FA4613-08-R-0002 Amendment 2.doc

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

The following have been modified:

PERFORMANCE WORK STATEMENT

F.E. Warren AFB

Performance Based Work Statement

Project Number: GHLN 084004MC

Housing Management Office, Furnishing Management Office, Housing Maintenance, Self Help Store

28 April 2008

LEILANI WOODS MATTHEW BURNS

Housing Flight Chief Contracting Officer

HAROLD J. CUNNINGHAM, JR., Colonel, USAF

Chief Contracting Division, AFFPC/A7K

PERFORMANCE-BASE WORK STATEMENT FOR

MILITARY FAMILY HOUSING (MFH) MANAGEMENT

AND MAINTENANCE

1.

GENERAL DESCRIPTION

1.1.

Project Manager

1.1.1.

Contractor Acceptance

1.1.1.2 MFH Maintenance

1.1.1.3 Performance Standards And Workmanship

1.2.

Housing Management

1.2.1.

Administration

1.2.2.

Publications and Change Notifications

1.2.3.

Records, Reports, Forms, and Metrics

1.2.3.1. Record Keeping

1.2.3.2.

Data Automation

1.2.3.3.

Reports

1.2.3.4.

Facility Maintenance Files

1.2.4.

Function Support

1.2.4.1.

Meetings

1.2.4.2.

Coordination with Base Activities

1.2.4.3.

Housing Market Analysis

1.2.4.4.

Periodic Surveys

1.2.4.5.

Threshold Spending Limits

1.2.4.6.

Hardship and Priority Determination

1.2.5.

Assignment and Termination

1.2.5.1.

Assignment and Termination

1.2.5.2.

Disputes

1.2.5.3.

Occupant Business for Profit Activity

1.2.5.4.

Special Requests Log

1.2.5.5.

Maintaining Community Standards

1.2.5.6.

Basic Allowance for Housing

1.2.5.7.

Gains and Loss Forecast

1.2.5.8.

Report of Survey (ROS), AF manual 23-220

1.2.5.9.

Abandonment

1.2.5.10.

Key Control

1.2.5.11.

Occupancy

1.2.5.12.

Inspection of Vacant Units

1.2.6.

Referral

1.2.6.1.

Referral Objectives

1.2.6.2.

Referral Services

1.2.6.3. Relocation Assistance Program

1.2.6.4. Assistance to Off-Base Personnel

1.2.7.

Quarters Improvement Committee

1.2.8.

Special Program Support

1.3.

Maintenance

1.3.1.

Change of Occupancy Maintenance

1.3.1.1. Maintenance Period

1.3.1.2. Grounds Maintenance During COM

1.3.1.3. Power Equipment

1.3.2. Service Call System

1.3.2.1. Service Call Log

1.3.3. Exterior Work

1.3.4.

Interior Work

1.3.4.1.

Carpet Replacement

1.3.4.2.

Wallpaper

1.3.4.3.

Paint

1.3.4.4.

Cleaning

1.3.4.5.

Dust Down Cleaning

1.3.5.

Appliance Management and Service

1.3.5.1.

Refrigerators

1.3.5.2.

Ranges

1.3.5.3.

Dishwashers

1.3.5.4.

Disposals

1.3.5.5.

Stand-by Loaner Appliances

1.3.5.6.

Replacement Stock

1.3.5.7.

Appliance Change/Movement

1.3.5.8.

Appliance Change-out Requirements

1.3.5.9.

Disposition of Removed Appliances

1.3.6. Supplies/Equipment/Materials/Parts

1.3.6.1. Reimbursements

1.3.7.

Warranty

1.3.8.

Unit Priced Items

1.3.9.

Inspections

1.3.9.1.

Initial Inspection

1.3.9.2.

Pre-Final Inspections

1.3.9.3.

Final Inspections

1.3.9.4.

Exterior Inspections

1.3.9.5. Non-routine Inspections

1.3.10.

Fire Extinguishers

1.3.11.

Occupant Name Signage

1.3.12.

Utilities

1.3.12.1.

Electrical Service

1.3.12.2.

Gas Service

1.3.12.3.

Heating System

1.3.12.4.

Sewer Lines

1.3.12.5.

Water Lines

1.3.12.6.

Phone Maintenance

1.3.12.7.

Cable TV

1.4.

Furnishings Management

1.4.1.

Management

1.4.2.

Control and Disposition of Assets

1.5

Self Help Store

1.5.1

Self Help Store Materials

1.5.2.

Self Help Store Electrical Support

1.5.3.

Self Help Store Power Equipment Operating Procedures

1.5.4.

Self Help Store Manpower

1.5.5.

Self Help Projects

2.

SERVICES DELIVERY SUMMARY

3.

GOVERNMENT FURNISHED PROPERTY AND SERVICES.

3.1.

Housing Management Office

3.2.

Furnishings Management Office/Warehouse

3.3.

Utilities

3.4.

Postal or Installation Distribution

3.5.

Government Furnished Information System

3.6.

Government Furnished Records, Files, Documents, and Work Papers

3.7.

Property

3.8.

Refuse Collection

3.9.

Entomology

4.

GENERAL INFORMATION

4.1.

Environmental Safety and Health

4.1.1.

Hazardous Materials Approval

4.1.2.

Hazardous Material Usage

4.1.3. Recycled Material

4.2.

Assigned Buildings

4.3.

Certifications

4.4.

Off-Duty Military Personnel

4.5.

Identification

4.6.

Vehicles

4.7.

Unit Entry

4.8.

Use of Appliances

4.9.

Security

4.10.

Contractor Cleanup

4.11.

Smoking

4.12.

Quality Control

4.12.1.

Customer Feedback Program

4.13.

Office Hours

4.13.1.

Self-Help Store Hours

4.13.2.

Holidays

4.14. National Codes

4.15. Occupant Abuse

4.16.

Playgrounds

APPENDICES.

ATTACHMENT 1

APPLICABLE INSTRUCTIONS

ATTACHMENT 2

WORK LOAD ESTIMATES

ATTACHMENT 3

SERVICE CALL CATEGORIES

ATTACHMENT 4

CLEANING STANDARDS OF QUARTERS

ATTACHMENT 5

QUANTITIES/LOCATION OF EQUIPMENT TO BE SERVICED

ATTACHMENT 6

DEFINITIONS

ATTACHMENT 7

GOVERNMENT PROPERTY PROVIDED FOR

CONTRACTOR USE

ATTACHMENT 8

FACILITY MAINTENANCE CHECKLIST

ATTACHMENT 9

MATERIAL SPECIFICATION

ATTACHMENT 10

GREEN PROCUREMENT

GREEN PROCUREMENT STATEMENT

RECOVERED MATERIALS DETERMINATION FORM

GREEN PROCUREMENT DETERMINATION

ATTACHMENT 11 SELF HELP MATERIAL SPECIFICATIONS

ATTACHMENT 12 CHECKLISTS

INBRIEF-CHECKLIST

FILE CHECKLLIST

TERMINATING HOUSING

MONTHLY HOUSING MANAGEMENT CHECKLIST

MONTHLY REPORTS

INITIAL INSPECTION CHECKLIST

PRE-FINAL INSPECTION

FINAL INSPECTION

CHANGE OF OCCUPANCY MAINTENANCE (COM) INSPECTION

CHECKLIST

ATTACHMENT 13

AS REQUIRED BID LIST

PERFORMANCE-BASED WORK STATEMENT

SECTION 1

1. GENERAL DESCRIPTION: The contractor shall provide all personnel, equipment, supplies, materials, supervision, vehicles, and other items and services necessary to perform maintenance of Military Family Housing (MFH) at F.E. Warren AFB, WY. In accordance with this Performance-Based Work Statement (PWS), the contractor will maintain 831 military family housing units, 26 playgrounds and equipment, 17 bus stops, one Housing Management Office, one Furnishings Management Office (FMO) Warehouse, and one Maintenance Facility building, to ensure units’ structural integrity, achieve safe, sanitary, economical, operational and non-deteriorated living conditions.

1.1. Project Manager. The contractor shall provide a project manager who shall be responsible for the daily performance of the contract (housing management, housing maintenance, and self help-store). The name and an alternate(s) shall be designated in writing to the Contracting Officer (CO), prior to contract start date. The CO must be notified in writing of any changes in personnel within 24 hours of the change. The project manager, the alternates, and all other assigned personnel who provide any type of customer service, must be able to read, write, speak, and understand English. All contractor personnel shall present a neat appearance and be easily recognized by wearing a badge or clothing identifying the employee and company.

1.1.1. Contractor Acceptance. The contractor accepts, as is, all 831 family housing units, 26 playgrounds and equipment, 17 bus stops, one Housing Management Office, one FMO Warehouse, one Maintenance Facility building, including all new replacement housing units built throughout the term of this contract. By accepting the aforementioned units in “as is condition”, the contractor accepts all defects, whether known or unknown by the Government. This acceptance includes Self Help Store equipment furnished by the Government.

All work shall be performed in accordance with manufacturer’s recommendations, and applicable federal, state, and local rules, building codes, regulations, all Department of Defense (DoD), Air Force (AF), Major Command (MAJCOM) and local publications or policies as described in attachment 1, unless otherwise specified in the PWS.

1.1.1.2. Military Family Housing Maintenance. Military family housing maintenance shall include, but is not limited to, all housing units, storage rooms, Government owned storage sheds, utility systems, exterior appurtenances, including but not limited to patio fences, as well as playgrounds, picnic shelters, playground shade covers, horseshoe pits and basketball courts. Administer housing self-help improvement programs, and ensure the occupants are performing required maintenance including but not limited to yard maintenance. Initiate work requests for housing improvement, maintenance, and repair projects. Approved Self-Help work completed on a housing unit, and accepted in writing, by the Quality Assurance Person (QAP), will automatically become part of the housing unit and subject to maintenance and repair under this contract at no additional cost to the Government. Military family housing maintenance also includes a contractor-operated Housing Management Office. All services provided in this contract, unless specifically designated a separate contract line item, are included in the basic bid.

1.1.1.3. Performance Standards and Workmanship. All work in this PWS shall be performed in accordance with manufacturers’ recommendations, current national codes (National Electric Code, Uniform Plumbing Code, Uniform Building Code, etc.), industry standards (American Concrete Institute, Carpet and Rug Institute, Gypsum Association, etc.), applicable federal, state, and local rules and regulations, and applicable building and safety codes unless otherwise specified herein. Work not meeting these specifications shall be corrected by the contractor at no expense to the Government, and within time frames specified for service calls or as specified by the Government for Change of Occupancy Maintenance (COM) and additional work. Damage to Government or occupant-owned property by the contractor shall be reported to the Government and promptly repaired or replaced by the contractor at his/her expense.

1.2. Housing Management. The contractor shall provide management, administration, property management, and support for housing functions.

1.2.1. Administration. At any time during performance of this contract, at the contracting officer’s request, the contractor shall make available for Government review the records, documents, and associated papers pertaining to performance of the requirements outlined within this PWS. The contractor shall prepare written responses to any suggestions to improve MFH, objections to MFH policies, or complaints of MFH procedures. The contractor shall provide its proposed response within 3 working days of receipt of the suggestion or complaint. Coordinate through the QAP all correspondence on topics that include, but not limited to: complaints, suggestions, surveys, minutes, quality indicators (metrics), audits, replies to hardship requests, and point papers. When originating, receiving, coordinating or replying to official correspondence, and distributing correspondence and reports use AFMAN 33-326, Preparing Official Communications, and guidance, such as, AFH 33-337, Tongue & Quill, for applicable formats. The contractor shall maintain a tracking system to ensure timely response to correspondence and reports by the suspense date.

1.2.2. Publications and Change Notifications. The contractor is responsible for implementing the changes in the Air Force Publications as required. The contractor shall originate, revise, coordinate, and update local publications that apply to self help store, or the housing management function, i.e. 90 SWPAM 32-12, Family Housing We Care Pamphlet, in accordance with (IAW) AFI 33-360, Publications and Forms Management. All publications of the contractor will be approved by the Flight Chief.

1.2.3. Records, Reports, Forms, and Metrics. The contractor shall participate in, prepare, review, and ensure accuracy, provide and/or submit (electronically when possible, and by other means, i.e. paper copies), and maintain all reports, forms, metrics, surveys, audits, schedules, and listings required by AF Directives listed on Attachment 1 and/or required by AF and MAJCOM directives. Provide monthly reports and metrics to the QAP or Flight Chief by the 5th business day of each month, fully functional copies of database files in the appropriate Automated Civil Engineering System (ACES) format. Reports shall include, but are not limited to: Freedom of Information Act requests, Unit Cost Report, waiting lists, occupancy reports, vacant housing list, customer feedback summary, inspection schedules, and referral lists.

1.2.3.1. Record Keeping. The contractor shall keep records current and accurate at all times. The QA personnel, Flight Chief or the CO may require copies of documentation or electronic data. The contractor shall provide requested information within 2 hours for urgent requirements or within 1-working-day for routine requirements. Unless otherwise specified by QA personnel, the contractor may provide reports and requested information electronically, such as on disk or by e-mail. All documentation described in this PWS, including automated data, is the property of the Government and will remain so upon expiration of this contract. Maintain and dispose of records created as a result of prescribed processes in accordance with the Air Force Records Disposition Schedule (AFRIMS). Comply with AFI 33-332, Privacy Act Program, for documents containing Privacy Act information. Comply with DoD Regulation 5400.7/Air Force Supplement/ AFSPCSUP1, DoD Freedom of Information Act Program, Chapter 4, for documents containing For Official Use Only information.

1.2.3.1.1. The contractor shall update and keep current housing information, including but not limited to: occupant file and facility data, house status IAW AF Form 2519 Attachment 12, addition and deletion of units, using the Automated Civil Engineer System-Housing Management (ACES-HM). This may require the contractor to call customers for the most up to date information on occupant data and use any other management information systems available (such as global address, email accounts or customers coming into the office). Contractor “users” of ACES-HM must, at a minimum, have a National Security Agency (NSA) background check as required by AFI 32-202. Contractor users of ACES can obtain Government provided training on the software. Contractor will have a system in place to track those occupants that are in other branches of service, and not listed on any base wide system.

1.2.3.2. Data Automation. The contractor shall use a computer system that is compatible with the standard software programs used on the base. The contractor shall have a means of backing up data to prevent loss of data. At a minimum the computer database shall contain:

1.2.3.2.1. Supplies and materials usage

1.2.3.2.2. Service call information to include unit number, status, date, time received and completed worker’s name, materials used, and any remarks.

1.2.3.2.3. Change of Occupancy Maintenance (COM), major maintenance, and Service Maintenance Plan (SMP) information to include unit number, status, projected completion date, materials used, and any remarks.

1.2.3.2.4. General officers quarters’ information to include work accomplished with dates, materials used, expenditure information, and any remarks.

1.2.3.2.5. Recurring maintenance information to include schedules, status, and any remarks.

1.2.3.2.6. Maintenance and repair costs by unit.

1.2.3.2.7 Review, process, and inspect housing self-help work requests. Maintain an accurate database of all housing self-help projects, which have been completed. The contractor shall maintain each work request until the occupant restores the unit to its original condition or the work is accepted by the QAP as real property.

1.2.3.2.8. Contract Manager, Maintenance Manager, Quality Control Officer, and Housing Management Personnel must have an FE Warren Air Force Base email account within 45 days of employment.

1.2.3.3. Reports.

1.2.3.3.1. Monthly Cost Information – All Units. This report will be known as the Unit Cost Report, and will be provided to the QAP no later than the 5th business day of each month. This report tracks costs relative to an annual obligation limit on maintenance, repair, and alteration work, accomplished by job order, work order, or contract. In calculating the statutory improvement costs accrued, include the total cost of all improvement, major maintenance, repair, and minor alteration work planned or accomplished during the fiscal year to include self-help expenditures. The Unit Cost Report or the Statutory Improvement costs excludes costs for design, and contract claims.

1.2.3.3.2. General Officer Quarters (GOQ) Tracking Report: Include the following information, by housing unit: unit number, type of unit detailed description of work performed with related costs (including parts and materials), and a monthly total of all GOQ costs listed in the report. GOQ Tracking Report must be provided to the Resources Flight no later than the 5th business day of the month. All work orders completed will include the occupants or occupant representative’s signature verifying work was completed.

1.2.3.3.3. Weekly COM, Recurring and Major Maintenance Report will include: Columns with housing unit number, date/time received, date/time COM started and completed, date and time each type of major maintenance started and completed, square feet finished in each category, and total time allowed and used for each unit, totals shall be calculated for square feet, time allowed and time used.

1.2.3.3.4. Work Order Report: Include work order number, housing unit number, type (emergency, urgent or routine), date received and completed, date material ordered and received, work orders overdue, labor hours per work order, total labor hours, and average time to complete each work order. Self help work orders such as ceiling fan installations may be included in this report.

1.2.3.3.5. Service Call History Report: Include housing units in numerical order with the following information: work order number, date received, and service requested.

1.2.3.4. Facility Maintenance Files. A facility folder shall be maintained for each building and be available for Government review at all times. A copy of each completed job order shall be placed in the appropriate facility folder after completion of work. These records provide maintenance and repair history for each housing unit. All documentation, parts lists, warranties, and any pertinent data shall be maintained in chronological order within the building file.

1.2.4. Function Support.

1.2.4.1. Meetings. The project manager or alternate shall participate in various meetings to include, but not limited to, Base Civil Engineer (BCE) staff meetings; housing project meetings; other Commander interest meetings or any base activities that involve housing management interests or support when representation is requested by another base activity through the QAP.

The project manager or alternate shall conduct all meetings, councils, committees, or boards for which housing management is the Office of Primary Responsibility (OPR). Meetings conducted by the contractor include, but are not limited to: meetings of the Quarters Improvement Committee, various town halls, etc. The contractor shall prepare and distribute an agenda for each meeting that will afford at least five (5) working days notice to attendees from outside housing management function. The contractor shall prepare agendas, notes, and visual aids, and distribute as needed. The contractor shall prepare and distribute minutes within five (5) working days after the event and provide a copy to the QAP.

1.2.4.2. Coordination with Base Activities. The contractor is responsible for the day-to-day interface with other base agencies, Government agencies, public utilities, civic organizations, and community leaders to meet housing objectives. Examples of interfacing include, but are not limited to, funding and budget issues; real property issues; engineering issues involving such matters as design reviews, construction projects, and pre-final construction inspections; environmental issues involving such matters as storage, handling, disposal of hazardous waste, lead; and housing maintenance.

1.2.4.2.1. The Government may undertake or award other contracts for additional work within the housing area. The contractor shall cooperate with other contractors and Government employees by scheduling appointments for site visits or performance of work.

1.2.4.2.2. Support Agreements. The contractor shall provide housing input for host tenant support agreements when requested.

1.2.4.3. Housing Market Analysis. The contractor shall work with the MAJCOM or contractor representative regarding information for a Housing Market Analysis (HMA). The contractor shall provide sufficient information to assist a MAJCOM consultant in developing the HMA and ensuring that the requirements in AFI 32-6001, Family Housing Management and Air Force Housing Market Analysis Guidance Manual are met.

1.2.4.4. Periodic Surveys. Conduct periodic surveys of family housing units, streets, utility systems, drainage, and other interior and exterior conditions, for input to housing improvement, maintenance, alterations, modifications, and construction programs and projects. As a result of periodic facility surveys, coordinate and make recommendations in writing which include, but are not limited to: identifying housing requirements; housing needs; repair projects; renovations; upgrades to units; improvement projects; and budget requirements to the Flight Chief. The contractor shall track recommendations and advocate implementation.

1.2.4.5. Threshold Spending Limits. The contractor shall ensure compliance with the Congressional maintenance and repair threshold, for non-general officer quarters and for general officer quarters IAW guidelines provided in AFI 32-6002, Family Housing Planning, Programming, Design and Construction.

1.2.4.6. Hardship and Priority Determination. Process, and make recommendations, based on AF guidance, for approval or disapproval of any request for, and priority housing assignment. Reference, and attach applicable AFI or directive with the submitted package.

1.2.5. Assignment and Termination.

1.2.5.1. Assignment and Termination. The contractor shall manage the assignment and termination of family housing IAW all housing directives listed on Attachment 1.

1.2.5.2. Disputes. The contractor should attempt to mediate housing maintenance issues and resolve complaints between Government housing occupants.

1.2.5.3. Occupant Business For Profit Activities. The contractor shall review, coordinate through the appropriate Base agency, and make appropriate recommendations to the approving official on any requests to operate commercial activities in housing. The contractor shall review and coordinate on any requests for day care activities in housing.

1.2.5.4. Special Requests Log. The contractor shall maintain a list of occupants and the special request recommended for approval, as well as those requests disapproved, i.e. approval of additional or special pets, commercial activities, foster children, and hardships, etc.

1.2.5.5. Maintaining Community Standards. Continually advise and remind occupants of their responsibilities as well as relay any other housing issues that need to be brought to their attention. Ensure residents are aware of applicable Air Force standards, and requirements at the time of assignment. The contractor shall prepare/produce and disseminate oral and written housing information to housing occupants through media, such as, the mail, the base newspaper, flyers or the quarterly newsletters, and the base commander’s television channel as required. Occasionally there will be a requirement to hand deliver notices to occupants that must be delivered within a time frame directed by the Flight Chief or QAP. This could include short notice deliveries depending on the nature of the notice. An example of this may include notification of a contamination, power or water outage for an extended period, or Force Protection notification. All distributed information will be approved by the QAP and Flight Chief before being sent out.

1.2.5.6. Basic Allowance for Housing. Prepare appropriate forms required to start, stop, or change Basic Allowance for Housing (BAH) or Dependency Re-determination, and submit to Finance by the next duty day when housing is assigned or terminated. “Execute Orders” for personnel are required for moving, and storage of property when assigning and terminating Government housing.

Assist with the preparation, and processing of all housing applications. Provide and manage one or more housing waiting lists. The contractor shall review the waiting lists to determine the most eligible applicant for available housing, and notify the applicant to schedule an appointment to show the vacant quarters to the applicant. Provide a projected housing availability and any required documents needed by personnel in conjunction requesting housing.

1.2.5.7. Gains and Loss Forecast. Using the loss report from the Military Personnel Flight, contact any occupant who has not provided 40 days notice of intent to vacate Government housing and determine the occupant’s termination status. Using the personnel gain report from the Military Personnel Flight, determine all projected requirements and their potential impact on housing availability.

1.2.5.8. Report of Surveys (ROS), AF Manual 23-220. When occupants disagree with damages charged to them for other than fair wear and tear to their unit, the contractor shall inform the QAP of the occupant’s request for a ROS and provide all necessary documentation to the QAP. COM will not begin until the ROS officer has conducted his investigation.

1.2.5.9 Abandonment. Maintain and execute termination procedures for abandoned housing units. Abandonment shall be covered under COM, historically accrued up to approximately five (5) abandoned units per year and is not a separate reimbursement to the contractor. Prepare and provide documentation referencing damage, which will be turned over to the QAP for validation and signature. If a housing unit is abandoned, the contractor shall immediately place unit into COM.

1.2.5.10. Key Control. Maintain control of housing keys and develop procedures for occupants to reorder keys and call for lockout assistance. A minimum of one working set of master keys for each MFH unit will be maintained in the lock box at the Housing Office. A minimum of two working sets of keys will be provided to each occupant upon assignment of quarters. The contractor shall establish and implement key control methods to ensure keys issued to the contractor by the Government are not lost, misplaced, and/or used by unauthorized persons. A 24-hour a day lock out service, for family housing occupants, is required. The Government may, at its option, require the contractor to replace keys, reimburse the Government for replacement of locks, or re-key as a result of contractor losing keys. In the event a master key is lost or duplicated, the contractor shall replace all locks, and keys for that system at no cost to the Government.

1.2.5.11. Occupancy. Per AFI 32-6001, paragraph 1.6.2., maintain a 98% occupancy rate or provide written justification to the Flight Chief when such rate cannot be maintained. This information may be required to be forwarded to the Air Force Space Command (AFSPC) subsequent to Flight Chief approval.

1.2.5.12. Inspection of Vacant Units. The contractor shall physically/visually inspect the interior of vacant MFH units a minimum of once every 10 calendar days or as directed by the QAP to ensure there are no maintenance and/or security issues. The contractor will ensure a vacant unit checklist is placed in each vacant unit and personnel inspecting unit will sign and date following each visit. A record of these inspections will be provided to the QAP on a monthly basis, to include unit address, date inspected and any maintenance/security issues noted at time of inspection. When a unit moves from the vacant unit list and is being prepared for occupancy, the contractor must conform to paragraph 1.3.1.2. Prior to 1 Nov 08, all vacant units will be pickled/mothballed; after 1 Nov 08 units will be pickled/mothballed immediately after successful COM inspection by the Government QAP. The only units that will not be pickled/mothballed are units scheduled to occupy within one week of COM completion. A job order and checklist will be completed on each unit. When the contractor receives notification that a unit on the Vacant Unit List will occupied, the contractor will restore water service to the unit during the normal dust/down and occupancy preparation. The pickling/mothballing process will be as follows:

All Carlin Heights and Capehart Units:

- The main water supply to the unit will be turned off

- All faucets will be left on and sink base cabinet doors will be opened

- Toilets will be drained

- The dishwasher line will be turned off and the line drained

- Shut off valves to hose bibs will be turned off and hose bibs will be left open

- The water heater will be turned off (gas and water)

All Bannock Units:

- The same process as Carlin Heights and Capehart units unless 1 or more units in the four-plex is occupied; in that instance the contractor will not turn off the water heater since it is common to all units in the row.

- In addition, if all units in the row are vacant, the boiler system will be completely drained and turned off in an effort to save the Government money on utilities.

All Atlas Units:

- The same process as Carlin Heights and Capehart except the contractor will not turn off individual valves to hose bibs since they don’t exist in Atlas houses.

All Brick Units:

- The main water supply to these units cannot be turned off.

- Individual shut off valves will be turned off to sinks, the dishwasher, and toilets; faucets will be left open.

- Sink base cabinet doors will be left open

- Toilets will be drained

- The dishwasher line will be turned off and drained

- Shut off valves to the hose bibs will be turned off and the hose bibs will be left open.

1.2.6. Referral.

1.2.6.1. Referral Objectives. The contractor shall assist eligible DoD personnel in finding adequate, affordable, temporary and/or permanent, non-discriminating community housing; and mediate housing related concerns. The contractor shall ensure that property managers and other property owners are providing our servicemen and women quality housing units. The contractor shall have updated hard copies of listings and the ability to produce upon request. The contractor shall maintain liaison within the local community to assist DoD personnel with off-base housing. The contractor shall contact, when necessary, personnel and entities that include, but are not limited to: apartment and real estate associations, fair housing boards, representatives from the Federal Housing Administration, and representatives from the Veterans Administration. The contractor cannot refer or recommend an entity that causes a conflict of interest.

1.2.6.2. Referral Services. "Contractor shall monitor listings in the Automated Housing Referral Network (AHRN) to ensure housing units being advertised are suitable for housing military members." The contractor shall provide housing referral, home buyer seminars, equal opportunity services, personalized assistance, and counseling in off-base housing matters, as required to assist customers in locating off-base housing. The contractor shall review any final housing lease agreement when requested by the customer. The contractor shall inform the customer of potential hazards and or concerns with off base units. Provide a rental unit condition checklist to the customer. The contractor shall inspect off-base units for adequacy at least once per month, or as directed by the Flight Chief or QAP. Counsel customers on DoD equal opportunity policy and monitor off-base housing selection for compliance with the policy. The contractor shall maintain signed checklists of any counseling rendered to customers during in-processing briefing. Counsel outgoing DoD members on their eligibility to apply for military family housing (MFH) prior to their departure from the station. The contractor shall assist members in filling out applications for housing and forward to new duty station.

1.2.6.3. Relocation Assistance Program: The contractor shall provide relocation assistance in home buying and selling to incoming DoD personnel. The contractor shall also provide housing assistance to outbound members upon their permanent change of station (PCS) reassignment, separation, or retirement. Provide advice on procedures and points of contact to eligible members who have or will incur a loss on the sale of their home as a result of a depressed real estate market caused by base realignment and closure actions.

1.2.6.4. Assistance for Off-Base Personnel. The contractor shall assist personnel in processing issues and complaints involving, but not limited to, the landlord, tenant, occupant, agency, and utility company. The contractor shall attempt to resolve any rental disputes at the lowest possible level. Investigate discrimination complaints and other complaints, as required, and prepare reports IAW AFI 32-6001, Family Housing Management.

1.2.7. Quarters Improvement Committee. Prepare and plan semi-annually for a Quarters Improvement Committee (QIC) meeting IAW AFI 32-6004, Furnishings Management. The contractor shall schedule the meeting location, prepare and distribute the agenda five (5) days before the meeting, record and distribute the minutes five (5) days after the meeting to all members.

1.2.8. Special Program Support. The contractor shall implement and manage housing programs, including but not limited to: recognition programs, such as Yard of the Month and Self Help programs such as the summer flower voucher program.

1.3. Maintenance. The contractor shall maintain Government controlled family housing to ensure that 831 housing units including all interior and exterior components and accessories, equipment and appliances are properly maintained to preserve the assets and ensure most economical and efficient usefulness for an indefinite period. Also included shall be maintenance of housing offices, main, tenance support buildings, residence garages, playgrounds and equipment, bus stops, gravel material for playgrounds, removal of trash from playground trash receptacles when the receptacle gets to be half full, and maintenance of signs. If playground equipment replaceable parts are no longer available, the contractor will remove the component from the playground-using safety as the determining factor. Any equipment removed from the playgrounds must be replaced with something equal to or better quality, and will be negotiated as a special project by the CO, prior written approval for removal and replacement of playground equipment is required from the CO. Ensure that extreme care and judgment are used in maintaining facilities of national historic interest to preserve their historic significance. The contractor must maintain each facility file to ensure a work history has been established. The contractor is responsible for the preparation of documentation for occupant damages beyond fair wear and tear. Occupant caused damage documentation shall be validated and signed by QAP. The maintenance functions included in this contract are, but are not limited to: Inspections, Maintenance Management/Service Calls, Change of Occupancy Maintenance (COM)/House Cleaning, Recurring/Preventative Equipment Maintenance, Appliance Management - Movement, Installation and Service, Recurring Exterior/Interior Facilities Maintenance, Grounds/ Playground/Bus Stop Maintenance.

1.3.1. Change of Occupancy Maintenance. The contractor shall provide a comprehensive change of occupancy maintenance (COM) program that will ensure quality housing is available to meet the needs of the Government in a timely manner. The contractor shall provide COM on the housing units to repair any damaged, inferior, or incompatible components to provide a housing unit that has all components in good working order, is aesthetically pleasing, and is clean. The COM Program shall establish turn around times for housing units that meet Government approval. The contractor shall develop comprehensive written procedures and guideline implementing a COM program ensuring work is performed in accordance with standard commercial practices, manufacturer's recommendations, and applicable federal, state, and local rules and regulations within three to seven (3-7) business days from the start date of the contract. Carlin Heights, Atlas, and Capehart/MCP housing are authorized up to seven (7) business days for COM. There may be up to five key and essential positions that will require a maximum five-day COM turn over due to mission requirements. Of these key and essential positions, if floor refinishing is not required, the maximum turn over time is three (3) business days. These units will be identified to the contractor by the Flight Chief and/or QAP prior to current occupant’s final inspection date. Historic brick quarters are allowed up to 10 days COM turn around. At a minimum, the COM Program shall address the work cited in below paragraphs 1.3.3., 1.3.4., and 1.3.5., below, as appropriate. The COM program shall include all interior and exterior components and accessories listed in Attachment 8, as a minimum.

1.3.1.1. Maintenance Period. The maintenance period will begin at 1:00 p.m. for those units that have passed final inspection prior to 12:00 noon of the same day. The maintenance period will begin at 7:30 a.m. the next business day for units that terminate after 12:00 noon. The Government may allow a time stop for conditions beyond the contractor’s control, which interfere with the performance of COM work. The time stop must be requested in writing, and validated and approved by QAP prior to taking effect.

1.3.1.2. Grounds Maintenance during COM. While a unit is in COM, all sidewalks, driveways, porches, and patios shall be cleared of ice and snow within 12 hours after snowfall stops. The yard shall have the grass mowed, trimmed, watered, and edged; trees and shrubbery shall be pruned; all weeds, trash, and other debris shall be removed while in COM. These items must be accomplished prior to turning the unit over to the occupant, weather permitting.

1.3.1.3. Power Equipment. Maintenance of the power equipment at the self help store shall consist of an annual Preventive Maintenance Inspection (PMI) to include such items as oil change, new air cleaner, blade sharpening, and so forth. Also included, in the basic bid, is repair of flat tires, or a replacement of a tire/tube, if appropriate.

1.3.2. Service Call System. The contractor shall develop and implement a service call system that is responsive to the occupants and has the capability to classify and handle emergency, urgent, and routine work requests. All calls shall be logged in on the service call log (paragraph 1.3.2.1.). The contractor shall develop comprehensive written procedures and guidelines to implement a 24/7 service call system to ensure all work is performed in accordance with standard commercial practices, manufacturer's recommendations, and applicable federal, state, and local rules and regulations (see paragraph 1.1.1.3. above). Categories of service calls and response times are as follows:

NOTE: See Attachment 3 for additional guidance on assignment of job call classifications. Attachment 8 provides additional guidance on items addressable during service call visits.

Each service call work order submitted will include the occupants or occupant representative’s signature verifying work was completed.

1.3.2.1. Service Call Log. Maintain a log showing the status of all pending and complete service calls to include open and close dates and the elapsed time, in days, for the repair to be complete.

1.3.3. Exterior Work: Exterior work, whether COM, Service Call or Unit Priced Items, shall be performed IAW paragraph 1.1.1. above and includes, but is not limited to:

· recurring inspections

· repair/replacement of walls

· beams

· soffits

· fascia joints

· trim

· hose bibs

· bug shields

· exterior planters

· electrical systems from the electric box into the buildings

· roofing and accessories

· flashing

· gutters to include annual inspection

· downspouts

· shrubs, trees, and hedge trimming

· debris removal including that caused by major storms

· repair of porches, garages, and garage doors

· lawn mowing

· water lawn

· mechanical and electrical problems

· privacy fences to include vinyl fences in Atlas housing

· exterior painting

· installing screens or storm windows on seven (7) restored brick units as needed or in conjunction with seasonal changes

1.3.4. Interior Work: Interior work, whether COM, Service Call or Unit Priced

Items shall be performed IAW paragraph 1.1.1. above and includes, but is not limited to:

· recurring equipment inspections

· chimneys and screens

· fixtures

· plumbing systems

· ventilating systems

· pumps

· door bells

· appliances: dishwashers, refrigerators, stoves, disposals, icemaker

· garage door openers

· heater in garage (Qtrs 92 and 1748A)

· tub units

· shower units

· vanities

· smoke detectors

· fireplaces/gas logs

· ceilings

· cleaning of complete housing unit

· repair/replacement of countertops/sinks

· flooring

· baseboards

· traverse rods

· window shades/mini blinds

· kitchen cabinets

· bathroom accessories

· windows and hardware

· wallpaper and other coverings

· carpet cleaning

1.3.4.1. Carpet Replacement. Carpet materials shall be installed in the spaces determined by the Flight Chief. All materials and methods used shall be in strict accordance with the recommendations of the manufacturer of the floor covering. All materials shall be delivered to the job bearing brand name, name of manufacturer and product description. Remnants and seconds will not be installed in housing units. The CO or Flight Chief may approve the retention of residual materials from approved material purchases on this contract, for use in future unit repairs. In cases where residual materials from this contract are used, the contractor shall avoid mid-room seams to the greatest extent possible. Where unavoidable, mid-room seams shall be placed outside of high-traffic areas. See Attachment 9 for material specifications. Contractor will provide one standard of carpet. The dark brown carpeting in Government housing shall be replaced with a lighter color of beige when the carpeting is identified by the QA or Flight Chief as needing replacement. Do not replace during COMs unless directed by the Government.

1.3.4.2. Wallpaper. Vinyl wallpaper materials shall be installed on the walls as determined by the Flight Chief or QAP. Certain bathrooms may be painted with QAP approval. The contractor must strictly adhere to the manufacturers recommended installation procedures for the product being installed. All materials shall be delivered to the job in the manufacturer’s original unopened containers with the manufacturer’s brand and name clearly marked. See Attachment 9 for material specifications.

1.3.4.3. Paint. Interior paint shall be semi-gloss. All paints shall match existing colors and conform. Trim, to include doors and windows shall comply with existing colors, except stained/natural finished trim. All work shall be performed in accordance with industry standards. During Final inspection the extent of painting will be determined and agreed upon by the Contractor and the Government. The contractor is solely responsible for proper coverage and the results of his/her work. During future COMs the Atlas housing bathroom walls that are speckled shall be texture and painted to match the other plain painted walls. Painted surfaces shall be uniform in color and texture. See Attachment 10 for material specifications. Exterior paint in association with maintenance includes any paint that is flaking, blistering, delaminating, peeling, or cracking. Federal spec paint is required in historical units (interior and exterior).

1.3.4.4. Cleaning. See Attachment 4.

1.3.4.5. Dust Down Cleaning: Previously cleaned units that have been vacant for an extended period of time may require additional light cleaning to meet the cleaning standard. Snow removal and/or yard maintenance such as mowing, trimming, watering, and weed control is included in the dust down requirement. The contractor is allowed four hours to complete dust down cleaning.

1.3.5. Appliance Maintenance and Service. The contractor shall supply “Energy Star Compliant” appliances, new replacement ranges (free standing and drop-in), refrigerators, dishwashers, and garbage disposals, upon approval by the Government. Appliances shall be of a like quality, appearance, and size as existing appliances. Appliances shall be engraved with the date of installations on the upper right side corner, rear of the item. There shall be no removal of or replacement of any appliance, with the exception of garbage disposal units, without the approval of the Government QAP. Normal appliance life is:

Refrigerator

15 years

Range

15 years

Dishwasher

10 years

NOTE: Age alone shall not be the basis for planned replacement. Installed appliances may be retained until they become unserviceable. Economical repair limitations for replacement of MFH appliances shall be used. If materials are available and minor repairs can be performed in place, the worker shall accomplish the needed repairs without regard to the one-time repair cost allowed. This work shall be accomplished only upon the approval of the Flight Chief or QAP.

1.3.5.1. Refrigerators. Refrigerators shall be white in color and shall have a trillion or similar hard plastic liner. It shall be of a no-frost type. The freezer section of refrigerator shall be approximately 28% of the total cubic footage of the refrigerator. All refrigerators purchased under this contract shall be 21 cubic feet and shall include an icemaker. Before purchasing the refrigerator, the contractor shall ensure the dimension of the refrigerator is compatible with the space provided in the MFH unit.

1.3.5.2. Ranges. Ranges shall be gas/electric, free standing with the following features; white in color, self cleaning, electronic ignitions (no pilot lights), four (4) burner surface units, surface and oven control switches, stove clock with baking timer, *chrome plated oven racks (2 each), removable oven door, window in oven door, leveling legs, internal oven light, and full width storage drawer. Existing range broiler pans currently in service must be maintained and cleaned. Broiler pans are not required for newly purchased ranges, or any time subsequent to their installation. The contractor shall install electrical receptacles in housing units as required for electronic ignited ranges. The range shall have the following dimensions; width 30”, overall height 46”, and depth of 27”. Other cook tops and ovens shall be repaired or replaced with approved, equal or better units and paid for on a supplier invoice cost basis.

1.3.5.3. Dishwashers. Dishwashers shall be white in color and have multiple wash dry cycles. The units must fit into the space provided and are approved, equal to, or better than existing dishwashers.

1.3.5.4. Disposals. Disposals shall be equal to, or better than existing disposals.

1.3.5.5. Standby Loaner Appliances. Contractor is required to have standby appliances for weekend and other emergency service calls. When an appliance is found to require replacement after normal hours and weekends, the contractor shall supply a clean loaner to the occupant until approval is given for change-out by the Government QAP.

1.3.5.6. Replacement Stock. The contractor shall be required to purchase/store three (3) each refrigerators/stoves/dishwashers/garbage disposals within 30 days after contract award. The items shall be stored in Furnishing Management Office (FMO) warehouse as back-up stock to support the replacement requirement above. Replacement of back-up stock shall be required within 15 days after an appliance is drawn from stock.

1.3.5.7. Appliance Change/Movement. The Government may require appliances (Government owned) to be moved other than for repair/replacement. The contractor shall be required to install Government-furnished appliances, when available. These moves shall be from unit to unit, unit to storage and storage to unit. Payment for said COM or appliance moves shall be under the basic bid item of the bid schedule and at no additional cost to the Government.

1.3.5.8. Appliance Change-Out Requirements. The contractor shall provide notification (by the 5th business day of the month) to the QAP of all appliances changed in the quarters to include the following information: make, size, month and year installed on each range, refrigerator, garbage disposal and dishwasher. Appliances, at the time of installation shall be engraved with month and year installed.

1.3.5.9. Disposition of Removed Appliances. All Government appliances must be turned into the Defense Reutilization and Marketing Office (DMRO) for final disposal. All paperwork required by DRMO will be the contractor’s responsibility. Unserviceable appliances will be required to have refrigerant removed prior to turn in. The contractor shall recover refrigerants and dispose of IAW all federal, state and local regulations. Appliances not accepted by DRMO will be the contractor’s responsibility to dispose of off base. The Government will not reimburse the contractor for all associated cost with the disposal of appliances. The disposal of appliances should be part of the basic bid CLIN.

1.3.6. Supplies/Equipment/Materials/Parts. Contractor-furnished items shall be subject to approval by the Government. The contractor shall be responsible for providing parts, equipment and supplies with a cost of $375.00 or below. The contractor shall bear the total cost of all materials up to $375.00-per single item for work covered under the basic monthly Contract Line Item Number (CLIN). If one or more of these items exceeds $375.00 each on any job order, the contractor shall obtain the approval of the contracting officer before proceeding with the purchase of the item.