Annex 01 Facility Maintenance- Unaccompanied Furnishing Management Operation.docx

Annex 01 Unaccompanied Furnishing Management Operation

To Troop Appliance Maintenance & Repair (TAMR) and Dryer Duct Cleaning 6 Sep 2024

Table of Contents

1.0 General Information.

1.1 Overview. This annex covers the dryer and the flexible ducting within the facility. The Contractor shall provide periodic maintenance on installed appliances, provide appliance maintenance and repairs, and accomplish installation, connection, and disconnection of appliances in support of the Unaccompanied Housing (UH) programs and services on Joint Base Lewis-McChord. The Contractor shall also perform periodic cleaning of the dryers and their flexible dryer ducts.

2.0 Description of Services. Repair appliances as per PWS Para 2.1 Description of Services, and accomplish non facility portion of the dryer duct cleaning.

2.1 Property Accountability. N/A

2.1.1 Document Government Property. N/A

2.2 Furnishings Management.

2.2.1 Personnel Furnishings. N/A

2.2.2 Property List. N/A

2.2.3 Furniture Accountability. N/A

2.2.3.1 Furniture Delivery. In the event the appliance cannot be economically repaired and has been approved for replacement via TE-09, the Contractor shall deliver Government provided replacement appliances (washers, dryers, laundry centers i.e. washer/dryer combos and dryer/dryer stacks) to the barracks, pick up unserviceable appliances and turn in to DPW/Unaccompanied Housing (UH) Branch/Furnishing Management Office (FMO) at Bldg. 9660 Perry Ave (C Bay). This task is to be completed within five (5) workdays after a Government provided replacement has been made available and the request for the swap has been submitted. The Contractor shall be responsible for providing qualified personnel, equipment, vehicles, tools, materials, supervision, customer service, and any other items necessary to perform furniture delivery.

2.2.4 Annual Inventory. N/A

2.2.4.1 Lost or Damaged Furniture. N/A

2.2.5 Replacement Schedule. N/A

2.3 Appliance Repairs. The Contractor shall respond to service calls, provide required parts, and repair appliances. The Contractor shall also install and disconnect appliances (see para 2.3.3).

2.3.1 Service Calls.

2.3.1.1 The Contractor shall receive service calls via the Army Maintenance Application (ArMA). Key contractor personnel will be provided CAC card access to enable access to ArMA. The COR and UH Branch will assign ArMA Cases applicable to this contract and assign the initial priority (Urgent or Routine) in ArMA. Urgent repairs are appliances that are inoperable while an appliance that functions but is missing a knob or requires a bulb would be condiered as an Routine Repair. The Contractor shall access assigned ArMA Cases during each workday, respond/repair as required and update ArMA within two (2) workdays of completed DMOs.

2.3.1.2 If the Contractor is unsuccessful in reaching the customer to schedule an appointment, the Contractor shall notify the COR within 24 hours after the second unsuccessful attempt. If the customer is reached, the Contractor shall notify the customer, no less than one (1) workday, with a four (4) – six (6) hour block time and date for service. If the customer cannot be reached or the service order is not completed, it shall remain open and be forwarded to the COR for action.

2.3.1.3 Service Log. N/A

2.3.2 Appliance Repair. The Contractor shall provide parts and labor to repair appliances as specified within Annex 01. Appliances shall be repaired or if the contractor believes that the cost is greater than the percentage of purchase cost stated in Annex 01 para 2.3.2.3 then an Appliance Repair and Analysis (ARA) shall be performed as required in para 2.3.2.3. The Government will provide the replacement appliance IAW Annex 01 Para 2.3.2.1. The contractor shall notify the customer of all projected downtime and estimated time for repair.

2.3.2.1 Initial Assessment. The Contractor shall complete an initial assessment of Priority 2 Urgent ArMA Cases. The Contractor will complete the initial assessment within three (3) workdays after receipt. During the assement the Contractor make not of the Enterprise Military Housing (eMH) barcode and track the ArMA Case number and eMH barcode throughout all documentation and deliverables. In the event the Contractor cannot repair the appliance during the initial assessment, the Contractor shall place a tag on the inoperative appliance referencing the Government provided ArMA case number.

2.3.2.2 Non-Fair Wear and Tear (NFWT). In the event the Contractor suspects gross negligence/vandalism, the Contractor shall cease repairs and notify the COR within one (1) workday via email providing an explanation of their reasoning along accompanied by corroborating pictures. Examples of gross negligence/vandalism are a door being separated from an appliance or evidence of a kitchen fire. The ArMA Case will be open/suspended in a “Government Delay” status. The COR and FMO Chief will execute the Government process for NFWT and upon a final Government decision, notify the Contractor via email that the appliance has been released and may now be repaired.

2.3.2.3 Repairing or Replacing Appliances (Work Order Completion). The Contractor shall repair all appliances IAW the manufacturer’s requirements and standard industry practices. Contractor shall acquire or reuse salvaged parts, repair or replace appliances. Contractor shall ensure the inoperable appliance is fully functional within ten (10) workdays for Urgent Repairs and 30 calendar days for Routine Repairs after the service call was received. The COR/ACOR/FMO will coordinate pickup and disposal of the inoperative refrigerators, over the range microwaves, stoves/ovens and dishwashers at Government expense and the contractor will not be responsible for removal, pickup, or disposal.

2.3.2.4 Repair Parts. The Contractor shall furnish new replacement parts brand name or equal to the part being replaced unless approved by email by the COR. Proposed replacement parts must be submitted to the COR for review in advance of repair. In the event an appliance is deemed beyond repair IAW Annex 01 Para 2.3.2.1, the Contractor may request to salvage and reuse Government Property-Commercial Items Parts (i.e. circuit boards, soap dispensers, knobs, switches, etc.) prior to the Government’s disposal of the inoperable appliance in accordance with federal regulatory policy and JBLM policy regarding salvage and re-use of Government Property-Commercial items. Contractor requests shall be submitted to the COR for approval. Required documentation and procedures will be discussed with the contractor on a per-item, per instance basis by the COR and UH FMO Property Book Officer (PBO). The Government reserves the right to request proof of new replacement part costs at any time. The Government has the right either to reject or to require correction of nonconforming supplies, i.e., new replacement parts, upon discovery after receipt from manufacturer or supplier, or during pre- or post-testing installation. Nonconforming supplies shall be replaced at no additional cost to the Government.

2.3.2.5 Appliance Replacement Analysis (ARA). The Contractor shall provide required repair cost to the COR via TE 09 - Appliance Replacement Analysis form with an itemized estimate when the estimated repair cost (parts only) is greater than 75% of the purchase cost of the appliance (IAW AR 420-1). The COR will review the analysis as documented on the TE 09 and approve/disapprove the analysis. The Contractor shall maintain records of all COR decisions regarding replacement and repair. The Government will provide the replacement appliance with the only exception being appliances still under warranty, which shall be the responsibility of the Contractor associated with the warranty.

2.3.2.6 Appliance Life Expectancy. Normal appliance life expectancies are as follows:

Dishwasher - 15 years Dryer - 8 years Dryer/Dryer, Stackable combination units - 10 years Range/Oven - 10 years Refrigerator - 10 years Washer - 7 years Washer/Dryer, Stackable combination units - 10 years Washer, Industrial - 15 years Over the stove microwave - 10 years

2.3.3 Install/Disconnect Appliances. This applies to washers, dryers, laundry centers i.e. washer/dryer combos, dryer/dryer stacks, stove/ovens, dishwashers and over the stove microwaves. The Contractor shall complete the disconnection/installation within five (5) workdays after a Government provided replacement has been made available and the request for the swap has been submitted.

2.3.3.1 Installation. The contractor shall install Government-provided appliances IAW the manufacturer’s recommended procedures or standard industry practices. The contractor shall perform operational check(s) on newly installed appliances in accordance with manufacturer’s instructions. The contractor shall ensure all connections (washer drain hoses) are fully functional without defects. This includes but is not limited to ensuring they have necessary O-rings, visually inspected to be free of defects and are securely affixed to the provided water spigots.

2.3.3.2 Disconnection. The contractor shall disconnect appliances IAW manufacturers’ specification and instructions. In the absence of instructions the contractor shall unplug the appliance from the wall outlet; disconnect all gas hoses (if applicable) ensure to cap and turn-off all gas lines; and turn the water shut-off values (if applicable). For dryers, the contractor shall disconnect dryer. Dryer cords shall be reused on the replacement dryer. The COR must be kept aware when the Contractor needs to move appliances for performance.

2.3.3.3 Mechanical Condition. The appliances shall be operative upon installation and shall be installed in such a way so as not to void any warranty. All knobs and switches shall be in place.

2.3.3.4 Cleanliness. The contractor shall leave the job site as found or better condition. The Contractor is responsible for removing their work material and debris.

2.3.4 Weekly Appliance Report. The Contractor shall provide a weekly report reflecting all current open and closed work orders during the previous work week. This report will include at a minimum the ArMA Case number, building number, room number, type of appliance, serial number, eMH bar code number, reported problem/reason for service call, status (“Awaiting Maintenance”, “Awaiting Parts”, “Awaiting Replacement”, or “Repaired”) and date received, date initial assement completed and date work order completion date. The Weekly Appliance Report must be provided in a spreadsheet format with all required information on a single tab and provided to the COR NLT close of business each Monday (first workday of each week). The Contractor shall also include contractor work order forms that have been completed during the previous business week as part of the weekly report.

2.3.5 Monthly Activity Report. The contractor shall provide a monthly activity report that includes all work completed during the month. This report shall include specifics such as what work was completed, the location where the work was completed. Also included will be an itemized lists of appliances that are awaiting parts and the date the required part is expected to be received. All repair actions completed shall include the following: ArMA Case number, building number, room number, appliance type, serial number, eMH bar code number, description of parts installed/materials, cost for materials, ost for labor, date ArMA case received, date initial assement completed and date work order completed. The monthly activity report shall be emailed electronically to the COR NLT the 3rd workday of the following month. For example, all July services shall be emailed by 3rd workday in August. The contractor shall not invoice for uncompleted service orders.

2.4 Maintaining and Cleaning Dryer Duct and Vent Systems. The Contractor shall plan, program, administer, manage, and execute the work and provide all tools, supplies, equipment, transportation, and labor necessary for the maintenance and cleaning, of dryer ducts and vent systems for specified Government Facilities at JBLM. The cleaning involved requirement only includes the dryer and the flexible duct that is not part of the facility. Contractor shall replace flexible duct when damaged.

2.4.1 Dryer Duct and Vent System Types. Dryer ducts and vents systems used at JBLM come in two basic types: individual wall-mounted dryer vents, and convergence roof-mounted dryer vents. Wall-mounted dryer vents have an individual pipe/vent system that runs directly from inside a common area through the exterior wall of a facility. Roof-mounted dryer vents have converging pipelines that feed into one exhaust system – exhaust systems may vary based on the facility’s structure. The Contractor shall clean individual duct systems on an annual basis and convergence duct systems on a quarterly basis.

2.4.2 Scheduling. The Contractor shall provide an annual maintenance and cleaning of dryer duct and vent systems schedule in writing to the COR for COR approval ten (10) workdays after contract award and at the commencement of each additional period of performance. Dryer ducts and vent systems vary in the size, system accessibility, level of contamination, frequency of usage, and the type of duct material. The dryer duct and vent systems shall be maintained to be debris/lint free and operational within its boundaries. Boundaries of the dryer vent system are from the dryer discharge connection to the exterior of the building penetration including ventstack. All facilities shall receive a dryer vent cleaning (annual basis for individual systems and quarterly for convergence systems).

2.4.3 Written Notice to Occupants. For UH units that have dryers in individual rooms, the Contractor shall notify/confirm the customer at a minimum of one (1) workday prior to the scheduled dryer vent cleaning.

2.4.4 Dryer Duct and Vent Systems Cleaning. The Contractor shall disconnect, clean, and inspect the dryer duct and vent systems on an annual basis for individual systems and quarterly for convergence systems. Exclusive cleaning shall be done on all dryer duct and vent systems including the ductwork inside and outside the facility. The Contractor shall thoroughly vacuum out the duct system and dryer vent exhaust, re-attach duct, place the unit back in place, ensure the vents are insulated against extremes in heat or cold and properly sealed from weather and insects.

2.4.4.1 N/A

2.4.4.2 The annual maintenance and cleaning of dryer duct and vent systems shall include the following:

- Inspect the vent inside the dryer and dislodge any articles of clothing or debris that may be lodged in the vent pipe.

- Vacuum the back of the dryer, area surrounding the vent pipe, inside of the internal dryer vent, lint from the inside of the dryer vent hose, and all the lint and dust behind the dryer.

- Re-connect the flexible hose to the exterior vent pipe.

- Plug dryer back in and complete an operational check.

- Replace hardware as required during the annual inspection and cleaning

3.0 Regulations.

3.1 Regulations, Policies and US codes. The regulations, policies, and US codes required for furnishings are:

a. AR 420-1, Army Facilities Management, Chapter 3, Section IX, Furnishings