Attachment 1 - PWS Dorms 3 Dec 24 final.pdf

88th Civil Engineer Group 27 November 2024

Wright-Patterson Air Force Base

Performance Work Statement Dormitory Facility Preventative Maintenance, Inspection & Repair Services

REVISION TABLE

Revision Number Revision Date Revision Description/Location

Table of Contents

1.0 PURPOSE

1.1 GENERAL REQUIREMENTS

1.1.1 MANAGEMENT

1.1.2 STANDARDS

1.1.3 WORK CONTROL COORDINATION, EQUIPMENT SHUTDOWNS, & SERVICE

…………….INTERRUPTIONS

1.1.4 CAPABILITY, TRAINING, & QUALIFICATION

1.1.5 WARRANTIES

2.0 SCOPE OF WORK /GERNERAL INFORMATION

2.1 MAINTENANCE AND REPAIR AIR SERVICES

2.1.1 REAL PROPERTY INSTALLED EQUIPMENT (RPIE)

2.2 PERFORMANCE STANDARDS AND WORKMANSHIP

2.3 ACQUISITION

2.4 ENERGY STAR

2.5 SUBMITTALS

2.6 CONTRACTOR EMPLOYEES

2.6.1 MANAGEMENT PLAN

2.6.2 CONTRACTOR PERSONNEL

2.6.3 NORMAL DUTY HOURS

2.6.4 RECOGNIZED HOLIDAYS

2.6.5 BASE CLOSURE NOTIFICATION PROCEDURES / UNFORESEEN BASE CLOSURES

…………….AND/OR DELAY

2.6.6 SCHEDULING OF APPOINTMENTS

2.6.7 EMERGENCY SERVICE CALLS

2.6.8 DISASTER RESPONSE

2.7 KEY CONTROL

2.7.1 LOST KEYS

2.7.2 ACCESS TO GOVERNMENT FACILITIES

2.7.3 LOCK COMBINATIONS

2.8 COMMERCIAL PHONE LINES

2.9 SHARED ELECTRICTRONIC DATA (SEDS0 REPORTS AND DATA

2.9.1 COMPLETED JOB ORDER LOG

2.9.2 INCOMPLETE JOB ORDER LOG

2.9.3 MASTER APPLIANCE LOG

2.9.4 PREVENTIVE MAINTENANCE LOG

2.10 PREVENTIVE MAINTENANCE INSPECTION SCHEDULES

2.10.1 DORMITORY DRYER VENTS

2.10.2 HEATING, VENTILATION AND AIR CONDITIONING (HVAC) EQUIPMENT

2.10.3 FAN COIL UNITS

2.10.4 AIR HANDLER UNITS (AHU) & CONTROL SYSTEMS

2.10.5 SMOKE DETECTORS & CARBON MONOXIDE DETECTORS

2.10.6 ROOF, GUTTERS, AND DOWNSPOUT INSPECTION SCHEDULE

2.10.7 FIRE EXTINGUISHERS

2.10.8 ICE MACHINES

2.10.9 DRINKING FOUNTAIN/WATER BOTTLE FILLING STATIONS

2.10.10 CARPET CLEANING & UPHOLSTERY

2.11 EXTERIOR FACILITY INSPECTION SCHEDULE

2.12 DOCUMENTATION AND RECORDS

2.12.1 RECORDS

2.12.2 FACILITY FILES

2.13 BUILDER

2.13.1 BUILDER INPUTS

2.13.2 BUILDER REQUIREMENTS

2.14 JOB ORDERS

2.14.1 JOB ORDER (J.O.) SYSTEM

2.14.2 INITIATION OF JOB ORDERS

2.14.3 JOB ORDER DATA

2.14.4 JOB ORDER FORMS

2.14.5 JOB ORDER SYSTEM FOR PREVENTIVE MAINTENANCE INSPECTIONS

2.15 SERVICE REQUESTS

2.15.1 RECEIPT OF SERVICE CALLS

2.15.2 SERVICE CALL TIMELINESS

2.15.2.1 EMERGENCY AND URGENT

2.15.2.2 AIR CONDITIONING/HEATING

2.15.2.3 ROUTINE

2.15.2.4 OTHER CALLS

2.16 CHANGE OF OCCUPANCY MAINTENANCE (COM)

2.16.1 PRE-TERMINATION INSPECTIONS

2.16.2 FINAL INSPECTIONS

2.16.3 CONTRACTORS ACCEPTANCE OF DORM ROOM

2.16.4 TURNOVER/TURNBACK OF COMs

2.16.4.1 COM PERFORMANCE TIME

2.16.4.2 COM START

2.16.4.3 DOWNTIME

2.16.4.4 SCHEDULING

2.16.5 QUALITY

2.16.6 COMPLETION

2.17 CLEANING

2.17.1 CHANGE OF OCCUPANCY ROOM CLEANING

2.17.1.1 FLOORS

2.17.1.2 CARPET CLEANING

2.17.1.3 WINDOW CLEANING

2.17.1.4 STOVES

2.17.1.5 REFRIGERATORS

2.17.1.6 EXHAUST FANS

2.17.1.7 WINDOW COVERINGS

2.17.1.8 UPHOLSTERY AND DRAPERY CLEANING

2.17.2 OTHER CLEANING

2.17.2.1 COMMON AREA CLEANING

2.17.2.2 DUCT CLEANING

2.17.2.3 VACANT DORM ROOM CLEANING “MOP-OUT”

2.17.2.4 CARPET CLEANING IN OCCUPIED DORM ROOMS AND COMMON AREAS .. 21

2.17.2.5 WASHERS AND DRYERS

2.17.2.6 PRESSURE WASHING

2.18 UTILITIES & HVAC

2.18.1 UTILITIES

2.18.1.1 POWER/UTILITY OUTAGES

2.18.1.2 ELECTRICAL

2.18.1.3 NATURAL GAS INFRASTRUCTURE

2.18.1.3.1 GAS VALVES

2.18.1.3.2 NOTIFICATION OF REPAIRS

2.18.1.4 WATER

2.18.1.4.1 WATER VALVES

2.18.1.4.2 HOT WATER

2.18.1.5 SANITARY SEWER

2.18.1.5.1 CLEAN AND CAMERA INSPECTION OF SEWER LINES

2.18.1.6 TELEPHONE WIRING

2.18.1.7 UNDERGROUND UTILITY CLEARANCES

2.18.2 HEATING, VENTILATION AND AIR CONDITIONING (HVAC)

2.18.3 INSULATED PIPES

2.18.7 MISCELLANIOUS ASBESTOS DEBRIS

2.19 GENERAL

2.19.1 OCCUPANT DAMAGE TO GOVERNMENT PROPERTY

2.19.2 EMERGENCY CLEAN-UP

2.19.3 OUT OF INVENTORY AND VACANT ROOMS

2.19.4 VANDALISM

2.19.5 LIGHTING

2.19.5.1 INTERIOR AND EXTERIOR LIGHTING

2.19.5.2 LIGHT BULBS/TUBES

2.19.6 ELECTRICAL COVERS, PLATES, RECEPTIACLES, AND SWITCHES

2.19.7 DOORS, WINDOWS, AND RELATED HARDWARE

2.19.7.1 GLAZING

2.19.7.2 WEATHER-STRIPPING

2.19.8 STAIRS AND HANDRAIL COMPONENTS

2.19.9 MAILBOXES

2.20 INTERIOR

2.20.1 WALLS AND CEILINGS

2.20.2 FLOORING

2.20.2.1 ASBESTOS CONTAINING FLOORING

2.20.3 APPLIANCES

2.20.3.1 REPAIR VS. REPLACEMENT APPLIANCES

2.20.3.2 DISPOSITION OF PARTS, MATERIALS AND APPIANCES

2.20.4 WINDOW TREATMENTS

2.20.4.1 DRAPERY RODS

2.20.4.2 BLINDS

2.20.5 CARPET INSTALLATION

2.20.6 BATHROOM ACCESSORIES

2.20.7 MEDICINE CABINETS

2.20.8 CAULKING

2.20.9 COUNTERTOPS

2.20.10 CABINETS AND VANITIES

2.20.11 SMOKE DETECTORS

2.20.12 CARBON MONOXIDE DETECTORS

2.20.13 PLUMBING SYSTEMS

2.20.14 CAST IRON TUBS, ONE-PIECE TUB/SHOWER COMBINATION AND

………………...FIBERGLASS SHOWER STALLS

2.20.15 HVAC SYSTEMS

2.20.16 OTHER INSTALLED EQUIPMENT

2.20.17 DRYER VENTS

2.20.18 FIRE EXTINGUISHERS

2.20.19 CEILING FANS

2.21 EXTERIORS

2.21.1 EXTERIOR GAS, WATER, SEWER, AND ELECTRICAL COMPONENTS

2.21.2 EXTERIOR WALLS

2.21.2.1 JOINTS

2.21.2.2 EXTERIOR TRIM

2.21.2.3 STUCCO

2.21.3 GUTTERS AND DOWNSPOUTS

2.21.4 CONDENSATE LINES

2.21.5 ROOFING AND ACCESSORIES

2.21.5.1 ROOF FLASHING

2.21.6 BALCONIES, FRONT AND REAR SIDEWALKS, GAZEBOS, AND EXTERIOR STORAGE

……………….STRUCTURES

2.21.7 BIRD SCREENS

2.21.8 HOSE BIBS

2.21.9 DORM AND DORM ROOM NUMBERS

2.21.10 DECKS

2.21.11 SPLASH BLOCKS

2.21.12 FENCING

2.22 PAINTING

2.22.1 REQUIREMENTS

2.22.2 MOVING OF APPLIANCES AND PERSONAL PROPERTY

2.22.3 WALLS AND CEILINGS

2.22.4 LEAD PAINT

2.23 QUALITY CONTROL

2.23.1 QUALITY CONTROL PLAN (QCP)

2.23.2 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

2.23.3 QUALITY CONTROL

2.23.4 PARTNERING MEETINGS

2.23.5 DoD AND AIR FORCE INSTRUCTIONS

2.24 MISCELLANEOUS

2.24.1 GOVERNMENT OBSERVATIONS

2.24.2 ACCIDENT/MISHAP CONTROL

2.24.3 WELDING

2.24.4 SAFETY CODES AND REGULATIONS

2.24.5 CONTRACTOR CLEANUP

2.24.6 COORDINATIONS WITH OTHER CONTRACTORS

2.24.7 STORAGE AND PROTECTION OF MATERIALS

2.24.8 SMOKING

2.24.9 PERSONAL APPEREANCE

2.24.10 VEHICLES

2.24.11 CONTINUATION OF ESSENTIAL DEPARTMENT OF DEFENSE

………………...CONTRACTOR SERVICE DURING CRISIS

2.25 SAFETY/VOULUTARY PROTECTION PROGRAM (VPP)

2.25.1 SAFETY REQUIREMENTS

2.25.1.1 GENERAL REQUIREMENTS

2.25.1.2 INDUSTRIAL HYGEINE PROGRAM

2.25.1.3 JOB SAFETY ANALYSIS

2.25.2 VOLUNTARY PROTECTION PROGRAM(VPP)

2.25.2.1 APPLICABILITY

2.25.2.2 DEFINITIONS

2.25.2.2.1 APPLICABLE CONTRACTOR

2.25.2.2.2 D AYS AWAY, RESTRICTED, AND OR TRANSFER CASE INCIDENT

………………………………………RATE (DART)

2.25.2.2.3 TOTAL CASE INCIDENCE RATE (TCIR)

2.25.2.2.4 VOLUNTARY PROTECTION PROGRAM

2.25.2.3 REQUIREMENTS

2.26 CONTRACTOR MANPOWER REPORTING

2.27 ENVIRONMENTAL REQUIREMENTS

2.27.1 GENERAL

2.27.1.1 BASE ENVIRONMENTAL SPECIFICATION

2.28 SERVICE SUMMARY

3.0 GOVERNMENT FURNISHED FACILITIES & SERVICES

3.1 GENERAL

3.2 GOVERNMENT FACILITIES

3.3 GOVERNMENT SERVICES

3.3.1 REFUSE COLLECTION

3.3.2 KEYS AND LOCKS

3.3.3 PHYSICAL SECURITY

3.4 PROTECTION OF GOVERNMENT AND PERSONAL PROPERTY

4.0 APPENDICES

APPENDIX A - DEFINITIONS

APPENDIX B - SERVICE CALL RESPONSE TIMES

APPENDIX C - INTERIOR AND EXTERIOR CHECKLISTS

APPENDIX D - FACILITIES TO BE SERVICED

APPENDIX E - APPIANCE REPAIR/REPLACEMENT GUIDE

APPENDIX F - WORKLOAD ESTIMATES

APPENDIX G - WPAFB SPECIFICATION: 01 35 43 GENERAL ENVIROMENTAL PROTECTION

……………………REQUIREMENTS

APPENDIX H - FLOOR PLANS AND MAPS

APPENDIX I - GOVERNMENT FURNISHED

APPENDIX J - APBLDG 70 ASBESTOS REPORT

APPENDIX K - HTHW POINT OF DEMARCATIONS

APPENDIX L - HOT WATER HEATERS & STORAGE TANKS

1. PURPOSE

The purpose of this requirement is to provide a, but limited to, Preventative Maintenance Inspection (PMI) services and repair services contract. The principal place of performance is located at Wright-Patterson Air Force Base (WPAFB), Dayton, OH. The Enlisted Dormitory Campus includes six dormitories located on one campus in the Kittyhawk District at WPAFB, is near the community support facilities and is architecturally compatible with the surrounding buildings. Dormitories 31212, 31213, and 31215 are all 3-story, 31,892 gross square foot (sf) facilities constructed in 1957 and last renovated in 2007. Dormitory 31216 is a 3-story, 25,986 sf facility constructed in 1968 and last renovated in 2007. Dormitory 31218 is a 3-story, 40,567 gross sf facility constructed in 2006 and Dormitory 31243 (Pipeline Dormitory) is a 3-story, 63,000 gross sf facility built in 2010. Dormitories 31212, 31213, 31215, and 31216 had new windows and doors installed as part of an FY2017 Operations and Maintenance (O&M) project complete as of 2023. As of October 2024, the mechanical room 31216 is being renovated. (Note: The dorm building numbers are referred to with a number 3 prefix or without a 3 prefix. For example, dorm 31212 is also referred to as dorm 1212). The Contractor shall be responsible for maintaining all facilities, structures, systems, and equipment to safe and reliable operational standards with minimum disruptions to dormitory residents and dining facility patrons.

1.1 GENERAL REQUIREMENTS

The work described herein covers, but not limited to, the completion of PMI of Real Property (RP) facilities incidental to the operation and maintenance (O&M) of the facilities. Contractor performance requires employees experienced in the following work disciplines, but is not limited to, utilities, electrical, Heating Ventilation and Air Conditioning (HVAC) systems, mechanical, plumbing, building interior, building exterior, painting, miscellaneous building requirements, miscellaneous equipment requirements, and computerized Direct Digital Controls (DDC) monitoring and sensors. In addition, routine, urgent, and emergency corrective maintenance and repairs identified by Service Calls (S/C) and/or during performance of PMI will be required to restore facilities and equipment to safe and reliable operations. The Contractor shall also be responsible for the provision and staffing of a Work Reception Center (WRC) for dormitory residents (para 3.2. a.).

Except where otherwise stated, the Contractor shall furnish all labor, supervision, management, administration, tools, materials, equipment, transportation, communications, and other items necessary to provide the services described in this Performance Work Statement (PWS).

Contract performance occurs within a secured environment, which requires prior coordination and possible escort within designated areas. Security clearances are not required.

1.1.1 MANAGEMENT

A Site Manager shall be present on-site during core work hours (0800-1600, Monday-Friday) to provide leadership, guidance, and supervision to all Contractor employees. An alternate Site Manager must be assigned in the event of the Site Manager’s absence (illness, vacation, scheduled day off). The Contractor shall notify the Government prior to primary Site Manager absence. The Site Manager shall be responsible for coordination, scheduling, monitoring, and ensuring all aspects of facility maintenance are successfully executed, to include, but not limited to planning and scheduling of PMI and Service Calls, cost control, report preparation, generating and maintaining records, and quality control to ensure PWS requirements are met. The Site Manager shall serve as the Contractor’s primary Point-Of-Contact (POC) for the Government and provide after-hours contact information for coordination of emergency Contractor response.

1.1.2 STANDARDS

The Contractor shall be responsible for maintaining all listed facilities, systems, and equipment in a safe and reliable condition. Preventive maintenance, inspection, and repair standards consistent with Industry Best Practices and Manufacturer’s Recommendations, except as otherwise specified in this PWS, shall be applied to prevent deterioration beyond that which results from normal wear and tear. Identified deficiencies shall be corrected in a timely manner to assure design life expectancy of the facilities, systems, and equipment. See PWS 2.15 and

Appendix B for response requirements. All work shall comply with current building and safety codes, applicable technical standards, manufacturer O&M manuals, appropriate Unified Facility Criteria (UFC), and local, state, and federal regulations. See Table 1-0 for references requiring compliance. All conflicts identified in applying referenced standards for RP Facilities, Real Property Installed Equipment (RPIE), and non-RPIE shall be communicated in writing to the respective Contracting Officer for resolution.

Table 1-0 - References

40 CFR Part 82 Protection of Stratospheric Ozone

AFI 32-1001 Civil Engineer Operations (Corrosion Control Program)

AFI 32-1068 Heating Systems and Unfired Pressure Vessels

AFI 32-7064 Integrated Natural Resources Management

AFMAN 91-203 Air Force Occupational Safety, Fire and Health Standards

AWWA C652-11 Disinfection of Water Storage Facilities

CRI-2011 Carpet and Rug Institute Installation Standards

29 CFR series (1904, 1910, 1926)

Occupational Safety and Health Act (Public Law 91-596)

SC DEHEC 44-55-

Safe Drinking Water Act

USACE EM 385-

1-1

Safety and Health Requirements Manual

UFC 3-110-04 Roofing Maintenance and Repair

UFC 3-190-06 Protective Coatings and Paints

UFC 3-560-01 Operation and Maintenance (O&M): Exterior Power Distribution Systems

Workmanship for maintenance and repair shall include all work necessary to complete facility and system restoration including touch-up painting, operational checks, and any required testing. Upon completion of work, the Contractor shall ensure all facilities, structures, systems, grounds, pavements, 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. The quality of PMI and repairs shall meet the applicable manufacturer’s standards and shall prevent any malfunction reoccurrences caused by poor workmanship or other Contractor work practice deficiencies. The quality of the repaired areas shall be fully compatible with adjacent surfaces or equipment. Any deviation from manufacturer standards and compatibility with adjacent surfaces or equipment must be accepted by the Contracting Officer’s Representative (COR).

Work site housekeeping is an expected standard. 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 S/C and at the end of each day. Upon completion of work, any stains and other unsightly marks shall be removed. When applicable, the Contractor must follow WPAFB policies and procedures regarding hazardous material handling, storage, removal, and clean-up.

1.1.3 WORK CONTROL COORDINATION, EQUIPMENT SHUTDOWNS, & SERVICE

INTERRUPTIONS

Contractor work shall not interfere with normal Government business. In those cases where interference is unavoidable, the Contractor shall coordinate with the COR to minimize the impact and effects of the interference. The Contractor shall notify the COR of any difficulty in scheduling work due to Government controls and constraints.

Prior approval shall be obtained from the COR, except in emergencies, for work requiring shutdown of equipment for more than 30 minutes during regular work hours. All such requests shall be submitted at least 72 hours in advance. In cases where shutdown is necessary, the Contractor shall coordinate the shut-down with the COR or CO.

If any utilities or other services must be discontinued (temporary or otherwise) due to scheduled work, the Contractor shall notify the COR within 7 calendar days. If the discontinued service is due to an emergency breakdown the Contractor shall notify the COR within 30 minutes by phone call or text.

1.1.4 CAPABILITY, TRAINING, & QUALIFICATION

The Contractor shall be responsible to ensure that all trades performing work under this contract possess the proper experience, qualifications and or certification as well as ensure all required safety training is current and documented. The Contractor shall maintain required records of all employee training and certification and provide copies to the Contracting Officer (CO) or COR upon request.

1.1.5 WARRANTIES

The Contractor shall be responsible for exercising manufacturer’s warranties for all parts, equipment, and appliances. The Contractor shall be responsible for the installation of replacement parts, where the manufacturer’s warranty does not provide for installation. If reconditioned parts are provided, the reconditioned parts shall carry the same warranty provisions as originally provided by the Contractor for new parts. The Contractor shall report to the COR all defects in workmanship, material, parts, or improper installation. Calls involving work or equipment under warranty, by another Contractor, shall be the responsibility of that Contractor. If a failure has occurred on a warranted item, the COR shall be notified within 1 business day. As part of this contract, the Contractor shall act as necessary to alleviate any problem, which is an immediate threat to life or property (e.g., turn off gas, turn off water, disconnect power, etc.). During warranty periods on new construction, the Contractor shall notify the COR to initiate the warranty call.

2. SCOPE OF WORK /GERNERAL INFORMATION

The Contractor shall provide all management, supervision, trained personnel, supplies, materials, equipment, vehicles, and services necessary to perform interior and exterior maintenance and repair services, to include, Change of Occupancy Maintenance (COM), Preventive Maintenance (PM), PMI, recurring maintenance, as well as all other work required to ensure dormitories, storage building, motorcycle and bicycle shelters, courtyards and pavilions are maintained to the Air Force standards provided in this PWS. The Contractor is expected to use innovative approaches to efficiently and effectively accomplish requirements In Accordance With (IAW) this PWS.

Additionally, the Contractor shall make recommendations when necessary to meet the overall standard of safe and reliable operation of all systems and equipment as well as continued sustainment of facilities and structures. The Contractor shall maintain the dormitory facilities in a timely and professional manner to achieve clean, safe, and livable conditions. All work contained is this PWS is part of the monthly fixed-price Contract Line Item Number (CLIN) unless otherwise stated.

2.1 MAINTENACE AND REPAIR SERVICES.

Work performed consists of PM, or, PMI, and/or repair of RP Facilities and RPIE. The work shall be performed at various locations and will vary from facility to facility. The following are examples of the dispersion of work, but not limited to:

2.1.1 REAL PROPERTY INSTALLED EQUIPMENT (RPIE)

a. Building Envelope/Carpentry & Masonry, includes interior & exterior walls, floors, ceiling, trim, tiles, carpets, roofs, doors, windows, rain gutters, baseboards, shades, shutters, moldings, stucco, stairs, cabinets, sidewalks, patios, windows, brickwork, etc.

b. Painting – Interior and Exterior

c. Cleaning – Interior and Exterior, includes pressure washing

d. Water Chillers/Air Conditioning Units with all associated ducts, supply and return vents, air conditioning equipment, refrigeration equipment, blowers, compressors, motors, dampers, condensers, cooling coils, pumps duct work, air filters, condensate drip pans.

e. HVAC Control System, including repair, maintenance and programming of various types of Direct Digital Controls (DDC)

f. Air Handling Systems

g. Electric Motors and Controllers

h. Variable Frequency Drives, includes programming and maintenance

i. Mechanical Thermal Insulation

j. Steam/Hot Water Boilers

k. Exhaust hoods and fans

l. Variable Air Volume Terminals

m. Exterior Plumbing, includes water supply lines, spigots, cut off valves, sewage lines, backflow preventers, hose bibs, etc.

n. Interior Plumbing, includes piping, valves, water heaters, boilers, fixtures, faucets, backflow preventers, sinks, toilets, bathtubs, showers, water closets, water fountains (bottle filling stations), supplies and drains to HVAC, roof drains, etc.

o. Electrical Low Voltage, includes secondary side of main distribution panel and all components downstream and service connections

p. Electrical, includes outlets, smoke alarms (battery operated), switches, circuits, lighting fixtures, faceplates, receptacles, light bulbs and lamps

q. Smoke Alarms and Fire Suppression Systems

r. Water Storage Tanks

s. Exterior Lighting, includes any lights affixed to buildings, site lighting, parking lot lights, bollard lighting.

t. Signage, attached both inside and outside of the buildings IAW UFC 3-120-01: Air Force Sign

Standard

u. Locksmith Services, not to include the key or core

v. Minor Supporting Structures, including covered bicycle racks, pavilions, etc.

w. Ceiling Fans (hardwired)

x. Dormitory

y. Emergency Portable Generators

z. Fire Pits

aa. Concrete Walkway and Sidewalk Repair

bb. Appliances, includes refrigerators, stove, stove range hoods, microwave ovens, washers and dryers, ice machines

cc. Clothes Dryer Vents

dd. Wooden Fencing/Screening Around Enclosures

ee. Window Screens

ff. Miscellaneous, includes bulletin boards, fire extinguishers , cabinets and flagpoles

If the Contractor has determined by inspection that a piece of large equipment or system (e.g. Chiller or Boiler) is starting to fail, they shall notify the Government immediately so the Government can accelerate the programming process and elevate the priority of the replacement. The Government will coordinate with the Contractor on the purchase and installation of the equipment or system. In the event, that such equipment or system fails, the Government will supply comparable equipment until a permanent replacement is acquired.

2.2 PERFORMANCE STANDARDS AND WORKMANSHIP

All work under this contract must conform to the standards of the specifications defined in this PWS. Items that are in good serviceable condition but are unattractive and detract from the otherwise acceptable appearance of the dormitories may be replaced with the approval of the COR and CO. All work shall be performed IAW manufacturers recommendations, national codes (Electric Code, Uniform Plumbing Code, etc.), industry standards (American Concrete Institute, Carpet and Rug Institute, Gypsum Association, etc.), and applicable federal, state, and local laws and regulations, unless otherwise specified herein. If an appropriate specification is not stated in this PWS, the Contractor shall restore defective parts to a clean and operable condition or replace the item as necessary IAW industry standards.

2.3 ACQUISITION

The Contractor shall acquire the materials, parts, supplies, appliances, and equipment required for the performance of this contract. Materials, parts, supplies, appliances, and equipment to be used in the performance of this work shall be subject to the COR and/or CO approval.

2.4 ENERGY STAR

The Contractor shall use Energy Star rated electrical fixtures, appliances, bulbs, and components IAW Executive Order (EO) 13834, Efficient Federal Operations (reference: https:www.fedcenter.gov/programs/eo13834/).

2.5 SUBMITTALS

The Contractor shall initially make submittals to the COR and CO no later than 10 workdays prior to the first performance date. Air Force (AF) Form 3000 (Material Approval Submittal and Technical Data) shall be submitted for all materials to be used. The Contractor shall only use those items that have been approved. If the Contractor wishes to use a product other than those previously approved, an AF Form 3000 shall be submitted. AF Form 3000 must be approved by the CO prior to material being used. Material samples of all paints to be used in the dorms must be submitted and approved prior to use.

a. Dealers’ literature, for all equipment, appliances, hardware, and fixtures intended for installation, in the housing units, shall be provided as back up documentation.

b. CO approval of submittals shall not relieve the Contractor of responsibility for any deviations from the requirements of the contract.

c. If the Contractor requests to install a different appliance, equipment, hardware, or fixtures, new submittals are required for approval by CO prior to use.

d. No work requiring a sample submission shall begin until the Contractor has an approved submittal on file.

2.6 CONTRACTOR EMPLOYEES

2.6.1 MANAGEMENT PLAN

The Contractor shall provide a Management Plan to include description of the proposed responsibilities and lines of authority established for the contract; description of the plan for managing execution and administration of the contract; description of how requirements of this PWS are satisfied; description of the proposed material purchasing system and delivery plan; how the Contractor will have resources readily available and be capable to support a six dormitory, 499 room unaccompanied housing area with multiple Job Orders, Change of Occupancy Maintenance (COM) turnovers, etc. concurrently; describe how electrical, mechanical, carpentry, HVAC, masonry, painting positions will be filled; and what type of licenses and certification will be required. Plan shall also include names of assigned personnel, positions, and proposed subcontractors and their areas of responsibility for each function;

clearly delineate management and Quality Control and Safety representatives; and provide the name of individuals who shall act for the Contractor when the Contractor is absent. Contractor shall describe how they plan to support an on-site management team. Describe the plan to manage, supervise, and coordinate any subcontractor’s work and who in the organization will be responsible for this management and coordination. Describe how warranty support will be handled by your organization.

2.6.2 CONTRACTOR PERSONNEL

The Contractor shall furnish sufficient technical, supervisory, and administrative personnel to ensure satisfactory accomplishment of the work specified in this PWS. The Contractor shall ensure that they have sufficient personnel in place to:

http://www.fedcenter.gov/programs/eo13834/

a. Manage the contract.

b. Perform electrical, plumbing, carpentry, HVAC, painting, and all other tasks in this PWS with licensed and certified craftsmen.

c. Have as a single Point of Contact (POC) capable of communicating and interfacing with Government officials in all aspects of contract execution.

d. Manage the Contractor’s approved Quality Control Plan (QCP) and Accident Prevention Plan, as well as the most current version of the 29 CFR 1926 Occupational Safety and Health Administration (OSHA) Standards for the Construction Industry.

e. Ensure full compliance with all safety and environmental requirements including, but not limited to OSHA, Environmental Protection Agency (EPA), Unified Facilities Criteria(UFC), National Environmental Policy Act (NEPA), National Fire Protection Association (NFPA), and Federal Communications Commission Consumer Complaint Center Handbook (FCCCHR), and verify that the materials and workmanship are IAW the Federal, State, and Local construction codes, regulations, and manufacturer’s recommendations.

f. Prepare and coordinate material submittals, prepare reports, schedules and meetings and pre-final/final inspections.

g. Supervise and coordinate the timely and safe execution of construction tasks IAW quality standards and approved design.

h. Has authority to act for the Contractor.

2.6.3 NORMAL DUTY HOURS

The Contractor shall perform work required under this contract during the hours specified. Normal duty hours are 7:30 a.m. to 4:30 p.m., Monday through Friday. Turn back of COMs shall be restricted to the hours of 7:30 a.m. to 4:30 p.m., Monday through Friday, excluding Government holidays. The Contractor shall request and receive prior approval from the CO to work extended hours to ensure timely completion of work at no additional cost to the Government.

SERVICE CALL CATEGORY DAYS PER WEEK SERVICE AVAILABILITY

Emergency 7 days / week 24 hours / day Urgent 5 days / week (Mon-Fri) 7:30 am – 4:30 pm Routine 5 days / week (Mon-Fri) 7:30 am – 4:30 pm

2.6.4 RECOGNIZED HOLIDAYS

The Contractor is not required to provide service except where otherwise specified in this contract (i.e. emergencies) on the following days: New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. If the holiday falls on Saturday it shall be observed on Friday. If a holiday falls on Sunday, it shall be observed on Monday.

2.6.5 BASE CLOSURE NOTIFICATION PROCEDURES / UNFORESEEN BASE CLOSURES AND/OR

DELAY

After an official decision to close WPAFB has been made by the Base Commander, the closure will be posted on the WPAFB website. When an unforeseen base closure occurs on a regularly scheduled day of work, the Contractor shall work service calls falling in the Emergency category. Work other than emergency work, shall be completed on the following workday, providing the base has been reopened. The Contractor shall reschedule the work to any day satisfactory to the occupant and COR.

2.6.6 SCHEDULING OF APPOINTMENTS

The Contractor, in coordinating operations with the occupant and COR, shall provide a 2 hour window for response to the service call. Response times are stated in Appendix B. The Contractor shall notify the occupant or COR 30 minutes prior to the end of the designated time frame in cases in which delays prevent the service technician from arriving on time. Scheduling with the occupant or COR shall be re-accomplished by the Contractor.

2.6.7 EMERGENCY SERVICE CALLS

Emergency maintenance service call work shall be provided on a 24 hours a day, 7 days a week, 365/366 days a year basis. After normal business hours, personnel shall be available to respond, in person, within specified timeframe in Appendix B, to emergencies called in by the occupant, COR, or authorized government representatives (i.e., Dorm Chief, First Sergeants, Airmen Dorm Leaders (ADL).). The Contractor shall always have a representative on standby duty to respond and perform all required service calls. In an emergency, the Contractor may enter an unattended occupied dorm room when accompanied by the COR or authorized representative.

2.6.8 DISASTER RESPONSE

Contract response may be needed for accident and rescue operations, civil disturbances, natural disasters, and military peacetime and wartime contingency operations and exercises. The Contractor shall repair damage to facilities caused by, but not limited to, fire, freezing, flooding, and wind IAW maintenance and repair required by this PWS. When required by the CO, the Contractor shall respond to emergency situations. The CO shall verbally advise the Contractor of the effort required and follow up with a written change to the contract. The Contractor shall notify the designated COR, in cases where an emergency occurs on weekends or after normal working hours.

2.7 KEY CONTROL

The Contractor shall establish, document, and implement methods of ensuring that all keys issued to the Contractor by the Government are not lost, misplaced, or used by unauthorized persons. No keys issued to the Contractor by the Government will be duplicated. The Contractor shall develop procedures covering key control, which shall be included in the Contractor’s QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. Semi-annually, review keys issued to employees to ensure keys are still needed and secure.

2.7.1 LOST KEYS

Upon becoming aware that a key is missing or has been duplicated, the Contractor shall report the occurrences of the lost or duplicated key to the COR and the CO. In the event keys are lost or duplicated, the Contractor shall be required, per the CO, to re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock(s) shall be deducted from the monthly payment due to the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system, shall be replaced by the Government and the total cost shall be deducted from the monthly payment due the Contractor.

2.7.2 ACCESS TO GOVERNMENT FACILITIES

The Contractor shall prohibit the use of Government issued keys by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor’s employees to permit entrance by persons other than coworkers or sub-contractors engaged in the performance of assigned work in those areas.

2.7.3 LOCK COMBINATIONS

The Contractor shall establish and implement procedures to ensure that lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know. The Contractor shall ensure combination change procedures are implemented. These procedures shall also be included in the Contractor’s QCP.

2.8 COMMERCIAL PHONE LINES

The Contractor shall have commercial telephone service, specifically one (1) line dedicated to receiving service calls. Where service lines are currently existing, the Contractor shall provide maintenance and repair of the lines up to, and including, the connection of the main line.

2.9 SHARED ELECTRONIC DATA SYSTEM (SEDS)/REPORTS and DATA

The Contractor shall provide Shared Electronic Data System (SEDS) Department of Defense (DoD) approved (A system like YARDI) to upload/submit all data in the following sub-paragraphs to the SEDS throughout the life of this contract. Reports and data shall be extracted from the data routinely collected by the Contractor. Reports as specified below, shall be sortable by any field. For definition purposes, a field is any required element of a report (i.e., labor hours, Job Orders (J.O.) number, material costs, date completed). All reports and data shall be available for review at any time and shall be property of the Government at completion of this contract IAW para 2.12.

2.9.1 Completed Job Order Log

Electronically provide cumulative data of all job orders. Log shall include Facility number, address, job order number, job order category, date work was called in, name and rank of requestor, appointment date and time, date work was completed, description of work, materials used and costs, man hours used and the cost. The log shall be maintained on SEDS site and shall be input immediately for “real time” access.

2.9.2 Incomplete Job Order Log

Electronically provide cumulative data of all job orders. Log shall include Facility number, address, job order number, job order category, date and time work was called in, name and rank of requestor, appointment date and time, description of work, explanation of why work was not completed, estimated completion date. The log shall be maintained on SEDS site and shall be input immediately for “real time” access.

2.9.3 Master Appliance Log

The master appliance log shall be provided to the Contractor by the Government at the beginning of the contract.

Contractor shall electronically provide information on all appliances replaced immediately for real time access. Log shall include Facility number, address, date installed, old appliance information (make, model, serial number, and disposition), new appliance information (make, model, serial number and purchase price), and all warranty expiration information. A copy of purchase documentation shall be provided along with the monthly log. The log shall be maintained on SEDS site and shall be input immediately for “real time” access.

2.9.4 Preventive Maintenance Log

Electronically provide cumulative data of all preventive maintenance job orders. Log shall include Facility number, address, job order number, job order category, appointment date and time, description of work required, description of work completed, materials used and costs, man hours used and the cost, and remarks. The log shall be maintained on SEDS site and shall be input immediately for “real time” access.

2.10 PREVENTIVE MAINTENANCE INSPECTION SCHEDULES

The Contractor shall provide an annual written preventive maintenance schedule for each type of system specified below. Schedule shall indicate which dormitories are to be inspected each week during the inspection period.

Inspections shall be accomplished for each dorm room in Appendix D. Schedules for all types of preventive maintenance inspections shall be submitted to the designated COR by the 10th workday after contract award and at the start of each exercised option. The Contractor shall add schedule in SEDS.

2.10.1 DORMITORY DRYER VENTS

The Contractor shall inspect, repair, and clean dryer vents in all laundry areas of all dormitories to include roof exhaust vents. Dryer vents shall be scheduled and completed 4 times a year, during the months of February, May, August, and November.

2.10.2 HEATING, VENTILATION AND AIR CONDITIONING (HVAC) EQUIPMENT

Preventive maintenance and inspections will be performed in accordance with RS Means “Facilities Maintenance & Repair Cost Data2024 version for the appropriate HVAC equipment in the dorms. The tasks and scheduling of the maintenance/inspections are identified in the guide and the Contractor will be responsible for performing those tasks and schedule IAW the guide.

2.10.3 FAN COIL UNITS

In addition to the HVAC equipment requirement, the Contractor shall inspect the fan coil units and change the filters at least twice a year in addition to COM. Inspection to include cleaning condensate line. Fan coil units are in dorms 1212, 1213, 1215, 1216, and 1243.

2.10.4 AIR HANDLER UNITS (AHU) & CONTROL SYSTEMS

In addition to the HVAC equipment requirement, the Contractor shall inspect the Air Handler Units (AHU) and Control Systems in Dorms 1218 and 1243 once a year and change the filters monthly.

2.10.5 SMOKE DETECTORS & CARBON MONOXIDE DETECTORS

The Contractor shall be responsible for inspecting smoke and carbon monoxide detector at least once a year in September. Detectors with battery back-up shall have batteries replaced once a year at inspection or during COM.

The Contractor shall be responsible for keeping track of battery replacement and record replacement batteries.

Replacement of defective or damaged smoke and monoxide detectors shall be tracked in SEDS.

2.10.6 ROOF, GUTTERS, AND DOWNSPOUT INSPECTION SCHEDULE

The Contractor shall inspect and clean roofs, gutters, downspouts, and downspout collection system to storm sewer four times a year, by schedule, at times mutually agreed upon between the COR and Contractor. The Contractor shall perform all repair work identified on roof, gutter, downspout, and downspout collection system inspection within five (5) working days.

2.10.7 FIRE EXTINGUISHERS.

The Contractor shall be required to inspect the five pound or larger fire extinguishers located in Dorms 1212, 1213, 1215, 1216, 1218 and 1243 monthly. Each monthly check will include an inspection tag and documentation in accordance with AFMAN 91-203 and local Fire Prevention Policy, WPAFBI 32-2001, para 19.

2.10.8 ICE MACHINES.

The Contractor shall be responsible for inspecting, cleaning, and changing the filters in the ice machines in all 6 dormitories once every other month 6 times per year.

2.10.9 DRINKING FOUNTAIN/WATER BOTTLE FILLING STATIONS.

The Contractor shall be responsible for inspecting, cleaning, repairs, 4 times per year and changing filters in all 6 dorms when filter indicator light is on or as needed.

2.10.10 CARPET CLEANING & UPHOLSTERY.

The Contractor shall professionally clean all carpet and upholstery in the dorms and common area at least one (1) time annually by schedule.

2.11 EXTERIOR FACILITY INSPECTION SCHEDULE.

Twice per year the Contractor shall inspect, and repair exterior of dormitories, includes pressure wash of storage building, courtyards, decks and pavilions, patios, trash enclosures, fences, motorcycle and bicycle shelters, firepits, brick multi knee walls, and sidewalks by schedule, at a time mutually agreed upon between the COR and Contractor. Repairs include pointing of cracked and missing masonry joints, touch-up painting of exterior surfaces and painting of new materials used for repairs. Repairs to concrete and asphalt surfaces exhibiting cracks, pitting, spalling and heaving.

2.12 DOCUMENTATION AND RECORDS.

All written and electronic documentation, records, schedules, data, reports, preventive maintenance inspections etc., as described in this PWS that are the responsibility of the Contractor, are the property of the Government and shall remain so even upon completion of this contract. The Contractor shall always keep these items current. The Contractor shall turn over all documentation and records to the Government in electronic format upon completion of the contract. Documentation and records shall be always available for audit and review by authorized Government personnel. Including, but not limited to, the CO, COR, Government auditors, Government IG, and higher Air Force Headquarters.

2.12.1 RECORDS.

The Contractor shall create, maintain, and dispose of only those Government required records specifically cited in this PWS in SEDS. If requested by the Government, the Contractor shall provide the original record or an electronic copy of any such record within one (1) workday of receipt of the request.

2.12.2 FACILITY FILES.

A facility folder for each dorm/dorm room shall contain the original copy of each completed J.O. for all work accomplished. Including AF 1219s for COMs and warranty information in hardcopy. Facility files and their contents shall be scanned, and electronic versions uploaded into facility files created on the SEDS.

Information shall be correct, current and remain the property of the United States Government. Once information has been uploaded to SEDS hard copies shall be disposed of. Contactor shall ensure disposal method is appropriate for records containing Personal Identifying Information (PII). Upon Contract termination all records created during the life of this contract shall be available on the SEDS.

2.13 BUILDER.

The Air Force is required to use BUILDER Sustainment Management System (SMS) to help develop when, where and how to best maintain buildings and building infrastructure. The Contractor will be required to take Builder Level 1 & 2 training through AFIT. The Contractor shall assist in the collection of Inventory and Condition assessment information, and then provide the relevant data to the COR. The COR will review data before submitting to CES/CEOER for input into the BUILDER SMS system.

2.13.1 BUILDER INPUTS.

Using BUILDER, the Contractor will perform Facility Condition Assessment (FCA). The contractor shall provide the COR updated assessments of existing equipment, assessments of newly identified equipment, and identified equipment that has been removed or should not be inventoried per the USAF Built Infrastructure Inventory and Assessment Manuals. The Contractor shall emphasize the importance of data quality to ensure the data reflects what is physically on site. The Contractor shall verify inventory data/quantity, provide appropriate comments, and verify component-section details (e.g., model number). It will be up to the Contractor to ensure that data is updated during change of occupancy maintenance, when new building systems are updated or when major maintenance and repair is performed. Since there is a 30-day shelf life for inputting BUILDER data all BUILDER data must be submitted to the COR within 20 days of collection

2.13.2 BUILDER REQUIREMENTS.

The contractor is required to follow the direction of the USAF SMS Playbook to inventory and assess and maintain the data at the prescribed frequency, the current frequency is every five years at a maximum. More frequent validations may be required to support facility projects and Air Force funded repairs. The contractor shall supply the COR with update equipment list (Old-New Equipment) within ten days of the removal or installation of equipment under their control. The Contractor is required to obtain and validate data through field research, existing documentation, BUILDER reports, and interviewing of Air Force Civil Engineer personnel at the base. The Contractor shall apply the direct rating method to assess the components/component-sections within a facility in accordance with the USAF SMS Playbook and USAF Built Infrastructure Inventory and Assessment Manuals for all disciplines. Contractor shall possess the skills and experience, as detailed in BUILDER.3.3.9 (or most current version) assessment manuals, to collect the data used to assess the condition of building physical components (B20 Exterior Enclosure, B30 Roofing, C10 Interior Construction, C30 Interior Finishes, D20 Plumbing, D30 HVAC, D40 Fire Protection, D50 Electrical). The Contractor shall provide his own computer hardware, that supports using BUILDER and BRED, as required to accomplish the work.

2.14 JOB ORDERS

2.14.1 JOB ORDER (J.O.) SYSTEM.

The contractor shall utilize a Commercial Off-The-Shelf (COTS) Internet based facility maintenance system to record and manage all work performed under this contract. CORs and CO shall be given read-only access to the system. The Contractor shall record and maintain all work data performed under this contract. A J.O.

record shall be created by Contractor personnel for each category of work, for example, all service calls, preventive maintenance inspections and COMs. The type of data that shall be entered for each J.O. is discussed below.

2.14.2 INITIATION OF JOB ORDERS.

A separate J.O. is required for each item of work specified. Example: If the Contractor receives a service call and the Occupant or COR specifies three separate problems (i.e., clogged bath drain, loose door handle and ceiling fan inoperable) a separate J.O. is required for each task, for a total of three (3) J.O.s, from one (1) service call. A new J.O. shall not be prepared when the Contractor is responding to a repeat call where the original service was not performed properly or corrected by Contractor personnel. Existing J.O. shall be annotated “Repeat” if same job is called in within 72 hours of completion.

2.14.3 JOB ORDER DATA.

Information included in the above J.O. system, by the Contractor, shall as a minimum, satisfy the reporting requirements required in paragraph 2.14.1. All J.O. data related to COMs, dorm room maintenance, service calls, preventive maintenance, cleaning, alterations, and all J.O.s performed, shall be documented. As a minimum, the specific data required for J.O.s shall include, J.O. number, service required, dorm and room numbers, date and time of call, date/time/name of Contractor personnel assigned, material costs (unit and total), man-hours used, name of requester, duty phone numbers, classification of service call (emergency/urgent/routine), required completion date, occupant or COR signature, and remarks. Data supporting reimbursable items, including, but not limited to sole source and competitive quotes. The sources for quotes shall be maintained. The Contractor shall sequentially number each J.O. from the start of the contract to the end. A separate sequentially numbered system will be maintained for each category of work (i.e., service calls, recurring inspections, COMs, etc.)

2.14.4 JOB ORDER FORMS.

Job Orders shall include the occupant’s or COR’s signature and date/time of completion of work. Job Order form developed becomes the property of the Government upon termination of the contract. The Contractor shall assure all J.O.s are recorded in SEDS at the time the call is received and responded to within specified time frame.

2.14.5 JOB ORDER SYSTEM FOR PREVENTIVE MAINTENANCE INSPECTIONS.

The specific items applicable to the service being performed shall be completed on the J.O. Multiple problems may be identified at the same address and shall be included on the same J.O. Separate J.O.s shall be prepared for all work identified other than a preventive maintenance deficiency. The Contractor shall perform all repair work identified on the inspection, on a separate J.O. within three (3) working days after inspection.

2.15 SERVICE REQUESTS.

2.15.1 RECEIPT OF SERVICE CALLS.

Service calls shall be initiated by submission through the SEDS, Air Force (AF) connect app or similar, emailing directly, Internet based Facility Maintenance System or by phone call. Contractor shall be responsible for continually monitoring SEDS drop off site for new work submissions. Contractor shall also receive service requests (by a live human voice) 24 hours a day, seven (7) days a week, including holidays.

During normal duty hours (Monday thru Friday, 0730 to 1630), all calls shall be logged in as stated below and responded within the timeframe stated in Appendix B. After normal duty hours, weekends and holidays, all calls shall be logged in as stated below and COR or occupant contacted on the next duty day to schedule an appointment. However, emergency calls shall be responded to within the timeframe stated in Appendix B, to include after normal duty hours, weekends, and holidays. Upon receipt of each service request, the Contractor shall provide the occupant or COR with the J.O. number, service call category of work requested and establish a date/time with the occupant or COR to meet at the dorm room to perform the service. Upon completion of service calls the J.O. shall be signed and dated by the occupant or COR.

2.15.2 SERVICE CALL TIMELINESS.

2.15.2.1 EMERGENCY AND URGENT.

When emergency or urgent work is in progress and completion prior to 4:30 p.m. is impossible, the Contractor shall continue the work to a point of safe utilization and welfare of the occupants, regardless of the time required. The COR and dorm resident shall be fully apprised of the situation. Completion of work required beyond the point of safe utilization shall be continued the following workday as a routine service call.

2.15.2.2 AIR CONDITIONING/HEATING.

When an air conditioning or heating system is out of order and the Contractor cannot put the system back into service within the…