A07 Att 5 Facility Maintenance Army Family Housing revised 20200807.pdf

Attachment 5 – Army Family Housing (AFH) i

Attachment 5

Facility Maintenance –

Army Family Housing

Base Operations and Maintenance

Rock Island Arsenal, Illinois

07 August 2020 ii

Table of Contents

1.0 General Information

1.1 Overview

1.2 Components

1.3 Work Management and Control

1.3.1 Reporting Requirements

1.3.2 Publications and Forms

1.4 Standards

1.4.1 Compliance

2.0 Description of Services

2.1 Housing Management Scope

2.1.1 Personnel Qualifications

2.1.2 AFH Management Requirements

2.1.3 Designated Quarters

2.1.4 Housing Inspection

2.1.5 Provide AFH Planning and Programming

2.1.6 Housing Services Office (HSO)

2.1.7 Maintain Safe and Assignable Government Housing

2.1.8 AFH Self Help

2.2 Housing Services Work

2.2.1 Pest Management Services

2.2.2 Water and Sanitary Sewer Distribution System

2.2.3 Utility Meter Reading

2.2.4 Lock and Key Operation and Maintenance

2.2.5 Snow Removal

2.3 Maintenance and Repair

2.3.1 Personnel Qualifications

2.3.2 Locks

2.3.3 Carpeting

2.3.4 Painting

2.3.5 Cross Connection Devices

2.3.6 Radon Mitigation Systems

2.3.7 Natural Gas Appliances

2.3.8 Electrical Distribution System

2.3.9 Water Distribution System

2.3.10 Sanitary Sewage System

2.3.11 Stormwater Distribution System

2.3.12 Paved Surfaces

2.3.13 Grounds

2.3.14 Change of Occupancy Maintenance (COM)

2.4 Housing Furnishings

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2.4.1 Hand Receipt Maintenance

2.4.2 Appliance Management

2.4.3 Equipment Management and Maintenance

2.4.4 Furniture Management and Storage

3.0 References

3.1 Technical Exhibits

3.2 Forms, Policies, and Publications

3.3 Regulatory Guidance

4.0 Reporting Requirements

4.1 Management

4.1.1 Housing Reporting

4.1.2 Lead-Based Paint Inspections Report

4.1.3 Housing Budget Information Report

4.1.4 Long Range Work Plan Draft Report

4.1.5 Playground Inspection Report

4.1.6 GFOQ Six Year Plan Draft

4.1.7 GFOQ Quarterly Expenditure Report

4.2 Services

4.2.1 Pest Management Inspection Report

4.3 Maintenance

4.3.1 Radon Inspection Report

4.3.2 Natural Gas Appliance Inspection Report

4.3.3 Change of Occupancy Checklist

4.4 Furnishings

4.4.1 Inventory of Furnishings, Appliances and Equipment

1.0 General Information.

1.1 Overview.

Family Housing (FH) is Government-owned at Rock Island Arsenal (RIA). This includes all housing units, exterior facilities (to include play areas), roads, grounds, utilities and facilities within the Army Family Housing (AFH) Areas, Tech Exhibit (TE) 5.1. The Contractor shall inspect, repair, and maintain all existing FH Units and Structures and their components listed in real property records. The Contractor shall provide a broad range of services for the Army housing units of various types and sizes located at Rock Island Arsenal and support of Army personnel residing off-post within a 30 mile radius.

Housing units are all FH and include General/Flag Officer’s Quarters (GFOQ). The FH unit numbers and general locations are identified in TE 5.2, AFH Units. There are approximately 550 service members assigned to RIA with at most 80 families living on the installation and the remainder living in off-post housing.

1.2 Components.

The Contractor shall provide housing management, services and maintenance. The Contractor shall provide housing management and services functions to both on-post and off-post personnel. The Contractor shall only maintain on-post facilities. The Contractor shall perform facility Preventive Maintenance (PM) for existing FH units, structures and their components. The Contractor shall be prepared to provide repairs to all AFH facilities, structures and their components. FH Units and Structures and their components covered under this Common Level of Support (CLS) include, but are not limited to, the following:

a. Electrical distribution system

b. Street lighting to include transformers

c. Water distribution system

d. Sanitary sewage systems and distribution

e. Stormwater systems (catch basins, pipes, detention and retention areas)

f. Pavement Surfaces and Appurtenances (roads, sidewalks, trails)

g. Grounds

1.3 Work Management and Control.

1.3.1 Reporting Requirements.

The Contractor shall prepare, submit, and maintain all maintenance records, files, and reports in General Fund Enterprise Business System (GFEBS).

1.3.2 Publications and Forms.

The Contractor shall comply with AR 420-1, Army Facilities Management, for all services and reporting associated with AFH.

1.4 Standards.

1.4.1 Compliance

The Contractor shall comply with all applicable Federal, State, and local laws, Army regulations, standard industry codes and manufacturer’s recommendations while performing any work on FH Units and Structures and their components.

2.0 Description of Services.

2.1 Housing Management Scope.

The Contractor shall provide management services for AFH. The Contractor shall in-process service members, assign housing, manage housing, provide housing services office support, out-process service members and other AFH management functions in support of service members living both on and off-post.

2.1.1 Personnel Qualifications.

The Contractor shall provide an on-site housing manager, who is responsible for the performance of the work associated with AFH management, services, maintenance and repair and shall have full authority to act for the Contractor on all matters relating to daily housing operations. The housing manager shall have a minimum of 2 years of experience in managing a military housing program and must have a comprehensive knowledge of AFH regulations. The alternate personnel for the housing manager shall have a minimum of 1 year of experience managing military housing programs and comprehensive knowledge of AFH regulations.

The housing service manager or alternate shall be available within 30 minutes during normal duty hours, Monday through Friday, to meet with KO/COR to discuss problem areas. After normal duty hours, the housing service manager or alternate shall be available within one hour.

All Contractor personnel working in AFH management shall have the ability to acquire a Common Access Card. All Contractor personnel in AFH management require access to Government networks and systems to perform their duties.

Training: The housing service manager and all Contractor personnel working in the Army Housing office shall have a minimum of one week of training as directed by the Government. The training requirements will be provided by the KO/COR on an annual basis. All attendance and travel costs will be the responsibility of Contractor up to one week per person. Travel will be within the contiguous United States should be assumed to require lodging, meals and transportation both to and from the training site.

Contractor personnel inspecting playgrounds shall be certified by the National Recreation & Park Assoc. as Playground Safety Inspector.

2.1.2 AFH Management Requirements

These requirements shall include, but not be limited to providing the management, support, inspection, maintenance, and repair of AFH facilities and components. The Contractor shall provide the following management services:

- The Contractor shall prepare, review and explain the FH Information Packet, TE 5.3, and renter’s insurance with newly assigned housing occupants and answer questions as required.

- The Contractor shall provide in-processing of records for incoming personnel.

- The Contractor will maintain the Enterprise Military Housing (eMH) database for

RIA and assure that all housing assignments and terminations are made through the eMH system.

- The Contractor shall draft non-availability statements, if required, when Government housing is not available. The KO/COR will sign the document.

- The Contractor shall provide out-processing of clearing records for departing personnel.

- The Contractor shall recommend action to affected personnel and/or agencies for exceptions to normal termination procedures.

2.1.3 Designated Quarters.

General and Flag Officers, O-6’s (i.e., Army/Air Force/Marine Colonels, and Navy Captains), and Command Sergeants Major (CSM) are authorized special consideration for housing assignment based on rank and/or job assignment. The Contractor shall provide the following services for these personnel:

- The Contractor shall coordinate with the KO/COR, on assignment of designated housing units.

- The Contractor shall schedule housing information briefings for personnel assigned to GFOQ and Key and Essential O-6 and below quarters, which includes counseling personnel on housing options; assisting with preparation of housing applications; and reviewing, explaining, and documenting entitlements.

- The Contractor shall prepare the appropriate approval/disapproval responses and manage requests for designated housing assignment extensions for families of military personnel when sponsors’ reassignment, separation, or retirement schedules are changed or delayed.

2.1.4 Housing Inspection.

The Contractor shall provide all required inspection and services, including but not limited to the following items:

- Contractor shall inspect to ensure housing quarters are prepared for new residents

(TE 5.9).

- The Contractor shall accompany newly assigned housing occupants on inspections prior to move-in of housing/quarters. Contractor shall assess the current condition of the quarters at the time of the inspection and document that condition assessment. Contractor shall ensure that occupant’s sign hand receipts for houses, keys, and contents as well as the housing liability for damage to assigned quarters.

- The Contractor shall perform liaison duties for housing residents, and perform liaison duties for housing areas. Liaison duties include, but are not limited to, identifying and processing repair and maintenance DMO and PWO requirements found during the inspection process for Government housing.

- Contractor shall review with new occupants the operating procedures for appliances, heating/cooling equipment and smoke/carbon monoxide detectors and shall ensure written operating instructions are available in quarters to housing occupants.

- The Contractor shall provide occupants a checklist of clearance requirements in a timely manner to facilitate occupant preparation for clearing quarters. Contractor shall conduct pre-termination and final termination inspections with occupants, and shall ensure all checklist requirements have been satisfied, noting any deficiencies above fair wear and tear to the quarters. Contractor shall ensure occupant cleaning requirements have been accomplished, prior to final termination acceptance. Contractor shall recommend action to affected personnel and/or agencies for exceptions to normal termination procedures.

- The Contractor shall perform inspections of Lead-Based Paint in RIA housing units in accordance with TE 4.24, Lead Paint Management. The Contractor shall be responsible for the issuance of lead paint/lead hazard notifications to housing tenants.

2.1.5 Provide AFH Planning and Programming

2.1.5.1 Housing Data Management.

The Contractor shall collect and manage housing data on housing units, maintenance requirements, requests for assistance, Basic Allowance for Housing (BAH) information, utility information, budget/financial information, personnel information, eviction notices and all other pertinent housing data. The Contractor shall be prepared to provide this data in whole or in part to the KO/COR upon request.

2.1.5.2 Homes.mil Management.

The Contractor shall maintain the Homes.mil database of housing units available for rent to military personnel in the area surrounding the installation. The Contractor shall also maintain a list of available properties for sale. Housing listed must be available to all military members without regard to race, color, religion, national origin, gender, age, disability or familial status.

2.1.5.3 BAH Survey.

The Contractor will use various sources including, the Homes.mil program for preparing data for BAH Survey. The KO/COR will review the data prior to Contractor submission to IMCOM. The Contractor will also become familiar with local census tracts and making determinations in census tract exclusions. The BAH Survey is an annual requirement.

2.1.5.4 AFH Budget Development.

Contractor shall collect information to support the annual budget/work plan for housing operations and maintenance prior to April annually. This information, by line item budget (GFEBS attributes), shall reflect the current requirements for the 5-year plan plus additional incidental improvement and repair requirements identified during inspections. The information to support the annual budget shall be separated into the following parts.

Housing Funding Types: 1911 Management; 1912 Services; 1913 Furnishings; 1920 Maintenance and Repair Non-Historic; 1920 Maintenance and Repair Historic; 1920 GFOQ; 1935 Utilities – Historic; 1935 Utilities – Non-Historic

2.1.5.5 AFH and GFOQ Budget Management.

Contractor shall maintain information on the budget and track expenditures for:

- Financial information at the level required by GFEBS (account for all costs by using GFEBS attributes).

- Accounting requirements of DFAS-IN 37-100-FY and GFEBS.

- Responsiveness to any Government audit.

- Adjustments in budgets and costs.

- Management controls to ensure that statutory and regulatory cost limitations and supplementary guidance, are not exceeded without written approval by the

KO/COR.

- Tracking commitments and obligations.

- Monthly housing unit cost budget information.

- Annual high cost non-GFOQ information.

2.1.6 Housing Services Office (HSO)

2.1.6.1 Provide Housing Services.

The Contractor shall answer the housing office telephone number during normal duty hours. During all other times the housing telephone shall be forwarded to a location where Contractor personnel are available to answer and address housing problems and requirements. All after hour emergencies for on-post Government housing (life, health and safety issues) shall have qualified personnel capable of being on site ready to work within one hour of notification.

Information Packet - Contractor shall compile and provide the incoming military member, his/her military sponsor, or representative with an information packet. This packet shall include area maps, housing brochures, community activity calendars, installation community services, rental information, military clause, and local realtor information. Information Packets shall be mailed or emailed to incoming military personnel upon request.

The Contractor shall furnish all labor, material and equipment to inspect private rental properties posted on Rock Island Arsenal's Army Homes.mil listing. The intent of this inspection is to remove rental listings that are not suitable, affordable or available from the Homes.mil site, so that incoming soldiers do not waste valuable in-processing time viewing, calling, or visiting unacceptable rental properties. The Homes.mil inspection and subsequent documentation shall include as a minimum:

- The Contractor shall conduct one inspection for each rental listing, both physical inspections of the interior and exterior of the property. The Contractor shall conduct only an exterior inspection if the property is located in a high crime area or the exterior of the property definitely does not meet standards.

- The contractor shall make an appointment with the landlord and complete the inspection within 5 days of the property listing.

- The Contractor shall document the inspection with the attached Off Post Housing Adequacy Checklist, TE 5.5. Checklists shall be retained and be available for Government review.

- The Contractor shall assign the property a "Pass" or "Fail" rating based on the Checklist and shall notify the landlord of the results on the inspection and remove failed properties from the Homes.mil listing within 2 days of the inspection.

2.1.6.2 In-Processing Housing Referral Services

The Contractor shall provide housing referral services for newly arriving military personnel within two days of request. Contractor shall document requests for assistance and services provided.

The Contractor shall counsel incoming military personnel in the responsibilities of tenants, renter’s insurance, and the military clause for leasing.

2.1.6.3 Off-Post Housing Complaints.

The Contractor shall receive complaints associated with off-post housing, and complaints shall be immediately investigated for validity and fully documented.

Contractor shall process complaints, document findings of the resulting investigation, prepare recommendations and submit recommendations to the KO/COR.

2.1.6.4 Equal Opportunity in Off-Post Housing.

This program is intended to eliminate discrimination against DOD personnel in obtaining suitable housing accommodations in local communities. The Contractor shall notify the KO/COR immediately upon receiving a housing discrimination complaint.

A preliminary inquiry will be conducted by the Contractor within 3 working days after receipt of the complaint. The inquiry shall be sufficiently detailed to support a formal investigation by the Government if it is indicated discrimination occurred.

2.1.6.5 Special Needs Housing

The Contractor shall identify and process work requirements for qualifying exceptional family residents. These work requirements shall meet Americans with Disabilities Act (ADA) standards. These work requirements will be processed as DMOs or PWOs.

2.1.7 Maintain Safe and Assignable Government Housing

2.1.7.1 Maintenance and Repair Planning.

The Contractor shall develop a draft Annual Work Plan (AWP) and Long-range Work Plan (LWRP) annually for KO/COR approval. The AWP shall include recommended repairs for all quarters for the following fiscal year. The LWRP shall include recommended repairs for all quarters for the 5 following fiscal years.

The Contractor shall maintain project files for all work conducted in housing units. A separate file shall be kept for each project.

The Contractor shall identify maintenance requirements to the KO/COR to facilitate repair and availability for re-occupancy. The Contractor shall monitor and report Vacant Quarters Maintenance (VQM) items not completed.

2.1.7.2 Long Range Work Plan.

Contractor shall annually develop separate plans for each FH unit. Each plan shall document five-year requirements for operation, maintenance, repair and improvements for FH units. The plan shall include budgetary data, preventive maintenance data from the buildings and structures plan, major repair projects, and furnishing management plan.

2.1.7.3 Key Control.

The Contractor shall provide key control for all AFH keys. The Contractor shall be the key issuing authority for AFH residents. Attachment 4 for further information on key control requirements. The Contractor shall ensure the following AFH specific key control requirements are met:

- Ensure keys are recorded when issuing to new occupants and are recorded when occupants have cleared quarters. Contractor responsible for ensuring keys to quarters are retrieved from vacating occupants.

- Ensure employees do not open locked areas to permit entrance of any person(s) other than Contractor’s employees engaged in performance of assigned work in the area or obtain proper identification when responding to occupant lockouts.

2.1.7.4 Replacement Keys

All replacement keys will be supplied by the Government for on post Government housing. The Contractor shall request replacement keys by a memorandum to the KO/COR. The Contractor shall notify the KO/COR of any residents that have required 3 replacement keys.

2.1.7.5 Provide for Quality of Life Projects.

The Contractor shall monthly (April through October) inspect and maintain the playground equipment and recreational facilities identified in TE 5.6. Maintenance of equipment shall include:

- Replace seats (not to exceed 10 per year)

- Replace springs (not to exceed 5 per year)

- Replace chains (not to exceed 10 per year)

- Replace bolts

- Straighten fences

- Maintain gates

- Replace protective tubes

- Adjust slides

2.1.7.6 General Flag Officer Quarters (GFOQ)

General Flag Officer Quarters (GFOQ) Maintenance, Repair And Project Management.Contractor shall maintain and update the Six-year GFOQ Maintenance Plan (SYMP) as necessary. The SYMP will be submitted for approval annually to HQ IMCOM. The Contractor shall continuously track renovation, repair and maintenance.

The Contractor shall maintain cost tracking to ensure that a GFOQ does not exceed the approved SYMP. The Contractor shall maintain and update the GFOQ Quarterly Expenditure Report.

2.1.8 AFH Self Help.

The Contractor shall provide and administer the occupant self-help maintenance and repair program. Program administration includes new occupant informal instruction, fulfilling requests for instruction, and the provision of equipment, materials, and tools required to accomplish the authorized maintenance or repairs. Work that may be performed by FH occupants under the Self Help Program is listed in TE 5.7. The Self Help Crib shall be managed and available to residents during normal duty hours. The Government will be responsible for material and equipment costs associated with the self-help program.

2.2 Housing Services Work.

The Contractor shall provide services for AFH to include pest management; water distribution; sanitary sewer collection system; utility meter reading; lock and key operations and maintenance and snow removal.

2.2.1 Pest Management Services

2.2.1.1 Pest Management Inspections.

The Contractor shall perform semi-annual (during the months of April thru July, and September thru December) inspections for household pests in and around all AFH buildings and structures on RIA. The Contractor shall also perform semi-annual (accomplished April thru July and September thru December) inspections for structural pests, such as, but not limited to: termites, carpenter ants, and wood destroying beetle;

in and around all AFH buildings and structures on RIA. The Contractor shall coordinate interior inspections no less than 5 business days in advance with the residents. The Contractor shall treat household and structural pests as required by the inspection results.

2.2.1.2 Change of Occupancy Pest Inspections.

The Contractor shall schedule one of the semi-annual inspections of FH units during a change of occupancy, if the unit is changing that contract year, and treat as required IAW Attachment 8 and TE 5.8, Change of Occupancy Checklist – Pest Control.

2.2.1.3 Pest Management Self-Help.

The Contractor shall provide informal instruction to new and existing housing occupants on the self-help pest management program. The Contractor shall remind the occupants that self-help should be the first course of action for the control of minor pests. The Contractor shall provide both verbal and written instructions to occupants upon move-in and also upon occupant’s requests. The instructions shall include, at a minimum, the Integrated Pest Management Plan (IPMP) approaches for minor pest control and risks from pesticides and other pest control products available through the self-help program.

2.2.2 Water and Sanitary Sewer Distribution System.

The Contractor shall repair the AFH portions of the water and sanitary sewer distribution system IAW Attachment 7. AFH portions of Attachment 7 are designated by green text in Attachment 7 TEs and include water and sanitary sewer appurtenances contained within the boundaries defined by TE 5.1 unless otherwise noted.

2.2.3 Utility Meter Reading.

The Contractor shall read the AFH utility meters IAW Attachment 4 including TE 4.19, Utility Meter List. AFH portions of Attachment 4 are designated by green text and include all utility meters contained within the boundaries defined by TE 5.1 unless otherwise noted. This service shall include the submission of any reports required by the referenced section of the Contract. Submission of separate reports shall not be required, however AFH data shall be clearly delineated.

2.2.4 Lock and Key Operation and Maintenance.

The Contractor shall provide lock and key operations and maintenance IAW Attachment 4, Lock and Key Operations and Maintenance. AFH portions of Attachment 4 TEs are designated by green text and include all locks contained within the boundaries defined by TE 5.1 unless otherwise noted. This service shall include the submission of any reports required by the referenced section of the Contract.

Submission of separate reports shall not be required, however AFH data shall be clearly delineated.

2.2.5 Snow Removal.

The Contractor shall provide snow removal operations in accordance with Attachment 3, Snow Removal and Ice Control including TE 3.1, 3.2 and 3.3. AFH portions of Attachment 3 are designated by green text and include all snow removal and ice control areas contained within the boundaries defined by TE 5.1 unless otherwise noted. This service shall include the submission of any reports required by the referenced section of the Contract. Submission of separate reports shall not be required, however AFH data shall be clearly delineated.

2.3 Maintenance and Repair.

The Contractor shall provide preventative maintenance services for AFH. The Contractor shall provide inspection and maintenance on housing fixtures including, but not limited to, locks, radon systems, natural gas appliances, electrical distribution systems, water distribution systems, sanitary sewage systems, stormwater systems, paved surfaces and grounds in support of service members living on post.

2.3.1 Personnel Qualifications.

Contractor Personnel performing maintenance shall be journeyman with 4 years of experience in their trade or general maintenance workers shall be trained /certified IAW National Board Inspection Code and have a minimum of 4 years’ experience in building maintenance and inspection.

Contractor personnel painting shall be trained/certified and licensed IAW Illinois Environmental Protection Agency (IEPA) regulations for lead abatement.

Contractor personnel inspecting playgrounds shall be certified by the National

Recreation & Park Assoc. as Playground Safety Inspector.

The Contractor personnel conducting radon mitigation system inspection shall be licensed and certified for radon inspection.

2.3.2 Locks.

The Contractor shall maintain all exterior locks for housing units on the installation annually in the Base Year, Option Year 2 and Option Year 4 and conduct the following tasks: inspect locks for damage or malfunction; lubricate lock and adjust locks, as required. The Contractor shall notify the KO/COR immediately of an inoperable lock.

2.3.3 Carpeting.

The Contractor shall develop and maintain a system to track carpet condition in housing units. The system shall have the following information: date of installation or replacement; location by housing unit and by room; condition at last inspection;

recommended replacement date and estimated replacement cost.

The Contractor shall use the information for budget planning with carpeting replacement planned on an approximately 7 year replacement schedule. The Contractor shall plan for carpet replacements during change of occupancy on quarters. Actual carpet replacement shall be accomplished by DMO, PWO or other Government contract.

2.3.4 Painting.

The Contractor shall develop and maintain a system to track paint and painted woodwork condition in housing units. The system shall have the following information:

date of original paint or repainting; location by housing unit and by room; condition at last inspection; recommended replacement date and estimated replacement cost.

The Contractor shall use the information for budget planning with repainting planned on an approximately 3 year replacement schedule. The Contractor shall plan for repainting during change of occupancy on quarters. Actual repainting shall be accomplished by DMO, PWO or other Government contract.

2.3.5 Cross Connection Devices.

The Contractor shall repair testable cross connection protection devices annually.

There are approximately 84 cross connection protection devices.

2.3.6 Radon Mitigation Systems.

The Contractor shall inspect the radon mitigation systems installed in on-post installation housing units annually (January). Housing units with systems are specified in TE 5.2. The Contractor shall conduct the following tasks: take manometer readings and evaluate; inspect for physical condition; inspect for fan operation; refill manometer levels, as required and inspect the vent for physical damage or blockage. The Contractor shall report any problems or dangerous conditions to the KO/COR immediately.

The Contractor shall issue radon information and notification to housing occupants, both at move in and following a significant inspection result.

2.3.7 Natural Gas Appliances.

The Contractor shall inspect and maintain natural gas appliances annually in September. Natural gas appliances shall include furnaces, boilers, hot water heaters, ovens, ranges, other natural gas equipment and gas lines from the gas meters and regulators to the appliances. The Contractor shall conduct the following tasks: inspect appliances and piping for condition and efficiency; check for natural gas leaks in appliances or piping; adjust burners for optimal efficiency and ensure tightness of hook-ups and piping connections. The Contractor shall report any problems or dangerous conditions to the KO/COR immediately.

2.3.8 Electrical Distribution System.

The Contractor shall provide electrical distribution system maintenance IAW Attachment 6 including TE 6.5 and 6.7. AFH portions of Attachment 6 TEs are designated by green text and include all electrical distribution system devices contained within the boundaries defined by TE 5.1 unless otherwise noted. This service shall include the submission of any reports required by the referenced section of the Contract. Submission of separate reports shall not be required, however AFH data shall be clearly delineated.

2.3.9 Water Distribution System.

The Contractor shall provide water distribution system repair IAW Attachment 7 including TE 7.9 and 7.10. AFH portions of Attachment 7 are designated by green text and include all water distribution system devices contained within the boundaries defined by TE 5.1 unless otherwise noted. This service shall include the submission of any reports required by the referenced section of the Contract. Submission of separate reports shall not be required, however AFH data shall be clearly delineated.

2.3.10 Sanitary Sewage System.

The Contractor shall provide sanitary sewage system repair IAW Attachment 7 including TE 7.6. AFH portions of Attachment 7 are designated by green text and include all sanitary sewage system devices contained within the boundaries defined by TE 5.1 unless otherwise noted. This service shall include the submission of any reports required by the referenced section of the Contract. Submission of separate reports shall not be required, however AFH data shall be clearly delineated.

2.3.11 Stormwater Distribution System.

The Contractor shall provide storm water distribution system maintenance IAW Attachment 7 Inlets/Catch Basins including TE 7.17. AFH portions of Attachment 7 are designated by green text and include all storm water distribution system devices contained within the boundaries defined by TE 5.1 unless otherwise noted. This service shall include the submission of any reports required by the referenced section of the Contract. Submission of separate reports shall not be required, however AFH data shall be clearly delineated.

2.3.11.1 Detention/Retention Areas.

The Contractor shall provide detention/retention area maintenance. There are 3 detention/retention areas associated with AFH. The detention/retention areas are located northeast of the intersection of Baker Avenue and Durnin Avenue, south of 2530 and 2548 Durnin Avenue and south of the softball fields on Blunt Road/north of hole 6 on the golf course. Maintenance of these areas shall include mowing once per month from April – October and removal of accumulated leaf debris once per month in October, November and April. Mowing shall include cutting the grass to 5 inches in height and removing mowing debris. During mowing operations the Contractor shall remove any trash or other debris and dispose of such debris properly.

2.3.12 Paved Surfaces.

The Contractor shall provide paved surfaces maintenance IAW Attachment 6 Paved Surface Areas – Cracks, Paved Surface Areas – Potholes – Hot Mix, Paved Surface Areas – Potholes – Cold Mix, Sign Inventory and Sign Replacement. AFH portions of Attachment 6 are designated by green text and include all paved surfaces and appurtenances contained within the boundaries defined by TE 5.1 unless otherwise noted. This service shall include the submission of any reports required by the referenced section of the Contract. Submission of separate reports shall not be required, however AFH data shall be clearly delineated.

2.3.13 Grounds.

The Contractor shall provide grounds maintenance IAW Attachment 2 and the following subsections Mowing – Improved Grounds; Trimming; Edging; Removal Debris, Leaves, Litter; Recreational Area Tasks; Tree Removal and Tree Pruning including TE 2.1. AFH portions of Attachment 2 are designated by green text and include all grounds maintenance TEs contained within the boundaries defined by TE 5.1 unless otherwise noted. The Contractor shall not conduct grounds maintenance tasks in FH areas prior to 0800. This service shall include the submission of any reports required by the referenced section of the Contract. Submission of separate reports shall not be required, however AFH data shall be clearly delineated.

2.3.13.1 Fertilization.

The Contractor shall apply a commercial type fertilizer annually in April. The fertilizer type shall be 10-10-10 nitrogen, phosphate, and potassium applied at a rate of one-hundred-seventy-five (175) pounds of fertilizer per acre.

2.3.13.2 Seed.

The Contractor shall fill, level, and slit seed or hydro seed as directed by KO/COR any turf areas damaged by vehicular traffic, utility system work, pollution spills, and/or worn areas. The Contractor shall fill or level seeded areas to conform to adjacent turf areas and manage areas until growth is established. Pollutants, contaminated solids, rocks, and debris shall be removed before turf repair and re-establishment.

Contractor shall annually utilize 100 pounds of seed in support of turf repair and re-establishment. Seed shall meet the Illinois Department of Transportation Standard Specifications for Road and Bridge Construction (April 1, 2016 Adoption) Section 250 Seeding, Type 1A Salt Tolerant Lawn Mixture. Areas in which grass does not establish IAW Illinois Department of Transportation specifications will be redone at Contractor expense. Seeding shall be coordinated with pest management practices. Contractor shall complete the turf repair and re-establishment requirements within two (2) weeks after being directed by KO/COR. Quantities listed in this Part may not be used to supplement snow and ice removal damage.

2.3.13.3 Mulching Landscaped Areas.

The Contractor shall maintain the landscaped area north of Deer Crossing the first and third week of each month (April thru October). Maintenance shall include pulling weeds and dead shrubs, straighten brick edging, and providing for a good overall appearance of landscaped areas.

Contractor shall annually (April) add twenty (20) cubic yards of cedar mulch to landscaped areas.

2.3.13.4 Mulching Shrubs, Hedges and Trees.

The Contractor shall annually (April thru May) mulch/re-mulch, with cedar mulch, approximately 30 trees, which have 6 inch or less diameter as measured 2 feet above the ground. Trees shall be mulched in a 2 foot radius around the tree trunk. Mulch shall be 3"- 4" inches above ground and no closer than 6" radius from the trunk of the tree.

2.3.13.5 Pruning Shrubs.

The Contractor shall prune shrubs, hedges, and small trees, measured 2 feet above ground with a 4 inch or less caliper. Contractor shall once annually (May thru September) prune shrubs, hedges, and small trees. Trimming shrubs, trees and hedges shall be performed on an "as required basis" to remove suckers from the trunks and roots, broken and/or damaged branches, etc., to maintain the health, shape, and appearance. Pruning procedures shall be accomplished in accordance with the blooming cycle. (Prune AFTER flowering).

2.3.14 Change of Occupancy Maintenance (COM).

The Contractor shall inspect, clean and maintain housing units during changes of occupancy. Approximately 30 COMs occur annually. The Contractor shall conduct this activity when required by the change of occupancy of a housing unit, which may cause the density and timing of the requirement to vary throughout the year. The Contractor shall have 5 days to complete the requirements of this part when housing units change occupancy to prepare for the next family to move in. The Contractor shall coordinate these requirements with any other repair work conducted during the change of occupancy timeframe. These requirements shall always be the final activity in the coordination to ensure a housing unit is fully functional prior to move in.

The cleaning requirement will vary from detail cleaning in short change of occupancy periods to general cleaning required as result of long change of occupancy periods or construction during change of occupancy. The cleaning requirement will be substantially reduced by ensuring that departing occupants meet Army standards for cleaning. The Contractor must ensure the housing units meet that standard prior to move-in, however the Contractor is not required to clean where the standard has already been met. The requirements for cleaning shall be: clean floors (vacuumed or mopped depending on surface type); dust removed from all surfaces; clean/sanitized bathroom fixtures (toilets, sinks, showers); clean/sanitized kitchen appliances (inside and out) and fixtures (refrigerator, stove, oven, sinks) and remove scale from bathroom and kitchen fixtures.

The Contractor shall inspect and maintain all the interior and exterior components listed on TE 5.9, FH Change of Occupancy Inspection/Maintenance Checklist completing the following tasks: visual inspection for condition; test for function (where required); tighten electrical connections and plumbing fittings where required; adjust/calibrate equipment (where required); tighten fasteners (where required).

The Contractor shall report any required repairs to the KO/COR immediately. Repairs will be conducted by DMO, PWO or other contract vehicle.

2.4 Housing Furnishings.

The Contractor shall be responsible for inventorying, tracking and storing housing furnishings and equipment. Housing furnishings can be antique to modern furniture and appliances. Housing equipment include lawn mowers and snow blowers. Storage space for furnishings will be provided by the Government.

2.4.1 Hand Receipt Maintenance.

The Contractor shall maintain hand receipts for all furnishings and equipment assigned to AFH. The Contractor will issue hand receipts to housing residents for furnishings within their housing unit and equipment issued. Contractor shall submit requests to the KO/COR for initial issue or replacement of FH furnishings in GFOQ’s.

2.4.2 Appliance Management.

The Contractor shall manage appliances in housing units. The Contractor shall track the numbers, types and locations of appliances. The Contractor shall store approximately 10% of the required appliance numbers as spare equipment. The Contractor shall inform the Government when the stored appliances are required to replace unrepairable units to allow for maintenance of spare appliance stocks. Repair and/or replacement, disposal and purchase of appliances shall be done by DMO, PWO or other contract vehicle. Existing items are shown in TE 5.10.

2.4.3 Equipment Management and Maintenance.

The Contractor shall manage and maintain equipment (lawn mowers and snow blowers) issued to housing residents. The Contractor shall track the numbers, types and locations of this equipment. The Contractor shall store spare equipment and out season equipment (mowers in winter, snow blowers in summer). The Contractor shall conduct manufacturer’s recommended maintenance on equipment during the off season to ensure the equipment is ready. The Contractor shall inform the Government when equipment requires repair or replacement. Repair and/or replacement of equipment shall be done by DMO, PWO or other contract vehicle. Existing items are shown in TE 5.10.

2.4.4 Furniture Management and Storage.

The Contractor shall inventory and store furniture belonging to the installation. The Contractor shall provide all necessary packing, pallets or other necessary materials to properly store furniture and prevent any damage during storage. The Contractor shall be responsible for any damage that occurs during storage. The Contractor shall inform the Government when furniture requires repair or replacement. Repair and/or replacement of furniture shall be done by DMO, PWO or other contract vehicle. Existing items are shown in TE 5.10.

3.0 References

3.1 Technical Exhibits

a. 5.1 Army Family Housing Areas

b. 5.2 Army Family Units

c. 5.3 Family Housing Information Packet

d. 5.4 Unused

e. 5.5 Off Post Housing Adequacy Checklist

f. 5.6 Recreational Areas and Playgrounds – AFH

g. 5.7 Self Help Program

h. 5.8 Change of Occupancy Checklist – Pest Control

i. 5.9 Family Housing Change of Occupancy Inspection/Maintenance Checklist

j. 5.10 Family Housing Inventory Items

3.2 Forms, Policies, and Publications

a. DD Form 1131

b. eMH system program policies and procedures

c. DD Form 1391

d. DA Form 4283

3.3 Regulatory Guidance

a. DA PAM 420-1-1, Housing Management, 2-14 e

b. AR 420-1, Army Facilities Management

c. AR 735-5 , Property Accountability Policies

d. TM 5-610, Preventative Maintenance Facilities Engineering Buildings.

e. DoD 4165.63-M, DoD Housing Management

f. Department of Defense Directive (DoDD) 5400.11, DOD Privacy Program

g. AR 340-21, The Army Privacy Program

h. AR 25-400-2, Army Records Information Management System

4.0 Reporting Requirements

4.1 Management

4.1.1 Housing Reporting.

The Contractor shall submit to the KO/COR all required reports both by regulation and request of the KO/COR. The KO/COR requested reports shall be compilations of available housing data. There are an average of 4 additional reporting requirements per year. These reports may include but not be limited to Basic Allowance for Housing (BAH) information, utility information, budget/financial information, personnel information, eviction notices and any other pertinent information for Government housing.

4.1.2 Lead-Based Paint Inspections Report.

The Contractor shall report all inspection results and recommended repairs to the KO/COR within 10 days from receipt of findings. The Contractor shall report any finding, which could endanger the health of occupants immediately to the KO/COR.

4.1.3 Housing Budget Information Report.

The Contractor shall submit a report on annual FH budget information annually (March).

The report shall include information for current year budget requirements; budget requirements for the 5 year AFH plan; budget projections for incidental improvements, repair requirements, utilities and services and any other probable budget requirements.

The Contractor shall submit the report no later than the last business day of the month.

4.1.4 Long Range Work Plan Draft Report.

The Contractor shall submit a report on the 5-Year Work Plan annually (March). The report shall include requirements for operation, maintenance, improvements and repair for the 5-Year period; budgetary data; preventative maintenance data; building and structures plans; major repair projects and furnishing management plans and separate plans for each building. The Contractor shall submit the report no later than the last business day of the month.

4.1.5 Playground Inspection Report.

The Contractor shall submit a report on playground inspection and maintenance monthly (May through November). The report shall contain the dates of inspection;

inspector’s name; equipment type and location; equipment condition; maintenance tasks performed; repair recommendations and any additional relevant remarks. The Contractor shall submit the report on the 5th business day of the month.

4.1.6 GFOQ Six Year Plan Draft.

The Contractor shall submit a report on a draft Six Year Plan for each GFOQ annually (March). The report shall include information for operational cost categories;

maintenance cost categories; project plans and any other probable budget requirements for 6 years beginning at the following FY. The Contractor shall submit the report no later than the last business day of the month.

4.1.7 GFOQ Quarterly Expenditure Report.

The Contractor shall submit a report on the previous period expenditures for each GFOQ quarterly (January, April, July and September). The report shall include expenditure information for operational cost categories; maintenance cost categories and projects. The Contractor shall submit the report no later than the 20th calendar day of the month.

4.2 Services

4.2.1 Pest Management Inspection Report

After a semi-annual pest control inspection is complete, the Contractor shall submit a report to include the tasks completed, total man-hours used, materials used, cost of materials, and any further work requirements.

4.3 Maintenance

4.3.1 Radon Inspection Report.

The Contractor shall submit a report on radon mitigation system testing annually (January). The report shall include inspector’s name, inspector’s certification number, date of inspection, location of radon mitigation system, general condition of the system, any corrective actions and any recommendations for repair/replacement. The Contractor shall submit the report on the 5th business day of the month following testing.

4.3.2 Natural Gas Appliance Inspection Report.

The Contractor shall submit a report on natural gas appliance inspection and maintenance annually (September). The report shall include inspector’s name; date of inspection; building location of the natural gas appliance; type of appliance and model;

general condition of the system; any corrective actions and any recommendations for repair/replacement. The Contractor shall submit the report on the 5th business day of the month.

4.3.3 Change of Occupancy Checklist.

The Contractor shall submit the change of occupancy checklist on inspection and maintenance as required. The report shall include inspector’s name; date of inspection;

building number; conditions of the inspected systems; any corrective actions and any recommendations for repair/replacement. The format shall generally comply with TE

5.9. The Contractor shall submit the report 2 business days after the inspection is complete.

4.4 Furnishings

4.4.1 Inventory of Furnishings, Appliances and Equipment.

The Contractor shall submit a report on inventory or furnishings, appliances and equipment annually (July). The report shall include the type of furnishing, appliance or equipment, the number of a type or model, the model number, manufacturer, date of purchase (if available), location, condition at last inspection and any other relevant data.

The Contractor shall submit the report on the 5th business day of the month.

2.1.8 AFH Self Help.

2.3.14 Change of Occupancy Maintenance (COM).