Attachment 2 MFH PWS dated 3 Jan 11.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

Military Family Housing

Maintenance/Management

AT

GRAND FORKS AIR FORCE BASE

NORTH DAKOTA

28 July 2010

REVISED DATE 03 JANUARY 2011

Index

1.1 Description of Services. 7

1.2. Housing Management.

1.2.1. Customer Support Services.

1.2.1.1. Customer Notification 7

1.2.2. Occupant Information Services. 7

1.2.2.1. Web Home Page. 7

1.2.2.2. Sponsor Packages. 7

1.2.3. Guidance and Counseling. 7

1.2.3.1. Waiting Lists. 7

1.2.3.2. Single Rate Basic Allowance For Housing (BAH). 8

1.2.3.3. Off-Base Housing Availability. 8

1.2.3.4. Education. 8

1.2.3.5. Relocation Assistance. 8

1.2.3.6. Complaints and Mediation. 8

1.2.3.7. Hardships. 8

1.2.3.8. Family Home Day Care. 8

1.2.3.9. Commercial Activities.

1.2.3.10. General Officer’s Quarters (GOQ) Issues. Reserved. 8

1.2.4. Occupancy Control. 8

1.2.4.1. Inspections. 8

1.2.4.2. Occupant Tracking. 8

1.2.4.3. Damaged And Abandoned Units. 8

1.2.4.4. Change of Occupancy. 8

1.2.4.5. Interim HousingReserved. 8

1.2.4.6. Occupant Misconduct. 9

1.2.4.7. Household Goods. 9

1.2.4.8. Exterior Quarters Inspections. 9

1.2.5. Housing Programs. 9

1.2.5.1. Housing Related Studies. 9

1.2.5.2. Off-Base Oversight. 9

1.2.5.3. Community Programs. 9

1.2.5.4. Playgrounds and Recreational Area Inspections. 9

1.2.6. Furnishings and Appliances. 9

1.2.6.1. Appliances. 9

1.2.7. Housing Budgets and Finance. 9

1.2.7.1 Reimbursements. 9

1.2.7.2. BAH Verification. 9

1.2.7.3. Forced Moves. 9

1.2.7.4. Furnishings and Appliances Expenses. 10

1.2.7.5. Status of Funds. 10

1.2.8. Records, Reports, Forms, and Metrics. 10

1.2.8.1. Record Keeping. 10

1.2.8.2 Data Automation. 10

1.2.8.3. MFH Occupancy and Utilization Report.

1.2.8.4. Temporary Redistribution. 11

1.2.8.5. Start/Stop BAH/LAH 11

1.2.8.6. Unaccompanied Housing Matrix (UHM). 11

1.2.8.7. Dislocation Allowance. 11

1.2.8.8. Maintain Records. 11

1.2.10. Furnishing Management. 11

1.2.10.1. Management. 11

1.2.10.2. Control and Disposition Of Assets. 11

1.3. Maintenance. 11

1.3.1. Facility Maintenance Records. 12

1.3.1.1. Maintenance Reports/Documentation. 12

1.3.1.2. Recurring Interior Maintenance Documentation. 12

1.3.1.3. Recurring Exterior Maintenance Documentation. 12

1.3.2. Performance Standards And Workmanship. 12

1.3.3. Change Of Occupancy Maintenance (Com). 12

1.3.3.1. Turnover. 12

1.3.4. Pre-Termination Inspections. 13

1.3.5. Termination/Final Inspection.Reserved 13

1.3.6. Service Call Plan. 13

1.3.6.1. Receipt of Service Calls. 13

1.3.6.2. Customer Feedback. 13

1.3.6.3. Occupied Quarters. 14

1.3.6.4. Response Times. 14

1.3.6.5. Service Call Categories. 14

1.3.7. Recurring Interior Maintenance. 14

1.3.7.1. Filter Changes. 14

1.3.7.2. Fire-Place and Chimney Cleaning. 15

1.3.7.3. Carbon Monoxide Detectors. 15

1.3.7.4. Smoke Detectors. 15

1.3.7.5. Fire Extinguishers. 15

1.3.8. Recurring Exterior Maintenance. 15

1.3.9. Routine Com Cleaning Requirements. 15

1.3.9.1. Condition of Vacant Units. 15

1.3.9.2. General Change of Occupancy Cleaning Requirements. 15

1.3.9.3.1. Abandoned Unit Cleaning Requirements. 16

1.3.9.3.2. Duct Cleaning. 16

1.3.9.3.3. Make Ready Cleaning. 16

1.3.9.3.4. Carpet Cleaning Of Occupied Units. 16

1.3.10. Material Acquisition. 16

1.3.10.1. Billing 16

1.3.10.2. Appliance Acquisition 17

1.3.10.3. Removed Parts and Materials 17

1.3.10.4. Back Ordered Parts/Materials 18

1.3.10.5. Replacement Parts. 18

1.3.10.6. Minor Structural Change 18

1.3.10.7. Paint 18

1.3.10.8. Floors. 19

1.3.10.9. Carpet Repair/Replacement. 19

1.3.11. Keys and Locks 19

1.3.12. Contractor Response 19

1.3.13. Warranty Replacement and Contractor Replacement. 19

1.3.14. Work Backlog 20

1.3.14.1. Backlog at End of Contract Period 20

1.3.15 Winter Watchman 20

1.3.16. Contractor Responsibilities for Property And Forms. 20

1.3.17. Contract Requirements for Materials. 20

1.3.18. Hazardous Materials. 20

1.3.19. Bypass Location. 21

1.3.20. Utility Outages. 22

1.3.21. Water/Sewer Line Service 22

1.3.22. Water/Sewer Break 22

1.3.23. Excavation Permit. 22

1.3.24. Disaster Repair 22

1.4. Self-Help 22

1.4.1 Self-Help Store 22

1.4.2. Beginning Inventory. 22

Section Two

Service Summary. 23

Section 3. Government Furnished Property and Services 24

3. Government-Furnished Property and Services. 24

3.1. Property 24

3.1.1. Facilities. 24

3.1.2. Equipment. 24

3.1.3. Materials. 24

3.1.3.1. Housing Management Reimbursable. 24

3.2 Services.

3.2.1. Utilities. 24

3.2.2. Postal Service. 24

3.2.3. Telephone Service. 24

3.2.4. Custodial Service. 25

3.2.5. Refuse Collection. 25

3.2.6. Fire Prevention and Protection. 25

3.2.7. Emergency Medical Service. 25

3.2.8. Security Forces. 25

3.2.9. Grounds Maintenance/Snow Removal. 25

3.3. Vehicles. 25

3.4. Property Disposal. 25

3.5. Government Furnished Information System. 25

Section Four

4. General Information. 25

4.1. Access to Facilities. 25

4.1.1. Training. 25

4.2. Laws And Regulations. 25

4.2.1. National Codes. 25

4.3. Contractor Personnel. 26

4.3.1. Contract Manager. 26

4.3.2. Contractor Employees. 26

4.4. Hours of Operation. 26

4.4.1. Normal Duty Hours. 26

4.4.2. Federal Holidays. 26

4.5. Quality Assurance. 26

4.5.1. Quality Assurance Personnel. 26

4.5.2. Quality Control. 26

4.5.3. Performance Evaluation Meetings 27

4.6. Meetings. 27

4.6.1. Primary Opr. 27

4.6.2. Functional Member Attendance. 27

4.7. Administrative Support. 27

4.7.1. Format and Suspense. 27

4.7.2. Correspondence. 27

4.7.3. Publication Review. 27

4.8. Automated Data Systems. 28

4.9. Conservation Of Utilities. 28

4.10. Security Requirements. 28

4.10.1. Property. 28

4.10.2. Key Control 28

4.10.3. Entry Authority Lists. 29

4.10.4. Material Deliveries. 29

4.11. Vandalism. 29

4.12. Contingency Exercises and Operations. 29

4.12.1. Security Measures. 29

4.12.2. Employee Management. 29

4.13. Performance of Services During Crisis 29

4.14. Smoking. 29

4.15. Definitions. 30

4.16. Records Management 31

Appendix 1 Workload Estimates 32 Appendix 2 Housing Listings 39 Appendix 3 Service Call Categories & Examples 41 Appendix 4 Inspection Frequency Checklist 45 Appendix 5 Equipment to Be Serviced 48 Appendix 6 Government Furnished Facilities (Management/FMO) 50 Appendix 7 Forms, Reports, and Submittals 58 Appendix 8 Affirmative Procurement Report Form 60 Appendix 9 Fluorescent Light Tube Storage and Disposal 66

Appendix 10 Sump Pump Locations 67

STATEMENT OF WORK

SECTION 1

DESCRIPTION OF SERVICES

1.1 Description Of Services. The contractor shall provide management, administration, property management, and support for housing functions and be responsible for the daily performance of the contract (Military Family Housing Maintenance (MFHM), Furniture Management Office (FMO), and Housing Management). The contractor is to provide all personnel, tools, equipment (except as specified as government furnished property), materials, vehicles, supervision and other items and services necessary to manage the housing program, and perform interior and exterior repair and maintenance of housing units at Grand Forks AFB, ND. The contractor shall provide effective property management for all real property including housing units. Military family housing management and maintenance services apply to all government-owned houses, equipment, appliances, garages, fences, playgrounds, and bus shelters. The contractor shall provide housing services to military and Department of Defense (DoD/(DD) personnel In Accordance With (IAW) all housing directives, Air Force Instructions (AFI’s) and policies. The contractor will also process Basic Allowance for Housing (BAH), Drayage and Storage of Household Goods, and validate Partial Dislocation Allowance (PDLA) for Cavalier AFS, ND, as defined in this statement of work. All work shall be performed in accordance with the RS Means Facility Maintenance Standards, where applicable, manufacturer’s recommendations, national codes (Electrical, Plumbing codes, etc.), Industry Standard, Carpet and Rug Institute applicable federal, state, local laws and regulations unless otherwise stated herein. The contractor shall complete a government furnished material inventory with a government representative within 30 days of contract start date. This inventory will be kept by the Quality Assurance Personnel (QAP) and become the government furnished materials list for the contract.

1.2. Housing Management. The contractor shall provide management, administration, property management and support for housing functions. The contractor shall provide a contracted housing manager who shall be responsible for the daily performance of the contract (Both housing management/FMO and housing maintenance). The name and an alternate(s) shall be designated in writing to the Contracting Officer and Functional Area Chief (FC/FD).

1.2.1. Customer Support Services. Provide customer support for housing issues. Educate members on the work order request process and provide customer evaluation forms.

1.2.1.1. Customer Notification. Publicize available housing services and updates. Notify the base population when operations will be closed, offer limited service; emergency utility outages, etc.

1.2.2. Occupant Information Services. Prepare base housing brochures for customer support. Include items for occupant safety, base policies, security requirements, occupant responsibilities, emergency information, appliance information, and environmental disclosures such as lead paint, etc.

1.2.2.1. Web Home Page. Maintain and update the Housing Web Site located on AF portal.

https://www.my.af.mil/gcss-af/USAF/ep/globalTab.do?channelPageId=s6925EC1336600FB5E044080020E329A9

1.2.2.2. Sponsor Packages. Provide assigned sponsor's information program packages with information, such as, projected housing availability, local real estate information, housing and dorm floor plans, photos, web address and other housing information.

1.2.3. Guidance And Counseling. IAW AFI 32-6001(Family Housing Management) provide technical assistance and counsel military members on authorized housing allowances, housing eligibility, advance applications prior to

Permanent Change of Station (PCS), in and out processing and assist members in completion of housing related documents. Provide document reproduction assistance to support customer entitlements, e.g. additional copies of orders, Temporary Lodging Allowance (TLA) claims, birth certificates, marriage license, etc. Brief members on any command "Hot Topics" relating to housing issues..

1.2.3.1. Waiting Lists. Provide up to date waiting list information and projected housing availability. Post waiting list in the Housing Office area and the Family Support Center for public viewing. The contractor is responsible for updating the listing a minimum of weekly. Review waiting lists to determine next projected occupants for available quarters and provide notification of availability to service members. For vacant quarters provide keys so they can view offered unit before making their decision.

1.2.3.2. Single Rate Basic Allowance for Housing (BAH). Assist Finance in the conduct of the annual verification of BAH entitlements.

1.2.3.3. Off-Base Housing Availability. Provide off-base housing counseling to personnel. Advise personnel to use the Automated Housing Referral Network (AHRN) website for rental property, assist with questions on local rentals.

Maintain liaison with local real estate agencies and property managers.

1.2.3.3.1. Off-Base Oversight. Conduct quarterly adequacy inspections of listed off-base rental and lease units to ensure they are well maintained, clean, and safe. Provide occupants with lists of units with restrictive sanctions.

1.2.3.4. Education. Provide housing referral, equal opportunity services, and personalized assistance in off-base housing matters.

1.2.3.5. Relocation Assistance. Provide Relocation Assistance to departing members.

1.2.3.6. Complaints and Mediation. Counsel members on the DoD Equal Opportunity Program. Process landlord, tenant, occupancy, agencies, and utility company issues. Notify the Functional Commander/ Functional Director (FC/FD) of all cases of alleged discrimination and assist with the resolution process. Retain all appropriate documentation.

1.2.3.7. Hardships. Work in coordination with FC/FD on making approval/disapproval recommendations for accompanied members requesting hardship re-locations or out-of-turn assignments. Review and make recommendations for unaccompanied member’s hardship request to move off base. Process these requests in accordance with local procedures.

1.2.3.8. Family Home Day Care. Work in coordination with FC/FD on recommendations for approval/disapproval, to office of primary responsibility (OPR), for request to operate on base in-home day care activities.

1.2.3.9. Commercial Activities. Monitor commercial activities in housing. Coordinate on commercial activity requests and make recommendation to the government, request legal assistance as required.

1.2.3.10. General Officer’s Quarters (GOQ) Issues. Reserved.

1.2.4. Occupancy Control. Promote maximum utilization of housing resources. The Air Force's goal is 97% occupancy rate in new units and adequate surplus units. Provide monthly reports of occupancy numbers to the QAP.

1.2.4.1. Inspections. Conduct initial, pre-termination and final inspections with authorized members. The initial inspection is conducted jointly with the occupant to determine the move in condition of the unit and also brief the occupant about trash removal, appliance care, re-cycling, parking, key control, noise control, changing of AC/heating filters, location of circuit breakers and maintenance of the unit, and other unique aspects of the unit. The purpose of the pre-termination inspection is to identify cleaning and maintenance requirements to be completed prior to the final inspection. The final inspection is to clear the departing member of all responsibility for the unit and to pass on the keys to responsible maintenance personnel. Ensure the housing maintenance and QAP are notified of scheduled inspections. Contractor will inspect each housing unit 30 to 45 days before the occupant vacates the unit using the AF Form 1219 to identify any additional work required under separate line items listed on the price schedule. The contractor shall ensure any required maintenance or repairs for change of occupancy are scheduled and accomplished. If there is damage to the housing unit or any housing unit items are missing, the contractor shall determine whether the occupant is responsible for such damage or loss. This form is to be used for scheduling/planning purposes by the contractor.

1.2.4.1.1 1.3.5. Termination/Final Inspection. Contractor will conduct a final inspection of each housing unit and clear the departing occupant of all responsibility for the housing unit. The contractor shall ensure the housing unit and appliances are cleaned IAW AFI 32-6001 Family Housing Management.

1.2.4.1.21. Prepare and forward a monthly occupant listing by address to the following agencies: 319 SFS/CC, AFOSI/CC and 319 CES/CEAC, or as required.

1.2.4.1.32. Coordinate and conduct follow-up inspections as required.

1.2.4.2. Occupant Tracking. Obtain and maintain monthly, a 3 to 6 month gain and loss roster from the servicing base personnel office. These rosters are utilized to project housing availability and to ensure departing members provide a 30-45 day notice prior to departing on PCS. Retirements and separations are not always shown.

1.2.4.3. Damaged and Abandoned Units. Perform the pre-final inspection 30 to 45 days before the occupant plans to vacate. If there is damage or missing items and the resident does not agree to restitution charges, notify the FC/FD for a decision on processing a Report of Survey (ROS) to resolve issues as soon as practical after the inspection. If a housing unit is abandoned, take appropriate steps for reimbursement from the member by notifying the member’s commander, the finance office, military personnel office and the QAP. Maintain a tracking log of damages and process these claims and collections within five days of determination.

1.2.4.4. Change of Occupancy. The contractor shall ensure unoccupied units are clean and needed repairs have been accomplished prior to occupancy. This includes such things as interior and exterior painting, refinishing hardwood floors, replacing carpet, replacing damaged items, detector/hardware/appliances and exterior yard conditions. Provide all occupants with a customer survey to fill out and forward to the FC/FD.

1.2.4.5. Reserved Interim Housing. Provide information on hospitality suites for unaccompanied in-bound and out-bound military personnel.

1.2.4.6. Occupant Misconduct. Send notices of occupant misconduct to the FC/FD who will forward to the occupant’s First Sergeant.

1.2.4.7. Household Goods. Coordinate with local transportation and finance offices to authorize local drayage and storage of household goods for qualified accompanied or unaccompanied personnel assigned to government quarters. Work with the local traffic management office to budget and control moving and storage account funds when assigning and terminating housing. Brief members on commercial and do-it-yourself (DITY) move entitlements and temporary/non temporary storage.

1.2.4.8. Exterior Quarters Inspections. The contractor will conduct exterior inspections of occupied housing areas on a weekly basis. These inspections will be performed IAW the standards in AFI 32-6001 (Family Housing Management), GFAFB 32-102 (Military Family Housing Exterior Standards), and the Housing Brochure and Quarters inspection tickets. The inspector will issue quarter’s inspection tickets to residents who have not maintain the property and/or failed to meet the standards of the above list regulations. Copies of the inspection tickets will be filed at the military family housing office (MFH) and also given to the FC/FD for verification and corrections.

1.2.5. Housing Programs. Assure maximum utilization of housing resources. Supervise and administer the occupancy, assignment, and termination of military family housing, and unaccompanied housing. Supervise management of housing functions, off-base housing referral, relocation service and furnishings management.

Maintain and identify housing self-help improvement programs. Encourage occupants to utilize the Self-Help Store to perform homeowner type maintenance.

1.2.5.1. Housing Related Studies. Provide required information to assist housing manger, higher headquarters and contracted consultants in developing the Housing Requirements Market Analysis (HRMA), Housing Community Plan (HCP) and the Housing Master Plan. Attend meetings and review data as required.

1.2.5.2. Reserved Off-Base Oversight. Conduct adequacy inspections of listed off-base rental and lease units to ensure they are well maintained, clean, and safe. Provide occupants with lists of units with restrictive sanctions.

1.2.5.3. Community Programs. Implement and manage housing community programs, such as yard programs, recognition programs, housing brochures, and self-help program. Install and monitor winter watchman program on each empty units.

1.2.5.4. Playgrounds and Recreational Area Inspections. Components include government-owned playground and tot lot equipment, fall zones, and fences. Ensure all equipment, fall zones and complete play areas operate correctly and safely and are in compliance with the U.S. Consumer Product Safety Commission Playground Handbook, ASTM F1292 for Playground Surfacing and ASTM F1487 Playground Equipment. Provide written, well documented, Inspection Audits at each playground area, at least semi-annually. Semi-annual Playground Inspection Checklists, performed by Playground Safety Inspectors, must be maintained for each playground along with the Seasonal Audit Inspections, identifying all deficiencies. Initiate a community education program for Playground Safety, well documented, to be approved by the FC/FD.

1.2.6. Furnishings And Appliances. Perform as the primary custodian (under Consolidated Dormitory Management) for all furnishing assets. Perform and document annual inventory of all furnishings to include domestic appliances. Ensure all furnishing are in a state of good repair.

1.2.6.1. Appliances. Maintain an appliance list for family and unaccompanied housing. Maintain unaccompanied housing appliances to industry standards. Provide FY budget input identifying quantity of replacement appliances that will be necessary for both O&M and MFH funded areas.

1.2.7. Housing Budgets And Finance. Process all military family housing and dormitory financial requirements error free. Maintain adequate records of utility, furniture, maintenance, and lease expenses.

1.2.7.1 Reimbursements. Assist in determination of reimbursements from foreign and non-DoD federal agencies for personnel authorized housing. Prepare cash collection vouchers and submit them to the finance office. Collect rental charges when required. Ensure assignment of applicable Reimbursement/Refund Indicator (RRI) codes to reimbursable/refundable work orders.

1.2.7.2. BAH Verification. Assist CPTS or Finance in the annual verification of accompanied and unaccompanied BAH entitlements.

1.2.7.3. Forced Moves. Members involuntarily relocated due to military construction projects or surplus divestitures are reimbursed through Partial Dislocation Allowance (PLDA) for the cost of telephone and cable reconnection fees. The housing office will validate the entitlement on the AF Form 150.

1.2.7.4. Furnishings and Appliances Expenses. Maintain separate supply and equipment accounts for family furnishings and unaccompanied members furnishings assets. Adjust and reconcile asset balances by submission of proper documentation and provide results to the FC/FD at least annually. Provide budget information for all dormitory furnishings, appliances, supplies, and household items.

1.2.7.5. Status of Funds. Monitor current and cumulative accounting and finance costs, supply listings, and materials for housing expenditures. Monitor funds on maintenance expenditures. Recommend to housing manager any re-programming action when additional funds are required. Prepare justification and impact statements to obtain additional funds.

1.2.8. RECORDS, REPORTS, FORMS, And METRICS. The contractor shall participate in, prepare, review and ensure accuracy, provide and/or submit (primarily electronically when possible), and maintain all reports, forms, metrics, surveys, and audits, required by AF Directives and MAJCOM directives. Provide monthly reports and metrics to the FC/FD/QAP by the 5th business day of each month. 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, and referral lists.

1.2.8.1. Record Keeping. The contractor shall keep and maintain current records. Occasionally, QA personnel or the Contracting Officer 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 SOW, including automated data, is the property of the government and will remain so upon expiration of this contract.

1.2.8.1.1. The contractor shall update and keep current housing information, including but not limited to: occupant and FC/FDility data, house status, addition and deletion of units using the Automated Civil Engineer System-

Housing Management (ACES-HM) and/or any other management information systems furnished by the government.

1.2.8.1.2. Contractor will comply with the Privacy Act of 1974 (the Act) and AFI 33-332, the Air Force Privacy Act Program and the agency rules and regulations issued under the Act in the Design, development or operation of any system of records. Operation of a system means performance of any of the activities associated with maintaining the system of records, including the collection, use and dissemination of personal information. Systems of Records on individuals are defined as a group of any records under the control of an agency from which information is retrieved by the name of the individual or by some identifying number, symbol or other identification unique to the individual.

1.2.8.1.3. The contractor record custodians will attend Records management Orientation Training conducted by the Base Records Manager and have certifications on file.

1.2.8.1.4. All Records generated during the performance of a contract for outsourced functions are considered to be government records and will be turned over to the government upon termination of the contract. Contractor generated electronic records created and maintained in performance of the contract will be maintained in the command approved and certified Records Management Application (RMA). Electronic records returned to the government after execution of their contract will be in the authorized RMA and electronic media as specified in the

PWS.

1.2.8.1.5. Records are considered to be all books, papers, maps, photographs, machine-readable materials or other documentary materials, regardless of physical for or characteristics, made or received by any agency of the US government under federal laws, or in connection with the transactions of public business, and preserved or appropriate for preservation by an agency, or its legitimate successor, as evidence of the organization, functions, policies, decisions, procedures, operations or other activities of the government or because of the informational value of data in them. This includes all electronic records which must meet the requirement of DOD5015.2-STD.

1.2.8.2 Data Automation. The contractor shall use a software program to record information that is compatible, readable and transferrable (e-mail, optical disks, etc.) with Government computers. The system shall contain a hard disk that the contractor shall duplicate in order to prevent loss of data. As a minimum the computer database shall contain:

1.2.8.2.1. Service call information to include all pertinent information.

1.2.8.2.2. Change of Occupancy Maintenance (COM) and major maintenance to include all pertinent information.

1.2.8.2.3. Recurring maintenance information to include all pertinent information.

1.2.8.2.4. Maintenance and repair costs by unit to include surplus units.

1.2.8.2.5. Supplies and materials usage.

1.2.8.3. MFH Occupancy and Utilization Report. Submit the Automated Civil Engineering System MFH Occupancy and Utilization Report to AMC monthly or as requested.

1.2.8.4. Temporary Redistribution. Submit Automated Civil Engineer System (ACES) generated AF IMT 1327, Temporary Redistribution of Government Housing, or other approved automated forms to housing manager in January of each year.

1.2.8.5. Start/Stop BAH/LQA. Submit AF Form 594, Application and Authorization to Start, Stop, or Change Basic Allowance for Quarters (BAH) or Dependency Re-determination, and AF Form 1373, MPO Document Control Log Transmittal, or other approved form for non-Air Force members to Defense Finance and Accounting Service (DFAS) within 24 hours to stop or start BAH or civilian Living Quarters Allowance (LQA) payments when housing is assigned or terminated.

1.2.8.6. Unaccompanied Housing Matrix (UHM). Submit electronic UHM to AMC upon housing manager’s review.

1.2.8.7. Dislocation Allowance. Certify eligibility for dislocation allowance and submit to the servicing finance office.

1.2.8.8. Maintain Records. Ensure applicable housing records IAW AFI’s 33-322 Air Force Privacy Act Program. and AFI 33-363 Management of Records. are maintained. Ensure records are in sufficient detail to ensure protection of government assets and allow for an audit trail.

1.2.10. Furnishing Management. The contractor shall provide the personnel, equipment, materials, and other items and services to operate the Furnishing Management Office (FMO). Prepares furnishing input to the Base Civil Engineer budget. Orders, receives, and issues furnishings to authorized users. Stores, redistributes, repairs, and turns in furnishings. Office of primary responsibility for the Quarters Improvement Committee (QIC) and the Quarters Improvement Plan (QIP).

1.2.10.1. Management. Manage and administer furnishings IAW AFI 32-6004, Furnishings Management.

Request, receive, issue, store, submit for budget, and coordinate the delivery and pick up of all government owned furnishings authorized for use in government owned facilities and quarters and coordinate disposal of unserviceable items in DRMO. The contractor shall coordinate deliveries based upon availability of assets. Ensure furnishings are issued to authorized personnel. Maintain inventory records for each occupant. The contractor shall ensure records are in sufficient detail to protect government assets and establish an audit trail. Maintain separate accounts for supplies and equipment for family housing and the furnishings of unaccompanied members. The contractor shall be the custodian for all assets which are funded with non-appropriated funds.

1.2.10.2. Control and Disposition of Assets. The contractor shall be responsible for the control and disposition of existing furnishing assets on hand at contract start. The contractor shall perform and document, along with the QAP, a joint annual inventory of all furniture and appliances IAW AFI 32-6004, Furnishings Management. The contractor shall adjust and reconcile asset balances by submitting any required documentation to the QAP. The contractor shall provide the written results of its inventory to the QAP. In addition to the annual inventory, the contractor shall provide a report at the FC/FD request, an appliance listing of all appliances in MFH. This listing will provide the address the appliances are assigned along with the brand, make, model, age, size, serial number and date installed. Request new or replacement furnishings and any initial issue appliances from the QAP. The contractor shall advise annually, in time for budget submissions, to the FC/FD on the quantity and national stock number of appliances that must be programmed for replacement. The contractor shall identify and report excess furnishings. The contractor shall have on hand a sufficient backup stock of furnishings for dormitories. Parts needed to repair furniture and appliances will also be 100% reimbursed. Materials used for repair shall be of a quality equal to or better than the original items. Turn in surplus/excess furnishings to DRMO.

1.3. Maintenance. The contractor shall perform interior and exterior repair and maintenance (repair by replacement may be necessary) of approximately 833 Military Family Housing units to present a safe, neat, clean, and aesthetically pleasing appearance. The contractor’s responsibilities include electric, telephone, gas lines and their protective coverings from the meter/demarcation boxes to and in the housing unit, and the sewer line and water line from the housing unit to the main, to include all connections at the main.

1.3.1. Facility Maintenance Records. Existing records will be provided to the contractor at contract start. All facility maintenance records shall be available to the government at any time during the term of the contract.

Contractor shall maintain a facility folder for each housing unit. The contractor shall maintain a copy of each completed, customer signed job order in the appropriate facility folder. Copies shall be maintained in chronological order for duration of contract. As a minimum these records shall include details of all work performed as well as warranty information for each unit. All documents are to be turned over to the government at end of contract. The contractor shall furnish and utilize automated management information system to manage inventory and maintenance functions, and produce and process all required reports and internal forms. Contractor may utilize any program which is compatible with government equipment. All records should be provided electronically to the government semi annually (at the midpoint of each contract year, March and at the end of each contract year, September) and at the end of each contract.

1.3.1.1. Maintenance Reports/Documentation. The following list of required reports/documentation is needed to fulfill Civil Engineering Maintenance reporting requirements. Formats for this documentation and reports shall be submitted to the Contracting Officer/QAP for approval no later than the pre-performance conference. The following must be submitted to the QAP no later than the fifth workday of the month unless otherwise stated: Job Order/Service Call Status Report, Completed Job Order Report, Cost Reporting for CLIN items, and a Service Call Report.

1.3.1.2. Recurring Interior Maintenance Documentation. (Required Apr through September) The contractor shall provide record keeping to the government separately for all Interior Maintenance.

1.3.1.3. Recurring Exterior Maintenance Documentation. (Required Apr through September) The contractor shall provide record keeping to the government separately for all Exterior Maintenance.

1.3.2. Performance Standards And Workmanship. All work in this SOW 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 and additional work. If a standard is not listed in the SOW, the contractor shall restore the item to a clean and operable condition or replace it as necessary. 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.

1.3.3. Change Of Occupancy Maintenance (COM). Consists of all work necessary to inspect, repair and/or replace service and clean housing units and their appurtenances which are vacated for any reason during the contract period. The contractor shall ensure quality housing is available to meet the needs of the government within the time frames listed below. Self Help projects may be identified by the Housing Office/QAP for removal. The checklist at Appendix 4 identifies the minimum requirements to be performed. The established turnaround times for housing units to meet government approval are:

2.0 days---Maintenance/repair

1.0 day-----Cleaning

0.5 day-----Major painting (partial)

1.0 day-----Major painting (complete)

1.5 days----Major floor replacement >200 Sq Ft (tile, parquet, hardwood)

1.0 day-----Major carpeting

5.0 days----Floors-Hardwood-refinishing-screening-2days; complete-5days

2.0 days-----Cleaning abandoned units

0.5 day-----Odor removal

1.0 day-----Removal of any flooring material over 200 square feet

1.0 day-----Drying time for carpet cleaning over 200 square feet

1.0 day------Countertop replacement

1.3.3.1. Turnover. COM downtime begins at the time the housing unit is turned over to the contractor. The contractor shall sign for each unit acknowledging date and time of acceptance on the AF Form 1219 BCE Multi- Craft Job Order, assign a job order number and provide an estimated date and time of completion to the QAP. The contractor shall complete the work within the allowable downtime. The contractor may request extra time.

1.3.3.1.1. Downtime and turn-back times are computed in half-day intervals. For example, a unit received by either party before 1200 hours will count as one half-day and a unit turned over between 1201 and 1630 hours will not start counting until the following workday. Use calendar days as authorized workdays; exclude holidays. Extra time may be granted if the base is closed for any reason.

1.3.3.1.2. If additional line item work is required, but not identified until the time of turnover, the contractor may request additional time.

1.3.3.1.3. Turn-back Procedure. The contractor shall deliver the AF Form 1219 to the QAP. A unit turned back after 1200 will count a whole day and will be inspected the next workday starting at 0800.

1.3.3.1.4. Turn-back time shall be based on the date and time the unit was turned back and accepted by the QAP without deficiencies. At acceptance both the contractor and the QAP will sign and date the AF Form 1219.

1.3.3.1.5. If a unit has deficiencies, the unit will be given back to the contractor for immediate correction. If the unit cannot be correct within 2 hours it will be considered a failure. The contractor must schedule the recheck with the

QAP.

1.3.3.1.6. The contractor shall not schedule COM in any multiple unit facilities during the hours of 2100 to 0745.

Single unit facilities may be accomplished anytime. The government is not obligated to turn over every unit to the contractor for COM. If required work is not of sufficient magnitude for COM, and the work is normally a service call type item, the work required may be assigned as a service call at the discretion of the government.

1.3.4. Pre-Termination Inspections. Contractor will inspect each housing unit 30 to 45 days before the occupant vacates the unit using the AF Form 1219 to identify any additional work required under separate line items listed on the price schedule. The contractor shall ensure any required maintenance or repairs for change of occupancy are scheduled and accomplished. If there is damage to the housing unit or any housing unit items are missing, the contractor shall determine whether the occupant is responsible for such damage or loss. This form is to be used for scheduling/planning purposes by the contractor. During the COM the contractor is responsible to repair and clean all items he or she finds that have not been identified on the AF Form 1219. The contractor will be responsible to perform all tasks as stated in the Statement of Work (SOW). Interior/exterior painting will normally be done during change of occupancy maintenance, subject to weather condition.

1.3.5. Termination/Final Inspection. Contractor will conduct a final inspection of each housing unit and clear the departing occupant of all responsibility for the housing unit. The contractor shall ensure the housing unit and appliances are cleaned IAW AFI 32-6001 Family Housing Management.

1.3.6. Service Call Plan. A service call order plan needs to be developed to manage service calls. This service call order plan shall ensure all work is performed in accordance with standard commercial practices, manufacturer’s recommendations, and applicable federal, state and local rules and regulations. No service call shall be closed out until all work on the call is complete and shall not be carried over from one job order to another. This plan must be responsive to the occupants and indicate the capability to classify, track and handle emergency, urgent, and routine work requests 24 hours a day, seven days a week.

1.3.6.1. Receipt of Service Calls. The contractor shall have a central point of contact, on base, for receiving all requests, by telephone and in person, during normal duty hours (0745-1630). After normal duty hours, the contractor shall provide an answering service. Categories of service calls are listed in Para 1.3.6.5.

1.3.6.2. Customer Feedback. The contractor shall make customer evaluation forms available to all occupants placing a service call in person and upon completion of service calls. Customer feedback will then be given to the QAP for documentation. The contractor shall provide a written response for negative feedback and return the completed form within 5 workdays of receipt of the feedback to the QAP.

1.3.6.3. Occupied Quarters. The housing units will be continually occupied, except for the short periods of time in which housing occupants move out and move in. For all routine service calls, the contractor shall coordinate operations with the occupant at least one workday before work is scheduled. The contractor personnel shall not enter occupant quarters unless:

1.3.6.3.1. An emergency exists (Before entering contact Security Forces and occupant’s Squadron CC/CCF)

1.3.6.3.2. Requested by the occupant and an adult member of the occupants family is at home or an adult is present who is responsible for the quarters during the occupant’s absence.

1.3.6.4. Response Times. The contractor, in coordinating operations with the occupant, shall provide a time frame to the occupant during which the service call will be responded to.

1.3.6.4.1. Holiday Service. The contractor shall have an appliance serviceman on duty or on call between the hours of 0745 and 1630 to respond to all refrigerators and range service calls on the following holidays: New Year’s Day, Thanksgiving Day, and Christmas Day.

1.3.6.5. Service Call Categories. The contractor must categorize service calls in accordance with the definitions stated below. If it is unclear as to which category a service call should be assigned, it shall be assigned to the higher category. The following definitions are provided:

Category Definition Timeframes

Emergency Health, safety, environmental or Respond within 1 hour and work until Property risk repair is complete or downgraded.

If downgraded, completion time is same as urgent.

Urgent Any failures or deficiencies that do not Complete repairs within 5 calendar days.

immediately endanger the occupants or Threaten damage to property but would affect the health and well-being of the occupants or cause severe damage over time.

Routine Work requirements other than emergency Complete repairs within 20 calendar days and urgent work (cosmetic repairs and maintenance items)

SEE Appendix 3 for samples of service call categories

1.3.7. Recurring Interior Maintenance. The contractor shall accomplish recurring interior inspections and maintenance on all the items listed in Appendix 4 as recommended by, and at the frequencies recommended by the manufacture or as specified herein, whichever is more frequent. Recurring interior maintenance includes the items listed below plus furnaces, water heaters, and sump pumps. All interior maintenance will be completed on every unit between the months of April through September.

Activate and Maintain dedicated phone line for Sump Pump Alarms in 119 new housing units listed in Appendix 10.

The contractor will also maintain all the sump pump/temperature emergency alarm sensors to include repair or replacement and battery changes during recurring maintenance periods listed in Appendix 10 for 119 housing units.

1.3.7.1. Filter Changes. All furnace, humidifier and air conditioning filters shall be replaced with new filters during recurring interior maintenance and COMs. This is part of the Unscheduled Maintenance CLIN line item.

1.3.7.2. Fire-Place and Chimney Cleaning. Fireplaces and associated chimneys shall be cleaned IAW industry standards in conjunction with recurring interior maintenance and COM’s. The following units have fireplaces:

Address:

1606, 1608, 1610, 1614, 1616, 1617, and 1619 Hickam

1.3.7.3. Carbon Monoxide Detectors. Carbon Monoxide (CO) detectors must be checked and replaced per manufacturer recommendation. Replacements used must be approved by QAP. This is part of the Unscheduled Maintenance CLIN line item.

1.3.7.4. Smoke Detectors. Check each unit to see if operational. Replacements used must be approved by QAP.

This is part of the Unscheduled Maintenance contract line item.

1.3.7.5. Fire Extinguishers. Check and replace per manufacture recommendations. This is part of the Unscheduled Maintenance contract line item.

1.3.8. Recurring Exterior Maintenance. The contractor shall accomplish recurring exterior maintenance for housing units and all items listed in Appendix 4 (as a minimum) on a three-year cycle during the months of April through September. Exception, centrally installed air conditioning units will be serviced annually during the month of May when temperatures are high enough to allow proper system operation. The A/C service and repair will be done in accordance with manufacturer’s instructions. Blue sump pump hoses will be removed in the fall and installed in the spring annually in the 136 units (Prairie View and Meadowlark Areas). Gutters, downspouts, government fences, bus stops, and playground equipment are included as recurring maintenance. Exteriors of all units shall be inspected and repaired. Fences shall be scheduled for the year in which the facilities it surrounds are scheduled. Playgrounds shall be scheduled for maintenance during the months of April and September. Bad weather will not release the contractor from the requirement to complete exterior maintenance during the year scheduled. Exterior maintenance shall be performed on one third of the housing units each year to enable all the units to be serviced within a three year time frame. Playgrounds shall be inspected and maintained to meet all current safety and health regulations. Deficiencies identified by the Playground Inspector (Para 1.2.5.4) must be repaired promptly and in priority according to the assessed Risk Assessment Code (RAC).

1.3.9. Routine Com Cleaning Requirements. The contractor must clean and prepare housing units as part of change of occupancy maintenance to ensure immediate occupancy of the next resident.

1.3.9.1. Condition of Vacant Units. Outgoing housing residents are responsible for cleaning certain items to include accessible areas of appliances (not required to disassemble); removing stains, cobwebs, crayon marks, grease, and food particles on accessible walls, ceilings, countertops, doors, cabinets, and wood trim throughout the unit; removing soap scum, residue, and mildew from bathrooms; cleaning light fixtures; yard care; and removing dirt and cobwebs from storage rooms, porches and garages, cleaning the trash bins, etc.

1.3.9.2. General Change of Occupancy Cleaning Requirements. The contractor is responsible for all cleaning required due to change of occupancy maintenance actions.

1.3.9.2.1. Interior.

1.3.9.2.1.1. Appliances. Clean all areas that are not accessible to occupants.

1.3.9.2.1.2. Sinks. Clean area not accessible to occupants.

1.3.9.2.1.3. Walls and Ceilings. Clean all surfaces that are 8’ and higher, to include lights. Remove all nails, wall and ceiling anchors and hooks. Some decorative ceiling hooks will remain as directed.

1.3.9.2.1.4. Ventilation/Heating (Air Vents, Grills, and Fans). Clean all visible duct areas when vents/grills are removed.

1.3.9.2.1.5. Floors. Strip and wax all floors (plastic based acrylic wax is not acceptable). Wax and buff all hardwood flooring. Clean basement floor.

1.3.9.2.1.6. Baseboards, Molding, and Kick Plates. Clean all baseboards, molding, and kick plates.

1.3.9.2.1.7. Carpets. Steam-clean all government owned carpet. After cleaning a soil/stain retardant shall be applied. The contractor shall not clean occupant owned carpet, but will be responsible for covering and protecting the carpet during the COM.

1.3.9.2.1.8. Windows. Clean all windows inside and outside from 1 April to 30 September and inside only between 1 October and 30 March. Clean all windows coverings such as Venetian blinds, mini-blinds, wooden blinds, vertical blinds, shades, etc.

1.3.9.2.1.9. Doors. Clean all sliding patio doors and French doors.

1.3.9.2.1.10. Basements. Clean areas not assessable to occupants.

1.3.9.2.1.11. Fire Place. Clean fire place and accessories.

1.3.9.2.1.12. Lights. Ensure all fixtures have working light bulbs in each socket.

1.3.9.2.2. Exteriors.

1.3.9.2.2.1. Trash and Snow. Inspect all garages, storage areas, decks, porches, steps, and driveways to ensure that all trash and garbage and any snow accumulations occurring during COM have been removed.

1.3.9.2.2.2. Lights (outside). Clean lights on soffit and sodium lights on multiplex garages and any other light fixtures above 8ft.

1.3.9.3.1. Abandoned Unit Cleaning Requirements. For units determined as “abandoned” by the QAP, the contractor shall perform additional cleaning which will be paid as part of the Unscheduled Maintenance CLIN line item. The contractor shall perform “occupant required cleaning” (specified on AF Form 227) as well as items identified in “COM cleaning requirements” of this contract.

1.3.9.3.2. Duct Cleaning. The contractor may be required to clean and sanitize the existing air supply and return ducting during COM, or at other times as directed by the QAP. Furnace duct cleaning includes a thorough cleaning and sanitizing of all warm air furnace and return air ductwork in accordance with the National Air Duct Cleaners Association (NADCA). This work will be paid using a separate line item on a not to exceed basis.

1.3.9.3.3. Make Ready Cleaning. The contractor shall clean previously cleaned vacant units prior to occupant move

in. These services are required when directed by the QAP in order to provide a clean and sanitary appearance.

1.3.9.3.4. Carpet Cleaning of Occupied Units. The contractor may be required to clean government owned carpet in occupied homes at the request of the QAP using the same standards for COM cleaning. The contractor will be required to move and re-set furniture in order to accomplish required cleaning. This work will be paid as a separate line item

1.3.10. Material Acquisition. The contractor shall bear the cost of all materials, parts, and supplies up to $75.00 per individual item. The government shall reimburse the contractor for materials, parts, and supplies in excess of $75.00 per item. The sales tax will be paid in the full amount for any item in excess of $75.00. Reimbursement shall be made only on completed job orders. The contractor is responsible for the first $75.00 of each item costing over $75.00.