J-1401000 Family Housing.pdf

SECTION J

DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS

TABLE OF CONTENTS

ATTACHMENT

NUMBER

ATTACHMENT TITLE

J-1401000-01 DEFINITIONS AND ACRONYMS

J-1401000-02 REFERENCES

J-1401000-03 FH FACILITY PROPERTY INVENTORY AND MAPS

J-1401000-04 RESIDENT EVALUATION/COMMENT FORM

J-1401000-05 RESIDENT NOT PRESENT PROCEDURES

J-1401000-06 CHANGE OF OCCUPANCY (COM) PERFORMANCE OBJECTIVES AND

STANDARDS – NON-RECURRING WORK

J-1401000-07 CHANGE OF OCCUPANCY MAINTENANCE NOTICE OF VACANCY AND

WORK COMPLETION

J-1401000-08 FAMILY HOUSING CHANGE OF OCCUPANCY MAINTENANCE CHECKLIST

J-1401000-09 LISTING OF FH CHANGE OF OCCUPANCY MAINTENANCE TASKS

ATTACHMENT J-1401000-01

DEFINITIONS AND ACRONYMS

DEFINITION/ACRONYM DESCRIPTION

Appliances Fixed and removable items associated with quality of life, including washers and dryers, stoves, microwaves, refrigerators and dishwashers.

Abandoned Property Deserted, discarded, or vacated goods, possessions, belongings or personal items.

Common Use Areas Areas used by common access not assigned to one resident, e.g., Halls, entrance way, alleys, lobbies, lounges, conference rooms, laundry rooms, stairways, storerooms, playgrounds, athletic areas, etc.

Change of Occupancy Maintenance (COM)

COM is performed during the period of time after a resident moves from a housing unit and prior to a new resident taking occupancy ensuring the units are clean, operable and habitable.

Clean Free of dirt, stains, odors, smears, smudges, streaks and foreign matter, and debris.

FH Family Housing

FA&E Furnishings, Appliances and Equipment

Fully Functional FH Units are considered Fully Functional when all facilities, appliances, equipment, utility service outlets and fixtures operate as intended.

Housing Officer The Government designated point of contact for all housing issues.

HVAC Heating, Ventilation, and Air Conditioning

Normal Working Condition Normal Working Condition is performance, as minimally acceptable to the Government, in accordance with the intended use/purpose of facility/system/equipment/component and within the manufacturer’s performance specifications.

Repair Repair is the restoration of facilities or equipment to such a condition that it may be effectively utilized for its designated purposes by overhaul, reconstruction, or replacement of constituent parts or materials which have deteriorated by action of the elements or usage, and which have not been corrected through maintenance.

This term also applies to replacement of the entire unit or system if beyond economical repair. The intent of repair is to have the equipment at normal working condition.

Replacement Replacement, as a distinct work element, is confined to a program of planned replacement of a facility or its components. It may be further limited to major components such as air conditioning compressors, furnaces or hot water heaters.

Replacement is performed when the equipment has reached the end of its useful life; when it no longer can perform due to degradation of its internal components and repair is no longer cost effective. Included under the replacement would be the major rebuilding of any component, since rebuilding also restores performance.

Service Order Any work required to return a facility, system, equipment or component to normal working condition. Service orders are minor facility problem requests or requests for facilities-related work that are too small to be planned and estimated.

Service Order Cycle Count down starts when the customer is notified that the work has been accepted to be accomplished to the time when the work chit is turned in by the craftsmen as complete is one complete cycle period for a service order.

Service Order, Emergency Emergency is defined as any facility deficiency that immediately compromises the mission or life, health and safety. Always includes, but is not limited to, failure of any utility, fire protection, environmental control, or security alarm systems.

Service Order, Urgent Urgent is defined as any deficiency that does not immediately endanger personnel or property, but extended delays of repairs could result in damage to Government property, or soon affect the security, health, or well-being of personnel or the continued operation of a service or system.

Service Order, Routine Routine is defined as any deficiency that does not qualify as emergency or urgent, but is needed to maintain the agreed upon facility condition. Maintain means to repair to such a condition that it may be used for its intended purpose and to normal working condition. Does not include improvements.

Sustainment Maintenance and repair activities necessary to keep a typical inventory of facilities in “normal working condition”. Sustainment includes regularly scheduled maintenance as well as cyclical major repairs or replacement of components that occur periodically over the expected service life of the facilities.

ATTACHMENT J-1401000-02

REFERENCES AND TECHNICAL DOCUMENTS

The Contractor shall adhere to the applicable portions of the following most current publications and directives in performing the services required under this contract. This list shall not be considered all-inclusive and does not release the Contractor from all obligations that must be fulfilled in the observance and execution of this contract.

When U.S., European and/or Italian directives, instructions and industry standards are applicable to the work to be performed under this contract, the most stringent directives, instructions and industry standards shall govern.

REFERENCE TITLE

DEPARTMENT OF DEFENSE

DOD 4165.63 DoD Housing Management DOD 5500.7 Joint Ethics Regulation (JER) DODD 5500.7 Standards of Conduct DOD FMR 7000.14 DoD Financial Management Regulation

Volume 2B, Chapter 6 Volume 6, Chapter 9

DODI 1100.16 Equal Opportunity in Off-Base Housing DODI 1338.19 Relocation Assistance Programs DODI 4165.63 DoD Housing

SECRETARY OF THE NAVY

SECNAVINST 11101.73 General and Flag Officers’ Quarters (G&FOQ)

COMMANDER, NAVAL INSTALLATIONS COMMAND

CNICINST 5009.5 Navy Housing Eligibility, Assignment & Termination CNICINST 11103.3 Management of General and Flag Officer Quarters (GFOQs) None Resident Guide to Navy Flag and General Officers Quarters CNICINST 11103.4 Responsibility of Housing Programs in the Navy CNICINST 11103.6 Bachelor and Family Housing Overseas Supplemental and Loaner Furnishings

Program CNICINST 11103.7 Navy Housing Roles and Responsibilities for Program Management and

Finance CNICINST 11103.8 Navy Housing Leasing Program

CHIEF OF NAVAL OPERATIONS

OPNAVINST 5009.1 Responsibility for Navy Housing and Lodging Programs OPNAVINST 5009.2 Responsibility for Management of General and Flag Officer Quarters

(GFOQs) OPNAVINST 5009.3 The Admiral Elmo R. Zumwalt Award for Excellence in Housing and

Lodging Management OPNAVINST 11101.21D Navy Housing Referral Service (HRS) OPNAVINST 11101.42 Establishment of Charges for Military Family Housing OPNAVINST 11101.43 Critical Housing Areas

NAVAL FACILITIES ENGINEERING COMMAND

NAVFAC P-930 Navy Family Housing Manual

MISCELLANEOUS

JFTR Volume 1 Joint Federal Travel Regulation JTR Volume 2 Joint Travel Regulation OMB Circular A-45 Policy Governing Charges for Rental Quarters and Related Facilities Title 10 USC Section 2775 Liability of Member Assigned to Military Housing

ATTACHMENT J-1401000-03

FH FACILITY PROPERTY INVENTORY AND MAPS

Bldg.

No.

No. of Units per

Bldg.

Address

Approx. Total Floor Area

(SM)

Approx. Total Grounds Area

(SM)

Bldg. Built Year

101 1 NAS I - Hills Drive 300 2,100 2004

102 1 298 1,553

103 1 298 1,243

104 1 298 1,202

105 1 298 1,175

106 1 298 1407

107 1 280 1,284

108 1 280 1219

ATTACHMENT J-1401000-03

FH FACILITY PROPERTY INVENTORY AND MAPS

ATTACHMENT J-1401000-04

RESIDENT EVALUATION/COMMENT FORM

RESIDENT EVALUATION/COMMENT FORM

Notice to Residents: Please assist us in continuing to provide you with optimum services by completing the following evaluation of the BOS Contractor’s performance using the following rating factors, where “E” is Exceptional, “V” is Very Good, “S” is Satisfactory, “P” is Poor and “U” is Unsatisfactory.

Evaluation Element Element Rating Description Rating

1. Satisfaction of Property Management

Rate the BOS Contractor’s management, services, responsiveness, and the overall resident morale of the neighborhood.

If a new resident, comment on the condition of the unit upon check-in.

Rating _____

2. Community Support Rate the PM’s ease of contact when questions or problems arise.

Does the PM satisfactorily resolve resident/personnel issues and problems?

Consider the quality of problem resolution follow-up to ensure satisfactory completion.

Does the PM provide adequate community contact and communications?

Rating _____

3. Quality of Units Rate the condition of the unit when you first moved in and the quality of workmanship performed to maintain the unit.

Consider the quality of appliances provided, serviceability of the home, and yard area landscaping.

Rating ____

4. Quality Appearance of the Complex

(Curbside Appeal)

Rate the condition of common use grounds, sidewalks, and roads.

Does the complex have a good visual appearance?

Rate the general quality of appearance of the Complex.

Rating _____

5. Administration and Management

Rate your satisfaction of the PM’s front desk operations, e.g., courtesy of reception personnel and responsiveness.

Responsiveness and appearance of service personnel.

Are service commitments met?

Does the PM provide follow-up on maintenance requests to ensure satisfaction?

Rating _____

6. Quality of Work Rate quality, timeliness, and workmanship of performance of maintenance. Rate communications and responsiveness.

Rating _____

7. Remarks (please provide comments or further information where services could be improved.)

ATTACHMENT J-1401000-05

RESIDENT NOT PRESENT PROCEDURES

Should the Contractor respond to a request of Emergency, Urgent, and Routine (E/U/R) Work, perform scheduled maintenance, repair, or other work requirements, and discover that a qualified resident of age 18 years or older is not present, the Contractor shall not enter the quarters and the work shall be rescheduled.

The Contractor shall develop a “RESIDENT NOT PRESENT” multiple copy card that will be used each time the service technician cannot enter the home because a qualified resident is not present. This card shall be attached to the front door knob of the unit. The card shall identify the name of the technician, the time the technician arrived at the unit, a brief description of the problem (or work) to which the technician was responding, and the Contractor’s telephone number. The card shall also provide instructions for the resident to contact the Contractor to reschedule the work for a time when a qualified resident will be present.

The Contractor shall attach a copy of the "RESIDENT NOT PRESENT" card to the service order authorization form. The Contractor shall retain the service order authorization form until such time as the work is rescheduled. If a qualified resident is not present at the rescheduled appointment, the Contractor shall cancel the work order and return it within two working days to the Housing Office Service Order Reception Desk no later than 1000 hours the following working day with the date and time of the missed rescheduled appointment and a copy of the completed "RESIDENT NOT PRESENT" card.

ATTACHMENT J-1401000-06

CHANGE OF OCCUPANCY (COM) PERFORMANCE OBJECTIVES AND STANDARDS –

Title Performance Objective Related Information Performance Standard Change of Occupancy Maintenance (COM) – Non Recurring Work

The Contractor shall perform COM to ensure quality housing is available to meet the needs of the Government.

COM work includes, but is not limited to, quarters cleaning including carpet shampooing, structural, mechanical, plumbing, and electrical repair, interior and exterior painting, and roof repair.

Work shall be conducted in compliance with the EM-385- 1-1 Safety Manual and the Italian Safety norms and meet all OEM requirements and NFPA codes and standards.

Following receipt of COM Notice of Vacancy from the Government as shown in J- 1401000-07, the Contractor shall conduct and document an inspection of each FH quarters prior to, and at termination of occupancy to identify the overall condition of the quarters and to determine specific maintenance and repair requirements associated with the COM using the FH COM Checklist provided in J- 1401000-08.

The Contractor shall perform all tasks specified in J- 1401000-09. Unless additional time is allowed by the KO, the Contractor shall complete all COM work within four (4) working days following receipt of COM Notice of Vacancy.

Debris resulting from operations shall be removed and disposed of off the station in accordance with current environmental protection rules and regulations.

The Contractor shall immediately report to the KO any unforeseen items found

FH units are clean and habitable.

FH units are fully functional with all associated systems and equipment operating per the manufacturer’s recommendations.

Units are available for occupancy within specified time.

COM work is completed within four (4) working days following receipt of COM Notice of Vacancy.

during the performance of work.

Following completion of all work, the Contractor shall submit the COM Notice of Work Completion report, shown in J-1401000- 07, per Section F.

ATTACHMENT J-1401000-07

CHANGE OF OCCUPANCY MAINTENANCE NOTICE OF VACANCY AND WORK COMPLETION

Date: __________ Control No: __________

From: Contracting Officer To: [Insert Contractor Firm Name]

1. The on-station quarters located at ___[insert address]___ will be turned over to your firm for change of occupancy maintenance work on ___[inset date]___ at [inset time].

Signature: __________________________________

Contracting Officer’s Representative

Received by: _____________________________ Contractor’s Representative

Date: ____________ Time: __________

From: [Insert Contractor Firm Name] To: Contracting Officer

1. The on-station quarters located at ___[insert address]___ will be returned to the Government with all change of occupancy maintenance completed on ___[inset date]___ at [inset time] . The on-station quarters is ready for occupancy.

Signature: _______________________

Contractor’s Representative

Received by: ______________________________

Contracting Officer’s Representative

Date: _____________ Time: ____________

ATTACHMENT J-1401000-08

FAMILY HOUSING CHANGE OF OCCUPANCY MAINTENANCE CHECKLIST

The Family Housing Change of Occupancy Maintenance Checklist is provided as a separate attachment. Reference to Microsoft Excel file “J-1401000-08 Family Housing Change of Occupancy Checklist”.

ATTACHMENT J-1401000-09

LISTING OF FH CHANGE OF OCCUPANCY MAINTENANCE TASKS

The following maintenance, repair and replacement tasks shall be performed as a standard Recurring Work or as Non- Recurring Work Unit Priced task/FedMall item to make the vacant quarters ready for a new occupant. Additional work items noted on the FH Change of Occupancy Checklist shown in J-1401000-08 may be ordered separately.

(1) Painting. Completely paint all interior surfaces, unless otherwise specified.

(2) Hot Water Heater. Remove and clean deposits from hot water heater; check elements and thermostats for proper operation and replace defective components as necessary.

(3) Plumbing. Repair or replace any leaking plumbing system devices.

(4) Heat Pump Unit. Clean coils in condenser/compressor unit and replace air filter in air handler unit.

(5) Trash and Debris. All trash and debris shall be removed from the quarters and disposed of off Government property.

(6) Woodwork, Doors, Walls, and Ceilings. All fingerprints, pencil marks, crayon, dirt, dust, and stains shall be removed. Baseboards shall be cleaned free of all marks and dirt.

(7) Floors. All floor coverings shall be swept, mopped, and otherwise cleaned free of all dirt and marks. All waxed floors (except for wood flooring) shall be stripped and left free of wax, then dry buffed. Equipment, such as refrigerators, shall be carefully moved to permit complete cleaning of walls and floors, then replaced in original position.

All wood floors shall be cleaned with an approved cleaner. No water shall be used on hardwood floors.

(8) Refrigerators. Pull out and clean under and behind refrigerators. Clean and sanitize refrigerator inside and out.

Defrost and remove all ice from freezer compartment and ice trays. Leave refrigerator in operation with door closed, dial setting on "1".

(9) Dishwasher, Kitchen Sink, and Garbage Disposal. Clean under and behind movable dishwasher, kitchen sink and garbage disposal. Clean and sanitize equipment.

(10) Dispensers. All dispensers for paper towels and toilet paper shall be cleaned and in good working order.

(11) Ranges, Cooktops, and Exhaust Ventilators. All grease, stains, and carbon shall be removed from the exterior surfaces. Drip pans under burners shall be cleaned and left free of residuals. Burners shall be cleaned of all foreign residues. Storage drawers shall be cleaned, both top and underside. Exhaust fans and filters shall be cleaned free of all dirt, dust, grease, etc.

(12) Countertops. Clean and sanitize all surfaces.

(13) Bathrooms and Fixtures. All surfaces including bathroom walls, commodes, bathtub, basin, and medicine cabinet shall be cleaned and disinfected. All fixtures shall be wiped clean and polished. Wall and basin surfaces shall be free of all dirt, mildew, lime deposits, and stains. Shower tile work shall be regrouted and bathtub base and tile intersections recaulked where missing or damaged to present a uniform appearance.

(14) Dusting. Radiators, cabinets, partitions, trim, ledges, wainscots, chair rails, air conditioners, lamp shades, window shades, venetian blinds, pipes, window and door frames, baseboards, and all other horizontal surfaces shall be dusted and washed clean and free of dust, dirt, and streaks. Venetian blinds shall be removed and reinstalled if necessary to clean completely.

ATTACHMENT J-1401000-09

LISTING OF FH CHANGE OF OCCUPANCY MAINTENANCE TASKS

(15) Glass. The interior and exterior of all glass surfaces shall be cleaned. Clean glass in windows, storm windows, doors, partitions, interior and exterior walls, transoms, window frames and screens. All cleaned items shall be free of lint, water marks, films, and streaks.

(16) Light Fixture Covers and Bulbs. Interior and exterior surfaces of light fixture covers, including fluorescent light fixtures, shall be cleaned, free of dirt, streaks, debris, bugs, smears, and abrasive marks. All burned out bulbs and flickering fluorescent tubes shall be replaced with bulbs/tubes of the same wattage.

(17) Cabinets, Drawers, and Closet Shelves. All cabinets, drawers, and closet shelves shall be cleaned of all dirt, dust, and personal articles. All shelf paper and adhesive residue shall be removed.

(18) Vents and Exhaust Fans. Interior and exterior of heating, air conditioning, ventilation duct vents, louvers, and exhaust fans shall be cleaned free of foreign particles, debris, dust, and streaks so as to allow an unobstructed flow of air.

(19) Other Exterior/Interior Surfaces. All storage spaces, walks, patios, and other dirt catching areas shall be cleaned free of all debris and dirt. Oil and grease stains shall be removed from concrete and masonry surfaces. Handprints and marks on outside walls shall be removed. Any brackets, hanging hooks, nails, racks, or similar attachments installed by the resident shall be removed and the surface restored to its original condition. Eaves and open ceilings shall be cleaned of dirt, insect and bird nests, and cobwebs.

(20) Smoke and Carbon Monoxide Detectors. All safety detectors shall have batteries replaced and shall be tested to ensure they function according to code and safety limits. The Contractor shall replace all those safety detectors found defective.

(21) Moving Components. Throughout the entire unit, all moving components, e.g., doors, windows, shutters, insect screens, latches, handles, shall be adjusted and lubricated to ensure functionality as intended.

(22) Door, Window and Screen Repairs. Damaged doors, windows, glazing, screens, and associated components shall be repaired per industrial standards. Damaged, inoperable, or missing hardware, e.g., hinges, striker plates, latches, keepers, window operating mechanisms, door closers, springs, shall be adjusted, repaired, or replaced as required. Replacement hardware shall match existing hardware in type, size, quality and finish. Hardware shall be installed in accordance with the manufacturer's recommendations. Caulking and weather-stripping shall be replaced to maintain a weather-tight seal. Cracked or broken glass shall be of the same thickness, type, and quality and meet all local building codes and safety codes. Doors, windows, and screens shall operate smoothly without binding or sticking in accordance with the manufacturer's design.

(23) Vacant Quarters Grass Cutting. For any vacant quarters, grounds associated with the vacant quarters shall be cut twice monthly per grass cutting requirements detailed in Spec Item 3.1.1.1 of Specification 1503050, Grounds Maintenance and Landscaping (including shrubs, bushes and hedges trimming). Historically, there are approx. 1 vacant quarters monthly.