SOW 6.27.25 .pdf

Solicitation Number 70Z08425RALAM0002

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STATEMENT OF WORK (SOW)

FOR

BAY AREA HOUSING MAINTENANCE

1.1. GENERAL

1.2. Background

The United States Coast Guard (USCG) housing facilities in the San Francisco Bay Area span a large region, encompassing various home styles and construction types. Some of these homes are historical landmarks dating back to the late 1800s. The homes are grouped into four main areas:

Alameda, Yerba Buena Island (YBI), Novato, and Petaluma, California. The largest number of homes are located in Alameda, California, with approximately 300 units that primarily serve personnel stationed at Base Alameda. The oldest and most historic homes are situated on YBI, originally built in 1875 as former Army command homes. The YBI housing includes three homes allocated for senior leadership overseeing USCG West Coast operations.

To the north of the bay is the Novato Housing Complex, part of the former Hamilton Airfield, which covers 125 acres and comprises 300 units. Of these, 84 units are occupied by USCG members working mainly in the San Francisco and Petaluma areas, while the remaining 138 units are in caretaker status. Novato also has Guest Quarters, which serve as hotel accommodations for various types of clients, with rooms distributed between 2 six-plex apartments a Spanish style home duplex and a 27-room hotel.

The fourth site is the USCG training center in Petaluma, California (TRACEN Petaluma), which features two types of construction: 1930s-era Spanish-style homes and apartments built in the late 1980s. TRACEN Petaluma includes 127 units, constructed between 1949 and 1985, with a mix of construction types detailed in Appendix C. These homes are utilized by permanent party personnel responsible for training new students for the USCG.

1.3. Scope

The contractor is responsible for providing comprehensive housing maintenance services as described herein for all USCG military housing facilities located in Alameda, Novato, YBI, and Petaluma, California. This includes maintenance and repair of Military Family Housing (MFH), Representational

Facilities (REPFAC), Unaccompanied Personnel Housing (UPH) units, Guest Housing in Novato, associated real property, common areas, equipment, systems, and household appliances. The contractor is responsible for grounds maintenance for the entire housing area and janitorial services at the Alameda

Housing Office. The scope also includes management of all services to ensure timely and accurate completion of all work to provide clean, safe, and habitable units. All Spanish style housing in Novato and Quarters A and C at YBI are listed on the National Historic Register and shall be maintained up to original standard. Utilities on all the sites including power, water, and sewer are owned by the USCG and the contractor shall maintain the utility infrastructure.

1.4 Objective

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The contractor shall be capable of successfully meeting the requirements of the contract. The contractor shall hire and maintain qualified personnel, manage the requirements and deliverables, meet deadlines, comply with current regulations/laws/instructions/etc., and maintain current licenses/certifications. The contractor shall maintain USCG facilities and grounds, so they are clean, sanitary, habitable, and safe.

1.5 Applicable Documents

The documents referenced herein are applicable to this requirement and are necessary for the contractor to perform the contract. The publications, forms, and regulations listed herein are mandatory for use and the contractor shall follow the guidance to the fullest extent specified. The Government will provide USCG publications, forms, and regulations to the contractor. Supplements or amendments to listed publications from any organizational level may be issued during the life of the contract. The contractor is responsible for ensuring they are following the most current version of each document.

1.6 Compliance Documents

The following documents provide specifications, standards, or guidelines that shall be complied with to meet the requirements of this contract.

Table 1

Publications, Form, and Regulations

USCG Publications

Document Publication Title

COMDTINST M10360.3 (series) Coatings and Color Manual

COMDTINST M11000.11 (series) Civil Engineering Manual

COMDTINST M11101.13 (series) Housing Manual

COMDTINST M11103.1 (series) Representational Facilities (REPFAC) and Flag Quarters

COMDTINST M16475.1 (series) National Environmental Policy Act Implementing Procedures

COMDTINST M16478.1 (series) Hazardous Waste Management Manual

COMDTINST M5100.47(series) Safety and Environmental Health Manual

COMDTINST 5375.1 (series) Limited Personal Use of Government Desktop Equipment, WIFI, and

Mobile Devices

SILC-PGTO-36-11 53 13 11-03 (series) Housing Maintenance Process Guide Technical Order

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SILC-CSTO-36-11 55 13 11-01 (series) Family Housing Design CSTO

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Federal Publications

5 USC Sec 552a Privacy Act of 1974

29 CFR (OSHA) Labor

29 CFR 1910.120 Hazardous waste operations and emergency response. (1/23)

29 CFR 1910.146 Permit-Required Confined Spaces

40 CFR Protection of the Environment

40 CFR, Chapter I, Subpart J Emergency Planning and Community Right-to-Know Act

40 CFR Part 82 Protection of the Stratospheric Ozone

40 CFR 260 Hazardous Waste Management System, General

49 CFR Transportation

ASTM 2090-21

Standard Specification for Window Fall Prevention Devices with

Emergency Escape (Egress) Release Mechanisms. (Evens Law)

EPA-740-F-08-002 (2008) Renovate Right

EPA-747-K-99-001 (2003) Protect Your Family from Lead in Your Home

OSHA Hazardous Communication Standard

PL 94-580 Resource Conservation and Recovery Act

PL 110-140 Subtitle C, Section 522 Energy Independence and Security Act of 2007

Title 18 USC 2071 Concealment, Removal, or Mutilation Generally – Patent Laws

Title 18 USC Sections 793 and 798 Gathering, Transmitting or Losing Defense Information and

Disclosure of Classified Information

U.S. Consumer Product Safety

Commission PUB 325 Handbook for Public Playground Safety

State of California Regulations

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CA Title 24 California Energy Efficient Standards

CHBC (SHPO) California State Historical Building Code

Local Regulations

Bay Area Air Quality Management District Regulations, www.baaqmd.gov

East Bay Municipal Utility District (EBMUD)

1.7 Reference Documents

The following documents may be helpful to the Contractor in performing the work described in this document:

Table 2

Commercial References

AWWA American Water Works Association

IBC International Building Code

NFPA (All) National Fire Protection Association

R.S. Means Facility Maintenance Standards http://www.baaqmd.gov/

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2 SPECIFIC REQUIREMENTS/TASKS

The Contractor shall perform service under this contract via three major categories of tasking and funding. This is an IDIQ contract in which we will issue a TO for the definitive work items and anticipate TO(s) for indefinitive work items.

2.1. Annual Firm Fixed Price Work

The Contractor shall perform routine, regularly-scheduled maintenance throughout each period via fully funded Firm-Fixed Price (FFP) Contract Line Item Numbers (CLINs), including standard Change of

Occupancy Maintenance (COM) Work.

2.2. Pick List Items

The Contractor shall perform COM Work or other minor repair work not anticipated nor included in the annual estimated work under FFP Work above via the “Pick List,” which the Contractor shall provide as pre-priced work and appliances/items. Pick List items are fully funded under a task order and ordered via a document/work order issued by the Contracting Officer‘s Representative (COR) to the contractor identifying work to be accomplished. Any variation in quantities between the Pick List Contract Line

Item Number (CLINS) may be ordered so long as the total threshold is not exceeded.

2.3. Indefinite Delivery Indefinite Quantity (IDIQ) Work

The Contractor shall propose an estimate for non-minor repairs not included in either Annual estimates or work from the Pick List, which IDIQ work may be then ordered separately via issuance of a task order.

Most IDIQ items listed in Schedule B are common household materials, components, items, and equipment that require no further detail or instructions below. Manufacturer’s instructions and industry standards shall be used when these items are ordered.

2.4. Change of Occupancy Maintenance (COM) Work

A COM is the maintenance and repair service performed on a housing unit to make the unit ready for the next resident and includes all needed interior and exterior maintenance up to specified threshold limits.

The Contractor shall establish and operate a comprehensive COM program to inspect, maintain, service, repair, and/or replace, all interior and exterior components and accessories to preserve the life of the unit and to maintain structural integrity. The historical average number of COM’s completed over the last three years for each site, are 99 COMs at Alameda, 50 in Novato, and 37 in Petaluma. A COM shall include at a minimum all work items listed in appendix A for Alameda, appendix B for Novato and

Appendix C for Petaluma. Threshold limits for tasks accomplished during a COM are listed in each sites accompanying Appendix A, B, and C. Work, which is beyond the COM threshold, will be ordered from a

Pick List using the appropriate CLIN. Work will be ordered by the Government using a “Call Sheet” form. All work required will be listed by Call Sheet number, Address/Location, CLIN, description, quantity required, prices from Schedule B and required start and completion dates. The time frame for completing the COM will be dependent on the amount of work required to return the unit to a move in condition. The scheduled move in date of the new resident will be based on a 10-working day schedule.

The COR shall be able to adjust this timeframe as needed to manage personnel and workloads. The COR and the site PM shall ensure that COM time frames are reasonable and can be met. The Contractor shall notify the COR within 8 hours of receipt of the Call Sheet of any anticipated delay in COM completion.

Units shall be professionally cleaned and ready for occupancy, with all work completed, within the maintenance period timeframe specified. Government Furnished Equipment/Materials for the Petaluma housing site only are listed in Appendix C.

2.5 COM Checklist

Check and repair/replace all items listed up to the threshold each housing sites appendix. All resident installed improvements to housing units shall be removed unless otherwise directed. Note: Not all items

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on this list will apply to every house. Use Housing Maintenance SILC-PGTO Appendix A as a guide for a

COM checklist (Table 1).

2.6 Final COM Inspection

The final COM inspection is a quality control/assurance inspection and occurs at the expiration of the

Contractor’s COM maintenance period. This inspection shall take place within three (3) working days of completion of the COM. Contractor attendance is mandatory.

2.7 Specialty Work

The three housing sites within this requirement contain individual characteristics therefore specific tasks have been identified in their own appendix. Alameda’s housing site is outlined in Appendix A, Novato’s housing site is outlined in Appendix B, and Petaluma’s housing site is outlined in Appendix C.

2.5 Additional Work Issued Via Task Order

2.8 Preparation of Proposals

When the KO requests for a proposal for work per the IDIQ section above, the Contractor shall submit a proposal for each potential task order within 10 (ten) calendar days. The proposal shall include a complete list of all tasks necessary to perform the required scope of work, the number of hours set forth to perform each task and the projected quantity and costs of materials and equipment to perform the required scope of work. Any portions of a SOW that correspond to a pre-priced CLIN shall be priced using the appropriate CLIN (i.e., if work includes interior painting, the estimate shall be based on the Contractor’s pre-priced CLIN for this specific phase of the requirement). If the KO concurs with the Contractor’s proposal, the proposed cost will form the basis for payment for the work, and the KO will issue a task order for performance of the work. If the proposal is not acceptable, the KO and the contractor will negotiate a fair and reasonable price reflective of the effort required in the PWS and award the Task Order based on the agreed upon price.

Note: Contractor administrative and handling costs for acquiring material, any Contractor material markups, Contractor administrative and handling costs for Sub-Contracting and any Contractor markups, and any overhead expenses associated with equipment rental and usage, are included in the Pick List stated in the schedule.

2.9 Material Requirements

Projected material requirements shall include a list of materials establishing the size, quality, number of units, and unit prices. Material prices provided by the Contractor shall be the lowest price available considering the availability of materials and the time constraints of the job. The direct material price shall be reduced by all discounts and rebates for core value or salvage value that accrue to the Contractor. The total direct material cost shall be multiplied by the Contractor's fixed burden rate to determine the total burdened material cost for the job. Use of inventory items and other pre-expended bin supplies and materials acquired for the support of the Firm Fixed Price (FFP) portion of this contract shall not be used for completion of the work. The Government reserves the right to procure materials and supplies for use by the contractor if the contractor and the Government cannot agree on a fair and reasonable price.

2.10 Government Review of Contractor Proposal

The Government will review the contractor's proposal for completeness and reasonableness by comparison of the proposed hours and costs with the Government's independently prepared estimate. If necessary, the Government will negotiate with the Contractor the labor hours of all work tasks. The contractor's proposal shall be supported by necessary documentation to indicate labor hours, materials, sub-contractors, and equipment needed to accomplish the work. This contract is not a requirements

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contract and as such the Government reserves the right to perform work through other sources if it elects to for economic, urgency, or other reasons without recourse by the contractor.

2.10.1 Cost Estimating System

R.S. MEANS: The R. S. Means volumes the COR utilizes are:

2.10.1.1 Plumbing Cost Data

2.10.1.2 Electrical Cost Data

2.10.1.3 Site Work and Landscape Cost Data

2.10.1.4 Repair & Remodeling Cost Data

2.10.1.5 Interior Cost Data

2.11 Prices

Prices submitted include all material (direct and indirect), labor, sub- contracting and equipment cost to complete the item of work described. Indirect materials shall be defined as materials associated as integral to the installation of an item without which, the item cannot be installed. If more than one item shall satisfy a task, the KO shall decide which item shall be used. If an item exceeds the Micro-purchase

Threshold ($2,500 for SCA and $2,000 for DBA), the Contractor is to submit three (3) quotations from different sources to verify the item price. Contractor administrative and handling costs for acquiring material, sub- contracting and equipment are included in the fixed burden rate stated in the Contractor’s schedule for Estimated Quantity work.

2.12 Changes to Scope of Work

If during work the Contractor encounters unforeseen conditions which impact the work and which could not be evaluated during the initial estimating procedures, the Contractor shall contact the COR immediately and shall not proceed without KO authorization. However, the Contractor will continue performance with those areas unaffected by the unforseen conditions to the maximum extent practicable.

The KO will direct the Contractor to estimate the change of scope for the unforeseen condition. The KO will, after review and approval of the estimate, take one of the following actions:

2.12.1.1 Issue a modification for the change of scope only.

2.12.1.2 Direct the Contractor to stop work. The Contractor shall clean and secure the work site. An equitable adjustment to the price will be made regarding the compensation due the Contractor for work in-place prior to the stop work order and demobilization costs, if applicable.

2.12.1 Key Control

The contractor shall establish and implement methods of ensuring that all keys issued to the contractor by the Government are not lost, misplaced, or used by unauthorized persons. The Government will furnish the contractor a lock box key to allow access to the housing unit for COM. Keys for empty units or occupied units requiring emergency service calls will be provided by the Housing Office.

2.12.2 Duplication of Keys

The contractor shall not duplicate keys issued by the Government unless authorized, in writing, by the

COR.

2.12.3 Lost Keys

The contractor shall notify the COR immediately of any use of keys by unauthorized persons or lost keys.

The contractor shall be responsible for the cost of replacing any keys that are lost by contractor personnel.

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The Government may, at its discretion, require the contractor to replace keys, reimburse the Government for replacement of locks, “lock boxes”, or re-key as a result of the contractor losing keys.

2.12.4 Prohibited Use of Keys

The contractor shall prohibit the use of keys issued by the Government by persons other than contractor employees. Opening of locked areas by contractor employees to permit entrance to persons other than contractor employees engaged in performance of this contract in those areas is strictly prohibited. The contractor shall establish and implement methods of ensuring that lock combinations are not revealed to unauthorized persons.

3.0 CONTRACTOR PERSONNEL

3.1 Qualified Personnel

The Contractor shall provide qualified personnel to perform all requirements specified in this SOW. The

Contractor shall provide, in writing to the KO and COR, a listing of Contractor personnel. The listing shall also identify any sub-contractors. The initial submission shall be made no later than 15 calendar days prior to the beginning of the performance period, see deliverables attachment table 3. The contractor shall ensure that the list of Contractor personnel remains current and shall notify the KO and COR within

5 working days, in writing, whenever changes are made. This personnel listing shall also include the following information for each Contractor employee:

3.1.1 Full Name of each employee

3.1.2 Job title or position

3.1.3 Permanent or part-time status

3.2 Licenses/Certifications

The contractor shall have or ensure that employees performing work have the required current and valid

California professional license or will be working under the supervision of an employee so licensed before starting work. The contractor shall be responsible for obtaining any necessary licenses and permits, giving all notice and complying with any applicable Federal, State, Local, and municipal laws, codes, ordinances, and regulations in connection with the business carried on under this contract. All licenses, bonding, or certifications shall be provided to the KO at the Post Award Conference and shall be updated as employees change.

3.3 Continuity of Support

The contractor shall ensure that the contractually required level of support for this requirement is maintained at all times. The contractor shall ensure that all contract support personnel are present for all hours of the workday. If, for any reason, the contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the contractor shall provide email notification to the COR prior to employee absence. Otherwise, the contractor shall provide a fully qualified replacement.

3.4 Key Personnel

Before replacing any individual designated as Key by the Government, the contractor shall notify the

Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The contractor shall not replace Key contractor personnel without approval from the Contracting Officer. The following contractor personnel are designated as Key for this

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requirement. Note: The Government may designate additional contractor personnel as Key at the time of award.

a) Project Manager (PM): Alameda and Novato, California.

b) Site Supervisor: Petaluma, California (April 1st through October 31st).

3.4.1 Contractor Key personnel shall not be assigned by the contractor to more than one key position for this requirement.

3.5 Project Manager

The contractor shall provide an on-site PM who shall be responsible for all contractor work performed under this SOW. In addition, the contractor shall provide an alternate PM, who shall act for the contractor when the PM is absent. The name of the PM, and the name of the alternate shall be provided to the

Government as part of the contractor’s proposal. The PM and the alternate shall attend the Post Award

Conference. The PM is further designated as Key by the Government. During any absence of the PM, only one alternate shall have full authority to act for the contractor on all matters relating to work performed under this SOW. The PM and the designated alternate must be able to read, write, speak, and understand English. Additionally, the contractor shall not replace the PM without prior approval from the

KO. The contractor shall submit, in writing, to the KO any management personnel change 24-hours prior to the change.

3.5.1 The PM or the alternate shall be available to the COR via telephone between the hours of 0700 and

1600 PST, Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within 30 minutes of notification. Outside the hours of 0700 and 1600 PST, Monday through

Friday, the PM or alternate shall respond within 1 hour of notification.

3.6 Site Supervisor

The contractor shall provide a fulltime site supervisor for the Petaluma, California location from April 1st through October 31st. The site supervisor shall have the ability to manage all on-site staff with sound and efficient management practices for each requirement under this SOW

3.7 Employee Identification

Currently, the contractor will not be required to obtain a USCG identification badge for all employees.

However, if at any time security measures deem it necessary, all contractor employees shall obtain the required USCG identification badge, without charge. Employee identification shall not be substituted for station required passes or badges. When an employee leaves the contractor’s service, the employee’s pass and badge shall be returned to the USCG immediately. Personnel working on-site at TRACEN Petaluma will be required to register in RAPIDGate and use a badge from that system. The contractor employees that will need a Common Access Card (CAC) to utilize the Shore Asset Management System (SAMS) are to comply with Homeland Security Presidential Directive (HSPD) 12. This will require a security background check to be completed prior to issuance of the Government CAC.

3.7.1 Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the contractor name, the employee’s photo, name, clearance-level, and badge expiration date. Visiting contractor employees shall comply with all Government escort rules and requirements. All contractor employees shall identify themselves as contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

3.7.1.1 Contractors shall provide the COR with 24-hours advanced notice if personnel, other than those already included on the listing, need access to the Government facility to include all sub-contractors.

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3.7.2 Contractor employees working on-site at Government facilities shall wear a Government issued identification badge. All contractor employees shall identify themselves as contractors when their status is not readily apparent (in meetings, when answering Government telephones, in email messages, etc.) and display the Government issued badge in plain view above the waist at all times.

3.7.3 All contractor employees shall be identified by a distinctive nameplate, emblem, or patch attached to a prominent place on an outer garment. Contractor personnel shall always have photo identification available while working on Government facilities.

3.7.4 Contractor personnel will be restricted to designated working areas. Any personnel violating this policy may lose access to the Government facility.

3.8 Employee Conduct

Contractor’s employees shall comply with all applicable Government regulations, policies, and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of Department of Homeland Security (DHS) uniforms, and possession of weapons) when visiting or working at Government facilities. The contractor shall ensure contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or the DHS. The PM shall ensure contractor employees understand and abide by DHS established rules, regulations, and policies concerning safety and security.

3.9 Removing Employees for Misconduct or Security Reasons

The Commanding Officer of a Coast Guard facility may remove a contract employee for misconduct or security reasons, following barment procedures in federal law, regulation and Coast Guard policy.

The Contracting Officer may request removal of a contract employee for performance reasons. The KO will provide the Contractor with a written explanation to support any request to remove an employee for performance-related issues. Regardless of the reason removal does not relieve the contractor of the responsibility to provide service under the contract.

4.0 OTHER APPLICABLE CONDITIONS

4.1 Security

Contractor access to unclassified, but Security Sensitive Information may be required under this SOW.

Contractor employees shall safeguard this information against unauthorized disclosure or dissemination.

4.2 Period of Performance

The period of performance for this contract is a one-year base period with four one-year option periods as follows:

Base Period 09/15/2025-03/31/2026

Option Period One 04/01/2026-03/31/2027

Option Period Two 04/01/2027-03/31/2028

Option Period Three 04/01/2028-03/31/2029

Option Period Four 04/01/2029-03/31/2030

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4.3 Place of Performance

The primary place of performance will be USCG facilities located at:

a) USCG Alameda Housing

b) USCG YBI Housing

c) USCG Novato Housing

d) USCG TRACEN Petaluma Housing

4.4 Hours of Operation

Contractor employees shall generally perform all work between the hours of 0700 and 1600 PST, Monday through Friday (except Federal holidays). However, there may be occasions when contractor employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW.

4.5 Travel

Contractor travel shall not be required for this requirement.

4.6 Post Award Conference

The contractor shall attend a Post Award Conference with the KO and the COR no later than 15 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the

KO, is to discuss technical and contracting objectives of this contract and review the contractor's draft project plan. The Post Award Conference will be held at the Government’s facility, located at 99 Mosley

Ave, Alameda, CA 94501 and via teleconference.

4.7 Project Plan

The contractor shall provide a draft Project Plan at the Post Award Conference for Government review and comment.

The plan, at a minimum, shall include:

a) List of work to be performed.

b) Project schedule.

c) Description of intended results.

d) Role of key personnel, if applicable.

e) How quality of service (project) will be maintained throughout life of contract.

The contractor shall provide a final Project Plan to the COR not later than 15 business days after the Post

Award Conference.

4.8 Business Continuity Plan

The contractor shall prepare and submit a Business Continuity Plan (BCP) to the Government. The BCP shall be due 30 business days after the date of award and will be updated on an annual basis. The BCP shall document contractor plans and procedures to maintain support during an emergency, including natural disasters and acts of terrorism.

The BCP, at a minimum, shall include the following:

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a) A description of the contractor’s emergency management procedures and policy.

b) A description of how the contractor will account for their employees during an emergency.

c) How the contractor will communicate with the Government during emergencies.

d) A list of primary and alternate contractor points of contact, each with primary and alternate:

o Telephone numbers.

o Email addresses.

4.8.1 Individual BCPs shall be activated immediately after determining that an emergency has occurred, shall be operational within 12-hours of activation or as directed by the Government, and shall be sustainable until the emergency situation is resolved and normal conditions are restored or the contract is terminated, whichever comes first. In case of a life-threatening emergency, the COR will immediately make contact with the contractor PM to ascertain the status of any contractor personnel who were located in Government controlled space affected by the emergency. When any disruption of normal, daily operations occur, the contractor PM and the COR will promptly open an effective means of communication and verify:

a) Key points of contact (Government and contractor).

b) Temporary work locations (alternate office spaces, telework, virtual offices, etc.).

c) Means of communication available under the circumstances (e.g., email, webmail, telephone, FAX, courier, etc.).

d) Essential contractor work products expected to be continued, by priority.

4.8.2 The Government and contractor PM shall make use of the resources and tools available to continue contracted functions to the maximum extent possible under emergency circumstances. Contractors shall obtain approval from the KO prior to incurring costs over and above those allowed for under the terms of this contract. Regardless of contract type, and of work location, contractors performing work in support of authorized tasks within the scope of their contract shall charge those hours accurately in accordance with the terms of this contract.

4.9 Safety Plan

The contractor shall submit a Safety Plan to the KO and COR within 15 calendar days after award of the contract. The contractor’s Safety Plan shall include, but is not limited to, required personal protection equipment, proper use of tools and equipment, ensuring the protection of property (Government, resident, and contractor), required safety meetings and training, safety equipment in workspace (eyewash stations, first aid kits, etc.).

4.10 Progress Meetings

The PM shall meet with the COR on a monthly basis for the first 6 months of the contract, and thereafter on an as needed basis to discuss progress, exchange information, and resolve emergent technical problems and issues. These meetings shall take place via teleconference. If an in-person meeting is needed at a specific site, the PM or COR may request to meet at the location’s housing office as well as teleconference the KO.

4.11 General Report Requirements

The contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Microsoft Office Applications).

4.11.1 Reports

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4.11.1.1 Progress Reports

The PM shall provide a monthly progress report to the KO and COR by the 10th calendar day of each month. This report shall include a summary of all contractor work performed in the form of work orders, IDIQ items, and other tasks completed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, and any contractor concerns or recommendations for the previous reporting period.

4.11.1.2 Initial Status Report

The contractor shall prepare and submit an Initial Status Report to the KO and COR within 30 calendar days after the contract start date. This report shall list any deficiencies that require corrections to bring equipment and grounds up to an acceptable and satisfactory condition. The contractor and COR will review the report to verify problem areas for which the contractor will not be held responsible.

4.11.1.3 Accident Report

The contractor shall notify the COR within 24-hours of any accident which occurred on Government property. The contractor shall prepare and submit an Accident Report to the COR within 3 business days of the accident.

4.11.1.4 Recycling Report

While performing military family housing maintenance under this contract, the contractor will encounter a vast range of items which when disposed of are to be recycled. Some examples are green waste, bathroom fixtures, electronic waste, fluorescent lighting tubes, compact fluorescent lights bulbs, hot water heaters, furnaces, acrylic countertops, etc. The contractor shall submit a Recycling Report to the COR by the 10th calendar day of each month, quantifying and listing each type of material or waste recycled during the previous month.

4.11.1.5 Government Furnished Property (GFP)/Equipment (GFE) Report

The contractor shall prepare and submit a GFP/GFE Report to the COR within 15 calendar days upon completion of the annual GFP/GFE inventory. The GFP/GFE Report shall include the results of the annual GFP/GFE inventory that shall be conducted within 15 calendar days after the contract effective date and every 12 months thereafter.

4.11.1.6 Actual Resources Utilized by the Contractor Report

The contractor shall maintain project files and report all actual labor hours, materials, and equipment utilized in SAMS. For modifications issued by the KO that require the use of Service Contract Act wages, the contractor shall also comply with reporting requirements required by FAR Clauses 52.204-15, Service

Contract Reporting Requirements for Indefinite-Delivery Contracts.

4.12 Protection of Information

Contractor access to information protected under the Privacy Act is required under this SOW. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation.

4.13 GOVERNMENT FURNISHED RESOURCES

The Government will provide Government furnished resources to the contractor for work required under this contract. The contractor shall use Government furnished facilities, property, equipment and supplies only for the performance of work under this contract and shall be responsible for returning all

Government furnished facilities, property, and equipment in good working condition, subject to normal wear and tear. The contractor shall use Government furnished information, data, and documents only for

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the performance of work under this contract and shall be responsible for returning all Government furnished information, data, and documents to the Government at the end of the performance period. The contractor shall not release Government furnished information, data, and documents to outside parties without the prior and explicit consent of the KO.

4.14 Government Furnished Facilities

The Government will provide an on-site office for the contractor’s use. Approximately 600 square feet (sq

ft) of office space in a building located at 99 Mosley Avenue, Alameda, CA and approximately 1,630 sq ft of office space in a building located at 227 South Oakwood, Novato, CA will be furnished for the contractor’s use under this contract. The Alameda Housing area will provide approximately 4,200 sq ft of space for a CONEX, trailer, or shed. TRACEN Petaluma will provide space for one 20 ft CONEX box for the contractor. The contractor will be responsible for maintaining these spaces during the term of this contract. This space will revert to the Government at the end of the performance period. The contractor may install communication services, such as telephone, high-speed internet connection, etc. at their own expense. Any installation, maintenance, or service fees for this service or connections are the sole responsibility of the contractor. The Government will provide all utilities. The space shall be used only for its intended use. The contractor shall maintain the facilities in a clean and neat condition. The

Government will not be liable for damage or loss to any parts, materials, supplies, or equipment that are stored in the building, room, or on-site storage locations. The Government will not provide custodial services for Government furnished facilities.

4.15 Maintenance and Repair of Government Furnished Facilities

The contractor shall perform minor repairs of Government furnished facilities. Minor repairs include, but are not limited to, repairing walls, windows, doors and door frames, interior painting, replacement of electrical receptacle covers, light bulbs, and fluorescent tubes; cleaning and unplugging of drains; and repairing plumbing fixtures. These repairs shall be at no additional cost to the Government.

4.16 Alterations, Modifications, or Improvements to Government Furnished Facilities

If the contractor desires to make any alterations, modifications, or improvements to this assigned space the contractor shall submit plans for such alterations, modifications, or improvements to the COR for approval. The contractor shall not make any such alterations, modifications, or improvements unless it receives advanced written approval from the COR. Any approved alterations, modifications, or improvements will be at no additional cost to the Government and will become the property of the

Government. The Government, however, may require the contractor to remove or dismantle such alterations, modifications, or improvements and restore the facilities to their original condition upon expiration or termination of the contract. The contractor shall restore the facilities at its own expense.

4.17 Physical Security of Government Furnished Facilities

The contractor shall be responsible for safeguarding all Government property provided for contractor use.

At the close of each work period, Government facilities, equipment, and materials shall be secured, lights, heat, and water turned off, and all doors and windows secured. The Government will provide the contractor with a marked set of keys to facilities being used by the contractor.

4.18 Joint Use of Government Facilities

The contractor may share some facilities with the Government or other Government contractors. In addition, other circumstances may arise which necessitate the sharing of additional facilities or equipment identified as Government Furnished Property (GFP). Any changes, resulting from these circumstances, in use to facilities or equipment offered and accepted as GFP are subject to KO and COR approval prior to implementation.

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4.19 Use of Government Facilities

Contractor personnel are not authorized to use the TRACEN Petaluma gym or theater. The Galley is available for lunch and the CG Exchange Marketplace is available for limited usage. No alcohol, cigarettes, or uniform items may be purchased. The coffee shop allows free usage of their Wi-Fi if needed for emergencies.

5.0 Government Furnished Equipment

The Government will provide up to two USCG Standard Workstations (CG SWS) to be used for access to

SAMS at either the Novato and/or Alameda housing sites. Use of the Government provided workstations will be in accordance with USCG policies. The contractor shall be responsible for the physical security of

CG SWS. The contractor shall conduct an annual inventory of GFP. Upon completion of the annual inventory, the contractor shall report the results of the inventory to the COR. The Contractor shall use

Government furnished information, data, and documents only for the performance of work under this contract and shall be responsible for returning all Government furnished information, data, and documents to the Government at the end of the performance period. The Contractor shall not release

Government furnished information, data, and documents to outside parties without the prior and explicit consent of the Contracting Officer.

5.1 Abnormal Condition of Government Provided Resources Affecting Contractor’s Ability to Perform Work

The contractor shall report any circumstances or factors relative to the condition of assigned facilities, equipment, or grounds that may affect the contractor's ability to perform work. This includes but is not limited to unhealthy or hazardous conditions; unusually soiled or damaged objects; major obstructions;

any other condition or presence that could delay or impede the contractor's ability to perform work. Such reports shall be made as expeditiously as possible to the COR but no later than close of business on the same day identified.

6.0 Contractor Furnished Property

The contractor shall furnish all facilities, materials, equipment, and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW Sections

5.0 through 5.3 as well as the corresponding sub-sections.

6.1 Contractor Furnished Material

The contractor shall procure, manage, and transport all supplies, parts, and materials that are required by the contractor to complete all required work in support of this contract. It is the contractor’s responsibility to select supply sources and arrange for delivery and receiving of supplies to meet requirements. Failure of the supply system chosen by the contractor shall not relieve the contractor of the responsibility to meet the requirements of this contract. The contractor shall provide new parts and components when providing maintenance, repair, and minor construction services as described throughout this contract. All replacement units, parts, components, and materials supplied by the contractor and used in the maintenance, repair, and alteration of buildings, facilities, and equipment shall be compatible with existing equipment on which it is used; shall be of equal or better quality than original equipment specifications; shall comply with applicable Government, commercial, or industrial standards such as

National Board of Underwriters (NBU), American National Standards Institute (ANSI), Underwriters’

Laboratories (UL), National Board of Fire Underwriters (NBFU), National Electrical Manufacturer’s

Association (NEMA), and American Society of Mechanical Engineers (ASME); shall conform to the

SOW specifications; and shall be used in accordance with the original design and manufacturer’s intent.

Items not listed in the technical specifications shall be of acceptable industrial grade and quality.

Contractor furnished items shall be subject to testing and/or approval by the Government, when deemed necessary. The contractor shall submit materials for review and approval as requested by the Government

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before use on the project. The contractor shall obtain written approval from the COR before using rebuilt parts for repairs. The contractor shall retain the parts replaced for at least 10 calendar days after completion of the job and make these parts readily available for inspection by the COR, upon request.

Contractor furnished items found to not comply with acceptable manufacturing standards and performance requirements shall be replaced promptly at no additional cost to the Government.

6.2 Contractor Furnished Hazardous Materials

The contractor shall develop and maintain a hazardous materials inventory list, to include all Safety Data

Sheets (SDSs), of all hazardous materials to be used as required to perform the scope of work specified under this contract. The contractor shall update the inventory list as appropriate. A copy of the inventory list and SDSs, shall be available for review by the COR as needed. .

6.3 Contractor to Furnish Environmentally Safe Products

The contractor shall use environmentally safe products when available. The contractor shall submit justification for the use of any Class I Ozone Depleting Substances (ODS) as part of the Contractor

Hazardous Material Inventory submittal process (refer to Table 1). The justification shall include at a minimum: (1) the name of the ODS; (2) the ODS quantity to be used; (3) the frequency of ODS usage; (4) the purpose for using the ODS; and (5) reasons why the ODS cannot be substituted. The contractor shall request waivers for usage of any ODS and receive approval from the KO in writing prior to using any

ODS.

6.4 Contractor Furnished Post-Consumer Recycling Materials

In an effort to minimize the impact on our landfills, and in support of the California Integrated Waste

Management Act (AB 939), the contractor shall purchase post-consumer recycled materials for contract use, whenever possible and practical, during the performance of this contract. Within 15 calendar days of contract award, the contractor shall submit a list of all post-consumer products expected to be used in the performance of this contract.

6.5 Vehicles

All contractor vehicles shall be in operable condition and meet Local, State, and Federal licensing and safety requirements. All vehicles shall display a valid state license plate and safety inspection sticker as required. The Government may inspect contractor furnished vehicles and equipment at any time and may direct the removal of unsafe or otherwise objectionable vehicles and equipment from the Housing Area.

6.6 Operation of Vehicles

The contractor shall operate vehicles to comply with housing site traffic regulations. Contractor vehicles operated on Government property shall be maintained in good repair. The contractor shall be responsible for clean-up of any fluids leaked from their vehicles in accordance with EPA (Environmental Protection

Agency) and USCG standards.

6.7 Identification of Contractor Vehicles

The contractor/sub-contractor shall display its company name on each side of each of its vehicles in a manner and size that is clearly visible.

7.0 Transportation Period

In the event of award to a contractor other than the incumbent, the successor contractor shall be responsible for all operations as of the contract start date. In order to affect a smooth transition, the KO will identify a period of time immediately prior to the contract start date to allow the successor contractor’s personnel to observe any operations of the incumbent contractor to include office functions, procedures, and operations; repair and maintenance operations; and any other operations as deemed

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necessary by the successor contractor that will enable their personnel to become both knowledgeable in, and familiar with, their assigned areas of responsibility. The succeeding contractor shall fully cooperate with the incumbent contractor and the Government so as not to interfere with operations or duty responsibilities.

7.1 PHASE-IN/ PHASE-OUT PLAN

The contractor shall provide a phase-in/phase out plan within 10 calendar days prior to contract start date.

The phase-in/phase-out plan shall describe actions, plans, and procedures to ensure (1) a smooth transition from contract award to full operational status and (2) a smooth transition from contract performance in the current term to performance, perhaps by a different contractor, in another term. The phase-out portion of the plan shall be updated 30 calendar days prior to completion of the contract. The phase-out portion shall include provisions for completion of appropriate contractor responsibilities should there be a contract termination proceeding.

7.2 Phase-In Period

The contractor shall assume total responsibility for all operations required by the contract as of the first day of the contract period. Therefore, as of the contract start date, the contractor shall provide a workforce fully qualified and capable of performing all work required under this contract, as well as all equipment, tools, materials, and supplies to ensure capability of performing contract requirements. Beginning 30 calendar days prior to the contract start date, the contractor will be permitted to observe any operations of the Government and incumbent contractor. These observations include but are not limited to those pertaining to office procedures and operations, repair/maintenance operations, and any other operations deemed necessary by the incoming contractor that will enable its personnel to become both knowledgeable and familiar with their assigned areas of responsibility. The contractor shall ensure, during these activities, that: he shall not interfere with productivity; he shall coordinate all visits in advance and arrange to be accompanied by a Government employee previously designated for that purpose; he shall confine his activities to those which can only take place prior to the contract period. Discussions with

Government or contractor’s employees while they are on duty shall be coordinated by the designated

Government representative. During this phase-in period, the contractor has no responsibility for the services required in this contract.

7.3 Phase-Out Period

The contractor shall present a detailed plan for any phase-out period, regardless of precipitating reasons. The plan shall include procedures for minimizing impact on performance in compliance with standards in the contract.