Dorm_FY16_PWS_15DEC15.docx

Performance Work Statement For Dormitory Maintenance At Wright Patterson Air Force Base

15 Dec 2015

PERFORMANCE WORK STATEMENT

DORMITORY MAINTENANCE

TABLE OF CONTENTS

SECTION TITLE PAGE

2. SERVICE SUMMARY 36

3. GOVERNMENT FURNISHED SERVICES

APPENDICIES

SECTION 1

PERFORMANCE WORK STATEMENT

FOR MILITARY DORMITORY MAINTENANCE

DESCRIPTION OF SERVICES/General Information

1.1. SCOPE OF WORK. The Contractor shall provide all management, supervision, personnel, supplies, materials, equipment, vehicles and services necessary to perform interior and exterior maintenance and repair services to include change of occupancy maintenance (COM) and preventive maintenance inspections in six (6) dormitory residence facilities at Wright-Patterson Air Force Base as set forth in this Performance Work Statement (PWS) contract. The Contractor shall maintain the dormitory facilities in a timely and professional manner to achieve clean, safe and livable conditions

1.1.1. ENERGY STAR. The Contractor shall use Energy Star rated electrical fixtures, appliances, bulbs, and components in accordance with (IAW) Executive Order 13514, Federal Leadership in Environmental, Energy and Economic Performance. Reference www.whitehouse.gov/assets/documents/2009fedleader_eo_rel.pdf.

1.1.2. PERFORMANCE STANDARDS AND WORKMANSHIP. All work under this contract must conform to the standards of the specifications defined in this PWS. Items that are in good serviceable condition, but are unattractive and detract from the otherwise acceptable appearance of the dormitories may be replaced with the approval of the Contracting Officer’s Representative (COR) or Contracting Officer (CO). All work shall be performed in accordance with manufacturers recommendations, national codes (Electric Code, Uniform Plumbing Code, etc.), industry standards (American Concrete Institute, Carpet and Rug Institute, Gypsum Association, etc.), and applicable federal, state, and local rules and regulations, unless otherwise specified herein. If an appropriate specification is not stated in this PWS, the contactor shall restore defective parts to a clean and operable condition or replace the item as necessary IAW industry standards.

1.1.3. ACQUISITION. The Contractor shall acquire the materials, parts and supplies required for the performance of this contract.

1.1.3.1. ACQUISITION OF PARTS FOR MAJOR/MINOR PROJECTS. All materials, parts and supplies that are obtained for use under the materials contract line item, shall be purchased at the lowest competitive price possible, obtaining all discounts and rebates. The Contractor shall keep the original purchase documents and abstract offers and submit with the month billing. All purchase documents shall be made available for the government review and audit. The Government reserves the right to specify the kind and quality of materials, parts and services purchased. The Government also reserves the right to purchase parts and materials from sources other than this contract (See “Submittals” paragraph 1.1.5.).

1.1.4. WARRANTY REPLACEMENT. The Contractor shall be responsible for exercising manufacturer’s warranties for all parts, equipment and appliances. The Contractor shall be responsible for the installation of replacement parts, where the manufacturer’s warranty does not provide for installation. Calls involving work or equipment under warranty, by another Contractor, shall be the responsibility of that Contractor. If a failure has occurred on a warranted item, the COR shall be notified within one (1) business day. As part of this contract, the Contractor shall take action as necessary to alleviate any problem, which is an immediate threat to life or property (e.g. turn off gas, turn off water, disconnect power, etc.). During warranty periods on new construction, the Contractor shall notify the COR to initiate the warranty call.

1.1.5. SUBMITTALS. The Contractor shall initially make submittals to the CO no later than ten workdays prior to the first performance date. AF Form 3000 (Material Approval Submittal and Technical Data) shall be submitted for all materials to be used. The Contractor shall only use those items that have been approved. If the Contractor wishes to use a product other than those previously approved, an AF Form 3000 shall be submitted. AF Form 3000 must be approved by the Contracting Officer prior to material being used. Material samples of all paints to be used in the dormitories must be submitted and approved prior to use.

a. Dealers literature, for all equipment, appliances, hardware and fixtures intended for installation, in the dormitories, shall be provided as back up documentation.

b. Contracting Officer’s approval of submittals shall not relieve the Contractor of responsibility for any deviations from the requirements of the contract.

c. If the Contractor requests to install a different appliance, equipment, hardware or fixtures, new submittals are required for approval by CO prior to use.

d. No work requiring a sample submission shall begin until the Contractor has an approved submittal on file.

1.1.6. POINT OF CONTACT (POC). The Contractor shall provide a Point of Contact (POC) who shall be responsible for the performance of the work. The name of this person, who shall act for the Contractor, shall be designated in writing to the CO within 10 days after contract award. The Contractor shall provide cell, home and business telephone numbers for the designated personnel where they may be contacted outside of normal duty hours. The designated personnel shall have full authority to act for the Contractor, including contractual signatures, on all contract matters relating to the daily operation of this contract. The designated personnel shall be available to meet with Government personnel regarding problems within 30 minutes after notification. The POC shall be on site during normal duty hours and contingencies requiring work beyond normal duty hours. After normal duty hours, the Manager shall be available within 30 minutes.

1.2. HOURS OF OPERATION.

1.2.1. NORMAL DUTY HOURS. The Contractor shall perform work required under this contract during the hours specified. Normal duty hours are 7:30 a.m. to 4:30 p.m., Monday through Friday. COM shall be accomplished at any time, including weekends and holidays, except between the hours of 9:00 p.m. and 7:30 a.m. Turn back of COMs shall be restricted to the hours of 7:30 a.m. to 4:30 p.m., Monday through Friday, excluding Government holidays. The Contractor shall acquire approval of the CO to work extended hours to ensure timely completion of work at no additional cost to the Government.

1.2.2. RECOGNIZED HOLIDAYS. The Contractor is not required to provide service (except where otherwise specified in this contract, i.e. emergencies) on the following days: New Years Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. If the holiday falls on Saturday it shall be observed on Friday. If a holiday falls on Sunday it shall be observed on Monday.

1.2.3. SCHEDULING OF APPOINTMENTS. The Contractor, in coordinating operations with the dormitory manager or COR, shall provide a two (2) hour window for response to the service call. Response times are stated in Appendix B. The Contractor shall notify the dormitory manager or COR within 30 minutes prior to the end of the designated time frame in cases in which delays prevent the service technician from arriving on time. Scheduling shall be re-accomplished and coordinated with COR / dormitory manager by the Contractor at this time.

1.2.4. EMERGENCY SERVICE CALLS. Emergency maintenance service call work shall be performed on a 24 hour a day, seven day a week, 365/366 days a year basis. After normal business hours, personnel shall be available to respond, within specified timeframe in Appendix B, to emergencies called in by the dormitory manager, COR, or other authorized government representatives (i.e. Dorm Chief, First Sergeants, etc.). The Contractor shall have a representative on standby duty at all times who is capable of responding and performing all required service calls specified in Appendix B. In an emergency, the Contractor may enter an unattended occupied dormitory room when accompanied by the dorm manager, COR or authorized representative.

1.2.5. BASE CLOSURE NOTIFICATION PROCEDURES. After an official decision to close WPAFB has been made by the Base Commander, the closure shall be broadcast in all major regional TV and radio stations.

WKEF 22

1.2.6. UNFORESEEN BASE CLOSURES AND/OR DELAY. When an unforeseen base closure occurs on a regularly scheduled day of work, the Contractor shall work service calls falling in the Emergency category. Work, other than emergency work, shall be completed on the following work day, providing the base has been reopened. If necessary, the Contractor may reschedule the work to any day satisfactory to the dormitory manager or COR.

1.2.7. EMERGENCY SERVICES. Emergency services are defined as accident and rescue operations, civil disturbances, natural disasters, and military peacetime and wartime contingency operations and exercises. The Contractor shall repair damage to facilities caused by, but not limited to, fire, freezing, flooding and wind in accordance with maintenance and repair required by this PWS. When required by the CO, the Contractor shall respond to emergency situations. The CO shall verbally advise the Contractor of the effort required and follow up with a written change to the contract. The Contractor shall notify the designed COR, in cases where an emergency occurs on weekends or after normal working hours.

1.3. KEY CONTROL. The Contractor shall establish, document and implement methods of ensuring that all keys issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control, which shall be included in the QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. Semi-annually, review keys issued to employees to ensure keys are still needed and secure.

1.3.1. LOST KEYS. Upon becoming aware that a key is missing or has been duplicated, the Contractor shall report the occurrences of the lost or duplicated key to the COR and the CO. In the event keys are lost or duplicated, the Contractor shall be required, per the CO, to re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock(s) shall be deducted from the monthly payment due to the Contractor. In the event a master key is lost or duplicated, all locks & keys for that system, shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.3.2. ACCESS TO GOVERNMENT FACILITIES. The Contractor shall prohibit the use of Government issued keys by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by the Contractor’s employees to permit entrance by persons other than coworkers or sub-contractors engaged in the performance of assigned work in those areas.

1.4. ELECTRONIC REPORTS AND DATA. Reports and data shall be extracted from the data routinely collected by the Contractor. Reports as specified below, shall be sorted by any field, as requested by COR. For definition purposes, a field is any required element of a report (i.e., labor hours, job orders (J.O.) number, material costs, date completed). These reports and data shall be available for Government review at any time. An electronic copy of these reports shall be provided to the Government COR upon request and at the frequencies specified below.

1.4.5. PREVENTIVE MAINTENANCE INSPECTION SCHEDULES. The Contractor shall provide an annual written preventive maintenance schedule for each type of system specified below. Schedule shall indicate which dorm units are to be inspected each week during the inspection period. Inspections shall be accomplished for each dormitory unit listed in Appendix D. Schedules for all types of preventive maintenance inspections shall be submitted to the designated COR by the 10th work day after contract award and at the start of each exercised option.

1.4.5.1. Dormitory Dryer Vents. The Contractor shall inspect, repair, and clean dryer vents in all dormitory laundry areas of buildings 1212, 1213, 1215, 1216, 1218 and 1243 to include roof exhaust vents. Dryer vents shall be scheduled and completed four times a year, during the months of February, May, August and November.

1.4.5.2. Fan Coil, Air Handler Units & Control Systems Annual preventive maintenance inspection, repair, and cleaning of fan coil units and their control systems located in each room of buildings 1212, 1213, 1215, 1216 and 1243 shall be scheduled once a year, during the months of April & May. This includes the make-up air system located on the roof at building 1243. Fan coil units shall have filters changed annually during inspection. Air handler units and their control systems located in buildings 1218 shall be inspected, repaired and have filters changed monthly.

1.4.5.3. Roof, Gutter and Downspout Cleaning. The Contractor shall clean roofs, gutters, and downspouts annually, by schedule, during the month of October. After cleaning the roofs, gutters, and downspouts, there shall be no evidence of leaves, straw, limbs, twigs, debris, and loose foreign matter. Contractor shall also respond to service calls from dorm managers or COR. The Contractor shall perform all repair work identified on roof, gutter and downspout inspection within five (5) working days.

1.4.5.4. Carpet and Upholstery Inspection and Cleaning Schedule. The Contractor shall professionally clean and deodorize government carpet in the dormitories one time per year, by schedule, during the months of May and June. The carpet shall be free of all visible dirt, grime, soil, removable spots and stains, and odors. Inspect the carpet, prior to cleaning, and advise the COR in writing, of any conditions that prevent carpet from being satisfactorily cleaned.

1.4.5.5. Ice Machine Inspection and Cleaning Schedule. The Contractor shall inspect, repair and clean ice machines located in buildings 1212, 1213, 1215, 1216 and 1243 quarterly, during the months of January, April, July and October. Water and air filters shall be changed during inspection. All machines equipped with a waste water pump shall also be cleaned during the inspection.

1.4.5.6. HVAC Controls. The Contractor shall inspect, maintain, connect, repair, backup the database, and adjust field mounted and panel mounted HVAC control devices, to include but not limited to, the As Built Sequence of Operation strategies and set points of the Direct Digital Control (DDC) device points located in software associated with the Air Handlers (AHU), Make-Up Air Systems (MAU), Fan Coil Units (FCU), and Variable Air Volume Boxes (VAV) for space temperature and ventilation control. HVAC Control Systems located in buildings 1218 and 1243 shall be inspected monthly. The contractor shall maintain the hardwire communications path between all devices associated with the DDC network, network controller and Ethernet connectivity.

1.4.5.6.1. Energy Management Center. The Contractor is responsible for coordination and notification of all scheduled DDC system outages and unscheduled outages per occurrence with the 788 CES/CEO Energy Management Center (EMC) at 656-0360.

1.4.5.6.2. Software Upgrades. The Contractor shall request in writing and receive written approval from the CO prior to installation of any software and/or firmware upgrades. Software or firmware upgrades and/or changes installed by EMC that affect synchronization with the facility will be coordinated with the Contractor prior to implementation. DDC System synchronization between devices in the facility and the base EMC network shall be maintained at all times.

1.4.6. DOCUMENTATION AND RECORDS. All written documentation, records, schedules, data, reports, etc., as described in this PWS that are the responsibility of the Contractor, are the property of the Government and shall remain so even upon termination of this contract. The Contractor shall keep these items current at all times. The Contractor shall turn over all documentation and records to the Government upon completion of the contract. Documentation and records shall be available at all times for audit and review by authorized Government personnel. Including, but not limited to, the CO, COR, Government auditors, Government IG, and higher Air Force Headquarters.

1.4.6.1. Records. The Contractor shall create, maintain, and dispose of only those Government required records specifically cited in this PWS. If requested by the Government, the Contractor shall provide the original record or an electronic copy of any such record within two (2) workdays of receipt of the request.

1.4.6.2. Maintain facility jacket files. A facility jacket folder for each dormitory building/dorm room shall contain the original copy of each completed J.O. for all work accomplished on a dormitory facility/room (including AF 1219s for COMs) as well as all warranty information. Facility jacket files and their contents shall be correct, current and remain the property of the United States Government. Files shall be made available to the COR upon request.

1.5. JOB ORDERS.

1.5.1. JOB ORDER (J.O.) SYSTEM. The Contractor shall record and maintain all work data performed under this contract. A job order system shall be created by the Contractor for each category of work; for example, all service calls, preventive maintenance inspections, COM and major/minor project work. The type of data entered for each J.O. is discussed below.

1.5.1.1. Initiation of Job Orders. A separate J.O. is required for each item of work specified. Example: If the Contractor receives a service call and the COR specifies three separate problems (i.e., clogged bath drain, loose door handle and ceiling fan inoperable), a separate J.O. is required for each, for a total of three (3) J.O.s from one service call. A new J.O. shall not be prepared when the Contractor is responding to a repeat call where the original service was not performed properly by Contractor personnel. Existing J.O. shall be annotated “Repeat” if same job is called in within 72 hours of completion.

1.5.1.2. Job Order Data. Information included in the J.O. system, by the Contractor, shall as a minimum, be sufficient to satisfy the reporting requirements required in paragraph 1.5.1. All J.O. data related to COMs, dormitory room maintenance, service calls, preventive maintenance, cleaning, minor and major repair, alterations, and all J.O.s performed, shall be documented. As a minimum, the specific data required for J.O.s shall include, J.O. number, service required, dormitory building number and room number, date and time of call, date and time of appointment, date/time/name of tradesman assigned, material costs (unit and total), man-hours used, name of requester, duty phone numbers, classification of service call (emergency/urgent/routine), required completion date, dorm manager or COR signature, and remarks. Data supporting reimbursable items, including, but not limited to sole source and competitive quotes and the sources for those quotes, shall be maintained. The Contractor shall sequentially number each J.O. from the start of the contract to the end. A separate sequentially numbered system will be maintained for each category of work (i.e., service calls, recurring inspections, COMs, etc.).

1.5.1.3. Job Order Forms. Job Orders shall include the Dorm Manager’s or COR’s signature and date/time of completion of work. Job Order form developed becomes the property of the Government upon termination of the contract. The Contractor shall assure all J.O.s are recorded at the time the call is received and responded to within specified time frame.

1.5.1.4. Job Order System for Preventive Maintenance Inspections. The specific items applicable to the service being performed shall be completed on the J.O. Multiple problems may be identified at the same address and shall be included on the same job order. Separate J.O.s shall be prepared for all work identified other than a preventive maintenance deficiency. The Contractor shall perform all repair work identified on the inspection, on separate job order(s) within three (3) working days after inspection.

1.6. SERVICE CALLS.

1.6.1. RECEIPT OF SERVICE CALLS. Contractor shall receive all service calls (by a live human voice) 24 hours a day, seven (7) days a week, including holidays. During normal duty hours (Monday thru Friday, 0730 to 1630), all calls shall be logged in as stated below and responded within the timeframe stated in Appendix B. After normal duty hours, weekends and holidays, all calls shall be logged in as stated below and dormitory manager contacted on the next duty day to schedule an appointment. However, emergency calls shall be responded to within the timeframe stated in Appendix B, to include after normal duty hours, weekends and holidays. Upon receipt of each service call, the Contractor shall provide the dormitory manager or COR with the J.O. number, service call category of work requested and establish a date/time with the dormitory manager or COR to meet at the dorm room to perform the service. Upon completion of service calls the job order shall be signed and dated by the dormitory manager or COR.

1.6.2. SERVICE CALL TIMELINESS.

1.6.2.1. Emergency and Urgent. When emergency or urgent work is in progress and completion prior to 4:30 p.m. is impossible, the Contractor shall continue the work to a point of safe utilization regardless of the time required. The dormitory manager, COR, and dorm resident shall be fully apprised of the situation. The Contractor shall proceed with the work in coordination with and in regard for the welfare of the occupants. Completion of work required beyond the point of safe utilization shall be continued the following work day as a routine service call.

1.6.2.2. Routine. Routine response time shall be as stated in Appendix B. Completion time shall be within three (3) workdays unless otherwise agreed upon by the COR when submitted in writing by the Contractor.

1.6.2.3. Other Calls. Service calls received by the Contractor which are not required to be performed under this contract shall be accepted and referred to the appropriate on-base organization by the Contractor. The dormitory manager or COR shall be advised, in writing, of all calls received and what office it is being forwarded to.

1.6.3. CHANGE OF OCCUPANCY MAINTENANCE (COM).

1.6.3.1. Contractors Acceptance of Dormitory Room. Once the Contractor has officially accepted the unit, he shall be responsible for security of the dormitory room until the room has been returned back to the COR. The Contractors official date and time of acceptance of a room for turnover maintenance shall be when COR electronically transmits the AF Form 1219. The Contractor shall sign for the room acknowledging the date and time of acceptance.

1.6.3.2. Turnover/Turnback of COMs.

1.6.3.2.1. Timeliness. The Contractor shall achieve a turnover time of two (2) duty days, per room, per month for all COMs performed during the month.

1.6.3.2.2. Computing Downtime. The time of turnover shall be computed as follows: Using duty days, if the COR turns the unit over to the Contractor prior to 12:00 noon the maintenance period begins at 1:00 p.m. that day. If the COR turns the dorm room over to the Contractor at 12:00 noon or later, the maintenance period begins at 8:00 a.m. the following day. Downtime stops when the dorm room is turned back to the government COR. Downtime, for holidays, is not charged to the Contractor (Section 1, paragraph 1.2.2).

1.6.3.2.3. Downtime. The method for computing unit downtime shall be in one-half day intervals. A unit turned back before 12:00 noon will count as a half day and a unit turned back at 12:00 noon or after will count as a whole day.

1.6.3.2.4. Scheduling. Within four (4) work hours after acceptance of a dormitory room, the Contractor shall provide to the dormitory manager, in writing, an accurate date (including morning or afternoon) for completion of dormitory room. Units returned to the Contractor for re-performance shall require a new estimated completion date/time furnished to the dorm manager, in writing, within two (2) hours of unit being returned. The Contractor shall complete minor re-performance items within 20 minutes.

1.6.3.2.5. Quality. The Contractor shall use the checklist in Appendix C and any work previously identified on AF Form 1219 to define work to be completed. The Contractor shall maintain and repair the interior of dormitory rooms/bathrooms to meet the standards listed in Section 1, paragraphs 1.7., 1.8., 1.9., 1.10., 1.11. and 1.12.

1.6.3.2.6. Completion. The AF Form 1219 shall include a description of the work completed, materials used and shall be totally priced for each job entry. The number of COM days shall be annotated on the AF form 1219 and validated by the COR. The Contractor shall notify the dormitory manager or COR when all maintenance is done and the room is ready for occupancy. Contractor shall electronically transmit a signed and dated copy of the AF Form 1219 to the dormitory office.

1.7. CLEANING.

1.7.1. CHANGE OF OCCUPANCY QUARTERS CLEANING. The Contractor shall clean the following items in conjunction with change of occupancy maintenance. All items not specified below, shall be cleaned by the occupant prior to the Contractor receiving the dormitory room, unless unit has been specified as a full cleaning by COR. Contractor shall be responsible for general wipe-out cleaning of the entire dormitory room, prior to returning unit to the Government. Wipe-out cleaning shall include, but is not limited to, wiping-off previously cleaned items and surfaces that became soiled during the maintenance process.

1.7.1.1. Floors. The Contractor shall clean all uncarpeted floors to the following standard. All Vinyl Composition Tile (VCT) floors shall be cleaned and all traces of wax removed. Contractor shall apply a sealer on the floors when requested by the COR. Ceramic/Porcelain Tile and grout lines shall be cleaned and free of soil, mildew, stains and residue. Grout shall be resealed each time flooring is cleaned. Kitchens and common areas shall be cleaned when requested by COR.

1.7.1.2. Carpet Cleaning. The Contractor shall clean carpet in dormitories, as requested by the COR or CO. The carpet shall be free of all visible dirt, grime, soil, removable spots and stains, and Scotch-guard shall be applied. Inspect the carpet, prior to cleaning, and advise the COR in writing, within two (2) hours, of any conditions that prevent carpet from being satisfactorily cleaned.

1.7.1.2.1. Carpet Cleaning in Occupied Dormitory Rooms. The Contractor shall clean all carpet in the dormitories at least one (1) time per year by schedule. Annual dormitory carpet cleaning shall be scheduled with the dorm manager to assure accessibility to all rooms. Government owned furniture (Maximum of 100 lbs. per object) shall be moved prior to cleaning and shall be set back in original location (on Styrofoam carpet blocks, or other approved method) upon completion.

1.7.1.3. Upholstery and Drapery Cleaning. At the request of COR, the Contractor shall clean the Government owned upholstered furniture and/or draperies.

1.7.1.4. Window Cleaning. Window(s), screens, tracks and windowsills shall be cleaned. After cleaning there shall be no traces of film, dirt, smudges, water, grease and other foreign matter. Windows that are permanently affixed to window frames and cannot be removed are not required to be cleaned prior to unit being returned to the Government, if the temperature is continuously below 40 degrees Fahrenheit for the entire time the room is in the Contractor’s possession. If windows are not cleaned during the COM, the Contractor shall return to the room to clean the window(s). This shall be accomplished on or before the tenth working day, that the temperature is 40 degrees or above. The Contractor shall be responsible for documenting the daily temperature while the room is in COM and for each day after until the windows have been cleaned. In most instances the room shall be occupied when the Contractor returns to clean the window(s).

1.8. UTILITIES.

1.8.1. UTILITIES. All utilities are to be maintained for the duration of the contract. Any requirement for temporary disconnection of a utility for any period of time shall be coordinated through the Dormitory Office. Utility shutdowns for the purpose of disconnecting or connecting services, which will affect areas outside the immediate project work area, shall be accomplished after normal workday hours or on weekends. Contractor shall have all approvals on a signed AF Form 103 (Base Civil Engineer Work Request) prior to shut down. To affect a utility shutdown, the Contractor shall submit a request in writing, a minimum of 24 hours (1 full day) in advance of the scheduled shutdown. The request shall contain the following information:

When it is necessary to interrupt utilities for maintenance, the Contractor shall notify all affected occupants at least 24 hours prior to the interruption. When utility service is reinstated, the Contractor shall verify proper operations before leaving the work site.

1.8.2. POWER/UTILITY OUTAGES. When utility services are restored, the Contractor shall check for proper operation. This is considered normal maintenance.

1.8.3. ELECTRICAL, HEATING, VENTILATION AND AIR CONDITIONING (HVAC) UTILITIES AND CONTROLS. The Contractor shall maintain and repair the electrical systems in facilities including, but not limited to, the main distribution panels, the main circuit breaker on the outside of the facility and Government-owned meters. Repair or replacement of electrical components shall be made in such a manner as to assure a safe and reliable electrical system. All replacement materials and components shall be listed or approved by Underwriters Laboratories (UL) All work shall conform to the requirements of the National Electrical Code (NEC). Exterior electrical work beyond the main distribution panel is not a part of this contract. Contractor shall be responsible for entire HVAC systems to include all Direct Digital Controls (DDC) at the AHUs, VAV boxes, fan coil units, and main controls panel located in the mechanical rooms, up to but not including, the chillers located on the outside of the facilities as well as the boilers, heat exchangers, and chilled water pumps. These items are maintained by the Government. Hand digging may be required in areas where heavy equipment cannot gain access to work area. The Contractor shall make all necessary repairs, to all Government property within 14 working days after completion of the utility repairs.

1.8.4. SEWER AND WATER LINES. Sewer and water lines shall be serviced and repaired (including replacement) up to the main. This shall include all laterals, service lines and main connections. The Contractor shall be responsible for exposing underground utilities when there is doubt as to who is responsible for repairs. Replacement of sewer and water laterals and/or service lines are the responsibility of the Contractor. Sewer lines shall be freed from stoppages to the main. All lateral/service lines exhibiting reduced or stopped flow shall be reported to COR before repairs are made. Damaged sewer/water, laterals/service lines shall be replaced with PVC pipes. The Contractor shall make all necessary repairs, to all Government property within 14 working days after completion of the utility repairs. The sewer and water mains are the responsibility of the Government, as well as any Gas lines. Large scale maps identifying the main lines will be furnished at contract start up.

1.8.4.1. Insulated Pipes. The Contractor is hereby given notice that Asbestos Containing Material (ACM) may have been used to wrap and insulate pipes. Thermal System Insulation (TSI) containing ACM may be exposed when repairing water lines in the dormitories. When encountering any insulated pipes all insulation should be treated as Presumed Asbestos Containing Material (PACM) unless tested and found to be asbestos free. Any disturbances of Asbestos Containing Material (ACM) or Presumed ACM (PACM) shall be conducted in accordance with 29CFR 1926.1101 (for renovations), or 29CFR 1910.1001 (for maintenance or repairs) as may be applicable. See Environmental Section 1.18. for further information regarding asbestos environmental requirements.

1.8.4.2. Miscellaneous Asbestos Debris. The Contractor is hereby given notice that miscellaneous asbestos debris from TSI (see 1.8.4.1.) and other sources may be encountered in wall or ceiling cavities, crawl spaces, or chase ways. Any fibrous materials encountered in these areas shall be treated as friable PACM unless tested and found to be asbestos free. Any disturbance of ACM or PACM shall comply with all applicable sections of 29CFR 1926.1101 for renovations or 29CFR1910.1001 for maintenance or repairs.

1.8.5. TELEPHONE WIRING. The Contractor shall repair and replace wiring, jacks and other associated parts necessary to restore service in all existing phone jacks, regardless of location. This includes all wiring from the telephone terminal box. All wiring shall conform to all applicable telecommunications standards servicing both voice phones and computer modems. If no jacks are existing, Contractor shall install phone jacks as requested by the COR.

1.8.6. UNDERGROUND UTILITY CLEARANCES. The Contractor shall assist base personnel, to locate all existing utility lines in the field before starting excavation of any kind. COR shall process an AF Form 103, Base Civil Engineer Work Clearance Request. The Contractor shall furnish, place and maintain barricades.

1.9. GENERAL.

1.9.1. OCCUPANT DAMAGE TO GOVERNMENT PROPERTY. To ensure that Occupants are held liable for any damage to Government property caused by them, the following procedure has been established. The Contractor shall notify COR within 1 (one) hour and provide a copy of the J.O. along with a written estimate of repair costs, prior to any work being done. The COR shall then investigate and advise the Contractor whether to proceed with repairs, or if repairs are being made by the occupant. Missing items such as light globes, screens, towel bars, etc., shall be considered occupant damage.

1.9.2. EMERGENCY CLEAN-UP. The Contractor shall clean up and disinfect areas damaged by water and/or sewage, inside and outside of dormitories, due to (but not limited to) roof leaks, basement leaks, water line leaks, sewer/storm line backups and breaks or malfunctions in Government owned appliances and plumbing fixtures. Response times are listed in Appendix B.

1.9.3. OUT OF INVENTORY DORMITORY ROOMS. The Contractor shall respond to service calls submitted by dorm managers or COR. Emergency and urgent response times shall be as stated in Appendix B. Fan coil unit shall be left operational at all times.

1.9.4. VANDALISM. When Government property has been destroyed or maliciously damaged, due to substantiated or suspected vandalism, the Contractor shall provide a written cost estimate for repairs to the COR. The Contractor shall not begin repairs to vandalism until approval is given by the COR, Contract Administrator (CA) or CO in writing. This is to allow the responsible person the option of making the repairs themselves or hiring someone else to make the repairs.

1.9.5. LIGHTING.

1.9.5.1. Interior and Exterior Lighting. Contractor shall maintain, repair and replace all light fixtures.

1.9.5.2. Light Bulbs. The Contractor shall supply and replace all inoperative light bulbs except in occupied dormitory rooms. The bulbs shall be of equivalent or better quality to those currently being used. Incandescent bulbs shall be replaced with CFLs (Compact Florescent Lights) as directed by the COR.

1.9.6. ELECTRICAL COVERS, PLATES, RECEPTACLES, AND SWITCHES. The Contractor shall install white-colored electrical receptacles, covers, switches, and plates on painted or tiled walls. Replace broken, cracked, discolored and non-white electrical receptacles, covers, switches, and plates on painted walls with white ones. Replace all exterior receptacles, as requested by COR, with Underwriters Laboratories (UL) approved weather-tight receptacles in accordance with the National Electrical Code (NEC).

1.9.7. DOORS, WINDOWS, AND RELATED HARDWARE. The Contractor shall repair or replace deteriorated, damaged, or malfunctioning doors, door casings, windows, window frame, window screens, window sills and related hardware, and return to original condition.

1.9.7.1. GLAZING. Replacement glass shall be installed by the Contractor in accordance with the Flat Glass Marketing Association glazing manual.

1.9.7.2. WEATHER-STRIPPING. Damaged, missing or deteriorated weather-stripping shall be replaced by the Contractor IAW to the manufacturer’s recommendations.

1.9.8. STAIRS AND HANDRAIL COMPONENTS. The Contractor shall maintain stairs and handrail components, as requested by COR.

1.9.9. MAILBOXES. The Contractor shall repair or replace damaged or malfunctioning mailbox units to include combination locks and keys.

1.10. INTERIOR.

1.10.1. WALLS AND CEILINGS. The Contractor shall repair or replace damaged and deteriorated walls, ceilings, and related trim. Removal and replacement of damaged drywall or plaster walls is the Contractor’s responsibility. If termite damage is found during the course of repairs, it shall be reported to the COR prior to work being completed. All newly installed surfaces shall receive all preparation and priming required before painting. Normal minor repairs (i.e., nail holes, furniture scraps etc.) required before painting shall be considered normal maintenance. Damaged and deteriorated walls, ceilings, and related trim (i.e., water damage, wear and tear, etc.) shall be repaired or replaced to provide a safe, attractive interior, free of defects. When termite damage is found during the course of repairs, it shall be reported to the COR. All newly installed surfaces shall receive all preparation and priming required before painting. See paragraph 1.18.9 for precautions regarding lead based paint.

1.10.2. FLOORING. The Contractor shall repair or replace damaged, stained, cracked or deteriorated flooring to provide a uniform, aesthetic surface in both occupied and unoccupied dormitory rooms and common areas. See paragraph 1.10.2.2. for asbestos containing material precautions.

1.10.2.1. Vinyl Flooring. Replacement of damaged sheet vinyl or vinyl composition tile (VCT) shall be accomplished when requested by COR or the CO. The COR will specify the type of flooring to be installed. See paragraph 1.10.2.2. for asbestos containing material precautions.

1.10.2.2. Asbestos Containing Flooring For the purpose of this contract, the floor tile, vinyl and mastic in dormitories 1212, 1213, 1215 and 1216 shall be presumed to be asbestos containing material (PACM) at >1% asbestos (in accordance with OSHA standards, 29 CFR 1926.1101). Floor tile, vinyl and mastic may be presumed as non-friable and intact. If the Contractor discovers any damaged/friable floor tile, vinyl or mastic, or if the Contractor must disturb or remove any floor tile as part of a repair or maintenance requirement, the contractor shall contact the COR, CA or CO before proceeding. Contractor shall NOT saw-cut, drill, sand, abrade, or use any removal procedures that allow fibers to potentially become airborne when disturbing floor tile/vinyl without complying with applicable sections of 29CFR 1926.1101. Contractor shall NOT use any abrasive cleaning procedures on floor tile nor use rotating buffers that operate at or above 300RPM. All buffing or cleaning shall be accomplished using wet methods as defined in 29 CFR 1910.1001.

1.10.3. APPLIANCES. Appliance repair work includes, all work necessary to restore a defective appliance to operating conditions specified by the appliance manufacturer (including clocks/timers on ranges). Repair quality shall be equivalent to the original equipment’s quality in terms of parts, materials, and workmanship. Replacement parts shall conform to the appliance manufacturers design requirements, and shall provide reliability and durability comparable to the original equipment. When replacement appliances are required, the Contractor shall transport the appliance to the dormitory building/room at no additional cost to the government. Appliances shall be installed and tested prior to releasing them to the occupant. This work includes, but is not limited to, hauling, modifying utilities and facilities to fit the new appliance, connecting the appliance, and placing the appliance in its final position. Replacement appliances shall be of same make, model of the existing appliance to be removed, unless otherwise requested by the COR. Appliances removed from dormitories shall be taken by the Contractor to the Contractor’s work area or to a designated storage facility for repair, storage, or disposal. Appliances issued from Contractor storage shall be cleaned prior to installation, in accordance with paragraph 1.7. All warranties shall be exercised IAW para. 1.1.4.

1.10.3.1. Repair vs. Replacement of Appliances. One (1) time repair costs (parts only) on appliances shall not exceed those prescribed in Appendix E, without the Contractor having obtained prior approval from the COR in writing. The Contractor shall notify COR when they determine that an appliance is beyond economical repair. At this time the Contractor shall provide an accurate estimate of the repair cost, if applicable (parts only). After calculating the one time maximum repair cost, COR shall inform the Contractor to repair or replace the appliance. New appliances shall be Energy Star rated IAW para. 1.1.1.

1.10.3.2. Disposition of Parts, Materials and Appliances. Any items determined to be non-repairable by the COR shall be disposed of by the Contractor in accordance with local procedures. Appliances must be turned into Defense Logistics Agency (DLA). The Contractor shall obtain DD Form 1348-1(4) from DLA, previously DRMO. After turn-in, the Contractor shall return a signed copy of DD Form 1348-1(4) to the COR.

1.10.4. WINDOW TREATMENTS.

1.10.4.1. Traverse Rods. The Contractor shall restore sagging or nonfunctioning rods to an operable condition. If beyond repair, rods shall be replaced. Rods shall be level and parallel with the floor and match existing quality and workmanship.

1.10.4.2. Mini-Blinds. The Contractor shall restore mini-blinds to an operable condition. If beyond repair, mini-blinds shall be replaced with a like or better quality.

1.10.5. CARPET INSTALLATION. The Contractor shall provide installation, removal, disposal and repair of carpet within the dormitory facilities. All required measurements shall be the responsibility of the Contractor. Units to have carpet replaced or installed shall be identified by COR. The work area may remain occupied during installation. Carpet shall be of such a quality standard to last at least seven (7) years. Installation shall comply with manufacturer’s instructions and recommendations for seam locations, maintaining uniformity of direction, and lay of pile. Carpet shall be of equal to or better quality than existing carpet.

1.10.6. BATHROOM ACCESSORIES. The Contractor shall secure all loose bathroom accessories and fixtures. Damaged, stained, deteriorated, or missing items shall be replaced. If the existing tile cannot be matched, Contractor shall replace with tile approved by the COR in writing. Any corroded metal components shall be replaced with new.

1.10.7. MEDICINE CABINETS. The Contractor shall replace cracked, damaged or broken mirrors. Missing or damaged shelves and cabinets that are damaged or rusted beyond repair shall be replaced.

1.10.8. CAULKING. The Contractor shall completely remove damaged, stained or deteriorated caulking and replace with a silicon base sealant. The sealant shall be applied according to the manufacturer’s recommendations. Sealing materials which are marked or stained and cannot otherwise be cleaned shall be replaced.

1.10.9. COUNTERTOPS. The Contractor shall repair or replace damaged, stained or deteriorated countertops. Countertops and back/side splashes shall be repaired, when possible, to provide a serviceable watertight surface with uniform appearance. Damaged countertops that cannot be repaired to the point that the appearance is uniform and aesthetic in appearance, shall be completely replaced. All countertops must match, when replacement of one section means this cannot be done, then all countertops must be replaced as one unit.

1.10.10. CABINETS AND VANITIES. The Contractor shall repair or replace missing, damaged, stained or deteriorated doors, drawers and related hardware. Cabinet finishes shall be restored.

1.10.11. SMOKE DETECTORS. The Contractor shall repair or replace inoperative smoke detectors to ensure smoke detectors are operational at all times. During COM, check the smoke detector in the dorm room to see if operational, replace as required. In units with battery back-up, the Contractor shall provide a new battery at the time COM work is accomplished. When repairing or replacing a unit hard-wired to the Fire Alarm Panel, the Fire Dept/257-4075, shall be notified in advance so that the alarm panel may be shut down to facilitate repairs and reactivated once repairs have been completed. Repairs to the alarm panel itself are the responsibility of the Government.

1.10.12. PLUMBING SYSTEMS. The Contractor shall maintain plumbing system and associated components per applicable sections of the Uniform Plumbing Code (UPC). Liquid or crystal drain cleanser shall not be used.

1.10.13. Fiberglass Shower Stalls and Cast Iron Bathtubs.