Attachment 1 - FMS PWS_10 Nov 2022_Final.pdf

RFQ FA500023Q0005 - Furnishings Management Section (FMS) Services

Attachment 1 - PWS

Performance Work Statement

For

Furnishings Management Section Services

At

Joint Base Elmendorf-Richardson, AK

10 November 2022

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PERFORMANCE WORK STATEMENT (PWS)

TABLE OF CONTENTS

SECTION C-1, DESCRIPTION OF SERVICES ……………………………………………..4

1.1 OBJECTIVE ……………………………………………………………………………….4

1.2 GENERAL SCOPE…………………………………………………………………………4

1.3 FURNISHINGS MANAGEMENT PROGRAM…………………………………………..4

1.4 FURNISHINGS MANAGEMENT AND APPLIANCE REPAIR PROGRAM……………8

1.5 CLEANING OF DAYROOM ROOM FURNITURE…………………………………….10

SECTION C-2, SERVICE DELIVERY SUMMARY………………………………………10

2.1 QUALITY CONTROL PLAN…………………………………………………………...10

2.2 PERFORMANCE ASSESSMENT………………………………………………………10

2.3 QUALITY ASSURANCE………………………………………………………………..11

2.4 PERIODIC PROGRESS MEETINGS……………………………………………………11

2.5 MONTHLY REPORTS…………………………………………………………………...12

2.6 SERVICE SUMMARY…………………………………………………………………..12

SECTION C-3, GOVERNMENT-FURNISHED PROPERTY AND SERVICES…..…..…13

3.1 GOVERNMENT FURNISHED FACILITIES……………………………………………13

3.2 GOVERNMENT FURNISHED SERVICES……………………………………………...13

3.3 GOVERNMENT FURNISHED PROPERTY…………………………………………….13

3.4 REFUSE AND RECYCLING……………………………………………………………..13

3.5 COMPUTERS……………………………………………………………………………..14

3.6 POLICE AND FIRE PROTECTION……………………………………………………...14

3.7 MEDICAL…………………………………………………………………………………14

SECTION C-4, GENERAL INFORMATION………………………………………………..14

4.1 CONTRACTOR PERSONNEL…………………………………………………………..14

4.2 SECURITY REQUIREMENTS…………………………………………………………..15

4.3 HOURS OF OPERATIONS………………………………………………………………16

4.4 WARRANTIES…………………………………………………………………………...17

4.5 NEW BUILDINGS AND RENOVATED BUILDINGS…………………………………17

4.6 OCCUPANT DAMAGE AND OR VANDALISM……………………………………...18

4.7 ENVIRONMENTAL, SAFETY, AND HEALTH………………………………………..18

4.8 FIRE PREVENTION……………………………………………………………………..18

4.9 CONSERVATION OF UTILITIES………………………………………………………18

4.10 TELEPHONES……………………………………………………………………………18

4.11 TRAFFIC LAWS…………………………………………………………………………18

4.12 WEAPONS, FIREARMS, AND AMMUNITION……………………………………….18

4.13 ADMINISTRATIVE REQUIREMENTS…..……………………………………………18

4.14 DATA AUTOMATION…………………………………………………………………..19

4.15 SEASONAL REQUIREMENTS …………………………………………..…………….19

4.16 CONTRACTOR FURNISHED ITEMS AND SERVICES………………………………19

4.17 VEHICLES……………………………………………………………………………….19

4.18 CONTRACTOR FURNISHED COMMUNICATIONS…………………………………19

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APPENDICES

APPENDIX 1, GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION

APPENDIX 2, WORKLOAD ESTIMATES AND REQUIREMENTS

APPENDIX 3A, GOVERNMENT FURNISHED PROPERTY

APPENDIX 4, FLOOR PLANS

APPENDIX 5, FINAL ENVIRONMENTAL MANAGEMENT CHECKLIST

EXHIBIT A, PERFORMANCE WORK STATEMENT REQUIRED REPORTS

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SECTION C-1: DESCRIPTION OF SERVICE

1.1. Objective. The furnishings management program supports the Joint Base Elmendorf- Richardson (JBER) commitment to quality living conditions for all personnel. This is a non-personal service. The Contractor shall perform Furnishings Management Section (FMS) services to include delivering/issuing appliances and furnishings support to dormitories, barracks, Noncommissioned Officer Academy (NCOA), Alert Facilities, Lodging, Fisher House (appliances only), General Officer Quarters (GOQ) and loaner furnishings operations. GOQ remove, clean, and reinstall window treatments, The Contractor shall comply with all applicable laws, regulations, and standards. In accordance with (IAW) Department of Defense (DoD) Manual 4165.63, DoD Housing Management, furnishings are provided in Government-owned Unaccompanied Housing (UH) facilities, private community housing and off base housing.

1.2. General Scope. The Contractor shall provide all management, receiving, transportation, equipment, materials, tools, and customer support necessary to perform furnishings management duties which includes, but are not limited to:

Receiving, and issuing furnishings and appliances to customers Receiving furnishing and appliances from suppliers and vendors and accounting for count and condition upon receipt Warehousing, redistributing, maintaining/repairing, and turning in furnishings and appliances Performing customer pickup and delivery services Performing joint inventories and assessments of FMS stocks Maintaining count and condition of items in warehouse and in customer’s possession Identifying item excess to the installation for reporting to the Major Command

(MAJCOM)

Performing customer services providing authorized personnel with furnishings entitlements and support GOQ during change of occupancy if the government deems necessary for window treatments to be cleaned, to remove window treatments, cleaned and reinstalled.

1.3. Furnishings Management Program

1.3.1. Item Accountability. Contractor shall perform accountability of FMS items including, but not limited to:

1.3.1.1. Processing property movement and inventory adjustment transactions into the Enterprise Military Housing (eMH) system. If the Government replaces eMH, the Contractor is responsible for the transfer of data from eMH into the new system and utilizing the new system for transaction management and Government inventory accountability.

1.3.1.2. Maintaining property records that enable a complete, current, and auditable record of transactions and shall contain the following as a minimum: name, description, model, location, unit of measure, unit price, quantity, condition, year purchased and serial number.

1.3.1.3. Maintaining transaction records with a clear and defined audit trail utilizing eMH, maintaining a hard copy file on all customers and pertinent documents (such as eMH print out, orders, and appointment letters).

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1.3.1.4. Maintaining customer accounts for UH consisting of a signed master eMH reflecting all furnishings and appliances issued to each customer and maintaining a list of unit FMS representatives (i.e., dormitory and managers).

1.3.1.5. Managing an excess furnishings program to include identifying excess items, obtaining disposition instructions, preparing transfer documentation, and processing items for shipment or to Defense Logistics Agency/Disposition Services (DLA/DS).

1.3.1.6. Ensuring the make, model, and serial numbers of appliances turned into DLA/DS are recorded and items removed from inventory records upon approval from the Contracting Officer’s Representative (COR).

1.3.1.7. Performing joint inventories/assessments of all furnishings and appliances to include a physical count and reconciliation of warehouse assets including those assets issued on loan.

1.3.1.8. Performing customer account adjustments as discrepancies are discovered and updating eMH as required.

1.3.1.9. In the case of missing or damaged furniture/appliances, an investigation will be conducted by the Government and if the fault is of the Contractor, the Contractor would be responsible to replace/repair the item(s) in question.

1.3.2. Warehouse Management and Receiving. Contractor shall perform warehouse management within Building 724 Quartermaster Road with 113,865.00 square feet (see Appendix 4 for floor plan) to include:

1.3.2.1. Housekeeping/safety. Contractor shall follow Occupational Safety and Health Administration (OSHA) and Air Force Occupational Safety and Health (AFOSH) to ensure key areas are maintained in a clean, safe, and orderly manner, and ensuring warehouse conforms to commercial standards for security and safety. Contractor will ensure all furniture is covered with waterproof material and free of dust and water damage.

1.3.2.2. Checking issues and turn-ins for proper barcode, identification, quantity, condition, cleanliness, and processing transactions into eMH.

1.3.2.3. Performing receiving activities to include verifying the identification, quantity, and condition of furnishings and appliances, reporting any damaged or poor-quality items, applying barcode labels, and processing filing receiving documents.

1.3.2.4. Maintaining in service date records, these records are used in determining depreciation allowances on statement of charges in determining age of inventory for future replacement.

1.3.2.5. Processing property movement and inventory adjustment transactions into eMH.

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1.3.2.6. Notifying the COR when the warehouse inventory (back stock) deviates from the allowable 3 percent of total inventory. In the case where warehouse inventory is below the 3 percent, the Government will have to order items to bring the inventory back to 3 percent. When the warehouse inventory goes above the 3 percent, the excess must be removed from the inventory according to 1.3.2.12.

1.3.2.7. Maintaining warranty data to include make/model, warranty expiration date, serial number, date of purchase; date of warranty activation (see Section 4.4 for more detail on warranty requirements)

1.3.2.8. Storage, operation, and movement of property using industry standards to load/unload crated, boxed, or palletized items, to move assets within warehouse without causing damage.

1.3.2.9. Performing inspections, tagging to identify property, applying eMH barcodes in place not easily visible by user, checking property condition, determining final disposition using Air Force Instruction (AFI) 32-6000 Table 9.1, Paragraph 9.11.6, and Figure 9.1, segregating, and marking all repairable/condemned property in storage, and updating data in eMH.

1.3.2.10. Checking the Consumer Product Safety Commission (http://www.cpsc.gov) and the Government-Industry Data Exchange program (http://www.gidep.org) for current recall information on a quarterly basis.

1.3.2.11. The Contractor’s local Project Manager shall notify the Contracting Officer (CO) and COR of all Contractor damaged or missing property IAW Section 1.4.1

1.3.2.12. Method of disposal for excess inventory and non-serviceable items (mattresses, broken furniture, etc.) will be through DLA/DS. The Contractor shall be responsible for accomplishing all paperwork and adjustments (once the COR indicates in writing, the items can be turned into DLA/DS) to the inventory for disposal of property at DLA/DS.

1.3.3 Customer Services.

1.3.3.1 Government will provide the following customer support functions to include:

1.3.3.1.2 Prior to Contractor scheduling delivery, a government housing employee or COR will determine who is authorized to use the loaner program and will provide a verification of eligibility (by signing the order request).

1.3.3.1.3 A Government housing representative or COR will brief the customer on the individual allowances, furnishing allowances, and customer responsibilities.

1.3.3.2. Contractor shall provide customer support functions to include:

1.3.3.2.1 Customer Information. Producing and providing a local procedure(s) brochure to be provided to customers in various ways such as (hard copy, website, e-mail etc.) The brochure will be approved by the COR.

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1.3.3.3. Issuing furnishings and appliances to customers. Processing customer requests into eMH and maintaining an electronic file on all customers with pertinent documents (such as eMH print out, orders, and appointment letters)

1.3.3.4. Coordinating and scheduling customer pickup and delivery service requests by phone, computer, or walk-in.

1.3.3.5. Receiving furnishings and appliances from customers.

1.3.3.6. Keeping a back-order listing for items that are not available by item and date of request. When items become available, inform customer, and determine if they still need the items.

1.3.3.7. Monitoring customer files and contacting customers to ensure they do not keep loaner furniture longer than 90-days by researching eMH and their hard copy file.

Annotate who you spoke to, at what time, and document results.

1.3.3.8. Assist customers in a professional and courteous manner by phone, computer and in person.

1.3.4. Delivery / Pickup of Items. Contractor shall provide customer support functions to include:

1.3.4.1. Hours of Operations. During normal operating hours, 0800-1700, the Contractor shall have adequate personnel on hand to perform pickup and delivery services.

Historical data, providing a yearly average of pickup/delivery workload data, is provided in Appendix 2; the data as provided is intended to be used as a tool for estimation purposes only.

a. The Contractor shall provide box trucks/transport vehicle(s) capable of protecting items from damage during transport or exposure to the elements during inclement weather.

b. Pickup and delivery shall be to housing located within a 50-mile radius of the FMS warehouse, Building 724 on JBER.

1.3.4.2. Timely Pick-up/Delivery. The Contractor shall perform pick-up and delivery services requested by an authorized UH Government representative or service/family member within two (2) working days, excluding weekends and holidays. The Contractor shall specify the time and sequence of the pickup or delivery service. The Contractor shall maintain records on each customer, and ensure records contain sufficient detail to provide protection of Government assets and allow for an audit trail. Pick up or deliveries shall be completed prior to 1700 on the same day work commences.

1.3.4.3. Placement of Furniture. The Contractor shall not be required to move items after initial placement in designated area.

1.3.4.4. Loading, Unloading, Assembly, Disassembly, and Placement. The Contractor shall ensure crew members performing loading, offloading, assembly or disassembly, and placement of furnishings and appliances are exercising care to prevent damage to furnishings, appliances, and living quarters. The Contractor shall be liable for all

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Contractor-caused damages to furnishings, appliances and living quarters that occur during delivery, placement and/or removal/pickup.

1.3.4.5. Emergency. In a government deemed emergency, the Contractor may be required to perform short notice pickups or deliveries after normal duty hours, on weekends or holidays with COR directive. (On average 1-2 emergencies occur per year).

1.3.5 Warehouse Receiving. Contractor shall provide customer support functions to include:

1.3.5.1. Packing and Packaging Materials. Contractor shall remove all crating, boxes, padding materials and other debris accumulated incidental to warehousing, loading, placement, and/or assembly and dispose of refuse materials in the commercial dumpster at Building 724 Quartermaster Road.

1.3.5.2. Handling of Furniture and Appliances (Loading, Unloading, Assembly, Disassembly). The Contractor shall ensure crew members perform loading, off-loading, assembly, disassembly, and placement of furnishings and appliances while exercising care to prevent damage to furnishings or appliances. The Contractor shall be liable for all Contractor-caused damages to furnishings and/or appliances that occur during delivery and receiving.

1.3.5.3. Disposal of Unserviceable Furniture and Appliances (Disposal and Transportation). The COR shall provide disposal requests via e-mail to the Contractor’s program manager. The Contractor’s staff are then responsible to prepare disposal documentation and coordinate with any necessary Government representatives to deliver to the DLA/DS location on base or a prearranged disposal location identified by DLA/DS. Upon completion of delivery, verify and bring receipt(s) back to the office and update inventory database.

1.4. Furnishings Management and Appliance Repair Program

1.4.1 Service Calls. Furnishings and Appliance Repair

Service calls for the purpose of this contract are defined as the routine repair and maintenance work required to keep all furnishings and appliances in operating condition as originally designed by the manufacturer. Contractor shall perform service calls within the 50-mile radius noted 1.3.4.1.

1.4.1.1. Notification. The Contractor shall assign a reference number to each service call request received. Contractor shall provide the reference number and a time frame for service call response to the requestor at the time request is made.

1.4.1.2. Delay of Service. In the event the Contractor is delayed or unable to keep an appointment, the Contractor shall notify the requestor and COR, and reschedule the work if necessary.

1.4.1.3. Timeline for Repairs. The Contractor shall respond to service calls within two (2) duty days and complete work within three (3) duty days after responding. If the Contractor is waiting for parts, the Contractor will switch out the appliance or furnishing.

1.4.1.4. Personal Items. The Contractor shall move all Government property required to complete work. Unless approved by the COR, the Contractor is not authorized to move personal items that are in contact with or adjacent to areas requiring services. The occupant will be requested to move these items.

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1.4.1.5. When Service Order is Completed. Service calls are considered complete when documentation is signed and dated by the requestor, authorized UH Government representative or service/family member.

1.4.1.6. Monthly report. The Contractor shall develop service call program procedures within the monthly report to the COR.

1.4.2. Notification. Contractor shall notify the COR of all damaged or missing furnishings and/or appliances by the close of business of the workday discovered and provide an estimate of repair or replacement within one (1) additional workday.

1.4.3. Cost Benefit Analysis. Appliances to be serviced and cleaned include, electric washing machines, electric/gas dryers (to include stackable units), refrigerators, electric ranges, ice makers, built in stove tops, built in refrigerators and freezers, built in ovens, built in dishwashers, and microwaves/built in microwaves. Cost benefit analysis for furniture and appliances and processing those items exceeding repair allowances IAW AFI 32-6000.

1.4.4. Materials for Repairs of Furniture and Appliances. The Contactor shall utilize the bench materials parts from non-repairable appliances. If new Materials for Repairs of Furniture and Appliances are required, prior approval is required from the COR. All parts and materials must be new Original Equipment Manufacturer (OEM) replacement or equal.

The contractor must purchase at the lowest price obtainable through "Competitive Price Comparison”, all discounts and rebates shall be credited to the Government. The contractor must provide to the COR the original supplier's invoice, tickets, sales slips, approved proposal number, where parts were utilized, or other documents identifying items subject to payment for a pre-approved purchase from this line item of the contract. Both the COR and contractor must reconcile prior to the contractor submitting an invoice. The contractor must be paid only for actual costs of parts purchased.

1.4.4.1. Competitive Price Comparison. The Contractor must provide "Supporting Documentation" for proof of competitive pricing above $2,500.00, by the submission of quotes from three (3) independent vendors to the COR for review. Upon approval, when invoicing, only the purchased item(s)' sales ticket or receipt must be uploaded into the Wide Area Workflow system.

1.4.5. Trade Requirements for Furniture and Appliances. Surface repairs shall be performed IAW the material manufacturer’s recommendations to meet the best customs and trade practices.

1.4.6. Handling of Repairs for Furniture. Finished surface shall be free from runs, ridges, waves, laps, brush marks and variation in color, texture, or finish. See Appendix 2 for estimated repair workload data.

1.4.7. Warehousing Unserviceable Furniture and Appliances. Contractor shall segregate and mark all repairable and unserviceable property in storage.

1.4.8. Disposal. Contractor shall annotate condition of property and forward results to the COR. Method of disposal for non-serviceable items (mattresses, broken furniture, appliances, etc.) will be through DLA/DS IAW procedures in the Contractor’s property management system. Contractor shall be responsible to accomplish all paperwork for disposal of property at DLA/DS and adjustments to inventory.

1.4.9. Ozone Depleting Substances (ODS). The Contractor shall dispose of ODS IAW Title VI of the Clean Air Act, as implemented by Wing Operation Plan (OPLAN) 19-3.

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Compliance with current ODS regulations shall be the sole responsibility of the Contractor.

Service technicians shall be certified to handle all appliance refrigerants. The Contractor shall maintain accurate records of servicing times for each unit serviced. Times shall be detailed on the job orders time from receipt of call to completion of repair.

1.5. Cleaning of Day Room Furniture. Contractor shall clean dayroom furniture once per fiscal year (unless a health and welfare situation occur).

1.5.1. Schedule. A schedule will be created at the beginning of the contract fiscal year between the COR, barracks manager, dorm leads and Contractor for each fiscal year.

1.5.2. Procedures for Cleaning. The cleaning of dayroom furniture will take place in the individual dorms/barracks buildings. There are 20 dayrooms on JBER. Prior to the scheduled cleaning, the Contractor will coordinate either telephonically or via e-mail with the dorm leads/barracks mangers. The Contractor will be required to sanitize, vacuum, use a commercial upholstery cleaner, dust, and polish all FMS identified furniture by barcode.

1.5.3. Damaged Furniture. In those cases where furniture is beyond repair, the items will be replaced with FMS UH furniture, annotated and reported to the COR by phone, then followed up with an e-mail. Cases where something is loose or needing a simple repair, furniture will be fixed in place.

1.5.4. Inspection of Completion. Upon completion of dayroom furniture cleaning, the Contractor will notify the dorm leads, barrack managers, and the COR. Dorm leads, and barrack managers will inspect the furniture and report to the COR in writing with comments and pass/fail acceptance.

SECTION C-2: SERVICE DELIVERY SIUMMARY

2.1 Quality Control Plan. Contractor shall develop, implement, and maintain a quality control program that identifies deficiencies and provides corrective actions to ensure FMS services are performed IAW commonly accepted commercial practices and requirements identified in this PWS. The COR will provide quality assurance oversight to ensure compliance with all quality concerns of the contract, diversion rates, and conformance. At a minimum, the Contractor shall develop quality control procedures addressing the areas identified in section 2.6, Service Summary (SS).

2.2 Performance Assessment

2.2.1 Periodic Validation. This method requires the COR to employ a “spot check” style of evaluation based on the Contractor’s schedule. Periodic validation will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual, or annually) and may be adjusted, based on quality trends.

2.2.2 Customer Feedback. As part of its quality control program, the Contractor shall establish a customer feedback system that is responsive to customer complaints. All customer complaints shall be validated by the COR, and follow-up actions by the Contractor shall be documented and submitted to the COR monthly. The Contractor shall provide surveys for use by the customers to evaluate their satisfaction and provide suggestions for making improvements on the survey card or e-mailing the survey back. Completed surveys shall be given to the COR for monthly review.

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2.2.3. The COR will receive and investigate customer complaints. The COR shall be responsible for initially validating customer complaints. The CO shall make final determination of the validity of customer complaint(s) in cases of disagreement with the COR and the Contractor. Validated customer complaints shall be re-performed after notification by the CO or COR.

2.3 Quality Assurance. The COR shall inspect and evaluate the Contractor’s performance to ensure services are received IAW requirements set forth in this PWS. The COR shall inspect by validating actual work performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. Results of the validation then become the official Air Force record of the Contractor’s performance.

2.3.1. When discrepancies are found during performance, the COR shall notify the Contractor’s project manager immediately in writing upon discovery. Whenever possible, performance deficiencies should be resolved at the lowest practical level. The COR shall determine the type of deficiency notification to issue based on the severity of the deficiency.

The contract file shall be documented to reflect the type of notification issued, the name of the individual contacted, and the date of notification. Discrepancies will be documented on a Discrepancy Record/Customer Complaint.

2.3.2. When a performance threshold has not been met or Contractor performance has not been accomplished IAW the PWS, the COR will notify the Contractor through Discrepancy Record/Customer Complaint, Letter of Concern or Corrective Action Report (CAR).

2.3.3. Government Remedies. The CO shall follow Federal Acquisition Regulation (FAR) 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services, for Contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

2.3.4. If inspections indicate unacceptable performance, the Contractor shall be given five (5) workdays following notification to correct the unacceptable performance and inform the COR that corrective action has been accomplished. If deficiencies are not corrected within the required time frame, the COR will contact the Contractor for resolution or status. If the Contractor disagrees with the noted discrepancy and an agreement cannot be reached, the discrepancy record will be sent to the CO for decision and validation.

2.4 Periodic Progress Meetings. The CO, COR, other Government personnel as appropriate, and the Contractor shall meet to discuss the Contractor’s performance as needed or requested.

Meeting minutes will include quality control events and monthly summaries. The following issues should be discussed; opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections, valid customer complaints against each performance objective observed, and steps taken by the Contractor to prevent occurrences in the future. The Contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends. The CO will draft meeting minutes and distribute a copy to the functional area, Contractor, and official Contractor file. Should the Contractor not concur with the minutes, the Contractor will provide a written notification to the CO identifying areas of non-concurrence for resolution within five (5) calendar days.

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2.5 Monthly Reports. The Contractor shall provide a monthly report detailing total number of pickups and deliveries to include time of order and delivery, summary of items picked up and delivered, appliance and furnishings repairs including cost of repair, warranty items, number of disposals, inventories completed, damaged items, and issues/problems encountered during monthly operations. Reports shall be submitted to the COR by the 10th of each month following each month of service.

2.6 Service Summary (SS). Contractor service requirements are summarized into performance objectives that relate directly to mission essential items or services. The performance threshold describes the minimum acceptable levels of service required for each requirement. The SS and Contractor’s quality control plan provide information on contract requirements, the expected level of Contractor performance, the expected method of Government surveillance, and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the FAR 52.212-4(a), Contract Terms and Conditions-Commercial Products and Commercial Services, Inspection/Acceptance, will be used to remedy all deficiencies.

SERVICE SUMMARY

Performance Objective PWS para Performance Threshold Method of Surveillance

SS 1 – Warehouse Management 1.3.2, 1.3.5

OSHA/AFOSH violations:

None

Facility Maintenance & Cleanliness: no more than 3 discrepancies per month

Periodic Inspection or Assessment

Monthly site visits

SS 2 – Item Accountability

1.3.1

Annual Inventory: No more than 25 lost/damaged items reported annually

Not more than 4 recording deficiencies per month

Periodic Inspection or Assessment

Annual Inventory

Monthly Inventory Report

SS 3 – Customer Services 1.3.3 No more than 3 validated customer complaints per month

Periodic Inspection or Assessment

Monthly customer feedback validated by COR(s) and on-site observation by Government employees

SS-4 – Delivery / Pickup of Items 1.3.4

Not more than 4 late pickups/deliveries per month

Periodic Inspection or Assessment

Monthly Report

SS 5 – Furnishings / Appliance Repair Service Calls

1.4

No more than 2 deficiencies per month

Periodic Inspection or Assessment

Monthly Report

SS-6 – Cleaning of Day Room Furniture

1.5 No more than 2 deficiencies per month

Periodic Inspection or Assessment

*Each paragraph reference includes all related subparagraphs

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Discrepancy Record/Customer Complaint notification is primarily used for minor discrepancies or tasks that can be re-performed. The report will be in writing and e-mailed to the CO.

Letter of Concern is used when verbal notification does not result in correction or whenever the COR determines that written documentation is necessary. The notification will contain the statement, “Notice to Contractor: Failure to correct may result in a CAR and will be maintained in the Contractor file.

A CAR will be initiated by the COR when previous notifications failed to result in corrective actions or when severe deficiencies exist. The CAR will be forwarded to the CO for action and maintain a copy in the Contractor file.

SECTION C-3: GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3.1. Government Furnished Facilities. The Government shall furnish a facility at Building 724 Quartermaster Road for the Contractor’s Project Manager, staff, and maintenance personnel. No alterations to the facility shall be made without specific written permission from the CO. The Contractor shall return the facility to the Government in the same condition it was received, minus reasonable wear and tear and approved modifications. Facility shall be used only in the performance of this contract and shall be maintained to include cleanliness, general appearance, and safety.

3.2. Government Furnished Services. All reasonable quantities of utilities shall be made available to the Contractor without cost. The Contractor shall make sure that employees practice utility conservation. Any temporary connection to electrical lines that may be required shall be installed, maintained, and removed by the Contractor at their own expense.

3.3. Government Furnished Property. The Government will provide the Government Furnished Property and the Contractor shall establish a written property management system plan no later than 10 days after contract start. The Government furnished property listed in Appendix 3A will be in an “as-is, where-is” condition.

3.3.1. Inventory. The Government will provide the Government Furnished Property and the Contractor shall establish and maintain an inventory of all Government property to include furnishings and appliances with eMH bar coding system. Data in this system shall be transferred to the Government at the end of the contract, and all barcode labels shall remain affixed to the Government property with all data intact and readable. The Government reserves the right to add or delete items from this inventory. The inventory database shall be updated at the time of any changes. The Contractor shall conduct a joint physical inventory of all FMS inventory items IAW AFI 32-6000, paragraph 9.8.3.3.

3.3.2. The Government will provide the Government Furnished Property and the Contractor shall identify, and report Contractor damaged or missing Government property to the COR for liability determination. The Contractor shall process damaged property that cannot be repaired (or when the cost of the repair exceeds depreciated cost of the item) for disposition and disposal at DLA/DS IAW procedures in their property management system.

3.4. Refuse and Recycling. Refuse collection at the Contractor’s job site is the Contractor’s responsibility. The Government will provide a refuse container near Building 724 Quartermaster

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Road for Contractor’s use. The Government will accomplish pickup of refuse from these dumpsters. The Contractor shall recycle to the maximum extent practicable utilizing off-base facilities and services as JBER does not currently provide for collection and removal of recyclable commodities.

3.5. Computers

3.5.1. Government Property Inventory Management and Business Operations. All Government data maintained on Contractor-owned computer hard drives shall be transferred over to the Government and the hard drive sanitized by the 673d Civil Engineer Group (CEG) prior to computer being removed from JBER.

3.5.2. Enterprise Military Housing (eMH). The Contractor will be provided Government computers listed in Appendix 3A to maintain eMH. Contractor personnel maintaining eMH shall be required to successfully complete Air Force mandated Information Assurance Training initially and annually thereafter, which is required by all personnel requiring network access on JBER. All Contractor personnel maintaining eMH shall require the minimum of a National Agency Check with Inquiries (NACI) background check before being granted access to the JBER network. All Contractor personnel requiring NACI background checks, including fingerprinting and other required documentation, and eMH training will be at the Government’s expense.

3.5.3. The Government reserves the right to replace eMH with another Government provided system. Should this happen, the Contractor is responsible for the transfer of data from eMH into the new system, utilizing the new system for transaction management and Government inventory accountability.

3.5.4. Contractor shall coordinate all NACI background requests through 673 CEG/SE (Unit Security Officer) immediately upon notification of being hired.

3.5.5. All requests for network logon and email accounts shall be directed to 673 CEG and accompanied by a completed Information Assurance certificate, security clearance verification access, System Authorization Access Request (SAAR) form for Non-Secure Internet Protocol Router (NIPR), copy of Contractor’s SF85, Electronic Questionnaire for Investigation Processing (EQIP), Air Force User Agreement Statement Notice and Consent Provision (AF4394), Request for Personnel Security Action (AF 2583 Form), and a completed Automated Information System (AIS) Waiver Package.

3.5.6. All employees of the Contractor requiring network access will be required to understand, comply with, and abide by all of the provisions of AFI 33-204, Information Assurance Awareness Program.

3.6. Police and Fire Protection. The Government will provide police and fire protection.

Telephone number for Security Forces, 552-4444; Fire protection, 911; JBER spill response team can be reached at 552-SPIL (552-7745).

3.7. Medical. In the event of a severe emergency, JBER Hospital, 580-5555 or 580-5556, will respond and transport, if necessary, a contractor employee to a local hospital. The Contractor shall reimburse the Government for these services.

SECTION C-4: GENERAL INFORMATION

4.1. Contractor Personnel

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4.1.1. Project Manager. The Contractor shall provide an on-site project manager with at least 3-years of documented warehouse experience in managing and inventory control, who shall be responsible for the performance of work with full authority to act for the Contractor on all matters relating to daily contract operations. Prior to the start of the contract, the name of this person and an alternate(s) who can act in the manager’s absence shall be designated in writing to the CO and COR. The project manager and alternate must be able to read, write, speak, and understand the English language. (The speaking skill is not required where a contractor employee is hearing impaired.)

4.1.2. The project manager or alternate shall be available within 30-minutes of notification by text, email, or phone during normal work hours, Monday through Friday, to meet with Government personnel designated by the CO or COR to discuss problem areas. After normal duty hours, the project manager or alternate shall be available within two (2) hours of notification.

4.1.3. Employees. The Contractor shall not employ personnel (including subcontractor personnel) for work on this contract if such personnel are identified to the Contractor by the CO or COR as a potential threat to the health, safety, security, general well-being, and operational mission of the installation or its population. The Contractor shall not employ any person who is an employee of the United States Government, as employing that person would create a conflict of interest or the appearance of a conflict of interest.

4.1.3.1.Contractor personnel (including subcontractor personnel) shall present a clean, neat appearance and be easily recognizable. This may be accomplished by wearing appropriate badges, which contain the company and employee’s name.

The Contractor shall provide badges.

4.1.3.2.Contractor personnel (including subcontractor personnel) are prohibited from smoking or consuming alcohol inside any Government building, or work area at all times during the course of performance under this PWS.

4.1.3.3.Contractor personnel shall not disturb customers through excessively loud talk or by playing loud music at work site.

4.1.4. Training and Certifications. All employees shall be licensed and or certified if performing work for which licenses and certifications are required by applicable laws and regulations (such as hazardous waste handling, etc.).

4.2. SECURITY REQUIREMENTS.

4.2.1 Physical Security. Contractor shall be responsible for safeguarding all Government property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured, and utilities turned off or set for conservation. Contractor is responsible for the conduct of their personnel.

4.2.2 Identification and Base Passes. The Contractor shall obtain identification cards and base passes for all employees (including subcontractor personnel hired by the Contractor) and vehicles. Applications shall be coordinated through the COR. At time of application, Security Forces may conduct a background check on employees. Upon termination of employment, the Contractor shall return identification cards and base passes to Security Forces within 24 hours.

4.2.3 Key Control. The Contractor shall establish and implement methods of ensuring all warehouse keys issued to the Contractor by the Government are not lost, misplaced, or used

A t t a c h m e n t 1 – P W S P a g e 16 | 40 by unauthorized personnel. The Contractor shall report lost keys to the COR as soon as possible. The Government may, at its option, require the Contractor to replace keys, reimburse the Government for replacement of locks, or re-key as a result, of the Contractor losing keys. In the event a master key is lost or duplicated, the Contractor shall replace all locks and keys for that system at no cost to the Government.

4.2.4 Operations Security (OPSEC). To both the Prime and all Subcontractor’s (Hereafter Called “Contractor”). The Contractor will comply with the 673 CEG OPSEC Program, DoDD 5205.02E – DoD OPSEC Program, and AFI 10-701 – OPSEC, and any 673 CEG specific OPSEC guidance for 673 CEG, The basis for the on-site Contractor OPSEC program.

The agency POC is the Government facility OPSEC POC. The Contractor must comply with special OPSEC requirements contained in the contract or addendum thereto. The following standard expectations are included in all work:

IAW AFI 10-701 2.18.12. Ensure contracting documents explicitly state the

Contractor’s OPSEC responsibilities and requirements to protect the critical information and indicators associated with the activity, operation or program being contracted.

IAW DFARS 252.204-7004 Antiterrorism awareness training is required for all contactors. Training will be conducted through a DoD-sponsored and certified computer or web-based distance learning instruction for Level I antiterrorism awareness; or under the instruction of a Level I antiterrorism awareness instructor.

IAW AFI 10-701 2.18.14. Ensure OPSEC education and training is provided as referenced in Chapter 4 for all assigned military, Department of the Air Force civilians and DoD Contractors.

The Contractor supporting specific event-oriented activities will develop OPSEC Plans/Annexes when directed by the supported program or comply with the program's OPSEC Plan/Annex.

Contractor personnel will receive OPSEC Awareness Education and Duty-Related Training as deemed necessary by the Government or program supported.

OPSEC Awareness Education and Training will be provided or coordinated through Government channels. Training can be completed on-line at this website:

https://securityawareness.usalearning.gov/opsec/index.htm

Any/all products for public release must also be reviewed and approved through the units OPSEC office

4.3. Hours of Operation.

4.3.1. The Contractor shall maintain the following customer service hours to conduct normal day-to-day business 0800 to 1700, Monday through Friday. The Contractor shall maintain the ability to receive and respond to Government determined emergency pick-up and/or deliveries (examples are house fires, death, etc.) 24 hours per day, 7 days per week. This may be accomplished by using an answering service during other than normal business hours

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(recording devices are not acceptable). During those periods where the installation commander authorizes delayed reporting or early release due to inclement weather; or other reasons, the Contractor shall use corporate discretion in releasing employees and notify the COR. Maintenance shall be performed between 0800 to 1700, Monday through Friday.

4.3.2. Base Hours. Base hours of operation are 0800 to 1700, Monday through Friday.

Contractor may find it necessary to deviate from the normal base hours of operation to ensure timely completion of work under this PWS at no additional cost to the Government.

Contractor shall request deviation from operating hours in writing to the COR.

4.3.3. Base Closures. Work scheduled but not accomplished because of base closure due to weather, exercise, or actual alert, will be accomplished as soon as possible after reopening the base.

4.3.4. Federal Holidays. If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed. If a holiday (or holiday observance) falls on a scheduled service day, the Contractor shall be responsible for rescheduling services for the first duty day after the observed holiday.

New Year’s Day

Martin Luther King Day

President’s Birthday Memorial Day Juneteenth Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

4.3.5. Performance of Services during Crisis Declared by the National Command Authority or Overseas Combatant Commander. IAW Defense Federal Acquisition Regulation Supplement (DFARS) 237.7602(a), 237.7602(b), 252.237-7023, and 252.237–7024, Furniture Management Section services are deemed mission essential for the health and safety of military and civilian employees, base residents, and for the protection of the environment. Contractor shall continue to perform all listed services unless otherwise directed by the CO at which time the Government will accept responsibility.

4.4. Warranties. The Contractor shall be responsible for exercising manufacturers and contract warranties for Government property installed under this contract (appliances, furniture etc.). The Contractor shall be responsible for initiating warranty work orders and installing replacement parts where the manufacturer’s warranty does not provide for installation.

4.5. New Buildings and Renovated Buildings. The Government is responsible for purchasing, scheduling installation, responsibility for safety, and success of the project for new items needed in new buildings and renovated buildings. Upon acceptance of the building by the COR, the Contractor will input and barcode the assets in the eMH system and assume responsibility.

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4.6. Occupant Damage and/or Vandalism. If the Contractor suspects occupant damage or vandalism to furnishings and/or appliances, the Contractor shall notify the COR.

4.7. Environmental, Safety, and Health. Contractor shall be responsible for complying with all applicable federal, state, and local laws and regulations. Contractor shall be liable for any fines or penalties levied against the installation due to the Contractor’s failure to comply. The Contractor can reference the following attachments:

Attachment 3: JBER Environmental Protection and Solid Waste Management Specs 15 Jun 2022

4.8. Fire Prevention. The Contractor is responsible for following fire prevention practices and procedures. Any condition found that may constitute a fire hazard or compromise fire safety shall be brought to the attention of the JBER Fire Department (phone followed up with an e-mail).

4.8.1 Flammable Storage. All flammable materials shall be stored in storage facilities approved by the JBER Fire Department.

4.9 Conservation of Utilities. The Contractor shall make sure that employees practice utility conservation. The Contractor shall operate under conditions that prevent the waste of utilities to include turning off lights when not in use, setting and maintaining mechanical equipment controls for heating and ventilation systems, and turning off water faucets or valves when not in use. Water pipes during winter months shall be safeguarded against freezing.

4.10 Telephones. The Contractor shall be responsible at its expense for securing commercial telephone service for making business calls and receiving service calls. One incoming line is required, preferably maintaining existing telephone numbers. The 673d Communications Squadron must approve all communication infrastructure alterations. Driving or being in physical control of a motor vehicle on post, while operating a cellular phone is prohibited unless the vehicle is safely parked or unless the driver of the vehicle is using a hands-free device. The wearing of any other portable headphones, earphones, or other listening devices (except for hands-free cellular phones) while operating a motor vehicle is prohibited. Civilians, Contractors, and visitors to the installation who fail to comply with this policy are subject to administrative action to include loss of driving privileges on post and removal and/or denial of re-entry to the installation.

4.11 Traffic Laws. The Contractor and its employees shall comply with base traffic regulations and may be subject to search prior to authorization to proceed onto JBER.

4.12 Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition on themselves or within their Contractor-owned or privately-owned vehicle while on JBER.

4.13 Administrative Requirements. The Contractor shall keep records current. Occasionally, the COR may require copies of documentation or electronic data. The Contractor shall provide requested information within 2-hours for urgent requirements or within one (1) workday for routine requirements. Unless otherwise specified, the Contractor shall provide reports and requested information, electronically, such as on CD or by e-mail. All documentation described in this PWS, including automated data, is the property of the Government and shall remain so upon expiration of this contract.

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4.14 Data Automation. The Contractor shall utilize Microsoft Office compatible software and a hard disk that the Contractor shall duplicate to prevent loss of data. IAW contract requirements, as a minimum the computer database shall contain:

Service call information to include unit number, status, date, time received, time completed, worker’s name, materials used, and any remarks

Recurring maintenance information to include schedules, status, and any remarks

4.14.1. Contractor shall utilize the Government furnished computers listed in Appendix 3A to manage data contained in the eMH Module. Contractor shall utilize eMH for the management of Accompanied, Unaccompanied, GOQ, Acquired Dependent Support Program furnishings, appliances, pickup, and delivery transactions. Contractor shall perform all necessary actions in eMH for inputting entries to retrieve requests for pickup and delivery of FMS furnishings and appliances, updating schedules, and documentation to record these transactions. Contractor shall update the eMH database at the time of inventory data changes to include populating for increases in data, updating to reflect new data locations, and for removal of data to reflect disposal actions.