not be set or adjusted to such a position as to throw water onto exterior walls of buildings, doorways, windows, porches, parked cars, parking areas, or to impede vehicular or pedestrian traffic. Sprinklers that do throw water onto these areas shall be corrected immediately after discovery or notification. The Contractor shall be held responsible for any damage to Government or personal property caused by careless handling or operation of sprinkler equipment to include, but not limited to, over-watering, under-watering, or failure to turn-off or properly repair or maintain sprinkler systems.

9.12. DROUGHT CONDITIONS/WATER SHORTAGES:

Any decreases in the total amount of watering due to drought conditions, or any regulations requiring water restrictions, will be implemented upon notification by the COR. Water rationing will be utilized by the Contractor to keep existing vegetation intact. In the event of vegetation die-off, due to Contractor action or inaction, new plants or plantings that are drought resistant should be utilized. All watering devices will be strictly monitored.

9.13. IRRIGATION SYSTEMS:

The Contractor shall keep permanently installed sprinkler heads in good physical and operational condition, and shall report in writing to the COR any problems not able to be resolved within 48 hours, any malfunction of valves, timers, distribution mains, and/or damage to sprinkler heads, systems, etc.

Setting, adjusting, and servicing the electrical timer clocks for automatic irrigation systems shall be the Contractor’s responsibility. The Contractor shall ensure sprinkler heads are free of dirt or other debris for a minimum of one inch around their outside circumference to guarantee proper operation of sprinkler systems. The Contractor is responsible for maintaining the Government owned sprinkler systems including repairing and/or replacing systems/parts as necessary. Repair of inoperative/broken sprinkler systems, not a result of Contractor caused damage, shall be accomplished under the Pick List, Table 4.

9.14. WEED CONTROL (HAND OR MECHANICAL REMOVAL):

Weed control to eliminate unsightly and/or noxious weeds is to be performed to prevent the growth of such weeds and grasses into or around trees, shrubs, ground cover, flower beds, and plant beds, while leaving the adjacent areas undisturbed. Additionally, weed control is to be performed to eliminate grass and weeds in cracks and joints within or along sidewalks, curbs, streets, basketball courts, and any other paved or concrete areas within or adjacent to the maintenance areas.

9.15. REPLACEMENT OF VEGETATION:

Lawns and plants damaged as a result of Contractor action or inaction will be renovated or replaced at no cost to the Government. All newly planted trees and shrubs shall be provided with saucers in order to make deep watering feasible. The saucers will be filled with shredded redwood horsehair (also called double chipped) mulch material. Vegetation replacement, which is not the Contractor’s responsibility, will be covered under the Pick List, Table 4. All replacement of vegetation is to include removal of existing vegetation and providing necessary care to firmly establish the new plantings. Replacement of trees with trunk diameters of six (6) inches or less will be made with trees of identical species and with trunk diameters of at least three (3) inches. Excluded from the responsibility of the Contractor is the replacement of trees exceeding six (6) inches in diameter.

9.16. GENERAL MAINTENANCE OF NON-VEGETATION AREAS:

The Contractor shall provide general debris removal and maintenance of non-vegetation areas. Non-vegetation areas include those areas covered by redwood bark, or other decorative material around buildings, hedges, planters, garden areas, or in playgrounds. The requirement is that all of these non-vegetation areas are maintained at all times in a clean, neat, and pleasant appearance. General debris removal shall require removal of all dead vegetation, garbage, trash, etc. from all non- vegetation areas.

Maintenance may require the addition of required decorative material (of like composition) to provide a neat, fresh, and well-groomed appearance. Decorative material will be filled to a minimum depth of two

(2) inches. There shall be no bare spots nor plastic lining exposed. Raking shall be completed to give the area a freshly turned appearance and all weeds shall be removed.

9.17. RECREATIONAL AREAS/PLAYGROUNDS:

Recreational Areas/Playgrounds shall be maintained free of weeds and debris. Recreational areas/playgrounds include, but are not limited to, playgrounds, parks, picnic areas, and basketball courts. The Contractor shall ensure all playground sites are weed and debris free. The Contractor shall submit a monthly Playground report, SOW Table 3, regarding the condition of each recreation area to the COR. The first monthly report shall be submitted to the COR within fifteen (15) workdays after contract start and should contain any deficiencies to be corrected at the Governments expense.

Subsequent reports shall be due on the first day of each month thereafter.

9.18. TRASH RECEPTACLES:

Located throughout the housing area are trash receptacles that shall be emptied weekly, or more often as necessary, to keep receptacles from overflowing and spilling onto the ground. All trash receptacles shall be cleaned as needed to prevent the accumulation of debris or pests. New plastic trash bags shall be properly and securely installed after each receptacle has been emptied.

9.19. POLICING:

The Contractor will pick up litter and debris from the grounds, streets, driveways, parking lots, and sidewalks throughout the housing areas on a weekly basis. Litter and debris include paper, plastic, bottles, cans, cardboard, rags, and other foreign material.

9.20. DEBRIS, REMOVAL AND DISPOSAL:

All trimmings and debris generated from this requirement shall be collected immediately after performing a task and disposed of the same day as collected. In addition, the Contractor shall remove and dispose of debris, silt, leaves and vegetation from ditches, gutters, catch basins, sidewalks, streets, curbs, curb inlets, and gratings. All debris shall be disposed of offsite. The use of Government dumpsters is prohibited.

9.21. REMOVAL OF EQUIPMENT:

At the end of each workday, or when not actually in use, the Contractor shall remove all work equipment such as, but not limited to, mowers, edgers, weed eaters, gas cans, hoses, sprinklers, portable pipe. and similar temporary irrigation equipment. All valve box covers shall be kept closed at all times, except when in actual use.

9.22. PESTICIDE AND HERBICIDE:

The use of the term “Pest” and “Pesticide” here refers to treatment of the grounds in the Alameda Housing area and does not cover the interior treatment of housing units.

9.23. PESTICIDE/HERBICIDE MANAGEMENT PLAN:

The Contractor shall submit their Pesticide/Herbicide Management Plan for the COR’s review, see SOW, Deliverables Section, Table 3. The plan shall list pesticides and herbicides to be used for the term of the contract and the environment in which they will be used (e.g., utility shed, road shoulder, sidewalks, etc.) The plan shall be submitted to the COR no later than fifteen (15) days after contract award. The Contractor may modify the plan as required and notify the COR within five (5) workdays.

In addition, the Contractor shall submit two (2) copies of the Manufacturer's labeling and an SDS for each type of pesticide to be used as part of the Hazardous Materials Inventory. The plan will include copies of the current license, certificates, and permits issued by regulatory Federal, State, and Local agencies, including licenses of employees who will perform services under this contract.

9.24. PESTICIDE/HERBICIDE PERMITS AND REGULATORY COMPLIANCE:

The Contractor shall obtain any and all Federal, State, and Local permits required for the use of any pesticide and/or herbicide used under this contract at no additional expense to the Government. All pesticides/herbicides shall be procured, possessed, and labeled as registered with the Environmental Protection Agency and the State of California pursuant to the Federal Insecticide, Fungicide and Rodenticide Act as applicable. Each product shall be so registered for use under the specific environmental conditions under which it is applied as directed by Federal, State, or Local agencies.

9.25. CONTRACTOR PESTICIDE/HERBICIDE APPLICATOR PERSONNEL LICENSING

AND COMPETENCY REQUIREMENTS:

All job site pesticide/herbicide applications shall be accomplished by or under the personal and direct supervision of an individual currently licensed by the State of California as a Certified Applicator in Category B, “Landscape Maintenance,” Category C, “Right of Way,” and any and all licenses as required. All job site pesticide/herbicide applications shall be made by personnel capable of identifying the species/area to be controlled, knowledgeable of control techniques, and able to apply pesticide/herbicide active ingredients at prescribed dosages and rates of application as required to achieve the control under the job site conditions, without danger to people, pets, or other non-targeted animals or plants.

9.26. PESTICIDE/HERBICIDE ENVIRONMENTAL PROTECTION:

The Contractor shall exercise extreme care to prevent damage or contamination by pesticides/herbicides to soil, vegetation, water, fish, and non-target species. The Contractor shall be held responsible and liable for all such damages, contamination, and effects resulting from pesticide/herbicide use. The Contractor shall be responsible for proper reporting and cleanup of pesticide/herbicide spills as required by State laws and regulations.

9.27. SPRAYING OPERATIONS:

Pesticide/herbicide spraying shall be performed only on fair weather days and will be stopped when unfavorable weather conditions, such as wind, would increase the risk of drift to personnel or desirable vegetation. Any Government or private property, or desirable vegetation, damaged by the Contractor will be repaired or replaced at no expense to the Government. The Contractor shall post signs whenever spraying is performed.

9.28. DISPOSAL OF PESTICIDE/HERBICIDE RESIDUE:

Pesticide/herbicide rinse water or excess pesticides/herbicides from the Contractor’s operations shall be collected by the Contractor in an appropriate receptacle and disposed of off Government property or shall be applied to the same target area to which the original mix was applied, and in the same manner of application.

9.29. DAILY RECORDS:

The Contractor shall maintain daily use records for restricted use pesticides/herbicides as is required by state pesticide/herbicide use enforcement agencies for compliance with EPA regulations. The daily records will have information on each service rendered to comply with Federal, State, and Local requirements. The Contractor shall give a copy of the record to the COR at the end of each working day when pesticides were applied, see SOW, Deliverables Section, Table 3.

9.30. CONTRACTOR’S APPLICATION EQUIPMENT:

The Contractor shall make such equipment available for inspection by State, County, or Local enforcement officials. The Contractor shall notify the COR immediately of any inspection visits by any officials.

10. RECREATIONAL AREA INSPECTION AND REPAIR –FFP

10.1. RECREATIONAL AREAS INSPECTION:

The Contractor shall inspect all Government-owned playground equipment, fall zones, benches, tables, and basketball courts and other recreational equipment within the common areas. All recreational areas shall be maintained in clean, safe, working condition. The Contractor shall schedule, inspect, and repair equipment and structures in playgrounds, and other recreational facilities, to include fall zone material, three (3) times per week (Monday, Wednesday, and Friday). If a Holiday falls on any of these days, provisions are to be made to accomplish work on another day of the week. All repairs shall be completed within five (5) working days. All recreational equipment, playgrounds and fall zone material must comply with the most current U.S. Consumer Product Safety Commission (USCPSC) Handbook for Public Playground Safety. A report on the condition of the recreational areas and any repairs shall be submitted monthly to the COR, see SOW, Deliverables Section, Table 3.

10.2. JANITORIAL SERVICES FOR THE HOUSING OFFICE – FFP:

The Contractor shall provide janitorial services to the USCG Alameda Housing Office located at 99 Mosley Ave, Alameda, CA. Janitorial service applies to all designated spaces including, but not limited to, halls, restrooms, office spaces, work areas, entranceways, lobbies, and storage spaces.

11. CONDUCT OF OPERATIONS:

The Contractor shall coordinate with the COR in order to avoid any interference with work of other Contractors or Government personnel performing work in the areas involved for service. All operations shall be conducted in such a manner as to minimize any inconvenience to the occupants of offices within the area being serviced. The Contractor shall schedule, inspect, and perform services during the Housing Office regular working hours from 8:00 AM to 4:00 PM, Monday through Friday; except on Federal holidays and other days specifically designated by the COR. Scheduled services that fall on holidays shall be performed before, or the following workday after, the holiday. If the Contractor desires to work on Saturday, Sunday, holidays, or outside the Housing Office’s regular hours, they may submit an application to the COR for consideration 48 hours prior to commencement of proposed time changes.

12. GOVERNMENT FURNISHED FACILITIES AND UTILITIES:

The Government will make a storage closet in the Housing Office available for a reasonable amount of Contractor supplies and equipment to be utilized in the performance of these services. The Contractor shall assume responsibility for the safekeeping of the facilities provided for this use and shall take adequate precautions to prevent fire hazards, odor, and vermin. All cleaning supplies and chemicals used in performing janitorial services in the housing office must remain in clearly marked manufacturer’s original containers with SDS provided to the COR. The Government will also furnish fresh water and electric current at existing outlets as required for work to be performed under the contract at no cost to the Contractor. The Contractor shall participate in all applicable government energy conservation programs.

12.1. FURNITURE, FIXTURES AND EQUIPMENT:

Furniture, fixtures, and equipment are to be maintained so that dirt, dust, stains, and other unsightly materials are to be removed, while providing a safe and clean environment. All bookcases, filing cabinets, and objects hanging on the walls shall be maintained free of dust. Surfaces shall be dusted, except where they are covered by business materials, mechanical, or electrical office machines.

Furniture in conference rooms, lunchrooms, and restrooms shall be damp wiped, vacuumed, and polished as required to maintain it free of dirt, dust, and stains. Cleaning of desks, chairs, office tables, file cabinets, and exterior surfaces of bookshelves, etc., shall be performed to remove dirt and promote a clean surface. All surfaces shall be of uniform appearance, free of deposits, streaks, fingerprints, and film. Only areas free of business materials and personal items shall be cleaned. Dusting, washing, and vacuuming shall be performed on and around baseboards, doorframes, and windows to eliminate the accumulation of dust, dirt, and lint. The Contractor shall return any furniture and personal items moved or displaced during the performance of work back to their original location and condition. All interior surfaces, including office partitions, doors, walls, and trim woodwork, shall be spot cleaned to remove all smudges. Desk phone shall be cleaned upon request.

12.2. ENTRANCEWAYS:

Cleaning of entranceways shall be performed to provide a clean appearance, free of dirt, streaks, stains, and hand marks. Exterior doors, steps, stoops, and sidewalks associated with the Housing Office shall be cleaned. Doors, doorframes, and door glass shall be washed or polished. Floor mats (rubber, synthetic, or fabric), which may be located either inside hallways and doorways or exterior entrance doors to the building, shall be free from dirt, grime, mud, and other foreign materials.

12.3. BATHROOMS AND KITCHEN AREA:

These spaces shall be cleaned to provide a continuously clean and healthy environment. Work includes cleaning furniture, dusting flat surfaces, removing all trash, washing interior glass, dusting high ledges, and cleaning of plumbing fixtures, mirrors, and dispensers. Spot clean baseboards, stall partitions, doors, and walls to remove stains and spots. Replenish all towels, toilet tissue, toilet seat covers, sanitary napkins, cake, liquid and powdered soap, deodorizers, and other supplies in sufficient quantity to assure adequate supply at all times. Approved disinfectants and germicides shall be used when cleaning fixtures, fittings, and floors. Floor and wall areas within immediate proximity of urinals and toilet bowls shall be kept clean and odor free. Fixtures shall include washbasins, toilets, and countertops. They shall be cleaned to provide a bright and dirt-free appearance with no dust, spots, stains, rust, mildew, or excess moisture. Toilets shall be cleaned to eliminate dirt and grime accumulations. Removal of stains with a soap grit or grit cake is allowed. The use of acids or strong alkalis shall NOT be allowed. Cleaning shall include the seat, tank and bowl interior and exterior, and piping. All chrome plumbing fixtures shall be clean and bright. Cleaning of appliances consists of damp wiping external surfaces only. Any spillage on floors or adjacent walls shall be wiped clean. Drains will be flushed monthly.

12.4. FLOOR MAINTENANCE:

It is the intent of this requirement to provide continuous good appearance of floor surfaces and their adjacent areas, including those located in entrances, corridors, lobbies, and assigned spaces. Floors shall be swept, and/or mopped to provide a clean and orderly appearance free of loose dirt or streaks in evidence, including corners and places inaccessible to the mop. The Contractor is responsible for removal of all surface accumulations, stains, and embedded waste. The use of a sweeping compound shall be permitted only on unfinished surfaces and shall conform to industry standards. All readily accessible carpeted areas including, but not limited to, areas under desks shall be thoroughly vacuumed after which the carpet shall be clean and free from dust balls, dirt, bits of paper, and other debris. Spot cleaning of carpeted areas shall be done using an appropriate mechanical cleaner and a solution recommended by the carpet manufacturer. When complete, all spots and stains shall have been removed with no discoloring and shall blend completely with the rest of the carpet. Prior to shampooing the carpet, all furniture in the area shall be removed by the Contractor, at no additional cost to the Government. The carpets shall be steam cleaned or shampooed using a chemical solution containing conditioners and deodorizers recommended by the carpet manufacturer. After completion, the carpet shall be clean, free of chemical residue, and dry to the touch prior to the start of the office’s normal work hours. Wet mopping shall be accomplished to provide a clean appearance free of streaks, smears, and dirt residue, scuff marks, or mop strings. Care shall be exercised to prevent the splashing of mop water on baseboards, furniture, or other equipment. The Contractor shall decide when it is necessary to use stronger solutions on floor areas with heavy accumulations of dirt or grime; such solutions shall conform to industry standards.

12.5. WASTE BASKET/GARBAGE CAN/CIGARETTE BUTT RECEPTACLE CLEANING:

The Contractor shall wash all wastebaskets, garbage cans, and cigarette butt receptacles. Washing may be conducted in the parking area of the Housing Office, but not as to interfere with daily business traffic. All wastebaskets shall be dry, clean, and, with a new liner in place in the baskets and cans, returned to their position. During the washing operation, wastebaskets, garbage cans, and cigarette butt receptacles shall be inspected for leaks, dents, or excessive damage, which would warrant replacement.

12.6. DRINKING FOUNTAIN:

Drinking fountain top, cabinet sides, and plumbing areas shall be cleaned with a non-toxic cleaner to provide a clean appearance, free from soil, markings, streaks, encrustation, and water marks. The drain shall be free from any debris. Adjacent wall areas shall be cleaned.

12.7. WINDOWS:

All windows, both inside and outside, shall be cleaned. When completed, windows shall not appear cloudy, but shall be clean, free of streaks, smudges, grease, fingerprints, and dirt. Sills and ledges shall not have soap residue, water marks, lint, or paper particles left from the cleaning operation. All window screens shall be removed before the window cleaning activities commence. The screens shall be cleaned to remove dust, dirt, and foreign material. Once the window cleaning activities are completed, all screens and windows shall be replaced in their original position and configuration. All vertical and mini blinds shall be dusted.

13. EXTERIOR LIGHT INSPECTIONS AND REPORT –FFP

The Contractor shall conduct a monthly inspection/test of all common area exterior lights to include streetlights, area lights, walkway lights, and basketball court lights. The Contractor shall prepare a monthly report indicating non-operating lights and submit it to the respective Local Housing Office.

See SOW, Deliverables Section, Table 3.

14. ADMINISTRATIVE – FFP

14.1. FACILITY FILES:

The Housing Office shall retain the facility maintenance folders from the previous family housing maintenance Contractor. The Contractor shall submit updates to the facility maintenance folder to provide a maintenance history for each unit. All work performed by the Contractor shall be included in the file, including all warranty and recurring maintenance information for each unit. NOTE: The facility folder shall also contain a copy of all job orders completed prior to the contract award date in chronological order. These files and their contents are the property of the Government and shall be made available upon request to Contractor personnel during the duration of this contract.

14.2. WORK RECORDING AND FILING SYSTEM:

The Contractor shall maintain complete and accurate operating, maintenance, and repair records and prepare reports as specified below. Requirements for individual records or reports are described in the Contract Deliverables for each report or record. All records and copies of reports shall be turned over to the COR within fifteen (15) days after contract completion or termination.

14.3. DATA REPORTING AND STATUS UPDATING:

The USCG uses the “MAXIMO ®”/SAMS for historical data compilation, tracking, and management of maintenance, repairs, and replacement work under this Contract. The Contractor shall update SAMS daily with the current status (i.e., in progress, material on order, canceled, resident not at home, etc.) for each service call, COM, or work issued via modification, see SOW, Deliverables Section, Table 3. The Contractor shall be responsible for data integrity, validity, accuracy, updating equipment changes, adding information as it becomes available, and updating information following any system outage.

After completion of the work, the Contractor shall again update the SAMS database information to include:

• Priority assigned: (Emergency or Urgent)

• Time and date service call was received

• Address

• Description of problem, cause of the problem, and location within building where problem exists

• Description, date, and time of the corrective action taken to resolve the problem

• Time of Contractor arrival and departure from the job site

• Materials required for correcting the problem

• Name and contact information of requestor

14.4. EQUIPMENT RECORDS:

The Contractor shall keep all equipment records updated in SAMS reflecting the current equipment installed in the housing units. Date of Last inspection, replacement, warranty, etc.

14.5. VANDALISM:

The Contractor shall observe the housing area during the course of their normal work and notify the COR of each incidence within 24 hours. The Contractor shall prepare and submit a monthly summary report to the COR which lists incidents of vandalism, theft of Government property, resident responsibility abuses, and other governmental property abuse, see SOW, Deliverables Section, Table 3.

The report shall include the Contractor's name, phone number, date, the specific location of the incident, a brief description of the damage(s), the name and phone number of the Point of Contact, and an estimate for restoration costs.

14.6. PROPERTY DAMAGE REPORTS:

The Contractor shall submit to the KO a full report of damage to Government property, resident’s property, and/or equipment, by Contractor’s employees within 24 hours of the occurrence.

15. MATERIALS AND PRODUCT SUBMITTALS:

Fifteen (15) days after contract award, see SOW, Deliverables Section, Table 3, the Contractor shall submit to the COR the manufacturer’s specifications and descriptive literature for all the following items:

• Appliances, Paint, Carpet, Carpet Pad

• Resilient Sheet Flooring, Resilient Tile Flooring, Laminate Flooring

• Vinyl Plank Flooring

• Hardwood Planking Base Molding Countertop Samples

• Bathroom Vanity Cabinet, Bathroom Vanity Top, Ceramic Tile

• Faucets

• LED Lighting Fixtures

• Note: This will affect some of the materials used in Quarters A, B and C as those units are on the National Historic Register.

16. NOTIFICATION:

The Contractor shall perform IR services as an integral part of every COM ordered and when ordered by the COR at the price established in the Schedule of Services. If the IR is ordered for an occupied housing unit, the Contractor shall contact the resident within two (2) working days of request to schedule a date and time for service. The Contractor shall notify the resident by phone or place a “Notice to Resident” on the front doorknob. If the Contractor’s attempts to contact the resident are unsuccessful, or if a resident refuses to schedule a date within 30 days, the Contractor shall notify the COR for assistance.

16.1. Carbon Monoxide (CO) and Fire Detection

16.2. CO Testing:

The Contractor shall perform a carbon monoxide test for each gas burning fixture and appliance in the housing unit and shall repair or make corrections as needed. Testing shall be performed during the performance of gas related service calls, during all COM services, and when ordered as an IR service (whether as a COM with integral IR or independent IR).

16.3. CO Detectors:

The Contractor shall maintain all CO detectors to include replacing defective batteries, defective CO detectors, and detectors reaching the expiration date. CO detector service shall be performed when ordered as a service call, as an integral part of an IR service (whether as a COM with integral IR or independent IR), and whenever any gas appliance or equipment is serviced, inspected, or tested for carbon monoxide.

16.4. SMOKE DETECTORS:

The Contractor shall maintain all smoke detectors to include replacing defective batteries, defective smoke detectors, and detectors reaching the expiration date. Smoke detector service shall be performed when ordered as a service call and as an integral part of an IR service (whether as a COM with integral IR or independent IR). Testing of the detectors in each home shall be done with a smoke can in accordance with manufacturer’s instructions. All smoke alarms, including combination smoke alarms, that are solely battery powered shall contain a nonreplaceable, nonremovable battery that is capable of powering the smoke alarm for at least ten (10) years.

17. COM THRESHOLDS AND EXCLUSIONS:

The following items are considered as part of the basic COM. The following items have thresholds.

Housing personnel will determine whether an item will be replaced, in lieu of repair, under the appropriate Pick List item, Table 3.

TABLE 1

COM Task Threshold Action To Be Taken When

Threshold Is Reached Appliance repairs as needed Appliance Beyond

Economical Repair (BER) (Paragraph 130)

Order using appropriate

CLIN

Base Molding repairs as needed

15 LF/ repair 40 LF aggregate total

Order using appropriate

CLIN

Ceiling repairs as needed 16 SF/ repair 20 SF aggregate total

Order using appropriate

CLIN

Exterior Vinyl Siding Repairs as needed

30 LF Order using appropriate

CLIN

Flooring repairs as needed to include carpet, vinyl plank, or vinyl sheet.

145 SF Order using appropriate

CLIN

Interior wall repairs as needed

20 SF per repair and 50 SF aggregate total.

Order using appropriate

CLIN

Painting as needed 200 SF Order using appropriate

CLIN

Paved Surfaced Area repairs as needed

10 SF Order using appropriate CLIN or Task Order.

Asphalt repairs are limited to driveways and walkways.

Roofing repairs as needed 100 SF

Order using appropriate

CLIN

Structural/Subfloor repairs as needed

$500 Order using appropriate

Pressure Wash Building

1 Duplex if not completed in the last 6 months

Ordering using appropriate

CLIN

Gutter Clean 1 Duplex if not completed in the last 6 months

Ordering using appropriate

TABLE 2

As Needed Com Task Threshold Action to be taken

Cabinet and countertop repairs as needed.

Replacement Order using appropriate CLIN or Task Order.

Door and screen repairs as needed.

Replacement Order Using Appropriate CLIN or With a Task Order

Garage Door and Garage Door Opener repairs as needed

Replacement Order Using Appropriate CLIN or With a Task Order

Lighting fixture repairs as needed

Replacement Order Using Appropriate CLIN or With a Task Order

Window screen repairs. Rescreen up to 2 frames Order using appropriate

CLIN

Window Screen replacement Replace 1 frame and screen Order using appropriate

CLIN

Window Blinds Replace up to 6 Order using appropriate

CLIN

Hollow Core Interior Door Replace up to 1 Order using appropriate

CLIN

Bi-Fold Closet Door Replace up to 1 Order using appropriate

CLIN

Veridical Door Blinds Replace up to 1 Order using appropriate

CLIN

Bathtub/Shower/Tub Surround Refinishing to include the replacement of the Glass Shower Door

Up to 1 Unit Order using appropriate

CLIN

LED interior light fixture Replace up to 2 Order using appropriate

CLIN

Ceiling Fan Replacement/Install

Up to 1 Unit Order using appropriate

* The following items are considered as part of the basic COM. The following items have no thresholds.

Housing personnel will determine whether an item will be replaced, in lieu of repair.

TABLE 3

Basic COM

As Needed Com Task Threshold Action To Be Taken Cabinet shelving replacement as needed

None Order Using Appropriate CLIN or With a Task Order

Exterior hardware repairs as needed

None Order Using Appropriate CLIN or With a Task Order

Exterior Trim repairs as needed

None Order Using Appropriate CLIN or With a Task Order

Gutters, downspout, and splash block repairs as needed

None Order Using Appropriate

House accessories repairs as needed

None Order Using Appropriate CLIN or With a Task Order

Interior hardware and lock repairs as needed.

None Order Using Appropriate CLIN or With a Task Order

Interior Trim repairs as needed

None Order Using Appropriate CLIN or With a Task Order

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