Atch_1_PWS_dated_22_Mar_19.pdf

PERFORMANCE WORK STATEMENT

FOR

FAMILY HOUSING MAINTENANCE

22 March 2019

STATEMENT OF WORK

TABLE OF CONTENTS

Paragraph Number

Title

Section I – Description of Services

Page

1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 1.9 1.10 1.11 1.12 1.13 1.14 1.15 1.16 1.17

General Scope Performance Standards and Workmanship Change of Occupancy Maintenance (COM) Maintenance Service Calls Facility Cleaning Plan (FCP) Recurring Maintenance Program (RMP) Locksmith Service Appliance Installation, Service, and Replacement Outdoor Recreation Area (ORA) Maintenance Fire Protection Systems (FPS) Utility Maintenance (UM) Self Help Stores Contractor Environmental Requirements Hazardous Material (HAZMAT) Over and Above Work Warranty Program Plan (WPP)

Section II – Service Summary

2.1 2.2 2.3

Performance Requirements Performance Evaluation Service Summary Items

Section III – Furnished Property and Services

3.1 3.2 3.3 3.4 3.5

Furnished Facilities Furnished Material/Equipment Safeguarding Property Furnished Records Furnished Services

Section IV – General Information

Number

4.1 4.2 4.3 4.4 4.5 4.6

4.7

4.8 4.9 4.10 4.11 4.12

Quality Assurance Hours of Operation Security Requirements Contractor Personnel Special Qualifications Damage To Government Or Resident-Owned Property By the Contractor Government Reimbursement for Materials and Parts Coordination With Others Miscellaneous Local Requirements Administrative Requirements Applicable Publications And Forms Excavation and Digging

4.13 Work Backlog 45

Appendix

Section V - Appendices

1 List of Facilities to Maintain 1a Facilities Square Footage 2 COM Maintenance 2a COM Worksheet (Example) 2b COM Cleaning 2c COM Information Package to Residents (Example) 3 Service Call Classification (Example) 4 Master Appliance List (Example) 4a Inventory (Example) 5 Heat Areas 6 RM Schedule 6a RM Inventory (Example) 6b Fire Alarm Frequencies and Tasks/Fire Extinguisher Inspections and Tasks 6c Fire Sprinkler Inspection Frequencies and Tasks 6d Fire Protection Systems Inventory (Example) 6e ORA Maps 7 Facility Cleaning Schedule 8 Definitions 8a Acronyms 9 Self-Help Store Items (Example) 9a Self-Help Store Loan Items Inventory 10 Surplus Housing Cost Report 10a Non-Surplus Housing Cost Report 11 Self-Help Pest Management Supply Store Procedures 12 Furnished Offices for Contractor to Utilize (including Self-Help Store) 13 Material/Inventory 14 Over and Above (Example) 15 Management Reports 16 General Officer Housing (GOH) and Senior Officer Quarters (SOQ) Cost Reports 17 Furnished Equipment (Example)

LIST OF TECHNICAL EXHIBITS (TE)

TE 1 Fire Protection System Inventory and Inspection Intervals (Example) TE 1.1 Fire Alarm System Inspections (Example) TE 1.2 Fire Alarm Systems/Fire Extinguisher Vogelweh Housing (Example) TE 1.3 Fire Sprinkler Vogelweh Housing (Example) TE 2 Appliance Quality Standard TE 3 Certification List TE 4 Workload History/Workload Estimates TE 4a COM Breakout TE 4b Service Call Breakout TE 4c RMP Breakout

SECTION I

DESCRIPTION OF SERVICES

1.1. GENERAL SCOPE: The contractor shall provide all management, labor, equipment, service call, tools, materials, supervision, transportation and any other items and services necessary to maintain approximately 2,013 Military Family Housing (MFH) units at Ramstein Air Base (RAB), Vogelweh, and Landstuhl, which combined is also known as Kaiserslautern Military Community (KMC) Housing. Family Housing (FH) maintenance services apply to all housing units and attached housing support systems, to include all interior and exterior components and accessories such as garages, storage sheds, fences, grounds, landscaping, maintenance support buildings, utility lines, outdoor recreation areas and playgrounds as specified in this Performance Work Statement (PWS) and Appendix 1 (List of Facilities to Maintain) and Appendix 1a (Facilities Square Footage). All work is to be performed as described in this PWS. In addition, the contractor shall be responsible for maintaining all attached housing support systems which are added to FH during the life of the contract. The services contained herein are not considered mission essential within the meaning of DFARS clause 252.237-7023.

1.1.1. Changes to the Housing Inventory: Additions or deletions to the List of Facilities to Maintain (Appendix 1) may occur anytime during this contract performance period. The contractor will be notified in writing of changes by the CO. The change(s) will be reflected in Appendix 1, Appendix 10 “Surplus Housing Cost Report” and Appendix 10a “Non-Surplus Housing Cost Report”.

1.2. PERFORMANCE STANDARDS AND WORKMANSHIP: The contractor shall accomplish all work in this PWS in accordance with (IAW) manufacturers’ recommendations, national codes German Industrial Norms (DIN) standards or European Norms (EN) if available and a DIN standard does not exist, National Fire Protection Association (NFPA) 25, 72 and loss prevention (Schadenverhuetung [VDS]) shall be used for clarification of fire protection systems issues unless otherwise noted in this PWS, Electrical Engineering Association (Verband der Elektrotechnik [VDE]), U.S. Consumer Product Safety Commission 9 Handbook for Public Playground Safety (USCPSC), HQ AFCESA/CES Engineering Technical Letter (ETL) 07-4, host nation rules and regulations, environmental rules and regulations, energy programs, and Federal Republic Germany (FRG), Final Governing Standards (FGS) unless otherwise specified herein.

In the event of a contradiction between standards, the most stringent standard will apply. The contractor shall use the most current version of all standards as they become available. The contractor shall develop comprehensive plans that ensure quality housing is available to meet the needs, goals and criteria specified in this PWS. The contractor program shall ensure that service meets requirements of the Service Summary (SS) and service is completed in the specified time frame identified in this PWS and Appendices. The contractor shall document all services IAW PWS Paragraph 4.11.3., Facility Maintenance Files. The contractor is responsible for ensuring all item(s) being replaced, repaired or removed are disposed of off base IAW FRG, FGS, and all costs shall be included in the contractor’s prices. Definitions and Acronyms used in this PWS are specified in Appendix 8 (Definitions) and Appendix 8a (Acronyms).

1.3. CHANGE OF OCCUPANCY MAINTENANCE (COM): COM is the preparation of a housing unit for new occupants. The contractor shall provide COM on the housing units to repair or replace any damaged or incompatible components to provide a housing unit that has all components in good working order, a pleasant appearance, and is clean. In order to preserve continuous safe, operational, and structural integrity, the COM program shall include all interior and exterior components and accessories listed in Appendix 2 (COM Maintenance), as a minimum and be included in CLIN X003. When requested by the COR, the contractor shall provide COM maintenance as described in Appendix 2 and COM cleaning requirements as described in Appendix 2b (COM Cleaning). Additional, the COR may identify other work during the COM inspection. This is defined as Over&Above WorkTechnical Exhibit 4 COM Breakout states the amounts of COM Breakouts during the Fiscal Years 15, 16, 17 and 18. All Materials will be charged under Material CLIN X017.

1.3.1. Pre-Termination and Termination Inspections: The government will schedule as many pre-termination and termination inspections as required. “Termination” is defined as an inspection of a resident’s unit before vacating”. The contractor shall accompany the COR and the resident on termination inspections. The COR shall annotate the Appendix 2a (COM Worksheet) with any maintenance/cleaning requirements as identified and provide a hard copy (or via email) to the contractor following completion of the pre-termination inspection. The contractor shall provide an estimate associated with resident responsible damage for repairs/replacement or cleaning to the COR within 2 business days. For any additional or changed maintenance/cleaning requirements associated with resident responsibility at the termination inspection, the contractor shall provide an estimate prior to the conclusion of the inspection. The contractor shall order any parts or materials to be replaced within 24 hrs. after termination inspection. All maintenance/cleaning requirements shall be verified as previously noted on Appendix 2a (COM Worksheet) and annotate any additional requirements or changes.

The authorized COM period shall be annotated on Appendix 2a (COM Worksheet) and signed by the COR and Contractor. The COR will send a daily schedule 1 business day prior and a 10-day projected schedule the last business day of the week. The schedules (10-day and daily) include termination inspections, COM turn-back acceptance, and special inspections requiring the contractor’s presence. Maintenance problems encountered after a COM Turnover shall be brought to the attention of the COR immediately by telephone and followed up with an email to the COR within the first hour of the next duty day after discovery.

1.3.1.1. COM Dust-Down Cleaning: Units that require dust down cleaning shall be cleaned before an occupant moves into the unit. This will be included in the initial COM charges (CLIN X003). The COR shall notify the contractor when this requirement exists. The contractor shall complete within 24 hours of notification with the exception of holidays and weekends. Dust down shall include:

• Damp mop floors

• Sweep/Vacuum floors

• Wipe down windows, fixtures, mirrors, tiles, light fixtures, blinds/shades

• Wipe down appliances, countertop, sink

• Wipe down radiators, utility pipes, vents, ducting, and knock down all cobwebs

• Wipe all pantries, stairwells, closets, cabinets, shelves

• Remove debris, and trash from premises (responsibility for exterior cleaning is 15 meters around the exterior.)

1.3.1.2. COM Turnover: The government will schedule as many COM Turnovers as required.

The COR will meet the contractor at the scheduled termination inspections for turnover of units to

COM.

1.3.1.3. COM Period: The COM period per unit is 10 business days. If unit requires the change of carpet to ceramic tile, 2 additional business days will be added to COM period (12 business days total). The COM period begins at 0730 hours on the next business day after COM Turnover and counts as a full day. Days calculated are Monday through Friday except German and American Holidays.

1.3.1.4. COM Turn-back Acceptance: The COR will schedule Turn-back for government acceptance with the contractor. Appendix 2, the “COM Cleaning Checklist” is required to be utilized/signed and dated by the contractor and left on the kitchen counter prior to COM inspection.

Work not accepted by the COR on scheduled turn-back inspection will incur liquidated damages (LD) for each calendar day until work is acceptable. The COM period continues to run while unacceptable work is re-accomplished. The COM is not complete until accepted by the COR.

1.3.1.5. Delinquent COM: The government will assess LD for each calendar day (to include weekends, German and American holidays) of delay per unit until the government has accepted services. The government will withhold LD in the amount of 331.00 Euros per day for each unit the contractor fails to turn back to the government or the government does not accept due to defective work.

1.3.1.6. COM Information Package: The contractor shall produce and provide the COR a complete information package for new residents that contains all of the information specified in Appendix 2c (COM Information Package). This package shall be completed by the contractor and provided to the COR at COM acceptance.

1.4. MAINTENANCE: The contractor shall provide maintenance on housing units, facilities and structures listed in Appendix 1. Work may be performed in the interior or exterior of an occupied or unoccupied unit/facility. The government reserves the right to approve or reject materials used for replacement or repair prior to work being accomplished. All materials used for replacement or repair require prior approval by the COR. Materials will be charged under Material

CLIN X017.

1.4.1. Painting: The term "paint” or “painting" as used in this PWS includes surface preparation for painting, emulsions, enamels, paints, stains, varnishes, and other coatings whether used as a prime, intermediate, or finish coat, marking/labeling of surfaces alphabetically and numerically.

The contractor shall paint interior or exterior surfaces in occupied and unoccupied units/facilities designated to be painted, to include concrete floors. Finished surfaces/coats shall be smooth, free from runs, ridges, waves, laps, brush marks, and variations in color and shall have uniform thickness and coverage. The contractor shall remove all new and old paint from features such as doorknobs, window frames, receptacles, receptacle covers, switches, switch covers and any other features not intended to be painted. Marking/labeling letters or numbers shall match existing color for interior and exterior surface.

1.4.1.1. Wall or Ceiling Covering: The contractor shall prepare surface to install, repair or replace any type of paper or vinyl or coating covering for plaster, drywall or wet room covering.

White is the shade of color that will be standard for wall covering(s).

1.4.1.2. Repair and Paint Exterior Insulation/Masonry Surfaces: The contractor shall repair and paint exterior insulation/masonry surfaces. All surfaces shall match existing paint and texture.

1.4.1.3. Paint Maintenance Interior and Exterior: The contractor shall perform interior and exterior paint service(s). A shade of paint matching existing paint surface and texture will be standard interior/exterior paint.

1.4.2. Replace Ceramic Wall Tile: The contractor shall replace defective ceramic wall tile.

Replacement shall match existing tiles in size and color, and new wall surfaces shall be free of defects. If matching tiles are not available or able to be procured, the contractor shall notify the COR who will determine if the entire wall/room should be replaced or not. The contractor shall prepare surface to install, repair or replace any type of ceramic wall tile.

1.4.3. Floor/Surface Maintenance: The contractor shall maintain floors and surfaces. Work includes the removal and replacement of door stops or installation of new door stops, the removal, replacement or installation of new baseboard/carpet strips or transition piece from one surface to another to match installed floor/surface. Work shall include any type of floor/surface or sub-floor/surface repair or replacement to make whole and usable according to the respective manufacturer’s recommendation. When two different types of floor/surface are involved in the work, it shall include the newly installed surface, removal of old flooring and sub-floor preparation work for the new floor. Hardwood originating from tropical forests shall not be used.

1.4.3.1. Hard Wood Floor Finish: The contractor shall maintain hard wood floors finishes/surfaces. Sanded and sealed wood floors, stairs and handrails shall be evenly coated and completely sealed, free of drops, ridges, waves, laps, brush marks, puddles, sagged joints, runs, uniform in appearance, color and texture; areas adjacent to wood finishing and other items not coated, shall be free of overlapping, spots and stains. Sanded floor surface shall be free of sanding rut marks. Corners and perimeter floor of room shall be completely sanded to the same thickness as the rest of the floor without leaving rounded corners and defects.

1.4.3.2. Replace Wood Floor: The contractor shall replace defective hard wood floor surfaces.

New floor surfaces shall be free of ridges, waves, laps, split seams, and other defects. Replacement shall match existing in dimensions and color. If replacement floor finish does not match existing dimension and color, the contractor shall notify the COR who will determine if the entire floor in the room should be replaced or not.

1.4.3.3. Replace Ceramic Floor Tile: The contractor shall replace defective ceramic floor tile.

New floor surfaces shall be free of defects. Replacement tiles shall match existing tiles in size and color. If replacement floor tiles do not match existing tiles, the contractor shall notify the COR who will determine if the entire floor in the room should be replaced or not.

1.4.3.4. Replace Poly Vinyl Chloride (PVC) Floor Tile: The contractor shall replace defective PVC floor tile. New floor surfaces shall be free defects. Replacement shall match existing in dimensions and color. If replacement floor tiles do not match existing tile, the contractor shall notify the COR who will determine if the entire floor in the room should be replaced or not.

1.4.3.5. Replace Granite Floor Tile: The contractor shall replace defective granite floor tile.

New floor surfaces shall be free of defects. Replacement tiles shall match existing tiles in size and color. If replacement tiles do not match existing tiles, the contractor shall notify the COR who will determine if the entire floor in the room should be replaced or not.

1.4.3.6. Carpet to Tile Replacement: The contractor shall replace carpeted areas with ceramic floor tile. Ceramic tile shall be similar in color/style to ceramic floor tile currently in unit when requested by the COR.

1.4.3.7. Private Area Patio/Driveway/Garage/Sidewalk Masonry Surface Repair: The contractor shall replace defective private patio areas, driveways and sidewalk masonry/stone surfaces. When two different types of surfaces are involved in the work such as glazed tile being replaced with concrete block surface, it shall include the newly installed surface, removal of old surface and sub-surface preparation work.

1.4.3.8. Replace Garage Floor Surface Tile: The contractor shall replace defective garage floor surface tile. New floor surfaces shall be free of any defects. Replacement tiles shall match existing in size and color. If replacement tiles do not match existing tiles, the contractor shall notify the COR who will determine if the entire floor in the room should be replaced or not.

1.4.4. Fire Damage: Units damaged by fire shall be sealed and secured to prevent vandalism by the elements.

1.4.4.1. Fire Damage Clean-up: When requested by the COR, the contractor shall perform general cleaning of affected areas in occupied/unoccupied units or facilities, including but not limited to cabinets, closets, walls, ceiling, and floors by fire/smoke in order to re-inhabit the affected area. Cleaning may consist of wet/dry vacuum of area or manually wiping to remove soot.

1.4.5 Lightning Protection Systems and Electrical Dryer and Duct Cleaning

1.4.5.1 Lightning Protection Systems: The Contractor shall inspect and test lighting protection systems for all facilities listed for RMP in Appendix 1 (List of Facilities to Maintain). Inspection and testing shall be IAW times and frequencies identified in Appendix 6. The Contractor shall request RMP lightning protection system repair.

1.4.5.2 Electrical Dryer and Duct Cleaning: The Contractor shall inspect and clean the interior of all dryers by removing the back of the dryer and removing any dust, lint or foreign matter inside the dryer housing and then test dryers for proper operation. At the same time the Contractor shall clean the inside of all dryer ducts from the dryer appliance connection to the point the dryer duct exits the facility. This includes cleaning any devise at the end of the duct. Scaffolding/ high-reach may be required to access exterior duct outlets. The Contractor shall provide this service for all dryers listed in Appendix 4 (Master Appliance List) and IAW PWS Para. 1.9.3. Inspection and cleaning shall be IAW times and frequencies identified in Appendix 15. The Contractor shall request dryer repair IAW PWS Para. 1.5 and IAW PWS Para. 1.4.

1.4.6. Lawn Maintenance: The contractor shall provide lawn maintenance for occupied/unoccupied housing units and facilities listed in Appendix 1. Upon request by the COR, the contractor shall improve the drainage or repair damaged landscaping in housing areas. The contractor shall prepare the soil to sod/seed grounds area regardless of cause to meet the standards of surrounding areas.

1.4.6.1. Lawn Maintenance Landscaping by Reseeding: The contractor shall prepare surface, re-seed area as requested by the COR. The contractor shall provide irrigation/watering until newly installed seeded grass can support itself by natural rainfall.

1.4.6.2. Lawn Maintenance Landscaping by Replacing Sod: The contractor shall prepare surface, sod area as requested by the COR. The contractor shall provide irrigation/watering until newly installed sod can support itself by natural rainfall.

1.4.6.3. Lawn Maintenance by Applying Mulch: When requested by the COR, the contractor shall prepare surface, remove weeds, apply weed barrier prior to applying 2 centimeters of mulch to previously mulched areas.

1.4.6.4. Basic Lawn Maintenance: The contractor shall provide basic lawn maintenance service as follows:

• Mow Grounds: The Contractor shall mow area(s) requested; grass shall be maintained at a growth height between three to six centimeters.

• Edging: The Contractor shall edge sidewalks, driveways, curbs, and other concrete or asphalt edges located in the improved grounds for those facility/areas. Edging shall include removal of vegetation from cracks in sidewalks, driveways, and curbs one/two centimeters from the edged surface and to a depth of three/four centimeters.

• Trimming Grass/Weeds: The Contractor shall trim grass and weeds. Trimming height shall match surrounding area grass heights. All areas shall be trimmed concurrent with mowing. Trimming shall present a neat and professional appearance.

• Remove Trash/Debris: The Contractor shall remove trash, debris and fallen leaves and dispose at the Ramstein Compost Facility.

1.4.7. Grounds Snow and Ice Removal: The contractor shall provide grounds snow and ice removal for occupied/unoccupied housing units and facilities listed in Appendix 1. The COR will provide the contractor a projected schedule of newly assigned units which require snow/ice removal prior to initial inspection. Sidewalks shall be cleared of snow and ice between 0730 and 1630 hours on any day the weather requires snow or ice removal. The contractor shall remove snow and ice from all sidewalks in front of the unit from the dividing line between the next unit and facility. The Contractor shall ensure a pathway of one meter wide is free of snow accumulation, piles, or drifts. This may require multiple snow/ice removals each day.

1.5. SERVICE CALLS:

The contractor shall develop and implement a 24-hour, 7-days a week service call system that is responsive to the residents and has the capability to receive, classify and handle emergency, urgent, routine (See Appendix 3 for Service Call Classification) service requests, administrate service call service IAW this PWS for all facilities listed for service calls in Appendix 1 (List of Facilities to Maintain). Each category of service shall have a response time and maximum resolution time IAW Appendix 3 (Service Call Classification). An answering machine/service shall not be used. The contractor shall develop comprehensive written procedures and plan guidelines to implement a service call system to perform all work IAW the performance standards and workmanship identified IAW this PWS Paragraph 1.2., Performance Standards and Workmanship.

1.5.1. Service Call Reference Number: The contractor shall assign a reference number to each service call request. The reference number and a time frame for service call response shall be provided to the occupant at the time of the request. Service calls are not considered complete until documentation is signed and dated by occupant.

1.5.1.1. Service Call Categories: The contractor shall respond to emergency, urgent and routine service calls within times indicated in Appendix 3.

1.5.1.2. Emergency Call: Emergency calls are classified as failures or deficiencies, which constitute an immediate health, safety, property or environmental hazard.

1.5.1.3. Urgent Call: Urgent calls are classified as failures or deficiencies that do not immediately endanger the occupants or threaten damage to property but would inconvenience or affect the well-being of the occupants. A two-hour appointment window shall be coordinated with the occupant at the time of call in.

1.5.1.4. Routine Call: Calls that do not meet the criteria of emergency or urgent and are not listed in Appendix 3 are classified as routine calls. A two-hour appointment window shall be coordinated with the occupant at the time of call in.

1.5.1.5. Service Call No-Show: Failure on the part of a resident to provide access to quarters after appointments have been made shall be considered a no-show. In case of more than one no-show, the contractor is obligated to involve the COR Lead. The contractor shall attach a missed appointment notice form with a telephone number for the resident to call to reschedule service to the door. After the no-show notice, the contractor shall document the time and date of the attempt on the service call document and then cancel the service call.

1.5.1.6. Working in Occupied Quarters: Except in an emergency, the contractor shall not enter occupied quarters unless requested by the occupant and an adult member of the occupant’s family who is at home, or an adult who is responsible for the quarters during the occupant’s absence is present. If an emergency exists, approval by the CO, COR or Security Forces is required.

1.6. FACILITY CLEANING PLAN (FCP):

The contractor shall develop comprehensive written procedures, schedules and guidelines to implement a FCP and schedule for the cleaning of FH facilities listed in Appendix 1 (List of Facilities to Maintain) that meet the frequencies and times IAW Appendix 7 (Facility Cleaning Schedule). The FC shall be accomplished to keep all facility interior/exterior components and housing common use areas in such condition that they remain clean, safe and they may be continually utilized for their intended purpose at their designated capacity and efficiency.

Common areas of a facility include, but are not limited to, floors, walls, ceilings, stairwells (interior and exterior), hallways, bicycle/community rooms, moveable entrance walk-off carpet surfaces and surfaces under carpet. Before commencing work that renders walking surface wet, the contractor shall place safety signs in English and German at appropriate locations to warn pedestrian traffic of wet floors and slipping hazard and remove signs when walking surface is no longer wet. The contractor shall provide the FCP to the COR Supervisor or Alternate for acceptance within 2 workdays after the performance start date.

1.6.1. FC Schedule: For regular stairwell/common areas/basements facility cleaning a monthly schedule shall be posted and maintained in each stairwell being cleaned by the contractor. The schedule shall be placed in a contractor provided and maintained transparent wall hung display case by the entrance door of each stairwell.

1.6.2. Contractor Discovered Deficiencies Found During FC: Any unusual circumstances or maintenance discovered by the contractor such as leaking heat lines, or obstructed access to areas to be cleaned, or move-in/out of residents during FCP inspections shall be brought to the attention of the COR by telephone call within one hour of discovery and follow-up with an email within the first hour of the next business day.

1.6.3. Regular Stairwell/Common Areas/Basements Facility Cleaning: IAW times and frequencies identified in the Appendix 7 (Facility Cleaning Schedule), the contractor shall clean all accessible common areas of a facility such as floors, walls, ceilings, stairwells (interior and exterior), hallways, bicycle/community rooms, moveable entrance walk-off carpet surfaces and surfaces under carpet, dirt traps in the facilities common areas to remove all loose litter, debris, dust and loose foreign matter from surfaces. The contractor shall pick up any item such as foot mats in stairwell and clean under the mats, replace the mat to their original position when surface is cleaned. It is the contractor’s responsibility to obtain access for service, including locked room(s). Ensure all areas when finished are free of spills, removable stains, superficial marks, loose debris and are dry. Dust all vertical and horizontal areas so they are free of loose visible debris, dust and cobwebs including exposed pipes and ducts. Damp wipe and spot wash all vertical and horizontal surfaces so that they are free of impacted debris and removable spots, stains and graffiti. Remove and dispose of all loose trash from inside the facilities common area and empty all wastebaskets in common use areas including entrance step waste receptacles into the nearest trash dumpster. Clean all entrance doorframes and door glass on both sides so that smudges, smears, and foreign matter are removed. Clean exterior entranceway steps by sweeping, removing trash, and removing dirt, leaves, and any objects not supposed to be there within 2 meters of the center of the entrance door. Clean all exterior stairwells on all buildings that have exterior stairwells by sweeping, removing trash, and removing dirt, leaves, and any foreign objects.

Foreign matter, such as but not limited to, feces or urine found by the Contractor during cleaning operation shall be reported to the COR and the contractor shall remove, clean and disinfect the contaminated area. When a regular cleaning day falls on a holiday (German or American), the regular cleaning shall be performed either the business day preceding scheduled cleaning day or the first business day after the scheduled cleaning day. The Contractor’s cleaning schedule shall reflect holiday cleaning schedule. Regular Stairwell/Common Areas/Basements Facility Cleaning shall be completed and ready for government acceptance by 1100 hours on the day cleaning is scheduled.

1.6.4. Extensive Stairwell/Common Areas/Basements Facility Cleaning: The contractor shall provide extensive cleaning for an entire facility, to include common areas. The contractor shall extensively clean, by power scrubbing and stripping wax from all accessible floors in the facilities stairwells, halls, and common areas to remove stains, spills, ingrained dirt, scuff marks and impacted debris from all floor surfaces, and floors must be refinished IAW standard industry practice or manufacturer’s recommendations. The contractor shall disinfect basement floor with a disinfecting agent. When finished, the floor surface shall be clean and free of foreign objects.

Overhead piping systems and cable ducts in the basement hallway shall have been free of visible loose debris, dust, and lint. Walls shall be fully washed, free of impacted debris, dust, cobwebs and removable stains/graffiti, areas shall be clean and free of foreign objects. All vertical and horizontal areas shall be free of dust debris and cobwebs. The contractor shall complete work within 30 calendar days after work is ordered. It is the contractor’s responsibility to obtain access for service, including locked room(s). The contractor shall notify all facility residents of facilities that will be receiving extensive cleaning by posting a notice on the bulletin board at each stairwell entrance 5 calendar days in advance of cleaning. The contractor shall document cleaning in the facility maintenance file and report completed work in the recurring maintenance report.

1.6.5. Periodic Cleaning: IAW times and frequencies identified in the Appendix 7 (Facility Cleaning Schedule), the contractor shall clean the interior and exterior of all windows frames, sills and glass in the stairwells and common areas of the facilities including the exterior of the resident’s storage room windows and window frames listed in Appendix 1 (List of Facilities to Maintain).

The contractor shall notify all facility residents of facilities that will be receiving periodic cleaning by posting a notice on bulletin boards at each stairwell entrance 5 calendar days in advance of cleaning. The contractor shall document cleaning in the facility maintenance file and report completed work in the recurring maintenance report. All interior and exterior light fixtures globes need to be cleaned inside and out, replaced if missing or defective. All inoperative light bulbs and tubes shall be replaced. Clean entrance covers over entrance doors to remove all debris. Glass entrance covers over entrance doors shall be cleaned inside and out including gutters and downspouts. It is the contractor’s responsibility to obtain access for service, including locked room(s).

1.7. RECURRING MAINTENANCE PROGRAM (RMP):

The contractor shall produce and implement a RMP to provide recurring maintenance of FH units/facilities. Recurring Maintenance (RM) service includes items such as maintaining manufacturer’s warranties to comply with manufacturers’ recommended maintenance intervals and procedures, safety, environmental codes, testing and notifying residents of pending services.

RM shall be accomplished to keep all installed equipment, facility interior/exterior components, and housing common use areas in such condition that they remain clean, safe, and structurally sound and they may be continually utilized for their intended purpose and at their designated capacity and efficiency. The contractor shall include any new equipment items requiring RM discovered during technical reviews to the RM Inventory and RM Schedule and maintain the inventory and schedule throughout the life of the contract. Technical Exhibit 4c RMP Breakout serves as a sample to show the amounts of RMP Breakouts during the Fiscal Year FY19.

1.7.1.1. RMP Plan: The contractor shall develop a written RMP within the first 60 calendar days after the performance start date. This plan combines the contractor’s RM Inventory and RM Schedule completed IAW Appendix 6 (RM Schedule) and IAW Appendix 6a (RM Inventory) for all equipment in or associated with FH facilities listed for RMP service IAW Appendix 1 (List of Facilities to Maintain). The contractor shall provide this RMP to the COR for acceptance by the end of the 60 calendar day period. The contractor shall maintain this plan and adjust it as items are added or removed from service throughout the life of the contract.

1.7.1.2. RMP Inventory: The contractor shall accomplish a RMP inventory and use the format set forth in Appendix 6a (RMP Inventory) and Appendix 6d (Fire Protection System [FPS] Inventory) within the first 60 calendar days after the performance start date. The contractor shall accomplish these inventories and submit the inventories to the COR for acceptance at the end of the 60 calendar day period. The contractor shall maintain these inventories and adjust them as items are added or removed from service throughout the life of the contract.

1.7.1.3. RMP Schedule: The contractor shall provide a written RM Schedule by incorporating the RM Items IAW Appendix 6 (RMP Schedule) into any items found by the contractor during inventory for all equipment in or associated with FH facilities listed for RM within the sixty(60) calendar days after the performance start date. The contractor shall provide this RM schedule to the COR for acceptance by the end of the sixty (60) calendar day period. The contractor shall maintain this schedule and adjust it as items are added or removed from service throughout the life of the contract.

1.7.1.4. Contractor Discovered Deficiencies Found During RMP: The contractor shall immediately notify the COR by telephone and follow up with an email within the first hour of the next business day of any unusual circumstances or maintenance discovered by the contractor during RMP inspections, such as a leaking heat line belonging to another contractor.

1.7.1.5. Contractor Maintenance Discovered/Found during RMP: The contractor shall initiate a service call to perform necessary maintenance found during a RMP inspection that cannot be completed during the scheduled RMP inspection. These items shall be classified and completed IAW Appendix 3 (Service Call Classification).

1.7.1.6. RMP on Site Documentation of Work Performed: The contractor shall develop and provide written documentation such as a stick-on tag on each item receiving an inspection with the date of the inspection. This requirement is to provide visual documentation of recurring services at the work site and is in addition to the requirement to document the service and costs IAW PWS Paragraph 4.11.3, Facility Maintenance Files. The contractor shall provide the COR a sample of the documentation document/stick-on tag with the RM Plan within 60 calendar days after the performance start date for review and acceptance.

1.7.1.7. RMP No-Show: Failure on the part of a resident to provide access to quarters after appointments have been made shall be considered a no-show. The contractor shall attach a missed appointment notice form with a telephone number for the resident to call to reschedule service to the door. After the no-show notice, the contractor shall document the time and date of the attempt on the service call document and then cancel the service call.

1.7.1.8. RMP Contractor Certified RM Maintenance Technicians: Systems that require certified inspection and repair shall be inspected and repaired by a craftsperson with the respective certification.

1.7.1.9. RMP during COM: RMP for housing units in COM may be performed during a COM when requested in writing by the contractor IAW PWS Paragraph 1.3.1.6, COM Turnover. If the RM is accomplished during a COM, no additional maintenance time will be allowed.

1.7.1.10. RMP Work during Service Call Service: The contractor shall not perform RM work during Service Call service requests.

1.7.1.11. RM Notification and Appointment for RM Service Interior and Exterior of Single Houses, Town Houses and Multi-family Stairwell Units: The contractor shall notify FH residents of any scheduled recurring work inside and/or outside their unit private area or facility with the exception of General Officer Housing (GOH) and Senior Officer Quarters (SOQ) listed as GOH and SOQ in Appendix 1 (List of Facilities to Maintain). The contractor shall schedule GOH RM service with the Housing GOH manager and SOQ RM service with the Housing Facilities Chief. The contractor shall provide the resident this notice 10 calendar days before proceeding with any scheduled recurring work by posting a notice on each unit door. All scheduled recurring work in common areas or units(s) of town houses and multi-family stairwell facilities shall be accomplished by the contractor during one appointment in order to minimize disturbances.

A sample for a GOH Report can be found in Appendix 16 (GOH Report).

1.7.1.12. Coordination of RMP Mechanical Rooms, Electrical Equipment Rooms, Cable TV, Fire Protection System Rooms, Heat Substations Rooms or Buildings (Rooms) Inspection:

The contractor shall coordinate the monthly and quarterly mechanical and electrical room inspections with Utility Support Contractors/Outsourced Utility Support Suppliers and accomplish jointly scheduling of General Officer Housing (GOH) and Senior Office Quarters (SOQ) listed as GOH in Appendix 1 (List of Facilities to Maintain). The Contractor shall schedule GOH RMP service with the Housing GOH Manager. Names and phone numbers of Utility Support Contractors/ Outsourced Utility Support Suppliers are listed in the table of paragraph 4.8.1.

1.8. LOCKSMITH SERVICE: The contractor shall maintain a backup key or key code system for each facility lock. The contractor shall duplicate keys and repair/replace existing locks and key systems. The contractor shall install and maintain any type of locking device including replacing garage door remote controls, mechanical securing/closing features such as door closing devices, window handles, panic hardware, door handles, or locking devices that are required in housing for residents, building leaders, and the COR. The contractor shall inform the occupant/building leader to request key duplication through housing office; the COR will provide occupant/building leader with approved Key Authorization Letter. The contractor shall provide locksmith service and accept key duplication service as a walk-in service with approved Key Authorization Letter, and provide the key immediately to the resident. The contractor shall track locksmith, key duplicating, mechanical securing and closing device work by separate lock call service call reference number IAW the PWS Paragraph 1.5.1., Service Call Reference Number.

The contractor shall document all locksmith, key duplicating, mechanical securing and closing device work material costs in the facility maintenance file and maintain all key codes.

1.8.1. Lock Replacement: Replacement locks shall not require the use of a key, a tool, or special knowledge or effect for operation from the inside. Unless there is more than one of type lock system used in a building, replacement locks shall conform to the type already installed unless requested and accepted by the COR.

1.8.1.2. Window and Balcony Door Locking Devices: When required, the contractor shall remove old and install new lockable window and balcony door handles on any housing unit/facility listed in Appendix 1.

1.8.2. Resident and/or Other Lockouts: The contractor shall provide lockout service as an emergency service call 24 hours a day/7 days a week (24/7), and provide entry to residents who are locked out of their quarters. This service shall only be provided when identification of the resident or his/her dependent can be confirmed using identification card and government supplied quarter’s roster. Questions concerning the identification of an individual will be referred to the housing office or Security Forces. The contractor shall provide lock-opening service for police, fire department, Base Civil Engineer personnel and Utility Support Contractors/Private Contractors when required. The Privacy Act of 1974 protects any information obtained during the verification.

1.9. APPLIANCE INSTALLATION, SERVICE, AND REPLACEMENT: The contractor shall use government-furnished appliances for replacement stock until the present inventory is exhausted. The Contractor shall accomplish installation of government-furnished appliances as a service call. These items will thereafter be maintained as part of the contract. See Master Appliance List, Appendix 4. The contractor shall provide appliance service, repair, replacement, purchase, transportation, storage and disposal. If an appliance cannot be repaired in quarters on the first service call, the contractor shall replace the appliance with an operational appliance of the same quality, i.e., if it is a newer model washer then it shall be replaced with a newer model washer.

The appliance needing repair shall be taken to the contractor’s shop, repaired, and returned to stock for future use within 3 business days. The contractor shall install new and/or refurbished appliances upon approval by the COR. When appliance replacement is required, the contractor shall be responsible for transportation, placement, and modification, connection, and disposal actions. Appliances shall be maintained IAW manufacturer's recommendations and standard commercial practices.

1.9.1. Power Source: All appliances installed by the contractor shall be capable of operating on an existing standard German DIN (e.g. 220V 50Hz; 400V 3Phase 50Hz; 110V 50Hz) household electrical system and attaching to existing dryer vents and plumbing systems. All appliances shall be energy rated at the top of their rating group. The contractor shall provide manufacturer’s certificate of energy rating to the COR for each appliance model purchased.

1.9.2. Non-Repairable Appliances: The contractor shall dispose of non-repairable appliances IAW local base procedures. The contractor shall prepare all forms for condemned appliances;

prepare appliances for transport to Defense Logistics Agency (DLA) Disposition Services located in Kaiserslautern, Germany, and unload the condemned appliances at the Defense Logistics Agency (DLA) Disposition Services located in Kaiserslautern, Germany. The contractor shall submit a DD Form 1348-1 to DLA Disposition Services and provide the COR a copy of the completed DD Form 1348-1 by email within the first hour of the next duty day after delivery to DLA Disposition Services. When an appliance is turned in to DLA Disposition Services, the contractor is responsible for transporting, removing, and disposing of hazardous materials associated with appliances when required. When an appliance is changed out, the contractor shall send a copy of the new appliance information via email to the COR lead(s) within three (3) business days of completed appliance service call.

1.9.3. Master Appliance List: The contractor shall maintain a Master Appliance List (MAL), Appendix4. The Master Appliance List is a stand-alone list for appliance management, but the information it contains shall also be incorporated into the facility maintenance folder for any unit, facility, structure, or common area of facilities. The contractor shall update the MAL within 3 business days of completed appliance service call, appliance repair, replacement and upload into units or download out of the units. Records shall be maintained during the life of the contract and turned over to the COR during the phase-out period electronically and in hard copy (Government property). 1.9.4. Master Appliance List Carry Over: The Government will furnish the contractor an updated MAL at contract performance start and the contractor shall continue to document the master appliance list as required for this contract. The contractor shall incorporate the master appliance list into the facility maintenance file to provide a complete maintenance history for each facility, unit, or common area of a facility. These folders shall be current and reconciled within 30 days after the performance start date of the contract. The government will furnish the previous facility maintenance files to the contractor on performance start date.

1.9.5. Replacement Parts for Appliances: The contractor shall furnish replacement parts equal to or better than parts originally on the appliance. If an item cannot be repaired in place, the contractor shall follow the procedures in Paragraph 1.9. The contractor shall maintain a complete record of parts and cost used for historical data, and shall make them available upon request for government review. These records shall distinguish between built-in and freestanding appliances and maintained in the facility maintenance file. Appliances shall not be cannibalized for parts unless permission is granted in writing from the housing director.

1.9.6. Replacement Appliances: Once the government-supplied appliance inventory has been depleted, the contractor shall purchase and install new appliances; i.e. refrigerators, electric ranges, stove top, built-in ovens, dishwashers, freezers, icemakers, washers and dryers. Replacement appliances shall be of equal or better quality than the existing appliances. Replacement stand-alone stoves shall match the counter-top height. If the appliance does not fit in the location from which the old appliance is removed without making renovations, the contractor shall notify the COR. The contractor shall accomplish installation as a service call.

1.9.7. Purchase New Appliances: The contractor shall purchase and transport appliances when requested by the COR. The contractor shall include transportation costsAt the end of each month, the contractor shall invoice for appliances purchased and received during that month, distinguishing between built-in and free standing appliance. The invoice shall include supporting documentation showing the amount paid. The contractor shall provide the COR a minimum 45-calendar day notice of need in writing to allow the contractor lead-time to purchase, ship, and receive new appliances. Appliances purchased become property of the government and shall be maintained IAW the PWS.

1.9.8. Payment for Purchased New Appliance Parts: The contractor shall provide service call appliance maintenance. Payment shall be made only on completed work orders, service calls, and change of occupancy maintenance. Parts and materials are those items used in the repair and maintenance of a MFH unit that becomes a part of the unit. Payment will be accomplished as described in paragraph 4.7 Government Payment for Parts & Materials. All materials will be paid under Material CLIN 0X017.

1.9.9. Appliance Warranty Documentation Filing: The contractor shall file appliance warranty documentation to the MAL and in the applicable facility maintenance folder no later than 3 business days after completion of installation.

1.10. OUTDOOR RECREATION AREA (ORA) MAINTENANCE: The contractor shall provide Service Call and RM service for ORA. The contractor shall maintain FH outdoor recreation equipment, playgrounds, surface areas and fences, picnic pads, bench and table pads, basketball and tennis courts, mini-sport pads, pavilions, picnic tables, benches and associated equipment such as electrical and structural systems, grill huts, grill equipment, trash containers and signs at ORA sites. The contractor’s service shall include provisions for inspecting, testing, inventorying, installing, repairing, replacing, removing, ORA equipment in a neighborhood IAW facilities listed for ORA in Appendix 1 (List of Facilities to Maintain) and Appendix 6 (RM Schedule). ORA’s shall be kept free of weeds, trash and debris; trashcans shall be emptied weekly or as needed.

1.10.1. ORA Annual Playground Audit: The contractor shall…