Attachment_1_PWS_Novato.pdf

PERFORMANCE WORK STATEMENT (PWS)

NOVATO HOUSING MAINTENANCE SERVICES

CONTRACT/RFQ#: 70Z08422QALAM0003

ATTACHMENT 1

1. DESCRIPTION OF SERVICES

1.1 SCOPE

The Contractor is expected to provide comprehensive housing maintenance services as described herein for all Coast Guard military housing facilities located in Novato, CA by means of a combination Firm- Fixed-Price (FFP) and Estimated Quantity Items (EQI) contract. The scope of this specification includes the maintenance and repair of Military Family Housing (MFH), Representational Facilities (REPFAC), Unaccompanied Personnel Housing (UPH) units, Guest Housing in Novato, associated real property, common areas, equipment, systems, and household appliances. The scope includes grounds maintenance for the entire housing area. The scope also includes management of all services to ensure use of competent personnel, and timely and accurate completion of all work to provide clean, safe and habitable units. All work shall be performed in accordance with Means Facility Maintenance Standards where applicable, manufacturer’s recommendations, national codes (Electric Code, Plumbing Code, International Residential Code (IRC), etc.), Industry Standards (American Concrete Institute, Carpet and Rug Institute, Gypsum Association, etc.), and applicable Federal, State, and Local rules and regulations, and standard commercial practice unless otherwise specified herein. Military housing maintenance applies to, but is not limited to, all of the housing units, garages, playgrounds, grounds maintenance, office janitorial, utility infrastructure, the housing office and other miscellaneous buildings, atonements, driveways, & sidewalks. All Spanish style housing in Novato are listed on the national Historic Register and must be maintained up to original standard.

1.2 GENERAL

The Contractor shall provide personnel, equipment, tools, materials, supplies, transportation, management, supervision, and other items and services necessary to perform the services defined within this Performance Work Statement (PWS), except as specified under “Government Furnished Property, and Utility Services.” All replacement parts and materials shall meet or exceed the quality of existing parts and materials. The Contractor shall perform all administrative services, such as material requisitioning, quality control (QC), financial control, correspondence and records management, in order to meet all PWS service requirements. The Contractor shall compile, maintain, and submit to the Government historical data, required reports, and information as specified in the Contract Deliverables.

1.3 HOURS OF OPERATION

1.3.1 STANDARD WORK HOURS: The Contractor shall schedule, inspect, and perform services during the Government’s regular working hours, which are from 0800 to 1630, Mondays through Fridays except (a) Federal holidays and (b) other days specifically designated by the Contracting Officer (KO). The holidays are New Year’s Day, Martin L. King’s Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day, and/or any other day designated by the President’s Proclamation/Executive Order. Scheduled services that fall on holidays shall be performed before, or the following workday after, the holiday. If the Contractor desires to carry out work on Saturday, Sunday, holidays or outside the Housing Office’s regular hours, they may submit an application to the KO for consideration 48 hours prior to commencement of proposed time changes. Approval is at the sole discretion of the KO. NOTE: This requirement is not applicable to emergencies.

1.3.2 SERVICE CALLS: Service Calls, regardless of category, shall be received 24 hours a day, 7 days a week, see Paragraphs 4.1.1 and 4.1.5. Service call work shall be accomplished during the time periods shown below.

CATEGORY DAYS OF WEEK TIMES

EMERGENCY 7 days per week 24 hours per day URGENT Monday through Friday 0800-1630

1.4 WARRANTIES

1.4.1 WARRANTY OF WORK: The Contractor shall warranty all work for 30 days or the manufacturers’ warranty; whichever is longer. Repair/rework of any failure during the warranty period shall be accomplished at no additional cost to the Government. This includes work that is unsatisfactory or an installed part that has failed due to poor workmanship, or manufacturer’s defect. The manufacturer’s material warranties shall still apply for their full period.

1.4.2 EQUIPMENT UNDER MANUFACTURER’S OR INSTALLER’S WARRANTY:

Equipment, components, and parts, other than that installed under this contract, shall not be removed or replaced or deficiencies corrected while still under warranty of the manufacturer or the installer. All defects in material or workmanship, defective parts, or improper installation and adjustments found by the Contractor shall be reported to the Contracting Officer’s Representative (COR). The Contractor shall be knowledgeable of the equipment, parts, and components under warranty and the duration of such warranties. The Contractor shall protect all warranties by fully complying with provisions and restrictions of warranties. Available warranty information will be furnished to the Contractor during the Contractor phase-in period.

1.4.3 INITIAL STATUS REPORT:

The Contractor shall prepare and submit to the KO and the COR a report listing any deficiencies that would require corrections to bring equipment and grounds up to an acceptable and satisfactory condition. This report is due within 30 days of the Contract start date, see Paragraph

5. The Contractor and the COR shall review the report to verify problem areas for which the Contractor will not be held responsible.

1.5 AUTHORITY TO REPLACE

The COR may require the Contractor to replace an item in lieu of repair when it is in the Governments best interest. Replacement is inclusive of all work and is subject to the liability limit under Paragraph 4.5 if initial repair was a service call. Appliances may be replaced when they are beyond economic repair in accordance with Paragraph 4.6.16.1.

1.6 OTHER GOVERNMENT CONTRACTS OR AGREEMENTS

The Government may undertake, award, or obtain or enter into, other contracts or agreements to augment these services. The Contractor shall cooperate fully with other Contractors, augmentees and Government employees. The Contractor shall not commit or permit any act that will interfere with the performance of work by any other Contractor, augmentee, or Government employees, or with the proper execution of Government business.

1.7 REPLACEMENT, MODERNIZATION AND RENOVATION

During the term of the contract, the Government may replace, renovate, or improve family housing units, systems, facilities, components, and fixtures by means not associated with this contract. All replaced, improved, updated, modernized, or renovated equipment, fixtures, facilities, components, and systems shall be maintained, operated, and/or repaired by the Contractor at no additional cost to the Government, unless there is a resulting increase or decrease in contract requirements. All such changes shall not preclude the Contractor from performing maintenance work. If additional preventive maintenance or other services are required which would increase or decrease the Firm Fixed Price work by more than 15% of estimated quantities identified in the historical workload, a modification will be negotiated with the Contractor.

1.8 CONDITIONS AFFECTING CONTRACTOR PERFORMANCE

The Contractor shall report any circumstances or factors relative to the condition of assigned facilities, equipment or grounds that may affect the Contractor's ability to perform work. This includes but is not limited to: unhealthy or hazardous conditions; unusually soiled or damaged objects; major obstructions; any other condition or presence that could delay or impede the Contractor's ability to perform work. Such reports shall be made as expeditiously as possible to the COR but no later than close of business on the same day, see Paragraph 5.

1.9 SAFETY

The Contractor shall provide assistance to the Coast Guard Safety Office to escort Federal and/or State OSHA inspectors if a complaint is filed. Any fines levied on the Contractor by Federal or State OSHA offices due to safety/health violations found to be the Contractor’s responsibility shall be paid promptly by the Contractor. The Contractor shall handle and store all combustible supplies, materials, waste and trash in a manner that prevents fire or hazard to persons, facilities, and materials. Contractor employees operating critical equipment shall be trained to properly respond during a fire in accordance with activity instructions.

1.9.1 SAFETY PLAN: The Contractor’s Safety Plan shall include, but is not limited to, required personal protection equipment, proper use of tools and equipment, ensuring the protection of property (Government, Resident and Contractor), required safety meetings and training, safety equipment in workspace (eyewash stations, first aid kits, etc.). The Safety Plan shall be submitted to the KO/COR no later than 15 days after award of contract, see Paragraph 5.

1.9.2 CONTRACTOR ACCESS TO CONFINED SPACES: All Contractor work requiring entry to any confined space are subject to the requirements of COMDTINST M5100.47 Safety and Environmental Health Manual, Chapter 6, Confined Space Safety Requirements.

1.9.3 CONTRACTOR HOT WORK: All Contractor work which may produce or require flame, spark, or sufficient heat to cause auto-ignition are subject to COMDTINST M5100.47 Safety and Environmental Health Manual, Chapter 9, Shore Facility Fire Safety.

1.9.4 FLAMMABLE STORAGE: The Contractor shall provide approved storage facilities meeting National Fire Code 30, Flammable and Combustible Liquids Code, requirements for storage of flammable materials.

1.9.5 ACCIDENT REPORTS: The Contractor shall report to the COR, within 24 hours, any accidents which occurred on Government property, see Paragraph 5.

1.10 DEBRIS AND DISPOSAL

Debris shall not be allowed to spread into adjacent areas or accumulate in the work area itself.

All debris shall be cleaned up and removed daily and at the completion of the job. In addition, the Contractor shall clean up and remove all dirt, debris, spills and overflows generated as a direct cause from a component failure and/or as directed by the COR. Debris, rubbish, hazardous waste and unusable material resulting from the work under this contract shall be disposed of by the Contractor at his own expense off of government property. The Contractor shall dispose of hazardous waste in accordance with the Resource Conservation and Recovery Act (RCRA) and its associated State and Local regulations.

1.11 ENVIRONMENTAL PROTECTION

1.11.1 GENERAL: The Contractor shall comply with all Federal, State and Local requirements in the handling, storage and disposal of hazardous waste, universal waste, and non-hazardous waste. The Contractor is responsible for the temporary holding and storage of hazardous, universal, and non-hazardous wastes until such items can be disposed of appropriately by the Contractor. The Contractor shall coordinate all environmental protection matters with the KO.

The Activity Environmental Protection Coordinator or other authorized officials may inspect any of the facilities operated or maintained by the Contractor at any time and without prior notice. If a regulatory agency assesses a monetary fine against the Government for violations resulting from Contractor actions, the Contractor shall reimburse the Government for the amount of the fine and related costs. The Contractor shall clean up any oil or chemical spills resulting from his/her operations at his/her own expense. The Contractor shall not create a nuisance or hazard to the health of military or civilian personnel.

1.11.2 CLEANING MATERIALS: Cleaning solutions shall be used in strict conformance with the product's Environmental Protection Agency (EPA) or State of California requirements. All manufacturer's instructions and recommendations for the use of cleaning solutions shall be strictly followed. In addition, the Contractor shall comply with all Federal, State, or Local laws and regulations concerning the use, storage, and disposal of hazardous materials.

1.11.3 VOLATILE ORGANIC COMPOUNDS (VOC) COMPLIANCE PLAN: The

Contractor is required to comply with local VOC laws and regulations and shall have an acceptable VOC compliance plan. The plan shall demonstrate that the use of paints, solvents, adhesives and cleaners comply with local VOC laws and regulations governing VOC materials, and that all required permits have been obtained or will be obtained prior to starting work involving VOC's, in the air quality district in which the work will be performed.

1.11.4 CONTAMINATED WASTE WATER MANAGEMENT: The Contractor shall not discharge contaminated waste water to any storm drain, grass area, side-walk, street or any other surface area.

1.11.5 HAZARDOUS MATERIALS: The Contractor shall develop and maintain a hazardous materials inventory list, to include all Safety Data Sheets (SDSs), of all hazardous materials to be used as required to perform the scope of work specified under this contract. The Contractor shall submit the list within 15 days after award and upon update of the inventory list as appropriate, see Paragraph 5. A copy of the inventory list and SDSs, and any future updates, shall be submitted to the COR.

1.12. KNOWN HAZARDOUS MATERIALS

1.12.1 ASBESTOS: Asbestos containing materials may be present in the Novato Spanish style housing sites to include, but not limited to, floor tiles, pipe insulation, exterior siding and some older furnaces/boilers. The Contractor shall take all necessary actions to avoid removing, sanding, abrading, or disturbing asbestos material. The Contractor shall exercise extreme caution around any item or material suspected of containing asbestos. The Contractor shall review and comply with COMDTINST 6260.16 (series) (Asbestos Exposure Control Manual), conduct site investigations, and arrange and pay for any testing required by a certified and approved Asbestos Laboratory prior to performing any work that may potentially disturb asbestos containing materials. This includes, but is not limited to, floor tile removal, carpet removal where floor tile exists below the carpet, insulation, etc. Asbestos and asbestos contaminated materials shall only be handled and disposed of by authorized EPA certified personnel. The Contractor shall provide and display clearly marked “Warning” or “Danger” signs that indicate the presence of asbestos material. This includes all areas where the handling, cutting, insulating, repairing and removing of asbestos is present. The Contractor shall post these signs at such a distance that residents may read the signs but not be in contact with potentially existing asbestos material. The Contractor shall post these signs IAW 29 CFR 1910.145. If required abatement or containment is beyond the scope of the approved work order, the Contractor shall stop work and notify the KO. All abatement, containment, handling, and/or disposal of asbestos and asbestos contaminated materials shall be completed IAW all applicable Federal, State and Local laws, including current regulations issued by the EPA, OSHA, the USCG, and the State of California. The Contractor shall also be responsible for the proper documentation, record keeping and clearance sampling/testing.

1.12.2 MERCURY AND SODIUM VAPOR: The Contractor may encounter fluorescent light bulbs containing mercury and/or sodium vapor. When disposing of spent mercury, sodium vapor, high intensity discharge and fluorescent lights, the Contractor shall comply with all applicable Federal, State and Local Environmental regulations.

1.12.3 LEAD ABATEMENT: In certain locations in Novato Spanish style, lead based paint is present on painted surfaces. The Contractor shall take all necessary actions to avoid removing, sanding, abrading, or disturbing lead containing material. All work that involves scraping, drilling, sanding, burning, or removing surface coatings containing lead which exceeds 0.06% by weight shall be completed using lead abatement procedures. The Contractor shall follow the EPA rules outlined in 40 CFR Subpart E when performing renovations and repairs to buildings that have a possibility of disturbing lead paint. The Contractor shall follow the guidelines in the Environmental Protection Agency publications to include, but not limited to, EPA-740-F-08-002 Renovate Right and EPA-747-K- 99-001 Protect Your Family from Lead in Your Home. All lead abatement Contractors utilized by the Contractor shall be licensed by the State of California.

The Contractor shall conduct site investigations and arrange and pay for any testing required prior to performing any work and forward all results to the COR. The Contractor shall provide and display “Warning” or “Danger” signs in all areas where lead abatement is taking place. The Contractor shall post these signs at such a distance that personnel may read the signs but not be in contact with potentially existing lead material. The Contractor shall post these signs IAW 29 CFR 1910.145, paragraph (d)(4). If beyond the scope of the approved work order, the Contractor shall submit a new work request. All abatement and/or containment work shall be completed IAW all applicable Federal, State and Local laws. The Contractor shall ensure all lead paint removal operations are performed within a lead control area so that airborne lead concentrations outside the control boundary area are at less than 30 micrograms per cubic meter of air at all times. At no time will outdoor lead based paint removal operations be conducted when wind conditions exceed 10 miles per hour. The Contractor shall remove and package for disposal any paint and miscellaneous materials containing lead in excess of the above standard encountered while performing work. The Contractor shall also be responsible for the proper documentation, record keeping and clearance sampling/testing.

1.12.4 REFRIGERANTS: HVAC systems containing refrigerant must be maintained and repaired by a technician certified under Section 608 (Clean Air Act). The Contractor shall submit to the KO/COR copies of their HVAC license(s) within 15 days of award, see Paragraph

5. The Contractor shall maintain records of all refrigerant use along with leak and repair maintenance. These records shall be made available to the COR upon request. Refrigerant must be recycled and reused when possible. The venting of refrigerants is not permitted. All equipment used for recovery and recycling of refrigerant must have Environmental Protection Agency (EPA) approval documentation. All appliances taken out of service must have refrigerant removed and a certification statement attached to the appliance stating the date and responsible party for said removal. Mixed refrigerants must be disposed of at an approved facility.

1.13 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. The Contractor will not be involved with charge disputes except through possible validation of damage, and only then through the COR.

1.14 RECYCLING REQUIREMENTS

1.14.1 RECYCLING REQUIRED: In the course of performing military family housing maintenance under this contract, the Contractor will encounter a vast range of items which when disposed of are to be recycled. Some examples are green waste, bathroom fixtures, electronic waste, fluorescent lighting tubes, compact fluorescent light bulbs, hot water heaters, and furnaces, acrylic countertops, etc. The Contractor shall ensure that any reasonable disposal item capable of recycling shall be recycled. The Contractor shall submit a report to the COR, by the first of every month, quantifying and listing each type of material or waste recycled during the previous month, see Paragraph 5.

1.14.2 USE OF POST CONSUMER RECYCLING MATERIALS: In an effort to minimize the impact on our landfills, and in support of the California Integrated Waste Management Act (AB 939), the Contractor shall purchase post-consumer recycled materials for contract use, whenever possible and practical, during the performance of this contract. Within 15 calendar days of contract award, the Contractor shall submit a list of all post-consumer products expected to be used in the performance of this contract, see Paragraph 5.

1.15 ENERGY AND UTILITY CONSERVATION

The contractor shall comply with all applicable requirements in COMDTINST M4100.2E (25 Mar 2014) Energy Management Policy. Mechanical equipment controls in housing units for heating shall be set to the lowest possible setting above 40 degrees F.

1.16 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 LASs. The Contractor shall provide sufficient personnel for emergency plumbing, heating, A/C, structural or electrical work resulting from these unforeseen conditions.

1.17 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.

1.18 TRANSITION OF CONTRACTOR OPERATIONS

In the event of award to a contractor other than the incumbent, the successor Contractor shall be responsible for all operations as of the contract start date.

1.18.1 TRANSITION PERIOD: In order to affect a smooth transition, the Contracting Officer will identify a period of time immediately prior to the contract start date to allow the successor Contractor’s personnel to observe any operations of the incumbent contractor to include office functions, procedures, and operations; repair and maintenance operations; and any other operations as deemed necessary by the successor Contractor that will enable their personnel to become both knowledgeable in, and familiar with, their assigned areas of responsibility. The succeeding contractor shall fully cooperate with the incumbent contractor and the Government so as not to interfere with operations or duty responsibilities.

1.18.2 PHASE-IN/PHASE-OUT PLAN: The Contractor shall provide a phase-in/phase out plan within 10 days prior to contract start date. The phase-in/phase-out plan shall describe actions, plans and procedures to ensure (1) a smooth transition from contract award to full operational status and (2) a smooth transition from contract performance in the current term to performance, perhaps by a different contractor, in another term. The phase-out portion of the plan shall be updated 30 days prior to completion of the contract. The phase-out portion shall include provisions for completion of appropriate Contractor responsibilities should there be a contract termination proceeding.

1.18.3 PHASE-IN: The Contractor shall assume total responsibility for all operations required by the contract as of the first day of the contract period. Therefore, as of the contract start date, the Contractor shall provide a workforce fully qualified and capable of performing all work required under this contract, as well as all equipment, tools, materials and supplies to ensure capability of performing contract requirements. Beginning 30 calendar days prior to the contract start date, the Contractor will be permitted to observe any operations of the Government and incumbent contractor. These observations include but are not limited to those pertaining to office procedures and operations, repair/maintenance operations, and any other operations deemed necessary by the incoming Contractor that will enable his personnel to become both knowledgeable and familiar with their assigned areas of responsibility. The Contractor shall ensure, during phase-in activities, that: he shall not interfere with productivity;

he shall coordinate all visits in advance and arrange to be accompanied by a Government employee previously designated for that purpose; he shall confine his activities to those which can only take place prior to the contract period. Discussions with Government or Contractor’s employees while they are on duty shall be coordinated by the designated Government representative. During this phase-in period, the Contractor has no responsibility for the services required in this contract.

1.18.4 PHASE-OUT PERIOD: The Contractor shall present a detailed plan for any phase-out period, regardless of precipitating reasons. The plan shall include procedures for minimizing impact on performance in compliance with standards in the contract. The plan shall also (1) present procedures for retaining the required staffing level (including key personnel) necessary to provide complete contractual support through expiration of the contract and (2) describe in detail how responsibility and accountability will be relinquished for all Government-provided items. Beginning 30 calendar days immediately prior to the end of the contract period, the Contractor will be required to allow personnel from the Government and/or from a successor Contractor to observe daily operations covered under this contract. During this “phase-out” period the Contractor will remain totally responsible for the services required in this contract. The Contractor shall not defer any needed repairs or maintenance for the purpose of avoiding responsibility to the successor contractor. The Contractor shall coordinate activities with the incoming Contractor to effect a smooth and orderly transition at the end of the contract period. The Contractor shall remove all Contractor-owned equipment, tools, parts and belongings from the Government-provided facilities by midnight on the last day of the contract. The Contractor shall provide on-the-job familiarization for the incoming Contractor as required.

1.18.5 COSTS: All costs of phase-in are the responsibility of the succeeding contractor and all costs of the phase-out are the responsibility of the incumbent contractor.

2. PERSONNEL REQUIREMENTS

2.1 EMPLOYEES

2.1.1 PROJECT MANAGER (PM) AND ASSISTANT PROJECT MANAGER (APM): The Contractor shall provide an on-site PM who shall be responsible for the performance of the work.

In addition, the Contractor shall provide APM, who can act for the Contractor when the PM is absent. They shall be designated in writing to the KO and will attend the Pre-Performance Conference. The Contractor shall submit, in writing, to the KO any management personnel change 24 hours prior to the change. The PM or APM shall be available within 30 minutes during normal duty hours from Monday thru Friday to meet with Government personnel. After normal duty hours, the PM or APM shall be available within 1 hour. The PM and APM shall be able to read, write, speak, and understand English at high school level.

2.1.2 LIST OF CONTRACTOR PERSONNEL: The Contractor shall provide, in writing to the KO and COR, a listing of Contractor personnel. The listing shall also identify any Sub- Contractors. The initial submission shall be made no later than five calendar days prior to the beginning of the performance period, see Paragraph 5. The Contractor shall ensure that the list of Contractor personnel remains current and shall notify the KO and COR within 5 working days, in writing, whenever changes are made. This personnel listing shall also include the following information for each Contractor/Sub-Contractor employee:

Full name of each employee Job title or position Permanent or part-time status

2.1.3 LICENSES/CERTIFICATIONS: The Contractor shall have, or ensure that employees performing work have the required current and valid California professional license or will be working under the supervision of an employee so licensed before starting work. The Contractor shall be responsible for obtaining any necessary licenses and permits, giving all notice and complying with any applicable Federal, State, Local, and municipal laws, codes, ordinances, and regulations in connection with the business carried on under this contract. All licenses, bonding, or certifications shall be provided to the KO before the contract start date and shall be updated as employees change, see Paragraph 5.

2.2 APPEARANCE

Contractor personnel, to include Sub-Contractors, shall present a clean, neat appearance and be easily recognized. All personnel shall be identifiable by Contractor identification worn on the outer clothing, and be visible at all times. All employees that come in contact with occupants in the performance of their duties shall be able to understand and speak English. The Government reserves the right to remove from the housing site any contract employee the KO deems incompetent, careless, or otherwise objectionable.

2.3 EMPLOYEE IDENTIFICATION

All Contractor/Sub-Contractor employees shall be identified by a distinctive nameplate, emblem, or patch attached to a prominent place on an outer garment. Contractor personnel shall have photo identification at all times while working on Government facilities. Contractors shall provide the COR with 24 hours advanced notice if personnel, other than those already included on the listing, need access to the Government facility to include all Sub-Contractors. Contractor personnel will be restricted to designated working areas. Any personnel violating this policy may lose access to the Government facility.

2.4 SECURITY REQUIREMENTS

2.4.1 CONTRACTOR EMPLOYEES AND VISITORS (Post-Award Access To Government Facilities and IT Systems): All personnel employed by the Contractor (including Sub- Contractors) in the performance of this contract or any representative of the Contractor entering the Government installation, shall abide by all applicable security regulations and shall be subject to such security checks as may be deemed necessary by the Government. The Government reserves the right to direct the Contractor to remove from performance under this contract any employee for misconduct or security reasons. This will not relieve the Contractor from contract performance, or allow for any equitable adjustment to the contract. Contractor employees shall not receive visitors without the express permission of the KO, COR, or Security Officer. Contractor employees shall not loiter in any working areas or otherwise unauthorized areas.

2.4.2 BADGES: Currently, the Contractor will not be required to obtain a Coast Guard badge for all employees. However, if at any time security measures deem it necessary, all Contractor employees shall obtain the required Coast Guard employee badge, without charge. Employee identification shall not be substituted for station required passes or badges. When an employee leaves the Contractor’s service, the employee’s pass and badge shall be returned to the Coast Guard immediately. The contractor employees that will need a Common Access Card (CAC) to utilize the Shore Asset Management System (SAMS) are to comply with Homeland Security Presidential Directive (HSPD) 12. This will require a security background check to be completed prior to issuance of the Government CAC.

2.4.3 KEY CONTROL: The Contractor shall establish and implement methods of ensuring that all keys issued to the Contractor by the Government are not lost, misplaced, or used by unauthorized persons. The Government will furnish the Contractor a lock box key to allow access to the housing unit for Change of Occupancy Maintenance (COM). Keys for empty units or occupied units requiring emergency service calls will be provided by the Housing Office.

2.4.3.1 Duplication of Keys: The Contractor shall not duplicate keys issued by the Government unless authorized by the COR in writing.

2.4.3.2 Lost Keys: The Contractor shall notify the COR immediately of any use of keys by unauthorized persons or lost keys, see Paragraph 5. The Contractor shall be responsible for the cost of replacing any keys that are lost by his personnel. The Government may, at its option, require the Contractor to replace keys, or reimburse the Government for replacement of locks, “lock boxes,” or re-key as a result of the Contractor losing keys.

2.4.3.3 Prohibited Use: The Contractor shall prohibit the use of keys issued by the Government by persons other than Contractor employees. Opening of locked areas by Contractor employees to permit entrance to persons other than Contractor employees engaged in performance of Contract work requirements in those areas is strictly prohibited. The Contractor shall establish and implement methods of ensuring that lock combinations are not revealed to unauthorized persons.

3. APPLICABLE PUBLICATIONS, FORMS, AND REGULATIONS

3.1 GENERAL INFORMATION

3.1.1 Publications, forms, and regulations that apply to this PWS are listed in the Publications and Forms Table. The publications, forms, and regulations are mandatory and reflect versions that are current at the time of contract award. The Contractor is obligated to follow those publications and regulations and use those forms to the extent specified in other sections of this PWS. The Government shall provide established USCG publications, forms, and regulations to the Contractor at the start of the contract period. The Contractor is responsible for obtaining all Non-Coast Guard publications as needed. Supplements or amendments to listed publications from any organizational level may be issued during the life of the contract. The Government will provide follow-on requirements to the Contractor when changes occur. The Contractor shall maintain technical and reference materials and data supplied to the Contractor for the entire period of performance. The Contractor shall order, maintain, and update the publications and forms listed below. The Contractor shall also ensure that equipment manuals and other appropriate technical data are obtained as the materials become available.

3.1.2 The Contractor shall immediately implement any changes and notify the KO of the changes in writing. Should an increase or decrease in contract price result, the Contractor shall provide a proposal, within 30 calendar days following receipt of the change, for such an increase or reduction to the KO. The KO and the Contractor shall negotiate the change into the contract.

Failure of the Contractor to submit a price proposal within 30 calendar days of the change entitles the Government to performance according to such change at no increase in contract price.

3.2 PUBLICATIONS AND FORMS

Document Publication Title

USCG PUBLICATIONS

COMDTINST M5100.47 (series) Safety and Environmental Health Manual COMDTINST M5375.1 (series) Limited Personal Use of Government Office Equipment COMDTINST M11000.7 Civil Engineering Facility Energy Manual COMDTINST M11000.11 US Coast Guard Real Property Management Manual COMDTINST M16478.1 (series) Hazardous Waste Management Manual

FEDERAL PUBLICATIONS

5 CFR 2637 Regulations Concerning Post-Employment Conflict of

Interest 5 CFR Part 2641 Post-Employment Conflict of Interest Restrictions 29 CFR (OSHA) Labor 29 CFR 1910.120 Occupational Safety and Health Standards 29 CFR 1910.146 Permit-Required Confined Spaces 40 CFR Protection of the Environment 40 CFR, Chapter I, Subpart J Emergency Planning and Community Right-to-Know Act 40 CFR Part 82 Protection of the Stratospheric Ozone 40 CFR 260 Hazardous Waste Management System, General 49 CFR Transportation 5 USC Sec 552a Privacy Act of 1974 PL 94-580 Resource Conservation and Recovery Act PL 110-140 Subtitle C, Section 522 Energy Independence and Security Act of 2007

Title 18 USC 2071 Concealment, Removal, or Mutilation Generally – Patent Laws

Title 18 USC Sections 793 and 798 Gathering, Transmitting or Losing Defense Information and Disclosure of Classified Information

U.S. Consumer Product Safety Commission PUB 325

Handbook for Public Playground Safety

EPA-740-F-08-002 (2008) Renovate Right

EPA-747-K-99-001 (2003) Protect Your Family From Lead in Your Home OSHA Hazardous Communication Standard

STATE OF CALIFORNIA REGULATION

CA Title 24 California Energy Efficient Standards

LOCAL REGULATIONS

Bay Area Air Quality Management District Regulations, www.baaqmd.gov

COMMERCIAL REFERENCES

AWWA American Water Works Association IBC International Building Code NFPA (All) National Fire Protection Association R.S. Means Facility Maintenance Standards

4. SUMMARY OF SPECIFIC TASKS

4.1 SERVICE CALLS– FFP

4.1.1 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, see Paragraph 1.3.2. 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.

4.1.2 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 2 minutes. The system shall be designed so that callers must only dial one 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/COR within 15 days of award, see Paragraph 5.

4.1.3 SERVICE CALL CENTER MANNING: Telephone answering shall be performed by a person 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.

4.1.4 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 Paragraph 5. Upon receipt of a request for service, the Contractor shall immediately assign a work order with, as a minimum, the service call data shown:

a. Service Call (Work Order) Control number

b. Priority assigned: (Emergency or Urgent)

c. Date/time received from requester

d. Work Location / Address

e. Description of work

f. Name and telephone number of the requester

g. Materials required to correct the problem

h. Cause of problem

i. Actions taken to affect repairs

j. Parts replaced

k. Productive labor hours to complete the repairs or replacement

l. Other labor hours spent on the work order

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

4.1.5. 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:

4.1.5.1. 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, but not limited to, are: 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 3 or more burners inoperative, loss of electrical service, loss of water or gas pressure, or sewage line break. Response time is 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 effect and complete all work within one 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.

4.1.5.2. 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 or less inoperative stove burners and minor leaks on fire hydrants. The Contractor shall respond to an Urgent Service Call within two 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 (Mon.-Fri.). The Contractor shall effect and complete all work within three consecutive workdays, from the date of the scheduled appointment. Service calls shall not be for more than one housing unit per call.

4.1.6. CONTRACTOR IDENTIFIED WORK: During the course of the Contractor’s work day, 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 or property and then contact the COR immediately and provide information as appropriate. For all non-emergency work, the Contractor shall initiate a service call, see paragraph 4.1.

4.1.7 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.

4.1.8 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 type calls are still considered part of the contract’s FFP services. 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.

4.1.9 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, and failure of installed equipment during the warranty period. The Contractor shall complete rework within eight business hours after notification by the COR, except for service calls that have been up-graded to an emergency status, in such case the response time and service requirements for emergency service calls shall apply.

4.1.10 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 as one service call. For example, the Contractor may receive a call to repair a broken door hinge, but when 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, when 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.

4.2 RECREATIONAL AREAS INSPECTION AND REPAIR – FFP

4.2.1 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, tot lots and other recreational facilities, to include fall zone material, three times per week (Monday, Wednesday and Friday). If a Holiday falls on either 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. See Appendix 7 for location of equipment. A report on the condition of the recreational areas and any repairs shall be submitted monthly, see Paragraph 5.

4.3 EXTERIOR LIGHT INSPECTION 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 Paragraph 5.

4.4 ADMINISTRATIVE – FFP

4.4.1 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.

4.4.2 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 15 days after contract completion or termination, see Paragraph 5.

4.4.3 DATA REPORTING AND STATUS UPDATING: The Coast Guard 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 Paragraph 5. 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

4.4.4 EQUIPMENT RECORDS: The Contractor…