Attachment_1_PWS_Petaluma.pdf

PERFORMANCE WORK STATEMENT (PWS)

PETALUMA HOUSING MAINTENANCE SERVICES

CONTRACT/RFP#: 70Z08422QPETA0001

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 Petaluma, 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, 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.

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.

1.4 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 4.1 if initial repair was a service call. Appliances may be replaced when they are beyond economic repair in accordance with Paragraph 4.2.14.4.1.

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 Petaluma 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 Petaluma, 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 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.

1.17 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.

1.17.1 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.

1.17.2 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.

1.17.3 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.

1.17.4 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.

1.17.5 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. The Contractor shall provide an adequate full time site supervisor between 1 May and 31 August. The site supervisor shall have the ability to manage all onsite staff with sound and efficient management practices for each requirement in this contact. Management may be provided from other sites during the remainder of the year.

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 15 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 at the pre-performance conference 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. Petaluma is employing the RAPIDGate system (www.rapidgate.com) and will require personnel working in housing to use this security measure.

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. Personnel working on TRACEN Petaluma will be required to register in RAPIDGate and use a badge from that system. 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 LIABILITY LIMITS FOR FIRM-FIXED PRICE MAINTENANCE SERVICE WORK

4.1.1 LIABILITY LIMITS: Liability limits for Firm-Fixed Price maintenance services are listed below.

Liability costs are inclusive of all direct, and indirect, costs and profit (this includes all labor).

Emergency and Urgent $500.00 per call Recreational Sites, Tot Lots and Equipment $750.00 per site, per week

Note: Complete replacement of all equipment in a single tot lot or playground is excluded.

Individual playground components shall be replaced, if needed, up to the established liability limit above.

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

4.2 ESTIMATED QUANTITY ITEMS (EQI)

EQI are fully funded and ordered via a document/work order issued by the COR to the Contractor identifying work to be accomplished. Any variation in quantities between the EQI Contract Line Item Number (CLINS) X008 through X013 can be ordered so long as the total threshold is not exceeded. EQI work may be ordered separately or in conjunction with a COM using a Call Sheet. Most EQI items listed in Schedule B are common household materials, components, items and equipment that require no further detail or instructions below.

Manufacturer’s instructions and industry standards shall be used when these items are ordered.

4.2.1 CHANGE OF OCCUPANCY MAINTENANCE (COM) WORK: A COM is the maintenance and repair service performed on a housing unit to make the unit ready for the next resident and includes all needed interior and exterior maintenance up to specified threshold limits. The Contractor shall establish and operate a comprehensive COM program to inspect, maintain, service, repair, and/or replace, all interior and exterior components and accessories to preserve the life of the unit and to maintain structural integrity. A COM shall include at a minimum all work items listed in Appendix 3. Threshold limits for tasks accomplished during a COM are listed in Appendix 4. Work, which is beyond the COM threshold, will be ordered as additional Estimated Quantity work using the appropriate CLIN. Work will be ordered by the Government using a “Call Sheet” form. All work required will be listed by Call Sheet number, Address/Location, CLIN, description, quantity required, prices from Schedule B and required start and completion dates. The Call Sheet will state what tasks the Contractor shall be required to accomplish with the turnaround time established by Appendix 5. The Contractor shall notify the COR within 8 hours of receipt of the Call Sheet of any anticipated delay in COM completion.

Units shall be cleaned and ready for occupancy, with all work completed, within the maintenance period timeframe specified. Government Furnished Equipment/Materials for the Petaluma housing site only are listed in Paragraph 8.3.1.

4.2.2 COM INSPECTIONS: The COM process includes three inspections. The Pre-termination inspection, which occurs before the resident moves out, the final termination inspection, immediately after the departing resident moves out, and the final inspection after all COM work is done.

4.2.2.1 Pre-Termination Inspections: The Housing Management Staff will schedule a pre-termination inspection after being advised by the resident of an impending move. This inspection will normally be scheduled 30 days in advance of the resident's move whenever possible. However, in the case of an unexpected transfer of the resident or other unexpected occurrence, the inspection will be scheduled as soon as possible. The Housing Management Staff will typically schedule and conduct a pre-termination inspection without the Contractor present. The COR shall create a draft call sheet from this inspection and provide it to the Contractor for scheduling purposes. During the final inspection the Government may order additional Estimated Quantity work. This additional work shall be scheduled by the Contractor to be accomplished during the COM period. The COR, during the change of occupancy, may require the Contractor to replace an item in lieu of repair.

4.2.2.2 Final Termination Inspection: A final termination inspection occurs immediately after the departing resident has moved out and is attended only by the Government housing representatives and the resident. However, the Government as a result of this inspection may order additional work.

4.2.2.3 Final COM Inspection: The final COM inspection is a quality control/assurance inspection and occurs at the expiration of the Contractor’s COM maintenance period. Contractor attendance is mandatory.

4.2.3 INSPECTION AND REPAIR (IR) SERVICE

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

4.2.3.2 IR Items: The Contractor shall inspect and repair all the systems and equipment listed below for each IR service performed per manufacturer’s instructions or industry standards.

Typically, the Coast Guard accepts the RS Means Facilities Maintenance Standards and preventative maintenance job plans as industry standard for required maintenance of the below equipment. For the water heater, garage door and Heating, Ventilation and Air Conditioning (HVAC) systems the Contractor shall attach an inspection verification tag with the date of the inspection and initials of the technician who performed the work. Inspection criteria for the following items are included in the COM Checklist (Appendix 3).

Range Hoods and Vents Security Light Photo Sensors Garage Doors and Openers Water Saving Devices Water Heaters Water Pressure Regulators Roof, Gutters, and Downspouts Smoke and Carbon Monoxide Detectors tags with dates Fire Extinguishers and Applicable Signage Dryer Vent and Vent Hose Electrical Panels Bathroom/Basement vent fans to include cleaning motors if needed

4.2.3.3 Carbon Monoxide (CO) and Fire Detection

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

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

4.2.3.3.3 Smoke Detectors: The Contractor shall maintain all smoke detectors; replace defective batteries, defective smoke detectors and detectors reaching the expiration date. Smoke detector service shall be performed when ordered as a service call and as an integral part of an IR service (whether as a COM with integral IR, or independent IR). Testing of the detectors in each home shall be done with a smoke can in accordance with manufacturer’s instructions.

4.2.4 CLEANING: The Contractor shall perform various levels of cleaning services as specified herein for vacant units. Where encountered, all furnishings, equipment, and furniture shall be moved as required by the work and protected with suitable waterproof coverings to prevent staining, marring, or other damage. Upon completion of work, items shall be returned to their original locations. All cleaning shall commence and be completed the same day. Ordering of complete unit cleaning, a mini-clean, or partial cleaning services will typically be the result of the former resident not cleaning at all, or insufficiently to pass the Housing Officer’s standards, or may be the result of vandalism to a unit, or could be the result of an initially clean unit sitting empty, for a long period of time, that needs to be re-cleaned. In accordance with Section 9002 of the Farm Security & Rural Investment Act of 2002 and 7 CFR Part 2902, the Contractor is encouraged to give preference to the use of bio-based cleaning products. In the event bio-based products are not used by the Contractor, the Contractor shall maintain written documentation of the decision not to do so (i.e. price, performance, availability, etc.) and make such documentation available to the COR.

4.2.4.1 Complete Cleaning: The Contractor shall provide a Complete Cleaning service when ordered. The following items, not all inclusive, shall be disinfected and cleaned to remove all stains, smudges, dirt, grease, hard water deposits, soap film, swirls, mildew, any foreign matter, and odors without disfiguration, scarring, or damage.

Floors, corners, and baseboards Carpets HVAC Registers Bathroom vent fans Ceiling fans Kitchen sink & fixtures Dishwasher, inside and outside Grout Toilets, inside and outside Bathroom sinks Tubs/Showers Porches/Patios/Balconies Storage rooms Refrigerator, behind, under, inside & outside Stove, behind, under, inside & outside Remove cobwebs, debris, and trash from premises Heating system radiators Interior walls and ceilings Dryer vents Windows, frames, blinds and tracks Patio doors, frames, and tracks Screens and frame Garbage disposal All flat surfaces (e.g. shelves, countertops, & cabinets Doors, frames, and tracks Exterior walls

Garages/driveways Light fixtures Water heater and pipes

4.2.4.2 Mini Clean: The Contractor shall provide a Mini Clean service when ordered.

The Contractor shall sweep and damp mop all floors, and vacuum all carpets. The Contractor shall wipe clean all kitchen countertops and cabinets, sinks, horizontal ledges, and the exterior surfaces of all appliances. The Contractor shall wipe clean all bathroom fixtures and cabinets.

The Contractor shall clean up and remove all insects, webs, nests and droppings. This requirement is intended for use in units that are in a good state of cleanliness and require only minor cleaning.

4.2.4.3 Clean Kitchen Including Appliances: The Contractor shall clean one housing unit kitchen completely. Kitchen cleaning standards for a complete clean shall apply.

4.2.4.4 Clean Bathroom: The Contractor shall clean one housing unit bathroom completely. Bathroom cleaning standards for a complete clean shall apply. The Contractor’s unit price for this service shall be per each bathroom.

4.2.4.5 Shampoo Carpet: The Contractor shall provide dry type carpet shampooing service as ordered. Carpet cleaning standards for a complete clean shall apply. The Contractor’s unit price for this service shall be per square foot. A complete shampoo service shall include carpet vacuuming prior to the shampoo.

4.2.4.6 Pressure Washing: The Contractor shall pressure wash the surfaces of housing units when requested. Surfaces include, but are not limited to, exterior walls, patios, balconies, walkways, driveways, garage doors and exterior glazing. Cleaning shall include the removal of mud, dirt, stains, cobwebs, algae, mold and graffiti.

4.2.4.7 Oversized Item Removal: The Contractor shall remove abandoned oversized items from the interior or exterior of housing units when ordered. Oversize items shall consist of furniture, and other large items. Up to five (5) oversize items shall be removed per order, per unit.

4.2.4.8 Complete Air Duct Cleaning of Housing Unit: The Contractor shall provide a complete air duct cleaning of a housing unit when ordered. The Contractor shall clean the interiors of all ductwork and all air registers inside the unit. The Contractor shall use appropriate machinery, per industry standard, to perform this task, which leaves all ductwork free of dirt, dust, animal dander, pollen, etc. This service shall be performed in accordance with the National Air Duct Cleaners Association (NADCA) standards.

4.2.4.9 Fireplace Cleaning and Inspection: Clean firebox and chimney, inspect for damage inside and out, and check proper operation of dampers as applicable. Work to be completed by certified chimney inspector.

4.2.4.10 Sewer/Storm Drain Lines clean-out: The Contractor shall high pressure hydro-flush underground sewer/storm drain lines to remove any foreign obstructions when ordered.

Excavation and replacement of pipe is not included. Removal and disposal of all debris/objects flushed from the sewer/storm drain lines shall be included. Inspection records, including maintenance and repairs, shall be made available to housing office personnel upon request.

4.2.4.11 Sewer/Storm Drain Line Video inspection: The Contractor shall conduct a video inspection of underground sewer/storm drains…