Attachment_1_-_PWS.pdf

Performance Work Statement

For

Dormitory Maintenance and Repair

At

Wright Patterson Air Force Base

11 July 2019

PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

SECTION TITLE PAGE

1. DESCRIPTION OF SERVICES/GENERAL INFORMATION

1.1. Background Information 1

1.2. Scope of Work 1

1.3 Key Control 5

1.4. Commercial Phone Lines 5

1.5. Govt Provided Electronic Data System (GPEDS) 5

1.6. Job Orders 8

1.7. Service Requests 9

1.8. Cleaning 11

1.9. Utilities 13

1.10. General 19

1.11. Interior 20

1.12. Exterior 24

1.13. Painting 24

1.14. Quality Control 25

1.15. Miscellaneous 27

1.16. Safety/Voluntary Protection Program (VPP) 28

1.17. Environmental Requirements 30

2. SERVICES SUMMARY 32

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1. General 33

3.2. Facilities 33

3.3. Services 33

APPENDICIES

A. DEFINITIONS 35

B. SERVICE CALL RESPONSE TIMES 39

C. INTERIOR and EXTERIOR CHECKLISTS 42

D. UNITS TO BE SERVICED 45

E. APPLIANCE REPAIR/REPLACEMENT GUIDE 46

F. WORKLOAD ESTIMATES 47

G. WPAFB SPECIFICATION: 01 02 20 – General Environmental Protection Requirements 78

H. FLOOR PLANS AND MAPS 105

SECTION 1

PERFORMANCE WORK STATEMENT

FOR

MILITARY DORMITORY MAINTENANCE

DESCRIPTION OF SERVICES/GENERAL INFORMATION

1.1. BACKGROUND INFORMATION. The Enlisted Dormitory Campus includes six dormitories located on one campus in the Kittyhawk District at Wright Paterson AFB (WPAFB).

The Enlisted Dormitory Campus is in close proximity to community support facilities and is architecturally compatible with the surrounding buildings. Dormitories 31212, 31213 & 31215 are all a 3-story, 31,892 gross sf facilities constructed in 1957 and last renovated in 2007.

Dormitory 31216, is a 3-story, 25,986 sf facility constructed in 1968 and last renovated in 2007. Dormitory 31218 is a 3-story, 40,567 gross sf facility constructed in 2006 and Dormitory 31243 (Pipeline Dormitory) is a 3-story, 63,000 gross sf facility built in 2010. Dormitories 31212, 31213, 31215 & 31216 are currently having new windows and doors installed as part of an FY2017 operations and maintenance (O&M) project.

(Note: The dorm building numbers are referred to with a number 3 prefix or without a 3 prefix.

For example dorm 31212 is also referred to as dorm 1212).

1.2. SCOPE OF WORK. The Contractor shall provide all management, supervision, trained personnel, supplies, materials, equipment, vehicles and services necessary to perform interior and exterior maintenance and repair services, to include, Change of Occupancy Maintenance (COM), Preventive Maintenance (PM), recurring maintenance, as well as all other work required to ensure dormitories, storage building, motorcycle and bicycle shelters, courtyards and pavilions are maintained to the Air Force standards provided in this Performance Work Statement (PWS). The Contractor shall maintain the dormitory facilities in a timely and professional manner to achieve clean, safe and livable conditions. Reimbursement for all work contained is this PWS is considered to be part of the monthly fixed-price Contract Line Item (CLIN) unless otherwise stated.

1.2.1. MAINTENANCE AND REPAIR SERVICES. Maintenance and Repair Services shall include but are not limited to the following:

• Carpentry and Masonry – floors, tiles, carpet, baseboards, walls, ceilings, trim, doors, stairs, shades, cabinets, shutters, moldings, roofs, gutters, sidewalks, patios, windows, brickwork, stucco, screens and signage.

• Painting – interior and exterior.

• Cleaning – interior and exterior.

• Plumbing – water heaters, sinks, toilets, faucets, bathtubs, showers and hose bibs.

• Electrical – service connections, panels, outlets, switches, circuits, lighting fixtures, faceplates, receptacles, light bulbs, lamps and appliances.

• Heating, Ventilation and Air Conditioning – heating equipment, air conditioning equipment, refrigeration equipment, blowers, compressors, motors, dampers, condensers, cooling coils, pumps, duct work and air filters.

• Appliances – refrigerators, ranges, washers, dryers, dishwashers, microwaves, ice machines.

• Miscellaneous – Bulletin Boards, fire extinguishers and cabinets, smoke detectors and flagpoles.

1.2.2. 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 contractor shall restore defective parts to a clean and operable condition or replace the item as necessary IAW industry standards.

1.2.3. ACQUISITION. The Contractor shall acquire the materials, parts, supplies, appliances and equipment required for the performance of this contract. Materials, parts, supplies, appliances and equipment to be used in the performance of this work shall be subject to the Contracting Officer’s Representative (COR) and/or Contracting Officer’s (CO) approval.

1.2.3.1. ENERGY STAR. The Contractor shall use Energy Star rated electrical fixtures, appliances, bulbs, and components in accordance with (IAW) Executive Order (EO) 13834, Efficient Federal Operations.

Reference https:www.fedcenter.gov/programs/eo13834/

1.2.3.2. 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.

1.2.3.3. 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 dorms must be submitted and approved prior to use.

a. Dealers literature, for all equipment, appliances, hardware and fixtures intended for installation, in the housing units, 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 or COR prior to use.

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

1.2.4. CONTRACTOR EMPLOYEES.

1.2.4.1. Management Plan. The Contractor shall provide a Management Plan to include:

description of the proposed responsibilities and lines of authority established for the contract; description of the plan for managing execution and administration of the contract;

description of how requirements of this PWS are satisfied; description of the proposed material purchasing system and delivery plan; how the Contractor will have resources readily available and be capable to support a 6 dormitory, 499 room unaccompanied housing area with multiple Job Orders, Change of Occupancy Maintenance (COM) turnovers, etc.

concurrently; describe how electrical, mechanical, carpentry, HVAC, masonry, painting positions will be filled; and what type of licenses and certification will be required. Plan shall also include: names of assigned personnel, positions and proposed subcontractors and their areas of responsibility for each function; clearly delineate management and Quality Control and Safety representatives; and provide the name of individuals who shall act for the Contractor when the Contractor is absent.

Contractor shall describe how they plan to support an on-site management team. Describe the plan to manage, supervise, and coordinate any subcontractor’s work and who in the organization will be responsible for this management and coordination. Describe how warranty support will be handled by your organization on each TO.

1.2.4.2. Contractor Personnel. Contractor Personnel - The Contractor shall furnish sufficient technical, supervisory, and administrative personnel to insure satisfactory accomplishment of the work specified in this PWS is accomplishment in accordance with agreed milestone dates and schedule. The Contractor will ensure that they have sufficient personnel in place to:

(1) Manage the contract

(2) Perform electrical, plumbing, carpentry, HVAC, fire suppression, fire alarms, painting and all other tasks in this PWS with licensed and certified craftsmen.

(3) Have as a single point of contact capable of communicating and interfacing with

Government officials in all aspects of contract execution.

(4) Manage the Contractor’s approved Quality Control Plan and Accident Prevention Plan, as well as the most current version of the 29 CFR 1926 OSHA Standards for the Construction Industry.

(5) Ensure full compliance with all safety and environmental requirements including but not limited to OSHA, EPA, UFCs, NEPA, NFPA, and FCCCHR, and verify that the materials and workmanship are in accordance with the Federal, State, and Local construction codes, regulations and manufacturer’s recommendations.

(6) Prepare and coordinate material submittals, prepare reports, schedules and meetings and pre-final/final inspections.

(7) Supervise and coordinate the timely and safe execution of construction tasks in accordance with quality standards and approved design.

(8) Has authority to act for the Contractor.

1.2.5. 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

1.2.6. 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.

1.2.6.1. 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 COR.

1.2.7. 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 the occupant or COR shall be re-accomplished by the Contractor.

1.2.8. 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, in person, within specified timeframe in Appendix B, to emergencies called in by the occupant, COR, or authorized government representatives (i.e. Dorm Chief, First Sergeants, etc.). The Contractor shall have a representative on standby duty at all times to respond and perform all required service calls.

In an emergency, the Contractor may enter an unattended occupied dorm room when accompanied by the COR or authorized representative.

1.2.9. BASE CLOSURE NOTIFICATION PROCEDURES. After an official decision to close WPAFB has been made by the Base Commander, the closure will be posted on the WPAFB website.

1.2.10. DISASTER RESPONSE. Contract response may be needed for 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, misplaced or 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 Contractor’s Quality Control Plan (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).

1.4. COMMERCIAL PHONE LINES. The Contractor shall have commercial telephone service, specifically one (1) line dedicated to receiving service calls. 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. GOVERNMENT PROVIDED ELECTRONIC DATA SYSTEM (GPEDS)/REPORTS and DATA. The Contractor shall upload/submit all data in the following sub-paragraphs to the GPEDS throughout the life of this contract. Reports and data shall be extracted from the data routinely collected by the Contractor. Reports as specified below, shall be sortable by any field. 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.

TITLE/FORMAT SUBMISSION DATE/FREQUENCY

1.5.1. Completed Job Order Log: Electronically

provide cumulative data of all job orders. 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.

The log will be maintained on GPEDS site and be inputted immediately for “real time” access

1.5.2. Incomplete Job Order Log: Electronically

provide cumulative data of all job orders. 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.

The log will be maintained on GPEDS site and inputted immediately for “real time” access

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 immediately for real time access.

Log shall include: Facility number, address, date installed, old appliance information (make, model, serial number and disposition), 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.

Master appliance log will be maintained on GPEDS site and be inputted immediately for “real time” access

1.5.4. Preventive Maintenance Log: Electronically

provide cumulative data of all preventive maintenance job orders. 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.

Preventive Maintenance log will be maintained on GPEDS site and be submitted immediately for “real time” access

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 dormitories are to be inspected each week during the inspection period. Inspections shall be accomplished for each dorm room 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. The Contractor shall add schedule in GPEDS.

1.5.6.1. Dormitory Dryer Vents. The Contractor shall inspect, repair, and clean dryer vents in all dormitory laundry areas of all dorms 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.

1.5.6.2. Heating, Ventilation and Air Conditioning (HVAC) Equipment. Preventive maintenance and inspections will be performed in accordance with RS Means “Facilities Maintenance & Repair Cost Data” 2018 version for the appropriate HVAC equipment in the dorms. The tasks and scheduling of the maintenance/inspections are identified in the guide and the Contractor will be responsible for performing those tasks and schedule in accordance with the guide.

1.5.6.2.1. Fan Coil Units. In addition to the HVAC equipment requirement, the Contractor shall inspect the fan coil units and change the filters in them at least twice a year in addition to COM. Inspection to include cleaning condensate line. Fan coil units are in dorms 1212, 1213, 1215, 1216 & 1243.

1.5.6.2.2 Air Handler Units (AHU) & Control Systems. In addition to the HVAC equipment requirement, the Contractor shall inspect the AHU and Control Systems in Dorms 1218 and 1243 once a year and change the filters monthly.

1.5.6.4 Smoke Detectors & Carbon Monoxide Detectors. The contractor will be responsible for inspecting smoke and carbon monoxide detector at least once a year in September. Detectors with battery back-up shall have batteries replaced once a year at inspection or during COM. The Contractor will be responsible for keeping track of battery replacement and record replacement in GPEDS.

1.5.6.5. Roof, Gutter and Downspout Inspection Schedule. The Contractor shall inspect and clean roofs, gutters, downspouts and downspout collection system to storm sewer three times a year , by schedule, at times mutually agreed upon between the COR and Contractor.

The Contractor shall perform all repair work identified on roof, gutter, downspout, and downspout collection system inspection within five (5) working days.

1.5.6.6. Fire Extinguishers. The Contractor will be required to inspect the five pound or larger fire extinguishers located in Bldgs 1212, 1213, 1215, 1216 and 1243 monthly. Each monthly check will include an inspection tag and documentation in accordance with AFMAN 91-203 and local Fire Prevention Policy, WPAFBI 32-2001, para 19.

1.5.6.7. Ice Machines. The Contractor will be responsible for inspecting, cleaning and changing the filters in the ice machines in all 6 dormitories at least 4 times a year.

1.5.6.8. Carpet Cleaning & Upholstery. The Contractor shall professionally clean all carpet and upholstery in the dorms and common area at least one (1) time annually by schedule.

1.5.6.9. Exterior Facility Inspection Schedule. Annually the Contractor shall inspect, and repair exterior of dormitories, storage building, courtyards, decks and pavilions, patios, trash enclosures, fences, motorcycle and bicycle shelters, firepits, brick multiwythe knee walls, and sidewalks by schedule, at a time mutually agreed upon between the COR and Contractor. Repairs include pointing of cracked and missing masonry joints, touch-up painting of exterior surfaces and painting of new materials used for repairs. Repairs to concrete and asphalt surfaces exhibiting cracks, pitting, spalling and heaving

1.5.7. DOCUMENTATION AND RECORDS. All written and electronic 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 in electronic format 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 create, maintain, and dispose of only those Government required records specifically cited in this PWS in GPEDS. If requested by the Government, the Contractor shall provide the original record or an electronic copy of any such record within one (1) workday of receipt of the request.

1.5.7.2. Facility files. A facility folder for each dorm/dorm room shall contain the original copy of each completed J.O. for all work accomplished. Including AF 1219s for COMs and warranty information in hardcopy. Facility files and their contents shall be scanned and electronic versions uploaded into facility files created on the GPEDS. Information shall be correct, current and remain the property of the United States Government. Once information has been uploaded to GPEDS, hard copies shall be disposed of. Contactor shall ensure disposal method is appropriate for records containing Personal Identifying Information (PII). Upon contract termination all records created during the life of this contract shall be available on the

GPEDS.

1.5.8. BUILDER™. The Air Force is required to use BUILDER™ Sustainment Management System (SMS) to help develop when, where and how to best maintain buildings and building infrastructure. The Contractor shall collect Inventory and Condition assessment information, and then input relevant data into the BUILDER™ 3.3.9 (or current most version) Sustainment Management System (SMS) software tool.

1.5.8.1. BUILDER™ Inputs. Using BUILDER™, the Contractor will perform Facility Condition Assessment (FCA) data collections, input/update inventory data, inspect equipment, and correct component and component-section information to ensure the data reflects what is inventoried. The contractor shall update all BUILDER™ SMS data with WPAFB inventory and assessment principles (i.e. inventoried assets shall be modified/deleted/separated/etc. as is also the case with the assessment nomenclature for all data), newly identified equipment, update assessments of existing equipment and delete equipment that should not be inventoried per the USAF Built Infrastructure Inventory and Assessment Manuals. It will be up to the Contractor to ensure that data is updated during change of occupancy maintenance, when new building systems are updated or when major maintenance and repair is performed.

Since there is a 30-day shelf life for inputting BUILDER™ Remote Entry Database (BRED) data all BRED data must be inputted into SMS within 30 days of collection.

1.5.8.2. BUILDER™ Requirements. The contractor is required to follow the direction of the USAF SMS Playbook to inventory and assess and maintain the data at the prescribed frequency, the current frequency is every five years at a maximum. The Contractor is required to obtain and validate data through field research, existing documentation, and interviewing of Air Force Civil Engineer personnel at the base. The Contractor shall apply the direct rating method to assess the components/component-sections within a facility in accordance with the USAF SMS Playbook and USAF Built Infrastructure Inventory and Assessment Manuals for all disciplines. Contractor shall possess the skills and experience, as detailed in BUILDER™ 3.3.9 (or current most version) assessment manuals, to collect the data used to assess the condition of building physical components (B20 Exterior Enclosure, B30 Roofing, C10 Interior Construction, C30 Interior Finishes, D20 Plumbing, D30 HVAC, D40 Fire Protection, D50 Electrical). The Contractor shall provide his own computer hardware, that supports using BUILDER™ and BRED, as required to accomplish the work.

The Contractor shall coordinate with the 88 CEG POC for BUILDER™ before entering initial data to ensure data, format and process for inputting data is correct. Use the following link to access BRED software https://www.sms.erdc.dren.mil/dnn/Products/BUILDER/Downloads.

1.6. JOB ORDERS

1.6.1. JOB ORDER (J.O.) SYSTEM. The contractor shall utilize a Commercial Off-The-Shelf (COTS) Internet based facility maintenance system to record and manage all work performed under this contract. CORs and CO shall be given read-only access to the 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 and COMs. 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 https://www.sms.erdc.dren.mil/dnn/Products/BUILDER/Downloads 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, dorm room maintenance, service calls, preventive maintenance, cleaning, 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, dorm and room numbers, 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. A separate sequentially numbered system will be maintained for each category of work (i.e., service calls, recurring inspections, COMs, etc.)

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 in COTS 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 J.O. 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 a separate J.O. within three (3) working days after inspection.

1.7. SERVICE REQUESTS.

1.7.1. RECEIPT OF SERVICE CALLS. Service calls may be initiated by submission through the GPEDS, emailing directly, Internet based Facility Maintenance System or by phone call.

Contractor shall be responsible for continually monitoring GPEDS drop off site for new work submissions. Contractor shall also receive service requests (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 COR or 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 request, 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 dorm room to perform the service. Upon completion of service calls the J.O. 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 4:30 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 COR and dorm resident shall be fully apprised of the situation. 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 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. Routine. Routine response time shall be as stated in Appendix B. Completion time shall be within two (2) workdays unless otherwise agreed upon by the COR when submitted in writing by the Contractor.

1.7.2.4. Other Calls. Service calls received which require no performance shall be accepted and referred to the appropriate on-base organization. The occupant and/or COR shall be advised that the call was received and the 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 will 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.

1.7.3.2. Final Inspections. The Contractor shall receive notification of the final inspection.

The Contractor will accompany the COR to the unit to be vacated and conduct a final review of maintenance requirements for the upcoming COM. In the event of occupant damages, the Contractor shall be able to provide any material and labor costs to the COR at this time.

1.7.3.3. Contractors Acceptance Of Dorm Room. Upon official acceptance of the room, the contractor is responsible for the security of the room 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 COR electronically uploads the AF Form 1219 to the designed GPEDS drop box.

The Contractor shall sign for the room acknowledging the date and time of acceptance.

1.7.3.4. Turnover/Turnback of COMs.

1.7.3.4.1. COM Performance Time. The Contractor shall have two (2) workdays to perform COM on a room. COM will only be performed during weekdays during normal duty hours in accordance with Section 1, paragraph 1.2.5.COM.

1.7.3.4.2. COM Start. The COM performance time will start the next day following the final inspection.

1.7.3.4.3. 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.

1.7.3.4.4. Scheduling. The Contractor shall annotate Expected Completion Date (ECD) on AF Form 1219. The Contractor shall complete minor re-performance items within 1 hour if needed.

1.7.3.4.5. Quality. The Contractor shall use the checklist in Appendix C and any work identified on AF Form 1219 to define work to be completed. The Contractor shall maintain and repair the interior of the dorm rooms/bathrooms to meet the standards listed in Section 1, paragraphs 1.8., 1.9., 1.10., 1.11., 1.12 and 1.13.

1.7.3.4.6. 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 at final inspection. The Contractor shall upload the completed copy of the AF Form 1219 to the designed GPEDS drop box and notify the COR.

1.8. CLEANING.

1.8.1. CHANGE OF OCCUPANCY ROOM CLEANING. The Contractor shall be responsible for whole room cleaning (interior and exterior), to include, but not limited to, all appliances, rods, closet shelves, blinds, and kitchen and bathrooms (complete). Remove cobwebs from interior and exterior. Contractor shall be responsible for general wipe-out cleaning of the entire 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. Some specific cleaning tasks are outlined below. This is not a complete list of items to be cleaned.

1.8.1.1. Floors. The Contractor shall clean all uncarpeted floors to the following standards.

Ceramic/Porcelain 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. Floors in common kitchens, baths, stairwells and common areas shall be cleaned when requested by

COR.

1.8.1.2. Carpet Cleaning. The Contractor shall professionally clean and deodorize carpet during COM. The carpet shall be free of all visible dirt, grime, soil, spots, stains, and odors.

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.

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

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. Stoves in common kitchens shall be cleaned when requested by COR.

1.8.1.5. Refrigerators. 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.

Refrigerators in common kitchens shall be cleaned when requested by COR.

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. Exhaust fans in common kitchens and baths shall be cleaned when requested by COR.

1.8.1.7. Window Coverings. Clean all mini-blinds and 2” faux blinds. Window coverings shall be free of film, dirt, smudges, water, grease and other foreign matter. Any damaged window coverings shall be repaired or replaced. Window coverings in common areas shall be cleaned when requested by COR.

1.8.1.8. Upholstery and Drapery Cleaning. The Contractor shall have Government owned upholstered furniture and/or draperies professionally cleaned and draperies rehung.

1.8.2. OTHER CLEANING.

1.8.2.1. Common Area Cleaning. Contractor will be required to keep the common areas clean at all times. Additional cleaning of the common areas may be directed by COR at their discretion.

1.8.2.2. 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. This requirement only applies to Dorm 1218.

1.8.2.3. Vacant Dorm Room Cleaning “Mop-Outs”. Mop-Outs are vacant units that previously underwent COM and require additional cleaning. Mop-Outs shall be performed prior to occupancy and 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.

1.8.2.4. Carpet Cleaning in Occupied Dorm Rooms and Common Areas. The Contractor shall professionally clean all carpet in the dorms at least one (1) time annually by schedule.

Annual dormitory carpet cleaning shall be scheduled with the COR 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.

1.8.2.5. Washers and Dryers. The Contractor will be responsible for cleaning of the washers and dryers on a monthly basis, including the washer box (the housing for the hot and cold water connection and drain).

1.9. UTILITIES.

1.9.1. UTILITIES. Wright Patterson privatized the main distribution/collection lines for the water, wastewater, natural gas and electric. There are different System Owners (SO) for water and sanitary sewer systems, the natural gas system and electrical distribution system as described below. The Contractor will be responsible for maintenance and repair (to include replacement) of those utilities from the point of demarcation (POD) as identified in the tables below for the duration of the contract. Infrastructure that requires repair/replacement shall comply with the requirements of the associated utility SO. Any requirement for temporary disconnection of a utility for any period of time shall be coordinated through the Dorm Office.

Contractor shall have all approvals on a signed AF Form 103 (Base Civil Engineering Work Clearance Request) prior to shut down. To affect a utility shutdown, the Contractor shall submit a request in writing, a minimum of 72 hours (3 full days) in advance of the scheduled shutdown, except in emergencies. 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 the COR and 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 check for proper operation whether utility outages are Contractor directed, scheduled or unscheduled. This is considered normal maintenance.

1.9.3. ELECTRICAL. The Contractor shall be responsible for the entirety of the electrical systems in the dorm to include exterior lighting (bollards and external wall lights) and fire alarm system. The POD for the electrical system shall be from the secondary lugs of the transformer feeding each dorm. 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).

1.9.4. HEATING, VENTILATION AND AIR CONDITIONING (HVAC). The Contractor will be responsible for the entirety of the HVAC systems, including the chillers for the dorms (1212, 1213, 1215, 1216, 1218 & 1243). The POD for the heating hydronic systems will be downstream the outlet valve of the heat exchanger. The Government will be responsible for the heat exchanger and all high temperature hot water lines.

The four older dorms (1212, 1213, 1215 & 1216) have a 2-pipe heating and cooling hydronic system that feeds the fan coil units in the dorm rooms and common areas.

The remaining two dorms (1218 & 1243) have unique mechanical room layouts. Multiple air handler units’ condition dorm 1218 and Dorm 1243 is conditioned by multiple hydronic fan coil units.

The Contractor will be responsible for maintenance, preventative maintenance and repair of all the Industrial Controls on the dormitory HVAC systems. The base through the CE COINE system (ICS Virtual Network) monitors the industrial control system. The system monitors all the HVAC systems in the dormitories. The Contractor will need access to the CE COINE system and be required to get a common access card (CAC) for clearance and have the appropriate training.

In addition to the Government training, the Contractor needs experienced personnel that can perform corrective and preventative maintenance on the controls systems Minimum required training:

1. Johnson Controls - Metasys System Extended Architecture (MSEA) for Building Operators (Class # 388 or equivalent)

2. Johnson Controls – Fundamental Control Strategies for HVAC Systems (Class # 215 or equivalent)

3. Cochrane Supply – Niagara Operations (or equivalent)

Only approved government computers can be plugged into the CE COINE connected systems. The Government will provide one laptop computer, one docking station and one monitor so Contractor can monitor systems (Contractor will provide their own keyboard and mouse). Government will provide access connections to the CE COINE system prior to contract award (Contractor will have to provide location of where to put the connections during contract negotiations).

Additionally, Contractor will provide how they will respond to specific alarm messages and how they will meet the response times identified in Appendix B in their proposal.

1.9.5. NATURAL GAS INFRASTRUCTURE. Natural gas infrastructure is owned and maintained by Vectren Energy Delivery of Ohio (Vectren). The Operation and Maintenance of natural gas piping on WPAFB is regulated by the Department of Transportation (DOT). 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) and all applicable state, local, and Vectren regulations and policies. Annually, the Contractor shall be responsible for conducting annual leak surveys of Contractor-maintained natural gas infrastructure. Contractor shall be responsible for making repairs or replacements to Contractor-maintained infrastructure. Contractor shall only use butt-fusion or electro-fusion methods to join polyethylene gas piping or fittings. “Stab” type fittings shall not be utilized.

Certifications for repairs, surveys, inspections, or other activities, shall comply with Vectren requirements. The gas service to the dorms runs from the main to each mechanical room.

The Contractor is responsible for the maintenance and repair (to include replacement) of all gas infrastructure downstream of the point of demarcation to include but not limited to pipe, valves, meters, fittings, etc., inside and outside of the dorms. The Contractor shall be responsible for exposing the underground natural gas when there is doubt as to who is responsible for repairs.

1.9.5.1. Gas Valves. The Contractor shall not operate Vectren valves nor touch any other Vectren-owned equipment/infrastructure without the consent of a Vectren representative.

Valve operation is regulated by the Department of Transportation, and only qualified personnel are permitted to operate jurisdictional valves.

http://www.dot.gov/

1.9.5.2. Notification of Repairs. The Contractor shall notify Vectren of any changes, alterations, or additions of any kind affecting gas piping and service pipes. Where pressure testing or other certification is required following a repair or installation, contractor shall provide documentation in Vectren-prescribed format. Vectren may suspend or refuse natural gas service until appropriate testing and certification is complete.

TABLE 1.9.5.2.a Standard Points of Demarcation Natural Gas Distribution System

Point of Demarcation Applicable Scenario Sketch

POD is the upstream side of the meter.

Service to the structure is metered.

POD is the downstream side of the regulator.

Service to the structure is regulated but not metered.

the closest apparatus to the exterior of the structure, except in when the closest apparatus is a meter in which case the POD is the upstream side of the meter.

More than one apparatus is connected to the service line…