Attachment 0016 - Draft PWS 16 Housing.pdf

DRAFT

HOUSING

PERFORMANCE WORK STATEMENT (PWS) 16

June 2025

1. Objective: Management, Operation and Maintenance (O&M) of Housing at Hawthorne Army Depot (HWAD), in accordance with (IAW) Army Regulation (AR) 420-1 Army Facilities Management and maintenance requirements as identified in the Maintenance PWS.

2. Housing Management: The contractor shall manage the 38 Dwelling Units (DUs), 30 brick units-Army Family Housing (AFH) to include Quarters A, 8 apartments (Building 35) used as Unaccompanied Personnel Housing (UPH), the housing office (Building 47), a garage (Building 292-1), and a recreational vehicle storage lot at HWAD. Of the 30 houses, Quarters A will be designated as the Very Important Person (VIP) quarters; the rental rate for Quarters A will be based on the Government per diem rate at the time of rental.

3. The contractor shall provide information and support for all Housing taskers received from higher headquarters. In addition, the HWAD Government Property Staff will set internal suspense dates for submission of taskers.

4. The contractor shall update and maintain the housing data base (currently enterprise Military Housing (eMH), Department of Defense (DoD real property database) and complete all required data calls for army housing.

4.1 The contractor shall maintain the dwelling unit in accordance with State and Federal laws, and AR 420-1.

4.2 The contractor shall keep all common areas of the premises in a clean and safe condition. The contractor shall require the residents to be responsible for maintaining the grounds within the boundaries established for each DU. Grass mowing of the common areas, and tree and shrub pruning shall be required. The Hawthorne Army Housing Manager may request the contractor's schedule for the common area maintenance and gardener requirement.

4.3 The contractor shall collect rents, at a rate established by the HWAD Housing Manager using the Corps of Engineers (COE) Database, for any AFH unit that is not occupied by an active-duty soldier (to include Quarters A). All non-active-duty tenants shall pay the federal rental rate established by the COE and incorporated via contract modification. The contractor shall provide 30-day notification of rent adjustments to the residents. Adjusted rental rates shall become effective the next monthly rent cycle following contract modification.

4.4 Rental Collections.

4.4.1 The rental rate for Quarters A will be based on the Government per diem rate at the time of rental. Terms of occupancy to be determined by the operating contractor and eligible occupant as identified in 3.5. A copy of the agreement shall be submitted to the Administrative Contracting Officer (ACO) prior to the occupancy. Occupancy exceeding seven (7) days requires ACO

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June 2025 approval.

4.4.2 All other rental units. The contractor shall send all rents collected for the current month, to include incidental damages, to the Defense Finance and Accounting Service (DFAS) no later than (NLT) the 10th of each month using the DD Form 1131. This rent shall include rental revenues collected for all tenants occupying units for the month in which the rents are collected and the report is submitted. Copies of DD Form 1131 and a spreadsheet identifying housing number, rent amount collected, any damage monies collected, and renter’s name for the current month shall be submitted to the HWAD Housing Manager. Rental collections shall be separated by the six categories identified in the housing task order. (CDRL S001). The total of rents collected shall be made available to the contractor to offset the requirements of this PWS.

4.5 The contractor shall recommend candidates for rental, including military, federal civilians, and other individuals working on DoD contracts. The government shall sign all civilian leases and reserves the right for final determination on evictions.

4.6 The contractor shall provide all utilities, refuse collection and disposal, and entomology services that are not covered by the self-help program required in Paragraph 4.11.

4.6.1 Utility meters are installed in the AFH. Monthly meter readings and maintenance are required.

4.6.2 The heating and cooling schedule is determined by the HWAD Commander’s or Commander’s Representative’s Policy. During the heating season, 01 September to 31 May, temperatures in occupied facilities shall be maintained in the range of 72 degrees Fahrenheit plus or minus two (2) degrees during working hours as established with the HWAD Housing Manager IAW AR 420-1. Heating setback temperatures during unoccupied times shall be set at 55 degrees Fahrenheit plus or minus five (5) degrees.

4.6.3 The contractor shall provide and maintain appropriate receptacles and conveniences for the central collection and removal of ashes, garbage, and other waste; and arrange for removal.

4.7 The contractor shall provide fire, emergency and security services to the area. The contractor shall conduct fire and building inspections every September, IAW AR 420-1, and submit final reports to the HWAD Housing Manager. (CDRL S002).

4.8 Housing Management Plan: The contractor shall provide a management plan to the HWAD Housing Manager within 60 days after operational control. The contractor’s housing management plan shall be IAW AR 420-1 and shall document the contractor's housing management and workflow.

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4.9 Preventive Maintenance Plan: During the first six (6) months of full performance, the contractor shall prepare an automated Preventive Maintenance Plan (PMP) for maintenance of housing units and dwellings. The plan shall explain in detail the type and frequency of maintenance events, scheduling, tracking, record keeping methods and shall include recommendations to improve the overall AFH and UPH facilities maintenance posture at HWAD. The plan shall also address all relevant fire, safety and environmental issues pertaining to the preventive maintenance program. The PMP shall be provided to the HWAD Housing Manager for approval no later than six months after operational control and resubmitted to the HWAD Housing Manager for approval every year thereafter in the month of October.

Maintenance, repair, alteration and construction of buildings and structures includes structural framing systems, foundations, walls, doors, windows, roofing, floors and floor coverings, stairs, fixtures, hardware, and exterior (CDRL S003).

4.10 Housing Maintenance Plan. The contractor shall develop and submit for government approval an annual maintenance, restoration and modernization plan within the guidelines and restrictions of AR 420-1 within 120 days after contract award. The plan shall be submitted annually by 15 January for HWAD Housing Manager approval. The plan shall separately identify long term and short-term planning for rental DU’s. Long-term is defined as the length of the HWAD contract including all options. Short term is defined as annually. IAW AR 420-1, the contractor’s quality control elements will be addressed in the housing maintenance plan

The plan shall consider capital investments to keep the property in a marketable condition. Examples include, but are not limited to, kitchen and bath renovation/modernization, roof replacement, etc. The housing maintenance plan shall provide the Hawthorne Army Housing Manager with additional information on plans that aim to improve the quality of life for the residents and what additional funding is available. Funding requests for qualified housing projects must be submitted in the C- Projects system (CDRL S004).

5. Operation and Maintenance of Housing Units: This section sets forth policy, outlines responsibilities, and provides guidance for operating and maintaining housing facilities IAW AR 420-1.

5.1 General policy

5.1.1 Housing facilities shall be operated and maintained to a standard which will provide accommodations in good, weather tight condition. The contractor shall maintain and repair roads, driveways and sidewalks in the housing areas so that it remains in a safe and useable condition. For large-scale projects such as whole-house window replacements; roof replacements;

bathroom or kitchen remodeling, etc., the HWAD Housing Manager shall have 10 business days to provide approval/disapproval of the project. The HWAD Housing Manager may request the contractor provide design efforts and

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contracting support before providing decision on the project. IAW AR 420-1 there may be times additional work will be requested if funding becomes available. If a housing unit is not economically repairable, the contractor shall submit a demolition plan to the Hawthorne Army Housing Manager IAW AR

420-1. (CDRL S005)

5.1.2 Maintenance policies

5.1.2.1 The level of maintenance on DUs shall be sufficient to protect the government’s capital investment and maintain occupancy IAW AR 420-1.

5.1.2.2 Evaluation of condition of units. Through periodic inspection of units, Maintenance and Repair (M&R) requirements shall be recorded by building component and system. This information shall serve as a basis for the annual and long- range work plans to assist in the development of the real property master plan. The installation status report condition inspections can be used to document quality condition information.

5.1.2.3 Work in common use areas. In buildings with more than one DU, the costs of M&R work performed in common use areas, on common structural components, and on common use systems, shall be prorated among all DUs in that building.

5.1.2.4 Priorities. Critical M&R work shall be done before incidental improvement work. The ACO can direct expedited completion of work that is required to address a security, environmental, safety concern, or mission requirement.

5.1.2.5 Maintenance and repair need. Available AFH/UPH resources shall be used to maintain, repair, and improve housing based on need rather than the grade of residents. Residents’ requests for painting of a decorative nature or for replacement of tiles, wall coverings, or other work on the basis of either compatibility with personal furnishings or for personal preference shall not be approved.

5.2 Painting.

5.2.1 Interior painting shall be done IAW AR 420-1 to maintain an attractive appearance and sanitary conditions and to protect finished surfaces. The minimum interval for (interior) cyclic painting is three (3) years, unless the HWAD Housing Manager determines on a case-by-case basis that more/less frequency is required for individual DUs. Change of occupancy is not necessarily a reason for painting. Interior painting while a DU is occupied shall be coordinated and agreed to by the resident. The painting of occupied housing shall be scheduled to minimize inconvenience to the resident.

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5.2.2 Exterior painting of masonry, wood, and ferrous metal surfaces shall be done to maintain an attractive appearance, protect surfaces, and sustain water tightness. The normal interval for cyclic painting shall be five (5) years unless the HWAD Housing Manager determines that more frequent painting is required. The contractor shall be responsible for lead paint management.

5.2.3 Permanent records of painting will be maintained for each AFH/UPH facility. These records shall include documents which authorize painting at less than frequencies prescribed above. These records shall be made available upon request.

5.3 Floors. Where the primary floor finish requires major repair or replacement (in excess of 25 percent of total floor space), an Economic Analysis (EA) shall be done to aid in determining the most acceptable alternative. The EA and project plan submitted to the Hawthorne Army Housing Manager for concurrence and shall be included in the project file.

5.3.1 Wood floors. Wood floors, which serve as the primary floor finish, shall be completely sanded and/or refinished when general deterioration has occurred.

Such work shall be done when the housing unit is vacant. Sanding shall be kept to a minimum to ensure maximum life of the wood floor. Normally, an interval of not less than 10 years should elapse before sanding becomes necessary.

Refinishing should be done not more than once every four (4) years. Use of overlay flooring is feasible; proposed applications shall be approved by the HWAD Housing Manager.

5.3.2 Carpeting. Where carpeting is determined to be the most economical primary floor finish, rental collections shall fund all costs. Any decision to use carpeting shall recognize normal issues associated with change of occupancy and the cost to remedy damaged surfaces.

5.4 Negligence. Evidence of negligence, for example, damage from golf shoes, shall require a report of survey, statement of charges, or cash collection voucher before refinishing a damaged floor.

5.5 Housing facility systems and components. Systems and components (such as roofing, structural, electrical, air conditioning, heating, plumbing, and so forth) shall be repaired or replaced as needed IAW AR 200-1. Theoretical life of a system or component shall not be sufficient basis for replacement.

5.6 Grounds and landscaping.

5.6.1 Boundaries. The cutting, trimming, and watering of lawns in the designated immediate area of the DU shall be the responsibility of the resident. Water restriction may be implemented by the HWAD Housing Manager at times.

Normally, the boundaries of the designated immediate area of responsibility

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shall not be more than 50 feet from the DU. However, this boundary may be extended out further to a logical line of demarcation, such as a road or a fence, or to encompass small common areas.

5.6.2 Grounds keeping. Gardening services for the pruning and trimming of trees and shrubs shall be furnished, when required, on a routine cycle based on the growing season and plant characteristics. The schedule for grounds keeping shall be included in the maintenance plan. Generally, landscaping in the common areas, surrounding housing units, shall be limited to group plantings which shall not interfere with maintenance.

5.7 Energy conservation goal. The goal of the energy conservation program is to ensure that the essential energy needs of all residents are provided without waste. Equipment and facilities shall be operated and maintained in an energy efficient manner IAW AR 420-1.

5.8 Work authorization.

5.8.1 Maintenance and repair work shall be completed when a work order is issued. A work order shall be categorized as a Work Order or as an Individual Job Order (IJO).

5.8.1.1 Work Orders. Work Orders cover repairs beyond the

scope of self-help:

(a) Their nature is such that their accomplishment cannot be delayed until a scheduled maintenance visit.

(b) They are issued for work requested by telephone, in person, or in writing.

(c) Work Orders are prioritized as emergency, urgent, or routine. Emergency Work Orders take priority over all other Work Orders. Urgent and routine Work Orders are normally accomplished on a first- come/first-served basis within their own category. The contractor shall have a formal priority system for Work Order accomplishment.

(d) Follow-up visits to correct an unsatisfactorily performed SO (call back) will be charged to a follow-on work order with linkage to the original SO.

5.8.1.2 Individual job orders. The IJOs shall be completed for all work which exceeds the scope of the Work Order and/or requires maximum control of manpower and other resources. IJOs consist of

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preventive maintenance requirements, Prepare to Occupy (PTOs), and all other housing incidental improvements. The IJO M&R work may be authorized for accomplishment once it is approved by the Hawthorne Army Housing Manager.

5.9 Work classification

5.9.1 Classifying work as maintenance, repair, or construction is an essential step in developing a project. Once the project has been defined, the approval authority can be identified, and statutory and regulatory requirements can be met (IAW AR 420-1 and Department of the Army Pamphlet (DA PAM) 420–1-1 for project definition and classification).

5.9.2 There is not necessarily a direct one-on-one relationship between a project and a contract to execute that project. A single contract may embrace one or more projects in its scope. Conversely, a single project may be split among several contracts. Interdependent projects must be combined into one project for approval purposes. Interrelated projects may be approved individually.

5.9.3 Projects will be developed to show the full scope of work without circumventing the prescribed approval levels. A memorandum for record stating the rationale behind the determination of work classification and project scope is recommended for inclusion in the projectile.

5.10 Self-help

5.10.1 The contractor shall establish a self-help program. This program will require residents to perform certain basic self-help tasks and provide the opportunity for residents to perform limited improvements on their housing units and associated grounds IAW AR 420-1.

5.10.2 The following guidance should be incorporated into the self-help program:

(1) Ensure that resident self-help tasks are not routinely done by in-house or contract employees except in unusual circumstances.

(2) Screen service calls from residents to eliminate self-help tasks.

(3) Provide appropriate training for participants in this program including self-help coordinators and inspectors.

5.10.3 Self-Help improvement projects initialized by residents in housing should conform to the following conditions:

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(1) Work should be on a voluntary basis resulting in an improved quality-of-life for the resident.

(2) High standards must be established for both interior and exterior work in conformance with installation design guidelines.

(3) Work performed will comply with applicable building codes.

Electrical work will be done only by a licensed electrician or shop approved electrician.

(4) Work performed will not create fire or other safety hazards.

(5) Both functionality and aesthetics should be considered in project development.

(6) Supplies, equipment, and tools may be available from existing self-help stores (possible items include the following – buckets, mops, lawn mower, paint, rollers, brushes, light bulbs, hand tools, rakes, cleaning supplies). The contractor may not charge military residents a fee for use of the self- help. Minimal fee may be charged to civilians if contractor deems appropriate.

5.10.4 The contractor shall—

(1) Provide appropriate work classification and project approvals.

(2) Provide professional guidance during the planning, design, and execution stages.

(3) Provide training to volunteers before work is started.

(4) Provide technical assistance and project inspection.

5.10.5 Repairs involving the disruption of asbestos or Lead Based Paint (LBP) shall be completed by trained and certified personnel only.

5.11 Historic housing facilities

5.11.1 HWAD housing facilities have been determined eligible for listing or are potentially eligible for Historic listing. Stewardship of historically significant properties imparts a special responsibility to the contractor and the residents IAW AR 200-1. Decisions on use and operations and maintenance will give appropriate consideration to those facility characteristics which contribute to their historic significance. Work that may affect historically significant housing must be reviewed and coordinated per part 800, title 36, Code of Federal Regulations (36 CFR 800) and AR 200–1. (CDRL S006).

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5.12 Special considerations

5.12.1 Termite control. Termites are a significant problem affecting wooden structures and components in many parts of the world. Termite control with chemicals shall be done only by personnel who have been properly trained and licensed in chemical use and application, using only Environmental Protection Agency (EPA) approved chemicals. In no case shall chemical treatment be applied through or under concrete slabs used in slab-on-grade construction of housing where heating, ventilating, or air conditioning ducts are present within or beneath the slab. When chemicals are used, their type, strength, and date of application shall be documented and retained in accord with Federal and state regulations. The records shall be made available upon request.

5.12.2 Asbestos. Asbestos in certain forms (friable asbestos products) has been found to be a health hazard. Where asbestos is known or believed to exist, the site shall be inspected and a determination made as to the containment/disposition of the material. The contractor shall manage any monitoring, abatement, removal, handling, and disposal of asbestos contaminated materials IAW AR 420-1. The dates of identification, monitoring, and abatement or removal shall be documented and retained in housing files. The contractor shall not be responsible for abatement, removal, or disposal of asbestos as identified in the HWAD Baseline of Current Conditions as a pre-existing condition.

5.12.3 Radon. Radon is an invisible, odorless, naturally occurring radioactive gas which can accumulate in housing. The EPA has published monitoring guidance, radon relative risk information, and action level guidelines (see AR 200–1). The contractor shall establish a radon assessment and mitigation program per guidance from the Environmental Management Office. The contractor shall not be responsible for abatement, removal, or disposal of radon as identified in the HWAD Baseline of Current Conditions as a pre-existing condition.

5.12.4 Lead (IAW AR 420-1). The contractor shall not be responsible for abatement, removal, or disposal of lead as if identified in the HWAD Baseline of Current Conditions as a pre-existing condition.

5.12.5 Disclosure requirements. The Housing and Urban Development and EPA regulations (see 24 CFR 35 and 40 CFR 745, respectively) require the disclosure of known LBP and LBP hazards. Disclosure requirements apply to both Army-owned and controlled family housing and to privately leased/-rented housing constructed prior to 1978. The disclosure requirements, which shall be issued when housing is assigned or leased/rented, consist of providing residents with the following:

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(a) EPA pamphlet Protect Your Family from Lead in Your Home.

(b) Notice of the presence of LBP and/or LBP hazards.

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DOCUMENT SUMMARY LIST FOR HOUSING

The contractor shall work with the HWAD ACO to identify any changes to the references or any applicable regulations or laws, which may affect performance, cost, and/or schedule. The ACO will review and provide implementation guidance.

The Contractor shall adhere to the most recent version of the Army Regulations (AR) cited in this PWS. Chapter and page numbers are provided for convenience, but do not absolve the Contractor of complying with all other applicable parts of the AR. If the ARs are updated during performance, the Contractor is responsible for meeting the new requirements as they take effect. Any such Army Regulation changes during the contract period shall be incorporated.

Army Regulation 420-1- Army Facilities Management through 06 March 2019 Administrative Change https://armypubs.army.mil/epubs/DR_pubs/DR_a/pdf/web/ARN15517_R420_1_admin _FINAL.pdf

Army Regulation 200-1-Environmental Protection and Enhancement dtd: 13 Dec 2007 http://www.asaie.army.mil/Public/IE/Toolbox/documents/ar200_1.pdf

36 CFR part 800-Protection of Historic Properties dtd 1 July 2012 https://www.achp.gov/sites/default/files/regulations/2017-02/regs-rev04.pdf

DA Pam 420-1-1 Housing Management dtd: 2 April 2009 https://armypubs.army.mil/epubs/DR_pubs/DR_a/pdf/web/PAM%20420-1-1.pdf