FY_15_Housing_PWS__PDF_Draft.pdf

Performance Work Statement

For

Military Family Housing Maintenance

At

Wright Patterson Air Force Base

21 Aug 2015

PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

SECTION TITLE PAGE

1. DESCRIPTION OF SERVICES/GENERAL INFORMATION

1.1. Scope of Work 1

1.2. Hours of Operation 2

1.3 Key Control 4

1.4. Commercial Phone Lines 4

1.5. Reports and Data 5

1.6. Job Orders 6

1.7. Service Calls 7

1.8. Cleaning 9

1.9. Utilities 11

1.10. General 12

1.11. Interior 14

1.12. Exterior 18

1.13. Painting 19

1.14. Self-Help Store 20

1.15. Quality Control 21

1.16. Special Projects 22

1.17. Miscellaneous 24

1.18. Safety/Voluntary Protection Program (VPP) 26

1.19. Environmental Requirements 28

2. SERVICES SUMMARY 36

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1. General 37

3.2. Facilities 37

3.3. Services 37

APPENDICIES

A. DEFINITIONS 39

B. SERVICE CALL RESPONSE TIMES 43

C. INTERIOR and EXTERIOR CHECKLISTS 48

D. UNITS TO BE SERVICED 53

E. APPLIANCE REPAIR/REPLACEMENT GUIDE 57

F. WORKLOAD ESTIMATES 58

G. TRANSITION PLAN 93

H. FLOOR PLANS AND MAPS 95

I. WPAFB SPECIFICATIONS:

02 08 10 – ASBESTOS 116

SECTION 1

PERFORMANCE WORK STATEMENT

FOR

MILITARY FAMILY HOUSING MAINTENANCE

DESCRIPTION OF SERVICES/GENERAL INFORMATION

1.1. SCOPE OF WORK. The Contractor shall provide all management, supervision, trained personnel, supplies, materials, equipment, vehicles and services necessary to perform military family housing (MFH) interior and exterior maintenance and repair services to include, Change of Occupancy Maintenance (COM) and preventive maintenance inspections in the Brick Quarters housing area (100 units) at Wright-Patterson Air Force Base as set forth in this Performance Work Statement (PWS) contract. The Contractor shall maintain all housing facilities in a timely and professional manner to achieve clean, safe and livable conditions.

Houses Garages

Interior Maintenance Exterior Maintenance

Facility Jacket Files Buildings provided for Contractor Use

Service Calls Appliance Management

Change of Occupancy Maintenance Quality Control Management

Self-Help Operations Gov’t Owned Gas, Water and Sewer Lines

Recurring Maintenance Vacant Units

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 housing units 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 contractor 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 monthly billing. All purchase documents shall be made available for the government review http://www.whitehouse.gov/assets/documents/2009fedleader_eo_rel.pdf 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 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.

SERVICE CALL CATEGORY DAYS PER WEEK SERVICE AVAILABILITY

Emergency 7 days / week 24 hours / day

Urgent 5 days / week (Mon-Fri) 7:30 am – 4:30 pm

Routine 5 days / week (Mon-Fri) 7:30 am – 4:30 pm

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 Year’s 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 occupant and 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 occupant or COR 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, with occupant shall be re-accomplished by the Contractor.

1.2.4. “NO SHOW” PROCEDURE. In the event that the occupant is not home at the pre-arranged time, the Contractor shall leave a written “tag” on the door notifying the occupant of the missed appointment. The message shall include the date and time of attempted access and give the occupant precise instructions on how to reschedule the appointment.

Failure by the occupant to provide access shall not constitute a basis for claim by the Contractor.

1.2.5. EMERGENCY SERVICE CALLS. Emergency maintenance service call work shall be provided on a 24 hour a day, seven (7) 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 occupant, COR, or authorized government representatives. The Contractor shall have a representative on standby duty at all times to respond and perform all required service calls.

1.2.6. 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.

Television Stations WHIO 7 WKRC 12 (Cincinnati)

WDTN 2 WBNS 10 (Columbus)

WKEF 22

Radio Stations WHIO 1290 AM WHIO 95.7 FM

WBNS 1460 AM WHKO 99.1 FM

WTVN 610 AM WBNS 97.1 FM

Facebook http://facebook.com/WPAFB

1.2.6.1. 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. The Contractor shall reschedule the work to any day satisfactory to the occupant and/or COR.

1.2.7. EMERGENCY SERVICES. Emergencies 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 designated 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 will 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 Contractor’s employees to permit entrance by persons other than coworkers or sub-contractors engaged in the performance of assigned work in those areas.

1.3.3. LOCK COMBINATIONS. The Contractor shall establish and implement procedures to ensure that lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know. Contractor shall ensure combination change procedures are implemented. These procedures shall also be included in the Contractor’s Quality Control Plan (QCP). Cost of any lock boxes damaged by Contractor personnel shall be deducted from the monthly invoice.

1.4. COMMERCIAL PHONE LINES. The Contractor shall have commercial telephone service, specifically one (1) line dedicated to receiving service calls and contacting the Self- Help Store. Where service lines are currently existing, the Contractor shall provide maintenance and repair of the lines up to, and including, the connection of the main line.

1.5. 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.

TITLE/FORMAT SUBMISSION DATE/FREQUENCY

1.5.1. Completed Job Order Log: Electronically

provide cumulative data of all job orders completed for the month, as of the last day of the month. Log shall include: Facility number, address, job order number, job order category, date work was called in, name and rank of requestor, appointment date and time, date work was completed, description of work, materials used and costs, man hours used and the cost.

Submit by 5th working day of following month

1.5.2. Incomplete Job Order Log: Electronically

provide cumulative data of all job orders not completed for the month, as of the last day of the month. Log shall include: Facility number, address, job order number, job order category, date and time work was called in, name and rank of requestor, appointment date and time, description of work, explanation of why work was not completed, estimated completion date.

Submit by 5th working day of following month

1.5.3. Master Appliance Log: The master appliance

log shall be provided to the Contractor by the Government at the beginning of the contract.

Contractor shall electronically provide information on all appliances replaced during the month, as of the last day of the month. Log shall include: Facility number, address, date installed, old appliance information (make, model and serial number), new appliance information (make, model, serial number and purchase price), and all warranty expiration information. A copy of purchase documentation shall be provided along with the monthly log.

Submit by 5th working day of following month

1.5.4. Preventive Maintenance Log: Electronically

provide cumulative data of all preventive maintenance job orders completed for the month, as of the last day of the month. Log shall include: Facility number, address, job order number, job order category, appointment date and time, description of work required, description of work completed, materials used and costs, man hours used and the cost, and remarks.

Submit by 5th working day of following month

1.5.5. General Officer’s Weekly Cost Report:

Electronically provide data for the week and cumulatively for the month, as of the last day of the month. The report shall be supported by a legible copy of each work order with date received, description of work, job order number, date completed, materials used, material costs, labor hours, labor costs, total costs and receipts for all reimbursable items listed.

Submit weekly and cumulatively by 5th working day of following month

1.5.6. 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 housing units are to be inspected each week during the inspection period. Inspections shall be accomplished for each housing 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.

1.5.6.1. Furnace, Air Handler, Boiler, Water Heater, Dryer Vents and Gas Log

Insert Operation Inspection Schedule. Annual preventive maintenance inspection, repair and cleaning of Furnaces, Boilers, Water Heaters, Dryer vents, and gas log insert operation shall be scheduled and completed once a year, during the month of September.

1.5.6.2. Roof, Gutter and Downspout Inspection Schedule. The Contractor shall inspect and clean roofs, gutters, and downspouts twice annually, by schedule, during the months of October and December.

1.5.7. 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.

1.5.7.1. Records. The Contractor shall be responsible for creating, maintaining, and disposing of only those Government required records specifically cited in this PWS. If requested by the Government, the Contractor shall provide the original record or a electronic copy of any such record within two (2) workdays of receipt of the request.

1.5.7.2. Maintain facility files. A facility folder for each housing unit shall contain the original copy of each completed J.O. for all work accomplished on a unit (including AF 1219s for COMs and warranty information). Facility 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.

1.6. JOB ORDERS

1.6.1. JOB ORDER (J.O.) SYSTEM. The Contractor shall record and maintain all work data performed under this contract. A J.O. record shall be created by Contractor personnel for each category of work; for example, all service calls, preventive maintenance inspections, COMs and Major/Minor Project work. The type of data that shall be entered for each J.O. is discussed below.

1.6.1.1. 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 Occupant or 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 task, for a total of three (3) J.O.s, from one (1) 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 or corrected by

Contractor personnel. Existing J.O. shall be annotated “Repeat” if same job is called in within 72 hours of completion.

1.6.1.2. Job Order Data. Information included in the above J.O. system, by the

Contractor, shall as a minimum, satisfy the reporting requirements required in paragraph

1.6.1. All J.O. data related to COMs, unit 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, address, date and time of call, date/time/name of contractor personnel 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, occupant or COR signature, and remarks. Data supporting reimbursable items, including, but not limited to sole source and competitive quotes. The sources for quotes shall be maintained. The Contractor shall sequentially number each J.O. from the start of the contract to the end.

1.6.1.3. Job Order Forms. Job Orders shall include the occupant’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.

1.6.1.4. 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.

1.7. SERVICE CALLS.

1.7.1. 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 occupant 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 occupant or COR with the J.O. number, service call category of work requested and establish a date/time with the occupant or COR to meet at the housing unit to perform the service. Upon completion of service calls the job order shall be signed and dated by the occupant or COR.

1.7.2. SERVICE CALL TIMELINESS.

1.7.2.1. Emergency and Urgent. When emergency or urgent work is in progress and completion prior to 5:00 p.m. is impossible, the Contractor shall continue the work to a point of safe utilization and welfare of the occupants, regardless of the time required. The housing occupant and COR shall be fully apprised of the situation, prior to proceeding.

Completion of work required beyond the point of safe utilization shall be continued the following work day as a routine service call.

1.7.2.2. Air Conditioning/Heating. When an air conditioning or heating system is out of order and the Contractor cannot put the system back into service within the timeframe specified in Appendix B, the contractor shall supply and install a sufficient number of portable window A/C units or portable heaters to service the unit until the system is repaired and back in service. This shall be accomplished before the response timeframe specified in Appendix B, runs out. Purchase of portable A/C units or heaters for this purpose shall be at the Contractor’s expense.

1.7.2.3. Medical Waivers. Occupants on life support or with medical conditions that require no interruption of electric, water, A/C, etc. will have a medical waiver on file with the Contractor for emergency response. The Contractor shall respond to all medical waivers within the time specified in Appendix B or as specified in each waiver, whichever timeframe is shorter. The Housing Office shall provide the Contractor a copy of each waiver and an updated list of occupants with medical waivers.

1.7.2.4. 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.

1.7.2.5. 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 housing occupant and COR shall be advised in person or by phone that the call was received and what office it is being forwarded to.

1.7.3. CHANGE OF OCCUPANCY MAINTENANCE (COM).

1.7.3.1. Pre-Termination Inspections. The Contractor shall receive notification from the Housing Office of projected vacant units and the date/time of the pre-termination inspection. The Contractor may elect to accompany the COR to the unit to be vacated and conduct a preliminary review of maintenance requirements for the upcoming COM. The

Contractor shall be notified by the COR of major interior painting at this time. No more than one (1) pre-termination inspection shall be scheduled in the same hour by the Housing

Office.

1.7.3.2. Contractors Acceptance Of Housing Unit. Upon official acceptance of the unit, the contractor is responsible for the security of the unit until it has been returned back to the COR. The Contractor’s official date and time of acceptance of a unit for turnover maintenance shall be when government COR delivers or electronically transmits the AF

Form 1219. A lockbox with house key shall be placed on the door by COR. The Contractor shall sign for the house acknowledging the date and time of acceptance.

1.7.3.3. Turnover/Turnback of COMs.

1.7.3.3.1. Timeliness. The Contractor shall achieve downtime of seven (7) days in the

Brick Quarters for all COMs performed during the month.

1.7.3.3.2. 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 housing unit 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 housing unit is turned back to the government

COR. Downtime, for holidays, is not charged to the Contractor (Section 1, paragraph 1.2.2).

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

1.7.3.3.4. Scheduling. Within four (4) workday hours after acceptance of a housing unit, the Contractor shall provide to the housing office, in writing, an accurate date (including morning or afternoon) for completion of the housing unit. Units returned to the Contractor for re-performance shall require a new estimated completion date/time furnished to the

Housing Office, in writing, within two (2) hours of unit being returned. The Contractor shall complete minor re-performance items within 20 minutes.

1.7.3.3.5. 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 housing units to meet the standards listed in Section 1, paragraphs

1.8., 1.9.,1.10., 1.11., 1.12 and 1.13.

1.7.3.3.6. 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 Housing Office when all maintenance is done and the house is ready for occupancy. The Contractor shall deliver or electronically transmit a completed copy of the

AF Form 1219 to the Housing Office.

1.8. CLEANING.

1.8.1. CHANGE OF OCCUPANCY QUARTERS CLEANING. The Contractor shall clean the following items in conjunction with COM. All items not specified below, shall be cleaned by the occupant, prior to the Contractor receiving the housing unit unless unit has been specified as a full cleaning by the COR. Contractor shall be responsible for general wipe-out cleaning of the entire house 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.

1.8.1.1. Floors. The Contractor shall clean all uncarpeted floors (including basements) to the following standards. All vinyl composition tile (VCT), vinyl sheet flooring and laminate flooring shall be cleaned IAW industry standards. VCT on basement floors shall be waxed after cleaning. Ceramic Tile and grout lines shall be cleaned and free of soil, mildew, stains and residue. Grout shall be sealed each time flooring is cleaned. Clean all threshold strips.

Wood floors and stairs shall be thoroughly cleaned and a coat of finishing material will be applied to wood flooring and stairs during COM.

1.8.1.2. Carpet Cleaning. The Contractor shall professionally clean and deodorize government-furnished carpet during COM. 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.

1.8.1.3. 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 unit is in the Contractor’s possession. If windows are not cleaned during the COM, the Contractor shall return to the unit 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 unit is in COM and for each day after until the windows have been cleaned. In most instances the unit shall be occupied when the Contractor returns to clean the window(s).

1.8.1.4. Stoves. Completely clean stoves inside and out. Disassemble as needed to get to areas not easily accessible to remove all grease, food, dirt etc. Ensure all painted and plastic surfaces are protected during in the cleaning process. Areas behind, under and to the sides of stove shall be cleaned. Leave stove pulled away from the wall until after COR inspection and then move back to proper location.

1.8.1.5. Refrigerator. Completely clean and disinfect entire refrigerator. This includes the interior, exterior, and areas behind, below and to the sides. Leave refrigerator pulled away from the wall until after COR inspection and notified to move back to proper location.

1.8.1.6. Exhaust Fans. The fan, motor, blade, grill and filter in all bathrooms and kitchen areas shall be free of dirt, debris and grease.

1.8.1.7. Window Coverings. Clean all mini blinds. Mini blinds shall be free of film, dirt, smudges, water, grease and other foreign matter. Any damaged mini blinds shall be repaired or replaced.

1.8.1.8. Fireplaces. Wood burning fireplaces shall be cleaned during COM.

1.8.1.9. Roof, Gutters and Downspouts. Remove all leaves, debris from roofs, gutters and downspouts (weather-permitting).

1.8.2. FULL CLEANING. When requested by the COR, the Contractor shall be responsible for whole house cleaning (interior and exterior), to include, but not limited to, all appliances, cabinets, walls, baseboards, doors, door frames, switch plates, outlets, light fixtures, closet rods, closet shelves, blinds, kitchen and bathrooms (complete), trash toter, recycle bin and cleaning of garage/patio enclosure. Remove cobwebs from interior and exterior.

1.8.3. OTHER CLEANING.

1.8.3.1. Chimney Cleaning. Chimney cleaning shall be accomplished at COR’s request, in accordance with the National Fire Code.

1.8.3.2. Duct Cleaning. When requested by COR, the Contractor shall perform duct cleaning, furnace cleaning and sanitizing of ductwork using the vacuum and tri-whip with compressed air method.

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

1.8.3.4. Vacant Unit Cleaning “Mop-Outs”. Previously COM’d vacant units that require additional cleaning. Mop-Outs shall be performed prior to occupancy, when requested by the COR. Cleaning shall include vacuuming carpet, moping of uncarpeted floors, wiping down all countertops, window sills, sinks, toilets, etc. and removal of dead insects/bugs and spider webs. Check all exterior/interior lights, smoke detectors and carbon monoxide detectors to ensure they are operational. Toilets shall be cleaned to remove any dirt stains, scale, rust etc. Contractor shall complete mop-out within 24 hours of notification.

1.8.3.5. Carpet Cleaning in Occupied Units. At the request of the COR, the Contractor shall professionally clean government-furnished carpet in occupied units.

1.9. UTILITIES.

1.9.1. 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 Housing 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:

a. Name of Contractor

b. Requested Date of Shutdown

c. Duration of Shutdown

d. Buildings or Parts of Buildings Affected

e. Utilities Affected

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.

1.9.2. POWER/UTILITY OUTAGES. When utility services are restored, the Contractor shall relight all pilot lights and check for proper operation whether utility outages are

Contractor directed, scheduled or unscheduled. This is considered normal maintenance.

1.9.3. ELECTRICAL AND HEATING, VENTILATION AND AIR CONDITIONING (HVAC)

UTILITIES. 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. HVAC systems in the housing units shall include the entire system.

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.

1.9.4. SEWER, GAS AND WATER LINES. Sewer, gas 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, gas 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 repairs necessary to restore all Government property within 14 working days after completion of the utility repairs. The sewer, gas and water mains are the responsibility of the

Government. Large scale maps identifying the main lines will be furnished at contract start up.

1.9.4.1. Clean and Camera Inspection of Sewer Lines. When requested by the COR, in writing, the Contractor shall be responsible for cleaning and camera inspection of interior and exterior sanitary lines in MFH. Approximate lengths and sizes of lines are as follows: 20 linear feet (LF) to 100 LF in laterals; 4” to 6” laterals. Access to laterals shall be by existing cleanouts located inside or outside of the units. Contractor shall furnish all equipment, labor and materials and perform all operations necessary to complete the work. If needed, water for cleaning shall be provided from fire hydrants in the area. Coordination for this shall be through the COR. Work shall be accomplished as a project.

1.9.4.2. 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 Brick Quarters units. 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 1.19. for further information regarding asbestos environmental requirements.

1.9.4.3. Miscellaneous Asbestos Debris. The Contractor is hereby given notice that miscellaneous asbestos debris from TSI (see 1.9.4.2.) 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.

1.9.5. LOW-PRESSURE DISTRIBUTION GAS PIPING SYSTEM MAINTENANCE.

Specific operating procedures are required because of specific safety hazards associated with operating, repairing and maintaining gas piping. The “Operation and Maintenance” of gas piping on WPAFB is regulated by the Department of Transportation (DOT) under their

Research and Special Programs Administration (RSPA); Office of Pipeline Safety (OPS). The

Contractor shall comply with current Federal Regulations 49CFR parts 190 through 199 governing the safe operation and maintenance of gas piping http://www.dot.gov. Annually, the Government will survey all gas lines for leaks. Contractor shall be responsible for making repairs or replacements to leaking pipes identified. Contractor shall only use butt-fusion or electro-fusion methods to join polyethylene gas piping or fittings. “Stab” type fittings shall not be utilized. Replacement shall be accomplished as a Special Project.

1.9.6. 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.

1.9.7. 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. Access to driveways shall be clear at all times.

1.10. GENERAL.

1.10.1. 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 one (1) duty day 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.

1.10.2. EMERGENCY CLEAN-UP. The Contractor shall clean up and disinfect areas damaged by water and/or sewage, inside and outside of housing units, because of (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.

1.10.3. OUT OF INVENTORY HOUSING UNITS. The Contractor shall respond to service calls submitted by the CORs. Emergency and Urgent response times shall be as stated in

Appendix B. The heat shall be kept operational at all times.

1.10.4. 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 received from the COR, Contract Administrator (CA) or CO in writing. This is to allow the responsible resident the option of making the repairs themselves or hiring someone else to make the repairs.

1.10.5. WINTERIZING VACANT UNITS.

The Contractor shall perform all operations in connection with winterizing all inactive (out of inventory) or soon to be inactive units, when requested by the COR. A winter watchman with a yellow bulb shall be placed in the front window so it is visible from street.

Winterizing includes de-winterizing of the unit when it is being brought back into active status. De-winterizing shall include; performing all maintenance, repairs, cleaning and replacement of equipment after a unit is returned to active status.

1.10.6. TERMITE CONTROL.

1.10.6.1. Extermination of Termites. When the Contractor, Pest Management (Civil

Engineering) or COR identify live termites, the Contractor shall accomplish extermination of termites. COR shall be notified prior to any work being scheduled. The COR shall check treatment records and determine whether a full treatment is in order. If treatment records indicate that unit is still under warranty by another Contractor, the COR shall make the necessary notifications. Treatment shall be made within five (5) working days after written notification to proceed. If the Contractor is unable to perform work as scheduled, the

Contractor shall notify the COR and the occupant not less than 24 hours in advance.

Contractor shall provide drawings with exact locations of treatment, Linear footage treated, quantity and type of pesticide used, address, date treated, name and license number of applicator and company providing the service and warranty information. This information shall accompany the invoice for completed work. A pesticide application record must be completed by a certified pesticide applicator and must be submitted to the CE Pest

Management Section.

1.10.6.2. Termite Repair. The Contractor shall inspect and repair of termite damaged areas. The Government reserves the right to designate the area to be repaired. Repair shall consist of removal and replacement of drywall, trim, framing, baseboard and insulation in affected area as well as replacement of substructure, stucco, drywall, or any other associated materials. Replacement of all removed items shall be with new materials, including treated lumber. Walls, ceiling, and trim shall be sanded and painted to match existing.

1.10.7. LIGHTING.

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

1.10.7.2. Light Bulbs/Tubes. The Contractor shall supply and replace all interior or exterior, inoperative or missing energy efficient (CFL) light bulbs/fluorescent tubes/incandescent bulbs in MFH. The bulbs shall be of equivalent or better quality to those currently being used. Incandescent bulbs shall be replaced with CFLs as requested by the

COR. Occupants may pick up bulbs through self-help.

1.10.7.3. Electrical Covers, Plates, Receptacles, and Switches. The Contractor shall install ivory-colored electrical receptacles, covers, switches, and plates on painted or tiled walls. Replace broken, cracked discolored and all non-ivory electrical receptacles, covers, switches, and plates on painted walls with ivory 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).

1.10.8. DOORS, WINDOWS, AND RELATED HARDWARE. The Contractor shall repair or replace deteriorated, damaged, or malfunctioning doors, windows, window screens, frames and related hardware and return to original condition.

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

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

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

1.10.10. FIREPLACE, CHIMNEY, SCREEN, FLASHING AND CAPS. Maintain and repair fireplace, chimney, screen, flashing and caps. Repairs shall include but are not limited to, obstructions, cracks, loose bricks, open mortar joints and loose tiles. Inspection includes checking the screen, damper for proper operation.

1.11. INTERIOR.

1.11.1. 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 included in the square foot (sq. ft.) price for painting. 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

1.13.4 for precautions regarding lead based paint.

1.11.2. FLOORING. The Contractor shall repair or replace damaged, stained, cracked or deteriorated flooring to provide a uniform, aesthetic surface in both occupied and unoccupied housing units. The Contractor shall inspect exposed portions of the substructure during repair or replacement activity. Any structural damage or deterioration shall be repaired. When termite damage is found during the course of floor repair, it shall be reported to COR. The Contractor shall continue with repairs after extermination has been accomplished. See paragraph 1.11.2.3. for asbestos containing material precautions.

1.11.2.1. Wood Floor and Stair Refinishing. The Contractor is responsible for worn, damaged, stained and deteriorated flooring, stairs, landings, balusters and handrails. These shall be completely repaired, refinished or improved to provide a safe, attractive glossy finish, free of defects. If floors, stairs, landings, balusters and handrails are structurally sound and the stained finish is intact but manifesting wear, additional finishing material shall be applied using standard practices of the trade. If existing finish is worn to the extent that it no longer provides a uniform, attractive base coat, old finish shall be removed and a new finish applied according to standard trade practices.

1.11.2.2. 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 1.11.2.3. for asbestos containing material precautions.

1.11.2.3.