Annex 01 Facility Maintenance- Unaccompanied Furnishing Management Operation..pdf

Annex 01

Unaccompanied Furnishing Management

Operation

To

Troop Appliance Maintenance & Repair (TAMR) and Dryer Duct Cleaning

19 August 2020

Table of Contents

1.0 GENERAL INFORMATION

1.1 Overview

2.0 DESCRIPTION OF SERVICES

2.1 Property Accountability

2.1.1 Document Government Property. N/A

2.2 Furnishings Management

2.2.1 Personnel Furnishings

2.2.2 Property List

2.2.3 Furniture Accountability

2.2.4 Annual Inventory

2.2.5 Replacement Schedule. N/A

2.3 Appliance Repairs

3.0 REGULATIONS

3.1 Regulations, Policies and US codes

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 duct.

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. N/A

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. N/A

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 from the COR or the UH Branch FMO.

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) business day, 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 KTR 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 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 15 workdays after the service call was received, or shall notify the COR of the status of long-lead or back ordered parts required to bring the appliance back into full functional status. The COR/ACOR will coordinate pickup and disposal of the inoperative appliance at Government expense and the contractor will not be responsible for removal, pickup, or disposal.

2.3.2.2 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 will submitted to the COR. Required documentation and procedures will be discussed with the contractor on a per-item, per instance basis by the COR and responsible 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.

2.3.2.3 Appliance Replacement Analysis (ARA). The Contractor shall provide required repair cost to the COR via TE 6 - Appliance Replacement Analysis form with an itemized estimate when the estimated repair cost to include parts and labor is greater than 75% of the purchase cost of the appliance (IAW AR 420-1) or if an appliance requires repair and it has exceeded its life expectancy per para 2.3.2.4. The COR will review the analysis as documented on the TE 6 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.

2.3.2.4 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.

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 Contractor provided work order number, building number, room number, type of appliance, manufacturer, model number, serial number, reported problem/reason for service call, current status (“Awaiting Maintenance”, “Awaiting Parts”, “Awaiting Replacement”, or “Repaired”) and work order completion date. The Weekly Appliance Report must be provided to the COR NLT close of business each Monday (first work day of each week).

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: FSBP FMO work order number, building number, room number, appliance type, manufacturer, model number, serial number, description of parts installed/materials, cost for materials and cost for labor. The monthly activity report shall be emailed electronically, to the COR NLT the 5th calendar day of the following month. For example, all July services shall be emailed by 5th of 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 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 vent stack. 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. The COR will contact the affected unit who will provide written notice to the occupants.

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. Title 10 USC 2775

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

c. Federal Acquisition Regulation, Part 46, Quality Assurance

d. CTA 50-909, Field and Garrison Furnishings and Equipment

e. AR 735-5, Policies and Procedures for Property Accountability

f. CTA 50-909, Common Table of Allowance

g. CTA 50-970