Attachment 1 - PWS.pdf

PERFORMANCE OF WORK STATEMENT (PWS)

FOR

FURNISHINGS MANAGEMENT SECTION (FMS)

Goodfellow Air Force Base, Texas

DATE

14 January 2024

Table of Contents

1. DESCRIPTION OF SERVICES

1.1. REFERENCES

1.1.1. APPLICABLE PUBLICATIONS

1.1.2. APPLICABLE FORMS AND REPORTS

1.2. PERSONNEL

1.2.1. CONTRACT MANAGER

1.2.2. QUALIFICATION/TRAINING

1.2.2.1. COMPUTER TRAINING

1.2.2.2. LICENSED PERSONNEL

1.2.2.3. FORKLIFT TRAINING

1.3. ENTERPRISE MILITARY HOUSING (eMH) INFORMATION SYSTEM.

1.4. FURNISHINGS MANAGEMENT

1.4.1. FURNISHINGS LABELS

1.4.2. FURNISHING INVENTORIES

1.4.3. FURNISHINGS INVENTORY/INSPECTION REPORT

1.4.4. FINANCIAL LIABILITY INVESTIGATION OF PROPERTY LOSS (MISSING OR

DAMAGED INVENTORY ITEMS)

1.4.4.1. CONDITION CODES

1.4.5. TRACKING OF FURNISHINGS

1.4.6. CONTROL WAREHOUSE FURNISHINGS INVENTORY

1.4.7. CONTROL FURNISHINGS

1.5. FIVE-YEAR LONG RANGE FURNISHINGS PLAN (5-Yr Plan)

1.6. NEW FURNISHINGS REQUEST PROCEDURES

1.7. REPAIR OR REPLACEMENT DECISION RECOMMENDATION

1.7.1. CALCULATION OF DEPRECIATION COST/ LIFE EXPECTANCY (YEARS)

1.8. FURNISHING MOVES

1.8.1. WORK ORDERS

1.8.2. FURNISHING PLACEMENT

1.8.3. MASS MOVES

1.8.4. DELIVERY, INSTALLATION AND ASSEMBLY OF NEW FURNISHINGS

1.8.5. EMERGENCY MOVES AND DISASTER RESPONSE

1.9. EXCESS FURNISHINGS CONTROL

1.10. BACK-UP STOCK

1.11. MINOR MAINTENANCE AND REPAIR

1.12. REFRIGERANT RECOVERY AND DISPOSAL OF REFRIGERATORS

1.12.1. DOCUMENTATION

1.12.2. DISPOSAL

1.13. WARRANTY DATA/REPLACEMENT

1.14. CHANGES WITHIN SCOPE OF WORK

1.14.1. ADD OCCUPANCY

1.14.2. REDUCE OCCUPANCY

1.14.3. CONTRACT MODIFICATION

1.15. KEY CONTROL

1.16. LOST KEYS

1.17. TRANSITION IN

1.18. TRANSITION OUT

2. SERVICE DELIVERY SUMMARY

2.1. QUALITY MANAGEMENT SYSTEM (QMS)

2.2. QUALITY ASSURANCE PERSONNEL

2.2.1. GOVERNMENT QUALITY ASSURANCE

2.2.1.1. UNACCEPTABLE PERFORMANCE

2.2.1.2. CO NOTIFICATION

2.2.1.3. MINOR FINDING

2.2.1.4. MAJOR FINDING

2.3. PERFORMANCE ASSESSMENT

2.3.1. PERIODIC VALIDATIONS

2.3.2. PERIODIC PROGRESS MEETINGS

2.3.3. MEETING MINUTES

3. GOVERNMENT FURNISHED FACILITIES AND EQUIPMENT

3.1. GOVERNMENT FURNISHED FACILITIES

3.1.1. GOVERNMENT FURNISHED EQUIPMENT (GFE)

3.1.2. GFE MAINTENANCE

3.1.3. FACILITY USE

3.1.4. CONSERVATION OF UTILITIES

3.2. REMOVED PARTS/SALVAGEABLE MATERIALS

4. GENERAL INFORMATION

4.1. CONTRACTOR FURNISHED VEHICLES

4.1.4. WORK UTILITY VEHICLES (WUV) AND LOW SPEED VEHICLES (LSV)

4.2. CONTRACTOR FURNISHED EQUIPMENT

4.3. SAFETY

4.4. HOURS OF OPERATION

4.4.1. NORMAL HOURS OF OPERATION

4.4.2. HOLIDAYS

4.4.3. AETC FAMILY DAYS

4.5. CONTRACTOR RESPONSIBILITIES

4.6. APPEARANCE DRESS/UNIFORMS

4.7. PERSONAL PROTECTIVE EQUIPMENT (PPE)

4.8. CONTRACTOR NOTIFICATION RESPONSIBILITIES FOR BASE ACCESS

4.8.1. PASS/IDENTIFICATION ITEMS

4.8.2. UNESCORTED ENTRY TO STUDENT DORMITORIES IS PROHIBITED

4.8.3. ENTRY TO NON-STUDENT DORMITORIES

4.8.4. ENTRY TO 17TH TRAINING WING (TRW) COMMANDERS HOME

4.8.5. RETRIEVING IDENTIFICATION MEDIA

4.8.6. REPORTING REQUIREMENTS

4.8.7. SECURITY MANAGER APPOINTMENT

4.9. SECURITY REQUIREMENTS

4.9.1. BASE ACCESS

4.9.2. REQUIRED INFORMATION

4.9.3. VALID IDENTIFICATION

4.9.4. TRAFFIC LAWS

4.9.5. WEAPONS, FIREARMS, AMMUNITION

4.10. ENTRY AUTHORIZATION

4.10.1. COMMERCIAL VEHICLE INSPECTION AREA (CVIA)

4.10.2. PHYSICAL SECURITY

4.10.3. PASS/IDENTIFICATION ITEMS

4.10.4. UNESCORTED ENTRY INTO STUDENT DORMS

4.10.5. ENTRY INTO NON-STUDENT DORMS

4.10.6. ENTRY INTO TRAINING WING (TRW) COMMANDERS HOME

4.10.7. RETRIEVING IDENTIFICATION

4.10.8. REPORTING REQUIREMENTS

4.10.9. SECURITY MANAGER

4.11. PHYSICAL SECURITY, ANTITERRORISM (AT)/FORCE PROTECTION

CONDITION (FPCON)

4.11.1.3.1. FPCON LEVELS

4.12. ENVIRONMENTAL

4.12.1. HAZARDOUS MATERIAL

4.12.2. HAZARDOUS AND SPECIAL WASTES

4.12.3. GOVERNMENT REGULATIONS

4.12.4. COMPLIANCE

4.12.5. REPORTING

4.13. CONTRACTOR CHANGEOVER

4.14. SMOKING

4.14.1. TOBACCO USE IN THE AIR FORCE

4.15. SAFETY REQUIREMENTS AND REPORTS

5. CONTRACTOR REPORTING OF LABOR HOURS

6. DAMAGES TO GOVERNMENT BUILDINGS, EQUIPMENT,

WILDLIFE OR VEGITATION

7. OPERATIONS SECURITY (OPSEC) REQUIREMENTS

7.1.1. SPECIFIC REQUIREMENTS

8. APPENDICES

A. DEFINITIONS

B. FACILITY LISTING

C. PRIOR WORKLOAD DATA

D. eMH WORK ORDER EXAMPLE E. eMH INVENTORY HAND RECEIPT EXAMPLE

F. FURNISHINGS INVENTORY SCHEDULE

G. REQUIRED REPORTS/FORMS

H. WAREHOUSE FURNISHINGS INVENTORY EXAMPLE

I. AF FORM 228 EXAMPLE

J. 5-YEAR FURNISHING GRADE AND REPLACEMENT PLAN EXAMPLE

WITH PLANS BY BUILDING

K. FURNITURE REQUEST SPREADSHEET EXAMPLE

L. FURNISHINGS REPLACEMENT WORKSHEET EXAMPLE

M. FURNITURE AUTHORIZATION (INDIVIDUAL & ROOM)

N. AF FORM 3000 MATERIAL AND APPROVAL SUBMITTAL

O. AF FORM 3952 CHEMICAL/HAZARDOUS MATERIAL REQUEST

AUTHORIZATION

1. DESCRIPTION OF SERVICES. The Contractor shall provide all management, labor, tools, equipment, vehicles, transportation, and materials necessary to perform Furnishings Management Services (FMS) at Goodfellow Air Force Base (GAFB), Texas. The Contractor must perform to the standards in the contract and this performance of work statement (PWS), including publications referenced in paragraph 1.1.1, as well as all local, state, and federal regulations.

This contract provides management, tracking, and monitoring of the material condition of furnishings defined in Appendix A for Unaccompanied Housing (UH), base fire department dormitories and the 17th Training Wing (TRW) Commander’s home identified in Appendix B.

Office and warehouse space will be provided by the Government per PWS Section 3. All furnishings to be managed are Government owned. Recent annual workload data are listed in Appendix C for informational purposes only, data are not projections of the daily, monthly, quarterly, or annual workloads expected in this contract.

1.1. REFERENCES.

1.1.1. APPLICABLE PUBLICATIONS.

Air Force Instruction (AFI) 32-6000, “Housing Management”, Air Force Manual (AFMAN) 23-122, “Materiel Management Procedures”, AFMAN 24-306, “Operation of Air Force Government Motor Vehicles”, Goodfellow Air Force Base Instruction (GAFBI) 31-218, “Goodfellow Air Force Base

Motor Vehicle Traffic Supervision”, DODR 4145.19-R-1, “Storage and Materials Handling”, AFMAN 32-7002, “Hazardous Materials Management”, AFI 24-301, “Vehicle Operations”, EPA, OSHA, Executive Orders, federal, state, local regulations, laws and guidelines.

1.1.2. APPLICABLE FORMS AND REPORTS.

AF Form 228, Quarters Condition Inspection Report.

AF Form 2005, Issue/Turn-In Request.

DD Form 1348-1A, Issue Release/Receipt Document.

5-Yr Long Range Furnishings Plan (template provided in Appendix J) Furnishings Request Spreadsheet (template provided in Appendix K) Furnishings Replacement Worksheet (template provided in Appendix L)

1.2. PERSONNEL.

1.2.1. CONTRACT MANAGER. The Contractor will provide an on-site Contract Manager and alternate(s) who must be able to speak, read, and write proficiently in the English language. The Contract Manager (and alternate in the absence of the Contract Manager) will have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract.

The Contract Manager or alternate must be available during normal duty hours to meet on the installation within 1 hour with the government personnel designated by the Contract Officer (CO) to discuss problem areas. The Contractor will provide the CO with telephone number(s) where the Contract Manager and alternate(s) can be reached for meeting requests, surveillance results, and complaints. This information must be kept updated by the Contractor whenever personnel changes occur. The Contractor is responsible for absences of contract personnel due to, but not limited to, leave, expired identification and access documents. Such absences shall not relieve the Contractor of its obligation to perform the services required under this contract.

1.2.2. QUALIFICATION/TRAINING: The Contractor’s employees must be qualified to perform all tasks in this performance work statement. Should an employee resign, the Contractor will provide a qualified person within 72 hours.

1.2.2.1. COMPUTER TRAINING. The on-site Contract Manager and alternate must be proficient in Microsoft Office programs, i.e., Word, Excel, PowerPoint, and Outlook. Contract personnel assigned to utilize and maintain data in the Enterprise Military Housing (eMH) Information System per Paragraph 1.3 below must be proficient in eMH and must maintain eligibility for a Common Access Card (CAC) and access to Government Information Systems.

An office with a government computer, label printing machine and scanning guns will be provided at the Military Housing Office (MHO), Bldg. 140; the computer, label printer and scanning guns will not be government-furnished equipment and will not be issued to the contractor.

1.2.2.2. LICENSED PERSONNEL. Only licensed Refrigeration Service Technicians shall be allowed to service refrigeration systems. The contractor must submit a copy of the current license for each employed Refrigeration Service Technician to the CO prior to contract start and for all personnel changes.

1.2.2.3. FORKLIFT TRAINING. The Contractor must provide qualified personnel to operate forklifts in accordance with (IAW) AFMAN 24-306, Para. 3.4.8. The Contractor will be required to supply their own forklift. Contractor will coordinate with Logistics Readiness Squadron (LRS) to complete the required training. The forklift will mainly be used inside a warehouse with a floor level and one higher storage level, or in the paved yard surrounding the warehouse. A charging panel is in the warehouse and may be used with compatible charging cables/systems.

1.3. ENTERPRISE MILITARY HOUSING (eMH) INFORMATION SYSTEM. Enterprise Military Housing (eMH) is the Department of Defense (DoD) enterprise information technology system for the operations and inventory management of DoD housing and is designated as the authoritative data source for housing assets in DoD Real Property databases. Data, records, or reports cannot be accepted if created with any other forms of software per AFI 32-6000 Paras.

1.2.27.25 and 2.3 unless otherwise noted. In performance of duties related to this Performance of Work Statement, the Contractor:

Must complete all eMH data entries no later than the 1st day of the month following the end of quarter report cycle to ensure accuracy of data.

Must use the Furnishings Component in eMH to perform daily operations to plan, advocate, program, design and execute furnishings requirements.

Must ensure all transactions are made in eMH accurately and within specified time limitations.

Must submit data, records, and reports in the management and inventory control of government-provided furnishings using eMH.

Will ensure eMH data is accurate and reliable to support reporting and data extractions at all levels within the Air Force (AF).

Will maintain and update eMH accurately and timely for acquisitions, transfers, issues, turn-ins, annual assessments and/or final disposition of furnishings IAW the PWS.

Will maintain accurate furnishings inventory and data in eMH, IAW the PWS.

Will use eMH exclusively to record, manage, monitor, and track furnishings issued to members upon assignment and termination; furnishings assets assigned to government quarters and common areas within the facility or in community quarters; and furnishings assets in the warehouse or storage including back-up stock.

Must barcode label all furnishings items and scan items into eMH within 10 duty days of receipt to satisfy the processing requirements for accountability and visibility of assets.

Will ensure all serialized and non-serialized assets are barcoded and captured in eMH with detailed information to include Stock Item Number, Make, Model, Serial Number (when applicable), date of purchase, cost, values, quantities, and other fields as required.

Must insert furnishings cost, condition, and life cycle values on all serialized items in the eMH Furnishings Component within 10 duty days of receipt to facilitate asset accountability and audit control.

Will use eMH to manage work orders, movement of furniture, repair, turn-in and replacement of furnishings, asset depreciation tracking, and inventory management, control and reconciliation. See Appendix D for eMH work order example.

Must establish separate accounts for each authorized agency and members as identified by the Housing Element Chief and maintain all transaction records in eMH to ensure an accurate depiction of AF furnishings assets.

Will use eMH to initiate an inventory review and conditions assessment and update the records to reconcile the inventory and provide COR a copy within 2 duty days of completion.

Must verify information is updated in the eMH Furnishings module with assistance from Unaccompanied Housing Managers, Airmen Dorm Leaders (ADLs) and respective facility managers.

Must use the Inventory Hand Receipt generated from eMH with all furnishings data issued to members. The Contractor must ensure the member signs the form for official records within 10 duty days of receipt. See Appendix E for eMH Inventory Hand Receipt example.

Will use eMH to maintain a back-order list for items that are not currently available and organize the list by item and date of request. The Contractor must revalidate back-order requirements monthly and purge the list of members who no longer have a requirement.

Must remove furnishings turned in for disposal from eMH inventory records using the make, model, and, when applicable, serial numbers.

Must ensure all personnel who use eMH are eligible and approved for access and are trained to use eMH Modules and processes. The Contractor may request training tools available in the eMH Training Module from the Contract Officer Representative (COR) until access is obtained. After access is obtained, the Contractor must complete training modules in eMH and provide the COR with titles of modules and completion dates. The Contractor must comply with the business rules outlining the mandatory use of all fields, components, and modules as defined in eMH.

Must complete additional training monthly via eMH Training Tools Module and provide certificate to COR no later than (NLT) the last duty day of each month. Contractor personnel with eMH accounts must complete at least one training each month in eMH.

1.4. FURNISHINGS MANAGEMENT. Furnishings management includes: inventory;

inventory/inspection reports; lost property reporting; item transactions and condition; long range planning; depreciation calculation and life expectancy; warehouse inventory; relocation and moves; customer requests; pick-up; delivery and assembly; excess furnishings identification;

furnishings labeling and bar coding; back-up stock management; upgrade and replacement planning; new furnishings recommendations; new furnishings inventory processing; minor furnishings repairs; refrigerant recovery and appliance disposal; warranty management and service.

1.4.1. FURNISHINGS LABELS. Labels will be affixed to all furnishings as described in eMH for accountability, life cycle management, and warranty. Labels will be hidden from view, for example, placed on the back of furnishings. The Contractor must ensure all serialized and non-serialized assets are barcoded and captured in eMH with detailed information to include stock item number, make, model, serial number (when applicable), date of purchase, cost, values, quantities, etc. Assets must be barcoded on receipt of delivery, when in the warehouse, and by attrition, upon pick-up and turn-in.

1.4.2. FURNISHING INVENTORIES. Buildings identified in Appendix B will be physically inventoried within 30 duty days of contract award and annually thereafter. Contractor will record inventory and document condition in eMH. Contractor must conduct and document an annual physical inventory and condition assessment of all furnishings under the management of FMS and identified in Appendix B and all FMS managed warehouses IAW the inventory schedule provided in Appendix F. The inventory will be current at all times. The Contractor will re-inventory all dormitories impacted by relocation and movement of furnishings within 30 calendar days. FMS must use eMH to initiate inventory review and condition assessment and shall update the records to reconcile the inventory. The Contractor will perform a semi-annual physical inventory of high value or pilferable items as defined in AFI 32-6000 and provide this to the COR NLT 31 Jan and 31 Jul each year. Within 2 duty days of completing a facilities annual inventory the Contractor will notify the COR of completion.

1.4.3. FURNISHINGS INVENTORY/INSPECTION REPORT. The Contractor must adjust and reconcile asset balances of all furnishings for each building (Appendix B) by comparing the listings received from facility managers to the inventory managed by FMS and captured in eMH.

The COR will provide the Contractor with a list of facility managers when changes occur. The Contractor will obtain the inventory and signature from the facility manager on AF Form 228 via eMH. If missing or damaged furniture is discovered, the Contractor will contact the respective facility manager. The Contractor will give the facility manager 5 duty days to locate the item(s).

If the item is not located, the Contractor will accomplish actions as referenced in paragraph 1.4.4.

1.4.4. FINANCIAL LIABILITY INVESTIGATION OF PROPERTY LOSS (MISSING OR

DAMAGED INVENTORY ITEMS). The Contractor will report to the COR after 5 duty days any item(s) that is (are) missing from inventory or damaged and provide the completed DD200 Financial Liability Investigation of Property Loss form found in eMH. For lost/damaged furnishings, the Contractor will monitor the progress of the lost or damaged item to conclusion.

Once all appropriate personnel have reviewed and signed DD Form 200, a copy will be provided to the Contractor by the COR.

1.4.4.1. CONDITION CODES.

Condition codes, as defined on AF Form 228:

Bent (BE): An otherwise straight surface that is not straight Broken (BR): Malfunction in the furniture’s operation such as a drawer doesn’t slide out easily Burned (BU): Burn marks such as charred/blackened surfaces Faded (FA): Easily noticeable fading/discoloration Gouged (GG): Large scratch Good (GO): No discrepancies Rusted (RU): An otherwise clean/shiny surface that has rust on it Scratched (SC): Easily noticeable scratch or scratches Soiled (SO): Stains or dirty appearance Chipped (CG): An otherwise continuous surface missing part of that surface Dented (DE): An otherwise continuous surface with an indentation New (NE): Un-used product Loose (LO): Non-secured/tightened Marred (MA): Disfigured or impaired appearance Rubbed (RB): Color smeared Torn (TR): An otherwise continuous piece of fabric/material that has been separated Worn Badly (WR): Appearance beyond normal wear and tear Cracked (ZC): An otherwise continuous surface that has been separated/cracked

1.4.5. TRACKING OF FURNISHINGS. Maintain a clear and defined transaction log of furnishings of each building listed in Appendix B in eMH. All furnishings transactions will be documented on the AF Form 228, Furnishings Condition and Custody Receipt, generated in eMH, reflecting total furnishings issued to each customer. Inventory must be updated when new furniture is received and when furniture is turned into the Defense Logistics Agency Disposition Services (DLADS) or otherwise removed from the inventory. Inventory must be updated when transferred from one dorm to another or upon gaining new furnishings. Master 228s will be provided to the COR within 10 duty days of movement or installation. These actions are in addition to the inventory required in paragraph 1.4.2., this ensures eMH and the master inventory list is always current,

1.4.6. CONTROL WAREHOUSE FURNISHINGS INVENTORY. Contractor must maintain 100% accountability and safeguarding of warehouse furnishings by performing and documenting inventory and condition reports of all furniture in the warehouse and any other locations designated in the future, (i.e., dormitories, off-base storage containers, or other storage areas on

GAFB as identified by the COR). The Warehouse Furnishings Inventory (an example is provided in Appendix H) will be completed via eMH within 30 calendar days after award of the contract and annually thereafter IAW paragraph 1.4.2.

1.4.7. CONTROL FURNISHINGS. The Contractor will perform furnishings pick-up and deliveries to include assembly of furniture items. The Contractor will ensure furnishings issued to customers are sufficient, in good repair, clean, and serviceable.

1.5. FIVE-YEAR LONG RANGE FURNISHINGS PLAN (5-YR PLAN). The Contractor will create, update, and maintain (current to date) the Five-Year Long Range Furnishings Plan in Appendix J (a government provided electronic document) for each building listed in Appendix B. The 5-Yr Plan projects and identifies annual furnishings requirements for the coming fiscal year and the next four fiscal years, by utilizing established furniture/appliance life-cycle guidance as outlined in AFI 32-6000 and current cost estimates accomplished via consumer research on the GSA Advantage website. The Contractor must provide 5-Year Plan to the COR by 30 September each year. The Contractor must update the 5-Yr Plan and submit an electronic copy to COR within ten (10) duty days when furnishings are placed into a dorm, replaced, removed, relocated, or turned-in to DLADS. The Contractor must update the master furnishings/appliance inventory data in eMH upon any inventory changes and submit a report to the COR. The Contractor must review the “Life Expectancy” listed in AFI 32-6000 and document the condition of furniture using condition codes listed under paragraph 1.4.4.1, during inventories to develop the 5-Yr Plan. Appendix J, 5-Year Plan by Building.

1.6. NEW FURNISHINGS REQUEST PROCEDURES. The Contractor will identify furnishing inventory deficiencies. Furnishing requests are required by the government to purchase a large amount of furnishings (an entire dorm) or smaller amounts such as back up stock. The Contractor must prepare and submit a furnishings request spreadsheet (a government provided electronic document) as listed in Appendix K and the furnishings replacement worksheet in Appendix L to request new furnishings for the current and upcoming fiscal year.

The Contractor must complete a separate Furnishings Request Spreadsheet for each building furnishings are being requested for and for each type of furniture being requested in that building (e.g., one worksheet for all case goods in a building, one for all electronics in a building, one for all mattresses in a building, etc.). The Contractor will request furnishings IAW furniture standards and allowances as outlined in current AFI 32-6000. The Contractor will submit the documents for the current fiscal year to the COR in the MHO electronically by 31 October each year (furnishings requests for fiscal year 23 will be provided to the COR by 31 October 2022).

The COR will validate the requirement and take action to purchase the requested furnishings.

The Contractor must be available to the COR, as defined in paragraph 1.2.1., to answer any applicable questions during the furnishings acquisition process.

1.7. REPAIR OR REPLACEMENT DECISION RECOMMENDATION. All furnishings managed by the Contractor must be input into eMH to ensure depreciation data for each item is current and accurate. The Contractor will utilize AFI 32-6000 to determine a repair or replacement recommendation. An item is uneconomical to repair when one-time repair costs exceed 75% of the current acquisition costs. Upon recommendation of FMS, the COR will make the determination of repair vs. replacement. If repairing is the decision, the Contractor will repair the item. If replacement is the decision, the COR will submit a work order to the Contractor to have the item turned in.

1.7.1. CALCULATION OF DEPRECIATION COST/ LIFE EXPECTANCY (YEARS).

Contractor will allocate straight line depreciation each year of the useful economic life of the asset according to the Furnishings/Appliance Life Cycle Guide, AFI 32-6000 and the Repair and Replacement Calculation Chart, Table 9.1.

1.8. FURNISHING MOVES. Contractor will remove and/or install furnishings in facilities as requested by the government. The Contractor must protect all furniture and building materials, to include flooring, existing within the space with industry approved protective coverings inclusive of craft paper, moving blankets and such type material. The contractor will not use any protective materials that will leave residual prints, outlines or images on furniture or buildings.

1.8.1. WORK ORDERS. The Contractor will only accept work orders (as defined in Appendix A) from the CORs (or on rare occasions from the CO). The COR will submit work orders via eMH when received from facility managers. In the event eMH is not working a hard copy work order will be provided to the Contractor and later entered into eMH via the COR, the Contractor will still be responsible to annotate and complete the work order in eMH. The COR will email the Contractor with the Task ID numbers when any work orders are entered into eMH. Within 5 duty days of each work order, the Contractor will repair, turn-in furniture to DLADS, accept turn-ins from customers, deliver, unpack, inspect, and/or assemble the furnishings and place them in the required location. The Contractor will exchange/replace individual work orders for mattresses, box springs, bed frames and refrigerators no later than the end of the next duty day and dispose of all refuse generated in conjunction with the work order. The Contractor must annotate eMH showing work order completion within 1 duty day of said completion. For deliveries, Contractor must transport, unpack, inspect, and assemble item(s) in desired location(s). For item pick-ups, Contractor must arrange a date and time with the customer, disassemble (if necessary), and transport item(s) to the FMS warehouse for inspection, repair or turn in. The COR may periodically distribute customer satisfaction surveys to assess contractor performance to include quality of work, timeliness, and professionalism of Contractor representative. A work order is a routine, day-to-day operation of FMS Services; a work order does not apply to Mass Moves, Emergency Moves or Disaster Response which will be accomplished via a Task Order.

1.8.2. FURNISHING PLACEMENT. The Contractor will place/position furnishings in dormitory living/sleeping areas and quad/twin day rooms in such a fashion that the occupant can use all items in the room. This means that all furnishings will be placed so that the occupant can fully open and close doors/drawers. Single twin and full beds will be placed so they do not obstruct bathroom entrance/exit, closets or walkways in the room and all bunk/loft beds will be placed in such a manor where occupant can still access one window at a minimum. Furnishings in facility-wide day rooms will be placed/positioned according to COR direction on a room-by-room basis. All furniture must be placed/positioned in such a fashion that the occupant can use all items in room. (e.g., wall lockers, dressers, nightstands, under-bed storage will be placed so that the occupant can fully open and close the doors/drawers; beds will be placed so that they do not obstruct bathroom entrance/exit, closets, or walkway areas within the room). Current furnishings authorizations are listed in Appendix M, furnishings authorizations may change in the future dependent upon the designated use for each dormitory building and feedback from facility managers.

1.8.3. MASS MOVES. The government will issue a Task Order signed by the CO for those moves involving large quantities of furniture. The contract pricing index will be used to determine the cost of these moves. This work will be completed upon issuance of a Task Order.

For mass moves (such as removing and replacing furnishings to facilitate renovation or dorm realignment), the contractor shall have twenty-one (21) duty days per task order to relocate furnishings to location specified in the Task Order. Included in the mass move is the processing of required documentation and forms to the COR, and receipt, storage, issue and turn-in of all furnishings involved.

The contract pricing index is the price per lot, where one lot is defined as the furnishings of 10 occupants, with a minimum number of four (4) lots (furnishings for 40 occupants) per Task Order. Lots (above the minimum number) may be ordered on a Task Order within the soft constraints set in the Order Limitations clause.

Under mass moves, the contractor will be responsible for moving furnishings out of one building and into another building. When furnishings are moved by the Contractor it is their responsibility to update eMH, perform all furnishings management actions and documentation, and prepare all applicable paperwork for DLADS. The Government will provide a minimum of 7 duty days advance notice to the COR and to the CO for all mass move requests so the Task Order can be created.

1.8.4. DELIVERY, INSTALLATION AND ASSEMBLY OF NEW FURNISHINGS. The government will issue a Task Order signed by the CO for furnishings deliveries including large quantities of furniture (e.g., when a new construction dorm or newly renovated dorm is receiving all new furnishings. The contract pricing index will be used to determine the cost of these tasks and work will be completed upon the issuance of a Task Order. The contractor will have four (4) duty days per lot to deliver, unpack, inspect, assemble, and place to customer specified location.

The contract pricing index is the price per lot, where one lot is defined as the furnishings of 10 occupants, with a minimum number of four (4) lots (furnishings for 40 occupants) per Task Order. Lots (above the minimum number) may be ordered on a Task Order within the soft constraints set in the Order Limitations clause.

Included in the delivery, installation and assembly of new furnishings is the processing of required documentation and forms to the COR, and receipt, storage, issue and turn-in of all furnishings involved. Typically, the government will require the vendor supplying new furnishings to remove old items, unpack, assemble, and install new items. In some cases, on the advice of the FMS contractor, an FMS work order may be issued to move small quantities of serviceable furnishings being replaced to the warehouse to be used for back-stock. When furnishings are moved by the FMS contractor, installed by a vendor/supplier, or removed by the vendor/supplier, the FMS contractor is responsible for updating eMH, performing all furnishings management actions and documentation, and preparing all applicable paperwork for DLADS.

The COR will notify the Contractor of new furnishings delivery dates when scheduled and provide the Contractor with specific information about model, cost, manufacturer, etc. so eMH can be updated. All cardboard trash associated with new furnishings will be disposed of in approved cardboard dumpsters, all other trash will be disposed of in designated dumpster located in the CE yard or other area as designated by the COR.

1.8.5. EMERGENCY MOVES AND DISASTER RESPONSE.

1.8.5.1. The Contractor may be required to support an activation or exercise of contingency plans outside the normal hours of operation described in paragraph 4.4.; including, but not limited to, structural fire, accidents, rescue operations, civil disturbances, military alerts, buildings/warehouses that cannot be secured, etc.

1.8.5.2. Emergency Moves occur when the Contractor is required to provide immediate service to fewer than five rooms. When an Emergency Move occurs, the Contractor must remove/install all necessary furnishings within one calendar day of notification.

1.8.5.3. Disaster Responses occur when the Contractor is required to provide immediate service to five or more rooms. When a Disaster Response occurs, the Contractor shall have 14 calendar days per dormitory to deliver, unpack, inspect, assemble, and place or relocate all necessary furnishings.

1.8.5.4. Emergency Moves and Disaster Response work will be completed upon issuance of a Task Order by the CO.

1.8.5.5. When timely completion of Emergency Moves or Disaster Response requires the Contractor to work extended service hours that direction shall be provided by the CO only.

1.9. EXCESS FURNISHINGS CONTROL. The Contractor will manage, identify, and report excess furnishings, on DD Form 1348-1A. The Contractor will forward completed DD Form 1348-1A to the COR. If the COR approves the turn in, a work order will be sent to the Contractor. The Contractor will contact 17LRS, Materiel Management Flight to coordinate turn-in/delivery of unserviceable and or excess government owned furniture. These items are required to be transferred/shipped to the DLADS or another method approved in the future. The Contractor will contact the Materiel Management Representative to schedule a date and time for furnishings drop off and the location for drop off. The Contractor will deliver turn-in assets to the Materiel Management Representative. The Representative will sign the DD Form 1348-1A.

Contractor must retain the original for the life of the contract and provide the COR a copy within 1 duty day of the transfer. Upon expiration of the contract the forms will be turned over to the COR. The Contractor will forward copies of DD Forms 1348-A1 to the COR monthly. A DLADS facility is located on GAFB for turn-in of excess furnishings.

1.10. BACK-UP STOCK. Back up stock is required to replace unserviceable furnishings during the work order process. For example, a work order is requested to repair a broken chair and the chair cannot be repaired, back-up stock will be used to replace the chair. The Contractor must recommend and prepare a quarterly plan which identifies back-up stock to replace unserviceable furniture. IAW DODR 4145-19-R-1 and AFI 32-6000, a max of 3% of the total authorized inventory is allowed. Back up stock must be reviewed and requested quarterly; new furniture requirements will be identified to the COR by the last day of each quarter. Both the Furnishings

Request Spreadsheet and Furnishings Request Worksheet (Appendix K and L) are required in approved electronic format.

1.11. MINOR MAINTENANCE AND REPAIR. When identified by the COR by work order or Contractor during routine performance of services, the Contractor will perform maintenance and repair on furnishings. The Contractor will notify the COR of any parts needed to accomplish minor repairs, these items will be identified on the quarterly back stock furnishings request and will be purchased by the Government. Minor repairs will be completed within 5 duty days. The Contractor will coordinate the purchase of parts necessary to perform maintenance and repair in advance with the COR. Contractor will perform minor repair of furnishings to include but not limited to replacing light bulbs in issued furnishings including ovens and refrigerators, replacing hinges, doors on cabinets, drawer handles, latches, furniture legs, chair arms, drawers and legs on bed frames (to include “aftermarket” modifications), refrigerator seals, touch-up and cosmetic repair of finished surfaces, tighten or replace loose screws, brackets, nuts and bolts, replace missing/broken parts, replacement cords, plugs, draperies, window blind repair, window shade repair, switch repair/replacement, belts, vacuum bags, vacuum brushes, shade holder on lamps, minor re-gluing and bracing of loose joints.

1.12. REFRIGERANT RECOVERY AND DISPOSAL OF REFRIGERATORS. The Contractor will properly recover and dispose of all refrigerants and oils from refrigerators at the end of their life cycle, when uneconomical to repair, or otherwise determined to need disposal, IAW AFMAN 32-7089, Refrigerant Management Program and all federal, AF, state, and local laws and regulations. Numbers of refrigerators are identified on the 5-Year Plan by Building (Appendix J).

1.12.1. DOCUMENTATION. The Contractor will use DLADS Form 2016 Refrigerant Removal Verification Statement and an Excel spreadsheet to record each refrigerator being disposed of and include the following: make, model, serial number, refrigerant type, refrigerant amount, date of entry into inventory and date of removal from inventory.

1.12.2. DISPOSAL. Within 1 duty day of the refrigerant and oil being recovered, the Contractor will electronically submit all required documentation to the COR. According to DLADS current process, an appliance is ready for turn-in when an appropriate Qualified Recycling Account Number has been provided on all turn-in documents. The COR will contact the 17th Civil Engineer Squadron Environmental Flight (17 CES/CEIE) to obtain the appropriate account number. The Contractor is responsible for disposal of refrigerant and oils. 17 CES/CEIE procedures are:

1.12.2.1. Oils (NOT REFRIGERANT) removed while physically on GAFB must be placed in a drum for collection by the GAFB contracted oil recycler.

1.12.2.2. Refrigerant removed via refrigerant removal equipment while physically on GAFB will be transported off GAFB and taken to a local recycler. Any funds generated by that recycling effort must be returned to 17 CES/CEIE.

1.12.2.3. These requirements stand regardless of whether the Contractor is certified to remove refrigerants and oils or if they hire someone to perform the service for them.

1.12.2.4. The Contractor will provide a “Contractor’s Environmental Reporting Log” each month. This report contains all info regarding refrigerant and oils; once received from the Contractor 17 CES/CEIE will enter data into APIMS.

1.13. WARRANTY DATA/REPLACEMENT. The Contractor will exercise all furnishings warranties on items under this contract. The Contractor will obtain and maintain all warranty documentation from the manufacturer for all newly received furniture and appliances. The Contractor will record warranty data for existing furniture and maintain in eMH for quick reference under the comments section of the applicable item. Warranty data will also be maintained by inserting information onto an AF Form 4302, Appliance Warranty; listing make/model, warranty expiration date, serial number, and date of purchase. Affix the AF Form 4302 to the back of each appliance. The Contractor will initiate and follow up on all warranty repair work performed by manufacturer to ensure the item is functional and report any concerns to the COR. Only the COR may authorize final acceptance and inspection of items repaired under warranty. IAW paragraph 1.7, the Contractor will be responsible for the installation of replacement parts where the manufacturer’s warranty does not provide for installations. This will also include maintaining adequate back up stock for parts not covered under manufacturer’s warranty pursuant to paragraph 1.6.

1.14. CHANGES WITHIN SCOPE OF WORK. When changes in the scope of work are necessary due to addition or deletion of occupant capacity the following formula will be used to determine a revised cost.

1.14.1. ADD OCCUPANCY. When adding occupant capacity (new dormitory) the maximum occupant capacity of the dormitory will be multiplied by the COST PER OCCUPANT that is current at that time. That additional amount will be added to the annual cost and then divided by the number of months remaining in that contract option year.

EXAMPLE: One new dormitory with a maximum occupancy of 100 is brought on-line.

100 occupants $52.50 cost per occupant $5250.00 total annual cost for new dorm will be added to annual cost 10 months remaining on current contract option year $525.00 increase in monthly CLIN cost for 10 months remaining

1.14.2 REDUCE OCCUPANCY. When reducing occupancy, the same formula will be used except that the amount(s) will be reduced from the monthly CLIN cost.

1.14.3 CONTRACT MODIFICATION. Any changes in scope will be completed via contract modification, bi-lateral in nature, and must have consent of both the Government and the Contractor.

1.15. KEY CONTROL. The Contractor will contact the appropriate facility manager for access to dormitories in conjunction with work orders or any type of furniture movement. The COR will provide a list of Facility Managers. The Contractor will sign keys out through facility managers and must return keys NLT 1600 that same day. No keys issued to the Contractor by the Government will be duplicated. The Contractor must establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. The Contractor will develop procedures covering key control that shall be included in the Quality Control Plan (QCP). Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor must immediately report any occurrences of lost or duplicate keys/key cards to the CO and the COR. The Contractor will prohibit the use of Government issued keys by any persons other than the Contractor’s employees. The Contractor will prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas or personnel authorized entrance by the CO.

1.16. LOST KEYS. Lost keys will be reported to the COR and CO within 24 hours. In the event keys are lost or duplicated, the Contractor will be responsible for the total cost of re-keying or the replacement of the lock or locks by the Government. The cost of re-keying or replacement shall be deducted from the contract price, by modification, at the conclusion of each option year.

1.17. TRANSITION IN. A transition shall ensure minimal disruption to vital Government business. The Contractor will ensure there will be no service degradation during and after transition. The Contractor will propose a draft transition plan and present a finalized transition plan for the migration of data and operations within 5 duty days after award.

1.18. TRANSITION OUT. The transition-out plan shall facilitate the accomplishment of a smooth transition from the incumbent to an incoming contractor or government personnel at the expiration of the contract. The Contractor will provide a transition-out plan NLT 90 days prior to expiration of the contract. The Contractor will identify how it will coordinate with the incoming contractor and/or Government personnel to transfer knowledge regarding the following:

Furnishings management data and documentation Incumbent Contractor to incoming contractor coordination Actions required of the Government

2. SERVICE DELIVERY SUMMARY. The contract service requirements are summarized in performance objectives that relate directly to successful mission accomplishment. The performance threshold briefly describes the minimally acceptable levels of service that is essential for each requirement. The Services Summary (SS) and the Contractor’s QCP provide information on contract requirements, the expected level of Contractor performance, and the expected method of government validation 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 Items, Inspection/Acceptance, will be used to remedy all deficiencies. During the initial 30 days of the contract, two additional errors shall be allowed in each Performance Objective in an effort to identify normal phase-in problems.

Performance Objective PWS Para Performance Threshold SS-1 eMH (DoD approved database) Utilize eMH for all operations and inventory management

1.3.

No more than 1 discrepancy per month.

SS-2 Furnishings Labels Affix labels as described in eMH for accountability, life cycle management and warranty.

1.4.1.

No more than 2 missing or improperly placed labels or labels with missing or incorrect information per month.

SS-3 Annual Physical Inventory Conduct and document an annual physical inventory and condition assessment of all furnishings.

1.4.2.

100% accurate, 100% on time.

Initial inventory must be 100% complete within 30 days of contract start and annually thereafter.

SS-4 Conduct Semi-Annual Pilferable Item Inventory Conduct and document inventory of pilferable items.

1.4.2.

Initial inventory must be 100% complete within 30 days of contract start and semi-annually thereafter.

SS-5 Furnishings Inventory and Inspection Report Adjust and reconcile asset balances of all furnishings.

1.4.3.

No more than 2 discrepancies per month.

SS-6 Financial Liability Investigations Provide completed DD200 Financial Liability Investigation of Property Loss forms as required.

1.4.4.

Performance Objective PWS Para Performance Threshold SS-7 Track Furnishings Maintain a clear and defined transaction log of furnishings.

1.4.5.

month.

SS-8 Control Warehouse Inventory Maintain accountability and safeguarding of warehouse furnishings, provide condition/inventory reports and log in eMH in a timely manner.

1.4.6.

SS-9 Control Furnishings Perform furnishings pick-up and delivery to include assembly of furniture items.

1.4.7.

SS-10 Five-Year Long Range Furniture Plan

1.5.

No more than 2 discrepancies (e.g.

cost, quantity, life cycle, etc.) per submittal.

Create, update and maintain (current to date) the Five-Year Long Range Furnishings Plan.

SS-11 New Furnishings Request (Current Year) Identify furnishing inventory deficiencies and request new

1.6.

No more than 1 discrepancy (estimated cost, quantity, type of furnishings, etc.) per submittal.

SS-12 Recommend Repair or Replacement Determine repair or replacement recommendation for damaged/broken

1.7.

SS-13 Depreciation of Assets Allocate straight line depreciation each year of the useful economic life of the asset.

1.7.1.

No more than 2 discrepancies (missing inventory data) per month.

SS-14 Furnishings Moves Remove and/or install furniture in facilities as requested by the Government

1.8.

month

SS-15 Work Orders Check and complete work orders in specified timeframe via eMH.

1.8.1.

month.

SS-16 Furniture Placement Place or position furnishings in dormitory living/sleeping areas and quad/twin day rooms to ensure occupant access to all drawers/doors and at least one window is accessible.

1.8.2.

Performance Objective PWS Para Performance Threshold SS-17 Mass Moves Complete mass move task orders within specified timeframes including the processing of required documentation and forms to the COR, receipt, storage, issue and turn-in of all furnishings involved.

1.8.3.

100% complete within the allotted time of 30 duty daytime-frame.

SS-18 Excess Furniture Control Identify excess furnishings and notify COR in specified timeframe, complete all applicable paperwork to ensure proper disposal of items and annotate eMH in prescribed timeframes.

1.9.

SS-19 Backstock Ensure on-hand items do not exceed maximum 3% authorized for any furnishings item and notify COR IAW specified timeframe of needed backstock items.

1.10.

quarter.

SS-20 Refrigerator Fluid/Oil Recovery and Disposal.

Recover fluid and oil from unserviceable refrigerators IAW prescribed terms, provide required documentation within specified timeframe and dispose of any scrap metal appropriately.

1.12.

1.12.1 1.12.2 1.12.3 1.12.4

100% accurate, 100% on-time.

SS-21 Removed Parts/Salvageable Materials Dispose of items determined to be non-repairable as well as any scrap material.

3.2.

3.2.1.

3.2.2.

No more than 3 discrepancies per

SS-22 Reserved

2.1. QUALITY MANAGEMENT SYSTEM (QMS). The Contractor will develop, submit for CO approval, and maintain a QMS to ensure services provided by FMS are performed IAW established commercial standards. The Contractor will develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum, the Contractor will develop control procedures to ensure compliance with requirements in paragraph 2, Service Delivery Summary.

2.1.1. In order to meet the government’s quality requirements, a Contractor’s QMS should be robust enough and resourced adequately to execute four key quality functions:

1. Detection of quality program problems and defects

2. Identification of root causes for quality related problems/defects

3. Correction of root causes related to detected problems/defects

4. Follow-up to ensure quality related problems/defects do not recur

Furthermore, a mature QMS requires the contractor be the proactive party on quality issues. The goal is to obtain performance reflective of continuous improvement with no reliance on COR’s surveillance to detect problems/defects, determine root causes, or ensure quality related problems/defects do not recur. The QCP is the part of contractor’s QMS that meets the “detection” function requirement and defines the type, number, acceptable quality limit (AQLS), and frequency of quality assurance/control inspections planned by the contractor to meet the quality requirements of the AF as identified by the functional/technical activity requiring the contracted services.

2.1.2. Upon request of CO or COR the contractor will provide the results of QMS and QCP reviews.

2.2. QUALITY ASSURANCE PERSONNEL. The CO will appoint a primary and alternate CORs for contract oversight and to assess the Contractor's performance. The identity, title, and authority of this representative will be provided in writing to the Contractor after contract award.

2.2.1. GOVERNMENT QUALITY ASSURANCE. The Government shall inspect and evaluate the Contractor’s performance to ensure services are received IAW requirements set forth in this PWS. The COR will 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.

2.2.1.1. UNACCEPTABLE PERFORMANCE. When the Contractor’s performance is deemed unacceptable, either by COR Surveillance or validated customer complaint, the COR will determine…