Attachment 19 - CLS 414 Facility Maintenance_AFH_12 Apr 22.docx

Facility Maintenance Army Family Housing (AFH)

11 May, 2021 Annex I (CLS 414 Facilities Maintenance – Army Family Housing) FRAGO 1 to OPORD 18-011: IMCOM Enterprise Base Operations (BASOPS) Performance Work Statement (PWS) Templates (U)

Table of Contents

1.0 General Information.

1.1 Overview. Family Housing is Government-owned at Dugway Proving Grounds. This includes all housing units, exterior facilities (to include play areas), utility service laterals leading from the point of connection to the facility, and facilities used directly for the owner’s commercial or administrative benefit. The Contractor shall inspect, repair, and maintain all existing Family Housing Units and Structures and their components listed in real property records.

1.2 Components. The Contractor shall perform facility preventive maintenance (PM) and repair of all existing Family Housing units and structures and their components. Family Housing Units and Structures and their components covered under this Common Level of Support (CLS) include, but are not limited to, the following:

a. The utility mains to the point of service connection.

b. Electrical service to the service electrical meter.

c. Water quality to housing units.

d. Street lighting to include transformers.

1.3 Work Management and Control.

1.3.1 Reporting Requirements. The Contractor shall prepare, submit, and maintain all maintenance records, files, and reports in General Fund Enterprise Business System (GFEBS).

1.3.2 Publications and Forms. Specific publications and forms required for the accomplishment of work described in this CLS are listed in TE HHHH.

1.3.3 Facilities Maintenance Instruction. This instruction addresses the Standard Operating Procedure for Maintenance and Repair (M&R) and GFEBS.

1.4 Standards.

1.4.1 Compliance. The Contractor shall comply with all applicable Federal, State, and local laws, Army regulations, standard industry codes and manufacturer’s recommendations while performing any work on Family Housing Units and Structures and their components.

1.4.2 Confined Space Standards. The Contractor shall enter manholes, valve pits, storm water collection systems, and other confined spaces IAW Confined Space Entry regulations and TE DDDD. The Government will provide emergency rescue services required by confined space procedures.

1.4.3 Construction and Demolition (C&D) Debris. The Contractor shall comply with the regulations regarding recycling and redirecting of C&D debris from landfills IAW the Installation’s Integrated Solid Waste Management Plan. Products to be purchased, used, and installed on the installation shall be IAW with the Dugway Proving Grounds Affirmative Procurement Plan.

2.0 Description of Services.

2.1 Scope. The Contractor shall develop and implement a comprehensive preventive maintenance (PM) and minor repair program. PM consists primarily of inspection, cleaning, lubrication, adjustment, calibration, and repair or replace minor parts and components on the utility systems listed in TE P IAW the criteria specified in TE P. Any work that is outside the scope of PMO shall be accomplished via OWO or DMO. The PMO, OWO and other scheduled task frequencies that apply to this CLS service are presented in TE P.

The Contractor shall perform unscheduled tasks when initiated through either a DMO or OWO. Typical unscheduled maintenance and repair work in this CLS service includes, but is not limited to, the following:

a. Leaky faucet or running toilet

b. Electric outage

c. No hot water

d. No heat

e. Clogged sink or toilet

f. Broken garbage disposal, dishwasher, or other appliance

2.2 Assignments and Termination (A&T). The Contractor shall perform the administrative and clerical duties necessary for the A&T of Army housing. The average number of A&Ts occurring the past five (5) years is (164) Assignments and (184) Terminations per year. Refer to TE WWW for complete listing of housing units.

2.2.1 A&T Tasks. The Contractor shall perform A&T tasks IAW Department of Defense (DOD) 4165.63-M DOD Housing Management, AR 420-1 Army Facilities Management, DA PAM 420-1-1 Housing Management, and established local policies and procedures. These tasks shall include, but not limited to, maintenance of housing and resident files, preparation of housing reports, typing and reception duties, use of Automated Data Processing Equipment (ADPE) as necessary for the administration of the A&T process.

2.2.2 A&T Reports. The Contractor shall submit monthly A&T reports to the COR/ACOR outlining inspections/services performed. The reports shall be submitted by the fifth (5th) of the month for the preceding month's activities. Refer to TE DDD, Deliverable 6.081 for guidance.

2.3 Enterprise Military Housing (eMH) System. The Contractor shall use the Enterprise Military Housing (eMH) system as the approved DOD system for the tracking of various information including, but not limited to, assignments and terminations for all housing administrative operations. The Contractor shall coordinate access to the eMH system thorough the KO via the COR and Installation Housing Office (IHO) not later than (NLT) the end of the phase in period.

2.3.1 Visitors and eMH System. The Contractor shall ensure all visitors to IHO are logged into eMH system. The Contractor shall maintain a list indicating the need and purpose of the visit, visitor's name, contact information, and total number of visitors per day. Listing shall be provided upon request to the COR/ACOR or other authorized Government representatives.

2.4 Exception to Policy (ETP). The Contractor shall perform housing assignments (e.g., type and size) IAW AR 420-1. The Contractor shall obtain an Exception to Policy (ETP) in writing from the COR/ACOR via the Garrison Commander/Manager if a variance to this requirement is requested. A copy of the ETP shall be maintained in the resident's file.

2.5 Assignment Orders. The Contractor shall interview applicants for housing assignments and make recommendations regarding housing assignments to the IHO. The Contractor shall coordinate applicant’s needs (e.g., furniture, number of keys, etc.) based on results of the interview. The Contractor shall ensure that housing assignments (to include Assignment Orders for the IHO's signature) are completed NLT one (1) day after the interview.

2.6 Resident Orientation Records. The Contractor shall maintain the records of resident orientation attendance and provide the attendance roster to the COR/ACOR NLT two (2) days after completion of the orientation. The Contractor shall ensure a copy of attendance record is included in the occupant files.

2.7 Occupant Files. The Contractor shall maintain administrative correspondences and housing occupant information on military/civilian personnel to include, but not limited to: legal name, number of dependents, DOD ID number, rank, work phone number, home phone number, quarters number, and military unit IAW AR 420-1; AR 25-22,The Army Privacy Program; AR 25-400-2, Army Records Information Management System; DA PAM 420-1-1, and DOD 4165.63-M. All Personally Identifiable Information (PII) shall be maintained IAW Department of Defense Directive (DOD) Privacy Program 32 CFR 310; and AR 25-22. In case of a conflict between the two, follow 32 CFR 310.

2.8 Wait List. The Contractor shall maintain a current and accurate wait list IAW AR 420-1, DA PAM 420-1-1, and DOD 4165.63-M. Wait lists shall be submitted to the IHO through the COR/ACOR within one (1) day of any changes to the wait list. Upon approval of the submitted wait list by the IHO through the COR/ACOR, the Contractor shall prominently display in a public area at the housing office the approved waiting list. The waiting lists shall include as a minimum, the individual's name and eligibility date. Refer to TE DDD, Deliverable 6.082 for guidance.

2.9 Vacancies. The Contractor shall maintain current and accurate records of projected and anticipated vacancies IAW AR 420-1, DA PAM 420-1-1, and DOD 4165.63-M. The Contractor shall coordinate the pre-termination inspections, assignment showing, cleaning, and maintenance of all Family Housing Quarters. The Contractor shall submit a weekly Vacancy Report to the IHO via the COR/ACOR NLT close of business (COB) the first day of the work week. Refer to TE DDD, Deliverable 6.083 for guidance.

2.10 Maintenance Requirements. The Contractor shall inspect, repair, replace items including, but not limited to unserviceable items/installed equipment, as required, and perform maintenance on AFH units. This includes, but is not limited to, interior and exterior components (e.g., storage units, carports, fences, rain gutters, etc.). Dwelling Units (DUs) shall be maintained in a serviceable condition. PM associated with internal components shall be accomplished in conjunction with Change of Occupancy Maintenance (COM). The Contractor shall schedule and accomplish all work by various shops at the same time for minimal disruption to occupants. If the Contractor responds to an urgent or routine service order, the Contractor shall perform the PM work in conjunction with the urgent request.

2.10.1 Cost Report. The Contractor shall submit a detailed Cost Report NLT fifth (5th) day of every month for activities occurring the previous month by housing unit. Refer to TE DDD, Deliverable 6.084 for guidance.

2.10.2 Inspections/Services Performed. The Contractor shall submit a report to the COR/ACOR outlining all inspections/services performed on AFH units within fifteen (15) days after completion of services. Refer to TE DDD, Deliverable 6.085 for guidance.

2.10.3 PM Checklist. The Contractor shall perform PM using a checklist that addresses all applicable items as required per TM 5-610, Preventative Maintenance Facilities Engineering Buildings. The Checklist shall be provided NLT five (5) days after completion of the PM. The Government reserves the right to alter the checklist to meet installation needs for required maintenance. Refer to TE DDD, Deliverable 6.086 for guidance.

2.10.4 Provide Notice. The Contractor shall provide a four (4) hours’ notice to the DU’s resident prior to the Contractor's intent to perform other than emergency work required.

2.10.5 Unable to Access Unit. If the Contractor is not able to access the DU, the Contractor shall affix a “Not at Home” Notice to the front door notifying the resident of the process to follow in order to reschedule the visit. If the resident has not rescheduled the visit within twenty-four (24) hours, the Contractor shall notify the IHO and the COR/ACOR in writing by COB (following the twenty-four (24) hours allotted to the resident) for guidance as to how to proceed.

2.10.5.1 Copy of Notice. The Contractor shall provide a copy of the “Not at Home” Notice to the IHO and COR/ACOR by COB the day of non-availability of the resident. Refer to TE DDD Deliverable 6.087 for guidance.

2.11 Appliances. The Contractor shall procure, upon approval by the KO, appliances required for emergency replacement or life-cycle replacement for Family Housing. Anti-tip devices are required to be installed on refrigerators and ranges. Other appliances are to be installed properly and according to manufactures specifications.

2.11.1 Procurement of Appliances. The Contractor shall procure appliances for Army Housing Units as required by the KO and the IHO. New appliances shall be compliant with AR 420-1 and FAR 23.103 The Contractor shall coordinate with the Property Book Office for the accountability of the appliances as Government property.

2.12 Change of Occupancy Maintenance (COM). The Contractor shall accomplish COM for the AFH units within ten (10) days after COM inspections. COM inspections shall be accomplished jointly by the IHO via the COR/ACOR. COM shall include painting, minor maintenance, and cleaning.

2.12.1 Inspection Process. The Contractor shall initiate the COM inspection process NLT one (1) day after a unit has been cleared and/or rental agreement has been terminated.

2.12.2 Joint Inspection. The Contractor shall provide (on the inspection checklist) their proposal for level of effort required for completion of COM work. a proposal to complete the required COM work NLT the day of COM joint inspection. If the Contractor's proposal exceeds seven (7) working days to complete the COM work, written approval from the KO and IHO shall be obtained prior to commencing work.

2.12.3 COM Approval. COM work shall not exceed the congressionally-approved limit per housing unit IAW AR 420-1. All COMs shall have a DA Form 4283 prepared by the Contractor and approved by the KO and must be signed by the DPW before work begins. The amount expended per unit for COM related work shall be tracked and maintained by the Contractor and made readily available (in the housing unit file) upon request by the IHO, COR/ACOR, and/or other Government authorized individual (e.g., KO, Army or other DOD Audit Agencies, Garrison Manager, etc.).

2.12.4 COM Cost Report. The Contractor shall submit a detailed COM Cost Report NLT the fifth (5th) day of every month for activities occurring during the previous month. Refer to TE DDD, Deliverable 6.088 for guidance.

2.13 Housing Occupant Damages. The Contactor shall provide an estimated cost of damages made (beyond wear and tear) to Government property by the resident(s), guest(s), or pet(s). Upon inspection of AFH units where damages are noted by a joint termination inspection by the Government & occupant, the result of this inspection shall be provided to the KO for processing by the IHO and Resource Management Office.

2.13.1 DD Form 139 Administrative Sections. The Contractor shall complete all administrative sections of DD Form 139, Pay Adjustment Authorization, within twenty-four (24) hours of notification from the IHO through the COR/ACOR. The DD Form 139 and supporting documentation shall include, but not be limited to, photographs, diagrams, and shall be provided to the IHO and COR/ACOR. Refer to TE DDD, Deliverable 6.089 for guidance.

2.13.2 DD Form 1131 Administrative Sections. The Contractor shall complete all sections on DD Form 1131, Cash Collection Voucher, within twenty-four (24) hours of notification from the IHO through the COR/ACOR. The Contractor shall provide to the IHO with a copy to the COR/ACOR, the DD Form 1131 (to include an itemized cost for labor and materials, and total repair or replacement cost for the damages) and supporting documentation that include, but is not limited to, photographs and diagrams of the alleged damages. and shall be provided to the IHO with a copy to the COR/ACOR. Refer to TE DDD, Deliverable 6.090 for guidance.

2.14 Inventory Management.

2.14.1 Tracking. The Contractor shall utilize the eMH system (or other approved system) for tracking various information for inventory management and all housing administrative operations.

2.14.2 Requested Data. The Contractor shall provide the COR/ACOR and IHO with data necessary to support the AFH budget within five (5) working days of request by the COR/ACOR.

2.14.2.1 Repair Status. The Contractor shall show repair status of affected water damaged AFH rooms, by building with percentage complete, estimated completion date, and potential issues in the weekly meeting.

2.14.3 Inventory Records. The Contractor shall establish and maintain inventory records; and condition and utilization of furnishings for furniture and household equipment. An inventory record system for AFH shall be maintained and accounted for IAW AR 420-1, AR 735-5, and eMH system program policies and procedures.

2.14.4 Inventory Management Reports. The Contractor shall generate eMH system Inventory Management Reports on a monthly basis (NLT the last Thursday of the month by COB) and provide the records to the IHO via the COR/ACOR IAW TE DDD, Deliverable 6.091.

2.14.5 Furniture, Furnishings, and Equipment. The Contractor shall be responsible for the movement and placement of furniture, furnishings and equipment. The IHO will provide (through the COR/ACOR) the Contractor with a proposed schedule for the movement and placement at least forty-eight (48) hours prior to the anticipated move. Movement and placement shall be completed by the Contractor within seventy-two (72) hours once the schedule has been provided by the IHO. The number of moves during the past five (5) years is provided in TE YYY.

2.14.6 Issue and Turn-in. The Contractor shall issue and turn-in AFH furniture and furnishings as scheduled by the IHO via the COR/ACOR. Issues and turn-ins shall be completed NLT one (1) working day from notification by the IHO via the COR/ACOR.

2.14.7 Life Expectancy. The Contractor shall ensure appliances do not exceed their life expectancy as defined under DA PAM 420-1-1. Prior to initiating repair or replacement of appliances, the Contractor shall follow the analysis procedures for repair and replacement as directed under section 2-14.e of DA PAM 420-1-1. The result of the analysis shall be provided to the IHO and COR/ACOR NLT four (4) hours from initiation of the service order (with the exception of garbage disposals and dishwashers, which will be completed within five (5) days) for review and determination as to how to proceed. Refer to Section 2.11 regarding the procurement of replacement. Refer to TE DDD, Deliverable 6.092 for guidance.

2.14.8 Replacement of Appliances. The Contractor shall complete replacement of appliances, assemblies, and components NLT twenty-four (24) hours from notification by the IHO via the COR/ACOR. New appliances used as replacement shall be compliant with Federal Acquisition Regulations (FAR) Subpart 23.103 and AR 420-1.

2.14.9 Exterior Openings. The Contractor shall ensure exterior openings are closed and sealed against the weather, insects, rodents, etc. Temporary closures shall be replaced with permanent closures upon installation, reinstallation, or replacement of the appliance or part. The Contractor shall replace temporary closures with a permanent closure within forty-eight (48) hours.

2.14.10 Touch-up Work. The Contractor shall obtain approval from the IHO via the COR/ACOR, prior to touch-up work on scratched, marred, or otherwise damaged existing equipment. Finishes shall be touched up or the item completely refinished as determined by the IHO via the COR/ACOR. Paint for prime and finish coats shall be of the same type and color as the existing prime and finish coats.

2.14.11 Galvanized Coatings. The Contractor shall repair minor damage to galvanized coatings by application of galvanizing repair paint IAW industry standards.

2.14.12 Equipment Testing. The Contractor shall test all Government-Furnished Equipment (GFE) upon installation and make all adjustments and corrections necessary for proper operation IAW manufacturer's recommendations/specifications.