Housing Maintenance T.O. Draft PWS.docx

PERFOPMANCE WORK STATEMENT

FOR

FAMILY HOUSING MAINTENANCE

TASK ORDER

15 April 2024

STATEMENT OF WORK

TABLE OF CONTENTS

Section I – Description of Services

Contract #, Attachment 1

LIST OF TECHNICAL EXHIBITS (TE)

SECTION 1

DESCRIPTION OF SERVICES

1.1 GENERAL SCOPE: The Contractor shall provide all work specified by this Performance Work Statement (PWS) unless otherwise designated as “performed by others”. The Contractor shall provide all personnel, equipment, vehicles, tools, material, and other items and services to perform all tasks and functions for KMC Housing (Kaiserslautern Military Community) as defined in this PWS. Contractor will maintain approximately 1841 Military Family Housing (MFH) units at Ramstein Air Base (RAB), Vogelweh, and Landstuhl, which combined is also known as KMC Housing. Military Family Housing (MFH) 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 PWS and Appendix 1 (List of Facilities to Maintain) and Appendix 1a (Facilities Square Footage). In addition, the Contractor shall be responsible for maintaining all attached housing support systems, which are added to MFH during the life of the contract. The services contained herein are not considered mission essential within the meaning of DFARS clause 252.237-7023. Definitions and acronyms used in this PWS are specified in Appendix 8 (Definitions) and Appendix 8a (Acronyms). Comment by LEGLEITNER, CARINA DE USAF USAFE 700 CONS/PKA: CONS: Check if still valid

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 Contracting Officer (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. PERFOPMANCE 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 ([VDS] Schadenverhuetung) 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 4.11.4., 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.

1.3. CHANGE OF OCCUPANCY MAINTENANCE including CLEANING (COM):

It is the intent of the Government that the Contractor shall accomplish the tasks of maintaining, repairing, replacing and cleaning items during the change of occupancy (COM). The Contractor shall adhere to the specified timeframe outlined in this PWS and perform COM maintenance and COM cleaning when the dwelling unit (DU/house) is vacant, and a COM is required for the next resident. The Contractor shall repair, tighten or replace (when required) any items listed in Appendix 2 (COM Maintenance) that becomes unserviceable, unsafe, or unsanitary regardless of its functionality. After COM the unit must have all components in good working order and have a clean and uniform appearance. When requested by the COR, the Contractor shall provide COM maintenance as described in Appendix 2 and COM cleaning as described in Appendix 2b. The Contractor is guaranteed payment on 360 COMs per period of performance or one full option year. Any additional COMs required can be requested by COR and will be paid equal to COM Maintenance and COM Cleaning CLINs (CLINs X003 - X008).

General Officer Quarters (GOQ) only: The Contractor shall remove, clean and reinstall curtain valances.

Technical Exhibit 4 - Historical COM Breakout states the number of scheduled COMs during the Fiscal Years 2021-2023. COM line items shall include all labor and materials.

If unforeseen work is identified by either the Government or the Contractor, before or during the COM turnback inspection, the Government reserves the right to add unscheduled tasks as stated in paragraph 1.16. prior to unit’s acceptance. The COR will inform the Contractor about adjustments of Turn-Back dates. Any unusual circumstances or maintenance problems discovered by the Contractor such as leaking heat lines, 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.

1.3.3 Scheduling COMs: The Government will schedule a maximum of 7 COM Turn-Back inspections per day (Turn-Back Re-Inspections not included). The COR will send a daily schedule 1 business day prior and a 14- day projected schedule the last business day of the week. The schedules (14-day and daily) include Termination inspections, COM Turn-Back acceptance, and special inspections requiring the Contractor’s presence.

1.3.4 Inspections: The Government is responsible for the inspection schedule. Inspections will be scheduled by the Government and then performed between the hours of 0700 –1630, Monday through Friday.

1.3.4.1 Pre-Termination Inspections: The Government shall perform a Pre-Termination inspection with the resident prior to their departure. The purpose of this inspection is to assess the condition of the dwelling unit, to identify the work effort required, and to initiate repair maintenance orders that allow the Contractor time to order materials as necessary to accomplish repairs. The Government inspector shall annotate the Appendix 2a (COM Worksheet) with any maintenance/cleaning requirements as identified and send a copy via email to the Contractor following completion (within 2 business days) of the Pre-Termination inspection.

1.3.4.2 Final-Termination Inspections: The Government inspector will perform a Final-Termination inspection (Termination) with the resident. If the resident fails Termination inspection, re-inspection is scheduled at the earliest mutually acceptable time. The Contractor will be informed about rescheduled appointment ASAP. For any cleaning requirements and damages associated with resident responsibility, the Contractor shall provide a time/cost estimate prior to the conclusion of the inspection if requested by the COR.

1.3.4.3 COM Turnover: The Government will schedule as many COM Turnovers as required during business hours. The COR will meet the Contractor at the scheduled inspections for turnover of units to COM. The Contractor and the COR will do a joint walk through of the unit immediately after resident’s Termination is completed. The Government inspector shall annotate the Appendix 2a (COM Worksheet) with any maintenance/cleaning requirements as identified and send a copy via email to the Contractor following completion of the Termination inspection within one business day. The Contractor shall order any parts or materials to be replaced within 24 hrs. after Termination inspection.

1.3.4.4. Loaner Furniture in Unit upon Termination: The Contractor will receive and sign an inventory sheet for loaner furniture at joint walkthrough. The Contractor shall clean and disinfect all hard and soft furniture items. Any noted damages to furniture shall be brought to the attention of the COR immediately. While unit is in COM, the Contractor is responsible for safekeeping and storing of loaner furniture in case furniture relocation is required.

1.3.5 COM Period: The COM period per unit is 10 business days (counted as maintenance days). If unit requires the change of existing floor to ceramic tile, 4 additional business days will be added to COM period. If sand and seal or replacement of hard wood floor is required, 3 additional business days will be added to COM period. The COM period begins at 0730 hours on the next business day after COM Turnover. Days calculated are Monday through Friday except German and American Holidays.

1.3.6. COM Turn-Back Inspections: The Government will schedule COM Turn-Back for Government inspection with the Contractor. Turn-Back inspection is scheduled between 0800 to 1200, Monday through Friday, except German and American Holidays. Appendix 2, the “COM Cleaning and COM Maintenance Checklists” is required to be utilized/signed and dated by the Contractor and left on the kitchen counter prior to COM inspection. The Contractor shall notify the COR NLT 1400 hours the day prior if scheduled Turn-Back inspections are ready for inspection. Work not accepted by the COR on scheduled Turn-Back inspection will incur liquidated damages (LDs) for each calendar day until work is acceptable. The Contractor shall perform internal quality control to ensure all cleaning and maintenance tasks have been completed. The COM is not complete until accepted by the COR.

COM work can be performed by the Contractor between the hours of 0700 and 1800, Monday through Friday. On Saturdays and Sundays, as well as American and German holidays no loud equipment is allowed (e.g. drilling, sanding and sealing). Only quiet work like cleaning and light maintenance is allowed.

1.3.7 Delinquent COM: The Government will assess liquidated damages (LDs) 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 LDs in the amount of TBD Euros per day for each unit if the Contractor fails to turn back a unit to the Government, or if the Government does not accept unit due to defective work.

1.3.8 COM Information Package: The Contractor shall produce and provide the COR a complete information package for new residents that contains all the information specified in Appendix 2c (COM Information Package). This package shall be completed by the Contractor and provided to the COR at COM Turn-Back inspection.

1.3.9 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 (CLINs X006 - X008). The COR shall notify the Contractor when this requirement exists. The Contractor shall complete within 24 hours of notification except for holidays and weekends. Dust down shall include:

· Sweep/vacuum and damp mop floors

· Wipe down windows, windowsills, 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, closets, cabinets, shelves inside and outside

· Clean toilets and wipe down wall tiles, bathtub and shower stall

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

1.3.10. COM Yard Refresh: The COR shall notify the Contractor when this requirement exists. Required COM yard refresh shall be performed before an occupant moves into the unit. This will be included in the initial COM charges (CLINs X003 - X008). The Contractor shall complete within 48 hours of notification except for holidays and weekends. COM yard refresh shall be performed as referenced in 1.4.6. yard maintenance.

1.4. WORK DESCRIPTION: The following performance standards describe work performed during COM, service calls and preventive maintenance (PM). 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. All materials used for replacement or repair require prior approval by the COR. The Government reserves the right to approve or reject materials used for replacement or repair prior to work being accomplished.

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. The Contractor shall paint interior or exterior surfaces, to include concrete floors. Marking/labeling of surfaces alphabetically and numerically are included as a finished product and shall match existing color for interior and exterior surface. 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.

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/surfaces 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 of 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. Old Flooring to Tile Replacement: When requested by the COR, the Contractor shall replace carpeted areas/PVC floor/wood floor with ceramic floor tile. New ceramic tile shall be similar in color/style to ceramic flooring currently used in similar units. New ceramic tiles shall be approved by COR prior to installation.

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 Tile: The Contractor shall replace defective garage tile. New surfaces shall be free of any 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 area 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 or damage done by the elements.

1.4.4.1 Fire Damage Clean-up: When requested by the COR, the Contractor shall perform cleaning of affected areas in occupied and unoccupied units or facilities. Cleaning may consist of wet/dry vacuum of area or manually wiping to remove soot.

1.4.5. LIGHTNING PROTECTION AND ELECTRICAL DRYER AND DUCT CLEANING:

1.4.5.1. Lightning Protection Systems: The Contractor shall inspect and test lightning protection systems for all facilities listed for PM 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 PM lightning protection system repair. Inspection results shall be provided to the COR upon completion of PM.

1.4.5.2. Electrical Dryer and Duct Cleaning: The Contractor shall inspect and clean all dryers in accordance with manufacturer’s recommendation. Remove 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 and outside of all dryer ducts from the dryer appliance connection to the point the dryer duct exits the facility. This includes cleaning any device 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. Yard Maintenance: The Contractor shall provide yard maintenance for occupied and 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. The Area of Responsibility (AOR) is defined as a 50-foot radius around the facility or halfway to the next facility and to the middle of the street, including the small strips between the sidewalk and the curb on the front and side of townhouses. The rear boundary for the AOR is the back fence.

Yard Maintenance includes the services 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. 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.

· Trimming of Bushes, Shrubs and Trees: Shrubs/Bushes must be kept neatly trimmed and not be allowed to contact the exterior wall of the unit or grow over curbs, sidewalks or through fencing. Trimming of trees is also Contractor’s responsibility.

· 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.

· 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.

· Applying Mulch (GOQ only): 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.

· Grounds Snow and Ice Removal: The Contractor shall provide grounds snow and ice removal for unoccupied housing units and facilities listed in Appendix 1. The COR will provide the Contractor a list of vacant units to maintain. 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 surrounding the unit and 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 Housing Staff and has the capability to receive, classify and handle emergency, urgent and routine service requests (See Appendix 3 for Service Call Classification). The Contractor shall administrate service call service IAW this PWS for all facilities listed 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. At the first day of every month the Contractor shall provide a phone roster with emergency POC numbers including German and American holidays to the COR. 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.

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. The Contractor shall attach a missed appointment notice form with a telephone number for the resident to call to reschedule service to the door. The Contractor shall document the time and date of the attempt on the service call document. After the 3rd no-show notice the Contractor shall inform the COR for follow up.

1.5.1.6. Working in Occupied Quarters: Except in an emergency, the Contractor shall not enter occupied quarters unless requested by the occupant or 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 MFH facilities listed in Appendix 1 (List of Facilities to Maintain) that meet the frequencies and times IAW Appendix 7 (Facility Cleaning Schedule). Facility cleaning (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. Facility Cleaning 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 FC inspections shall be addressed or 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 (such as fire doors, pipes, wall carpet, handrail, light switches) 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. 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, 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, 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: Upon request by the COR, 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 Preventive 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 business days in advance of cleaning. The Contractor shall document cleaning in the facility maintenance file and report completed work in the Preventive 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. PREVENTIVE MAINTENANCE PROGRAM (PM): The Contractor shall produce and implement a PM to provide Preventive Maintenance of FH units/facilities. Preventive Maintenance (PM) 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. PM shall be accomplished in occupied and unoccupied units 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 PM discovered during technical reviews to the PM Inventory and PM Schedule and maintain the inventory and schedule throughout the life of the contract. Technical Exhibit 4c PM Breakout serves as a sample to show the amounts of PM Breakouts during the Fiscal Year FY2023.

1.7.1. PM Plan: The Contractor shall develop a written PM within the first 60 calendar days after the performance start date. This plan combines the Contractor’s PM Inventory and PM Schedule completed IAW Appendix 6 (PM Schedule) and IAW Appendix 6a (PM Inventory) for all equipment in or associated with FH facilities listed for PM service IAW Appendix 1 (List of Facilities to Maintain). The Contractor shall provide this PM 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.

1.7.1.1 Delinquent PM: The Government will assess liquidated damages (LDs) quarterly at 5% of the total firm fixed price for the quarter. LDs will be assessed if less than 90 % of scheduled PM is not completed by the contractor provided PM plan (1.7.1).

1.7.2. PM Inventory: The Contractor shall accomplish a PM inventory and use the format set forth in Appendix 6a (PM 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.

1.7.3. PM Schedule: The Contractor shall provide a written PM Schedule by incorporating the PM items IAW Appendix 6 (PM Schedule) into any items found by the Contractor during inventory for all equipment in or associated with FH facilities listed for PM within the 60-calendar days after the performance start date. The Contractor shall provide this PM schedule to the COR for acceptance by the end of the 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. The Contractor shall provide a monthly report of performed PM to the COR within the first 5 business days of every month.

1.7.4. Contractor Discovered Deficiencies Found During PM: 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 PM inspections, such as a leaking heat line belonging to another Contractor.

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

1.7.8. PM 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 PM Plan within 60 calendar days after the performance start date for review and acceptance.

1.7.9. PM 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. The Contractor shall document the time and date of the attempt on the service call document. After the 3rd no-show notice the Contractor shall inform the COR for follow up.

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

1.7.11. PM during COM: PM for housing units in COM shall be performed during a COM.

1.7.12. PM Work during Service Call Service: The Contractor can perform PM work during Service Calls or upon resident request.

1.7.13. PM Notification and Appointment The Contractor shall notify FH residents of any scheduled recurring work inside and/or outside their unit. The Contractor shall provide the resident this notice 10 business 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 to minimize disturbances. For General Officer Quarters (GOQ) and Senior Officer Quarters (SOQ) listed as GOQ in Appendix 1 (List of Facilities to Maintain), the Contractor shall schedule GOQ PM service with the Housing GOQ manager.

1.7.14. Coordination of PM 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 to be performed jointly with Utility Support Contractors/Outsourced Utility Support Suppliers. Names and phone numbers of Utility Support Contractors/ Outsourced Utility Support Suppliers are listed in the table of paragraph 4.9.1. For General Officer Quarters (GOQ) and Senior Officer Quarters (SOQ) listed as GOQ in Appendix 1 (List of Facilities to Maintain), the Contractor shall schedule GOQ PM service with the Housing GOQ manager.

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 System 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. Material for replacement of obsolete "CoreKey" Lock System with digital "SimonsVoss" locking system shall be charged against CLIN X019.

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 or child safety devices on any housing unit/facility listed in Appendix 1.

1.8.1.3 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 immediately 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. Appliance replacement will happen at manufacturer life cycle replacement (upon COR request) or if non-functional. 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), Appendix 4. 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.