PWS - Wright Patterson AFB Military Family Housing Maintenance 15 August 2025.pdf

Performance Work Statement

For

Military Family Housing Maintenance

At

Wright Patterson Air Force Base

15 August 2025

TABLE OF CHANGES

Revision Date Changes

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 2

1.3 Key Control 6

1.4. Commercial Phone Lines 6

1.5. Shared Electronic Data Systems 6

1.6. Job Orders 9

1.7. Service Calls 10

1.8. Cleaning 13

1.9. Utilities 15

1.10. General 20

1.11. Interior 22

1.12. Exterior 27

1.13. Painting 28

1.14. Self-Help Store 29

1.15. Quality Control 31

1.16. Special Projects 31

1.17. Miscellaneous 33

1.18. Voluntary Protection Program (VPP) 34

1.19. Contractor Manpower Reporting 35

1.20. Environmental Requirements 36

1.21. Requirement 36

2. SERVICES SUMMARY 37

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

APPENDICIES

A. DEFINITIONS 40

B. SERVICE CALL RESPONSE TIMES 44

C. INTERIOR and EXTERIOR CHECKLISTS 49

D. UNITS TO BE SERVICED 54

E. APPLIANCE REPAIR/REPLACEMENT GUIDE 58

F. WORKLOAD ESTIMATES 59

G. FLOOR PLANS AND MAPS 79

H. WPAFB SPECIFICATION: 01 02 20 – General Environmental

Protection Requirements 112

I. PROGRAMMATIC AGREEMENT 138

J. CONTRACTOR OFFICE/WORKSPACE 142

3.1. General 38

3.2. Facilities 38

3.3. Services 38

SECTION 1

PERFORMANCE WORK STATEMENT FOR

MILITARY FAMILY HOUSING MAINTENANCE

DESCRIPTION OF SERVICES/GENERAL INFORMATION

1.1. BACKGROUND INFORMATION. The Wright-Patterson AFB (WPAFB) housing area, known as the Brick Quarters Historic District (BQHD), has a total inventory of; 100 housing units (89 BQHD Quarters; 45 single family and 22 duplex units); the historic Foulois House located at 88 Wright Avenue; and 10 non-historic single-family units located on Yount Drive.

The contractor will be responsible for regular and preventative maintenance for 80 of the 100 units. The BQHD units are built of brick masonry walls with limestone ornamentation on poured concrete foundations. Exterior finishes are a combination of brick, wood and stucco.

The roofs are fired clay tiles. Replacement windows were installed in 63 units starting in

2004. The 10 units on Yount Drive are frame construction on a slab with brick veneer on the first floor and Masonite panels with applied stick style battens and asphalt shingle roofs on the second floor. The Foulois House is frame construction with a partial field stone basement, vinyl siding and an asphalt shingle roof. All units have garages. The BQHD unit garages are a combination of detached 1-car, 2-car and 4-car facilities. The Yount drive units have an attached 1-car garage. The Foulois House has an attached 2-car garage. The BQHD housing area is not privatized. Note: The BQHD is listed on the National Register of Historic Places…….

1.1.1. VARIATION IN CONTRACT WORKLOAD.

a. If the quantities of housing units to be maintained materially change (either increase or decrease) from the quantity stated in the PWS, an adjustment will be made to the contract price. A change is considered material in situations such as when the number of units available for maintenance changes due to new construction and/or demolition of current units.

b. The maximum number of housing units that will be on this contract is 100. This number will be adjusted as the actual number of housing units is known during the year.

c. The Government will provide the contractor 30 days’ notice prior to adding or deleting units for maintenance with the adjustment date being effective on the day the unit(s) are added or deleted from service or 30 days following notification, whichever is later.

d. The cost of adjustment will be determined by dividing the number of units cited in the PWS into the monthly price, then multiplying that figure by the number of units to be added or deleted from service.

Example:

MONTHLY PRICE NUMBER OF

UNITS

PRICE

PER UNIT

NUMBER OF

UNITS

DELETED

NEW MONTHLY

TOTAL

$40,000.00 80 $500.00 - 10 $35,000.00

$40,000/80 units = $500.00 per month per unit

$500.00 x 10 units = $5,000.00

New monthly price is $40,000 - $5,000.00 = $35,000

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 and special projects as well as all other work required to ensure units and garage buildings are maintained to the Air Force standards provided in this Performance Work Statement (PWS). Reimbursement for all requirements contained is this PWS will be considered 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, screens and signage.

• Painting – interior and exterior.

• Pest Control – interior and exterior.

• Cleaning – interior and exterior.

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

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

• 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.

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 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.), Secretary of the Interior’s Standards for the Treatment of Historic

Properties, 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 provide the materials, parts, supplies and equipment required for the performance of this contract. Materials, parts, supplies 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. In some instances, the Government may choose to purchase materials and request installation by the contractor.

In those instances, the Contractor shall be reimbursed in accordance with the paragraph

1.16.2.

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.

1.2.3.2. ACQUISITION OF PARTS FOR SPECIAL PROJECTS. All materials, parts and supplies that are obtained for use under the special projects 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 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. Reimbursement for materials and labor will be made for all special projects as approved by the CO. (See "Submittals" paragraph 1.2.3.4.).

1.2.3.3. 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.

1.2.3.4. SUBMITTALS. The Contractor shall furnish materials and equipment that match existing material and equipment. If the Contractor wishes to use a product other than those previously used/approved the Contractor shall get approval by the CO and COR prior to material or material being used. Material samples of all paints to be used in the housing units 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 or COR 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 and COR prior to use.

d. No work requiring a sample submission shall begin until the Contractor has written approval.

1.2.4. CONTRACTOR EMPLOYEES.

1.2.4.1. Management Plan. The Contractor shall provide a Management Plan to the COR within 30 days after contract award including: 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 100 unit military family housing area with multiple Job Orders, Change of Occupancy

Maintenance (COM) turnovers, special projects, 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.

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

• Manage the contract

• Perform electrical, plumbing, carpentry, HVAC, painting, pest control and all other tasks in this PWS with licensed and certified craftsmen. (Provide ongoing trainings, and upon request will provide copies of license or certificates)

• Have as a single point of contact capable of communicating and interfacing with

Government officials in all aspects of contract execution.

• 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.

• Ensure full compliance with all safety and environmental requirements including but not limited to OSHA and EPA and verify that the materials and workmanship are in accordance with the Federal, State and Local construction codes and regulations.

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

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

• Have authority to act for the company.

• Schedule and coordinate subcontractors and material suppliers, attend all project status meetings and pre-final/final inspections

• Manage the implementation of the Contractor’s approved Environmental Control

Plan

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 between the hours of 7:30 a.m. and 4:30 p.m.

Turnback 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 COR 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, Juneteenth, 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. There may be times when the contractor will need to provide emergency services on a holiday. In these situations, the COR will notify the contractor.

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 residents shall be re-accomplished by the Contractor.

1.2.8. “NO SHOW” PROCEDURE. If 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.

1.2.9. EMERGENCY SERVICE CALLS. Emergency maintenance service call work shall be provided on 24 hours a day, seven (7) days 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. The Contractor shall provide a representative on standby duty at all times to respond and perform all required service calls.

1.2.10. 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 https://www.wpafb.af.mil/.

1.2.11. Unforeseen Base Closures and/or Delay. When an unforeseen base closure occurs on a normal duty day, the Contractor shall provide service calls falling in the

Emergency category. Work other than emergency work shall be completed on the following duty day, providing the base has been reopened. The Contractor shall reschedule the work to any day satisfactory to the occupant and/or COR.

1.2.12. DISASTER RESPONSE. Disaster response includes but is not limited to accident and rescue operations, civil disturbances, natural disasters, military peacetime and wartime https://www.wpafb.af.mil/ 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 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. The 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. The contractor shall provide COR with all lock combinations.

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. Shared Electronic Data System (SEDS). The Military Housing Office (MHO) will have access to the Shared Electronic Data System (A system similar to YARDI or I-

Maintenance) in order to extract reports 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, excluded or non-excluded. Residents will have an electronic means of reporting and tracking the status of work orders via a mobile app or website.

TITLE/FORMAT SUBMISSION DATE/FREQUENCY

1.5.1. Completed Job Orders Log:

Electronically provide cumulative data for 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, excluded” or non-excluded work, man hours used and the cost.

The log will be maintained on SEDS site and be input immediately for “real time” access

1.5.2. Incomplete Job Orders 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 SEDS site and input 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 SEDS site and be input 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 SEDS site and be submitted immediately for

“real time” access

1.5.5. General Officer’s Cost Report:

Electronically provide data immediately for the week and cumulatively for each GOQ. The data shall include and 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.

Report will be maintained on SEDS site and be submitted immediately for “Real Time” access

1.5.6. PREVENTIVE MAINTENANCE INSPECTION SCHEDULES. The Contractor shall provide an annual preventive maintenance (PM) schedule to the COR for each type of system specified below. Schedule shall indicate which housing units and garages 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 by the 10th business day after contract award and 10 business days after each exercised option. The contractor will generate a PM work order in SEDS for each inspection for each home after review and approval of the schedule by the COR.

1.5.6.1. Systems including but not limited to the following: Heating, Ventilation, and Air Conditioning (HVAC) Equipment, Air Handler, Boiler, Water Heater, Dryer

Vent, Smoke Detector, Carbon Monoxide Detector, Radiators, Gas Log Insert and

Radon Mitigation Operation Inspection Schedule. Annual preventive maintenance inspection, repair and cleaning of all mechanical systems including but not limited to the following: Heating, Ventilation, and Air Conditioning (HVAC) Equipment, Boilers, Water

Heaters, Dryer vents, Smoke detectors, Carbon Monoxide Detectors, radiators, fireplaces, gas log insert, and Radon Mitigation System operation shall be scheduled and completed once a year, during the month of September. Radon levels shall not to be tested by Contractor.

1.5.6.2. Roof, Gutter and Downspout Inspection Schedule. The Contractor shall inspect and clean roofs, gutters, and downspouts at least two (2) times annually, in the spring and fall and as directed by COR. The Contractor shall perform all repair work identified on roof, gutter, downspout, and downspout collection system inspections within five (5) duty days of the inspection or as agreed upon by the COR.

1.5.6.3. Exterior Facility Inspection Schedule. Annually the Contractor shall inspect, and repair exterior of housing units, garages, patios, fences, sidewalks and driveways, by schedule and as directed by COR. Repairs include touch-up painting of exterior surfaces and painting of new materials used for repairs. Repairs to Brick Mortar tuck pointing and repointing. Repairs to concrete and asphalt driveways and sidewalk surfaces exhibiting trip hazards, cracks, pitting, spalling and heaving. Asphalt driveways shall be sealed every other year. If repairs cannot be made at the time of the inspection, coordinate with the COR within five (5) duty days for when repairs will be completed.

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 always keep these items current. The

Contractor shall turn over all documentation and records to the Government in electronic format upon completion of the contract. Documentation and records shall always be available 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 in SEDS. If requested by the Government, the Contractor shall provide the original record or an electronic copy of any such record within two (2) business days of receipt of the request.

1.5.7.2. Facility files. A facility folder for each housing unit 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 SEDS. Information shall be correct, current and remain the property of the United States Government. Once information has been uploaded to SEDS, hard copies shall be disposed of. T h e 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 in

SEDS.

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 assist in collecting Inventory and Condition assessment information, and then provide the relevant data to the COR for input into the BUILDER SMS system.

1.5.8.1. BUILDER™ Inputs. Using BUILDER, the Contractor will perform Facility Condition

Assessment (FCA) data collections, update inventory data, inspect equipment, and correct component and component-section information to ensure the data reflects what is physically on site. The contractor shall provide updated 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 data all

BUILDER data must be submitted to the COR within 20 calendar 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. More frequent validations may be required to support facility projects and Air Force funded repairs. The contractor shall supply the COR with update equipment list (Old-New Equipment) within ten days of the removal or installation of equipment under their control. 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.

Computer must be upgraded to interface with Wright-Patterson AFB network for all computer requirements addressed in this PWS.

1.5.9. Contractor Computer Requirements. The Contractor shall provide computers for employees as needed to provide electronic data to the government. All computer hardware, software and update requirements shall follow government IT and security protocols.

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. This system can be the same as SEDS if approved by the CO or COR.

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, COMs and Major/Minor Project work. The type of data that will 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 within seventy-two (72) hours when the original service was not performed properly or corrected by Contractor personnel. Existing J.O. shall be annotated “Repeat”.

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 and/or vendor, 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.

J.O. data shall also include whether the work is “excluded” or non-excluded work from Section

106 consultation with SHPO IAW para 1.19.2.1 and Appendix I. The Contractor shall sequentially number each J.O. from the start of the contract to the end. Job Orders for a

General Officer home shall have, in addition to the prior listed information, a vendor invoice attached in the maintenance system if a sub-contractor is used.

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 the maintenance system at the time the call is received and responded to and completed within specified the 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 separate job order(s) within five (5) working days after inspection.

1.7. SERVICE REQUESTS.

1.7.1. RECEIPT OF SERVICE CALLS. Service calls may be initiated by submission through the SEDS, emailing directly, Internet based facility Maintenance System, by phone or in person. The Contractor shall be responsible for periodically monitoring SEDS drop-off site for new work submissions and also receive service requests 24 hours a day, seven (7) days a week, including holidays. During normal duty hours (Monday through Friday, 0730 to 1630), all calls shall be logged in as stated below and responded to within the timeframe stated in

Appendix B. After normal duty hours, weekends and holidays, all calls shall be logged in as stated below and resident contacted on the next duty day to schedule an appointment.

Emergency calls shall be responded to within the timeframe stated in Appendix B, to include after normal duty hours, weekends and holidays. All after hours calls to be reported to the

COR the following business day. 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 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 TIMES

1.7.2.1. Emergency and Urgent. Emergency and Urgent response and completion times will be as stated in Appendix B. When emergency or urgent work is in progress and completion prior to 4:30pm is not possible, the Contractor shall continue the work to a point of safe utilization and welfare of the occupants. The housing occupant and COR shall be fully appraised of the situation, prior to proceeding. Completion of work required beyond the point of safe utilization shall be continued the following workday 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 supporting systems or with medical conditions that require no interruption of electricity, water, A/C, etc. will have a medical waiver on file for emergency response. The Contractor shall respond to all service calls with occupant medical waivers within the time specified in Appendix B or as specified in each waiver, whichever timeframe is shorter. The list of occupants with waivers will be maintained on the

SEDS by the Government.

1.7.2.4. Routine. Routine response and completion times shall be as stated in Appendix B otherwise agreed upon by the COR when submitted in writing by the Contractor.

1.7.2.5. Health and Life Safety. Health and Life Safety (HLS) work orders are to be classified as an emergency following the emergency timeline in Appendix B.

1.7.2.5.1. Critical Life Safety. A Critical Life Safety work order is defined as any work request regarding the conditions of a building component that could indicate failure of the component is imminent, and that its failure would endanger the life and safety of building occupants. Examples include, but are not limited to missing, damaged, or inoperative life safety equipment such as smoke detectors, fire sprinklers, fire extinguishers, carbon monoxide detectors, large structural cracks; gas leaks; exposed electrical wiring; loose or missing handrails on stairs; or broken/shattered glass (windows).

1.7.2.5.2. Critical Health. A Critical Health work order is defined as any work request regarding a condition that may be causing risks to the health of the building’s occupants.

Examples include, but are not limited to: Cooling system not working when outside temperatures are above 85 degrees F; missing/damaged or inoperative radon detectors or related mitigation systems; peeling/chipping paint in homes suspected of containing lead-based paint; disturbed/damaged/degrading asbestos building materials; evidence of rodent intrusion; pest infestation; visible mold growth, and pungent odors including volatile organic compounds.

1.7.2.6. Work Order Timeline Exceptions. The contractor is responsible for communicating in writing to the COR for approval when a work order priority timeline has been missed or will be missed. Examples of reasons for an exception, supply chain issue, subcontractor schedule.

1.7.2.7. Other Calls. Service calls received which require no performance shall be accepted and referred to the appropriate on-base organization. The housing occupant and 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. Preliminary Termination (Pre) Inspections. The Contractor shall receive notification from the Housing Office of projected vacant units and the date/time of the preliminary termination inspection. The COR may request the Contractor to be present at this inspection to conduct a preliminary review of maintenance requirements for the upcoming

COM. In the event of occupant damages found at this inspection, the Contractor shall provide any material and labor costs to the COR within forty-eight (48) hours of the request.

1.7.3.2. Final Termination Inspections. The Contractor shall receive notification from the

Housing Office of the date/time of the final termination inspection. The Contractor shall accompany the COR to the unit to be vacated and conduct a final review of maintenance requirements for the upcoming COM. U p o n r e q u e s t , a p r i c e e s t i m a t e f o r r e s i d e n t d a m a g e o r c l e a n i n g w i l l b e p r o v i d e d t o t h e C O R a t t h e t i m e o f t h e f i n a l t e r m i n a t i o n i n s p e c t i o n . O n c e a f u l l s c o p e o f w o r k h a s b e e n d e t e r m i n e d , the COR will provide the contractor with the AF Form 1219 that specifies the scope of work required to complete the COM. The COM scope of work may include but are not limited to the following: Provide a new, standardized countertop, stain or paint kitchen cabinets and provide new hardware, stain/paint or replace vanities and provide new hardware, repair by replacement kitchen and ½ bath floors, provide/replace backsplash above the countertop throughout kitchen, replace plumbing fixtures throughout, paint tubs

(fiberglass & cast iron) and tile fiberglass surrounds, replace medicine cabinets, provide new lighting, replace existing shelving and rods with closet organizers, paint exterior, replace tile, provide hardwired, wireless, interconnected smoke detectors & CO detectors, replace corded mini blinds with cordless ones and adding fall protection and anti-tip brackets.

1.7.3.3. Contractor Acceptance of Housing Unit. Upon official acceptance of the unit by the contractor for the 1219, the contractor is responsible for the security and maintenance of the unit until it has been returned to the COR. The Contractor’s official date and time of acceptance of a unit for turnover maintenance shall be the following duty day from when the

COR electronically sends the AF Form 1219 to the contractor. A lockbox with a house key shall be placed on the door by COR. The Contractor shall sign for the house acknowledging the date and time of acceptance within 24 hours of receipt. A job order will be generated in COTS for each major component of COM, such as painting, maintenance and cleaning. The job order will have the data referenced in section 1.6.1.2.

1.7.3.4. Turnover/Turn back of COMs.

1.7.3.4.1. COM Performance Period. The contractor shall have seven (7) duty days to perform COM on three or less units unless otherwise directed by COR. The contractor shall have fourteen (14) duty days to perform COMs on 4-6 units. The contractor shall have twenty

(21) duty days to perform COMs on 7 -10 units. The COM will only be performed during weekdays during normal duty hours in accordance with Section 1, paragraph 1.2.5, unless otherwise requested by the COR.

1.7.3.4.2. COM Start. The COM performance period will start the next duty day following the receipt of the AF Form 1219.

1.7.3.4.3. 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.

1.7.3.4.4. 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.

1.7.3.4.5. Completion. The AF Form 1219 shall include a description of the work completed, materials used and 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 is to attach a copy of the completed AF Form 1219 to the job order and will send the completed electronic copy of the AF Form 1219 to the COR.

1.8. CLEANING.

1.8.1. CHANGE OF OCCUPANCY QUARTERS CLEANING. The Contractor shall be responsible for whole house cleaning (interior and exterior), to include, but not limited to, all appliances, radiators, cabinets, walls, baseboards, doors, door frames, switch plates, outlets, light fixtures, closet rods, closet shelves, blinds, kitchen and bathrooms (complete), fireplaces, trash toter, recycle bin and sweeping of front and back sidewalks/garage and front/back porches/patio enclosure. Removal of trash, debris and household items from the home, garage and exterior of home. Pressure wash (using the correct amount of pressure and tips for each surface and material; reference chart at www.pwna.org) with biodegradable cleaner for mold/ algae off porch, sidewalks, patio, brick, wood, and roofs. Remove cobwebs from interior and exterior. The 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. Some specific cleaning tasks are outlined below. This is not a complete list of items to be cleaned.

1.8.1.1. Debris/Trash Removal. The contractor shall remove all trash, debris and household items from the garage and interior/exterior of home. The following information shall be added to the AF form 1219, prior to completion of the COM: the type of trash collector

(trash bin/dumpster) and size need to remove items left by occupant, hours needed to dispose of trash and how many employees utilized to remove items.

1.8.1.2. 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 by IAW industry standards. 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.

1.8.1.3. Carpet Cleaning. The Contractor shall professionally clean and deodorize carpet http://www.pwna.org/ during COM. The carpet shall be free of all visible dirt, grime, soil, spots and stains, and odors.

Prior to cleaning, the contractor shall inspect the carpet and advise the COR in writing within two

(2) hours, of any conditions that prevent carpet from being satisfactorily cleaned.

1.8.1.4. Window Cleaning. The Contractor shall clean window(s), screens, tracks and windowsills. 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 the 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, when 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).

1.8.1.5. Range. The contractor shall completely clean ranges 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 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 notified to move back to proper location.

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

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

1.8.1.8. Window Coverings. Clean all mini-blinds, and faux wood blinds, plantation shutters and window shades per manufacturers recommendations. Window coverings shall be free of film, dirt, smudges, water, grease and other foreign matter. Any damaged window coverings shall be repaired or replaced.

1.8.1.9. Fireplaces, Chimney and Log Inserts. All fireplaces, chimneys and log inserts shall be inspected, cleaned and minor repairs (under $2,000) completed annually and in accordance with the National Fire Code. The Contractor shall notify the COR when major repairs are required (above $2,000 per project) prior to moving forward with any actions and wait for direction from the COR or CO.

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

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

1.8.2.2. COM’d Units Sparkle Cleaning “Mop-Outs”. Mop-Outs are accomplished on previously COM’d vacant units that 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, windowsills, 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 as directed by COR. Clean exterior leaves, spider webs, sweep, front and back sidewalk/garage/patio/porch/gazebo/patio enclosure.

1.8.2.3. Carpet Cleaning in Occupied Units. Upon request by the COR, the Contractor shall professionally…