Attachment 13 - CLS 200 UPH Management Operation_12 Apr 22.docx

Attachment 01

Unaccompanied Housing Management Operation

11 May, 2021

Table of Contents

1.0 General Information.

1.1 Overview. The Contractor shall provide asset management of the Unaccompanied Housing (UPH) programs and services on Dugway Proving Ground (DPG). The Contractor shall maintain entry logs and comply with all physical security measures for all UH buildings and warehouse that are in controlled areas with highly pilferable items. Manage installation utilization policies and programs to cover Unaccompanied Personnel Housing (UPH) (Junior Enlisted, Junior Noncommissioned Officer, Senior Enlisted, and Officers’ Quarters). Includes development of assignment procedures to maximize use of all UPH, and implementation of internal control procedures. Also includes all activities associated with the authorization, provision, and management of furnishings and equipment in installation UPH.

1.2 Performance Update Meetings. The Contractor shall provide performance update meetings on a weekly basis, unless cancelled by the Government. These update meetings shall provide metrics on meeting contract performance requirements to the Government including status of work being performed and any issues completing work or meeting contract performance. There shall be data indicating performance in Unaccompanied Personnel Housing (UPH) repairs, service order completion, service order backlog, and other information. Specific meeting information will be discussed with the Contractor.

2.0 Description of Services.

2.1. Property Accountability.

2.1.1 Document Government Property. The Contractor shall prepare for service members (SM) signature, a DD Form 1131 (Cash Collection Voucher), DD Form 362 (Statement of Charges/Cash Collection Voucher), or DD Form 200 (Financial Liability Investigation Property Loss), as prescribed by AR 735-5 Property Accountability Policies. These documents are required to account for lost, damaged or destroyed Government property, and shall be completed by the Contractor within one (1) working day of UH termination or to collect monies owed the Government for cleaning, rent, etc.

2.1.2 Requested Data. Provide the COR and AHO with data necessary to support the UH budgets within five (5) working days of request by the COR.

2.2 Furnishings Management.

2.2.1 Personnel Furnishings. The Contractor shall, IAW AR 420-1 and DA PAM 710-2-1, Using Unit Supply System, request, store, issue, turn-in, indicate with approved markings, transport, transfers and account for all UPH Fixture, Furniture, and Equipment (FFE). The Contractor shall provide monthly furniture status reports to the Contracting Officer (KO) and the AHO. The Contractor shall submit an operating plan for furnishings management to the KO for approval thirty (30) days after contract start date. The FMO is responsible for all furnishing operation and is required to utilize ArMA or Enterprise Military Housing (eMH) furnishing module.

2.2.2 Property List. The Contractor shall maintain expendable and non-expendable property lists. The Contractor shall also include all expendable and non-expendable furnishing items costing less than $2,500 in the eMH inventories regardless of cost. The Contractor shall maintain separate hand receipt files (DA Forms 2062, Hand Receipt/Annex Number) for UPH furnishings. UPH FFE shall be stored separately and issued on a first-in-first-out basis. The Contractor shall account for all property issued and turned in on a hand receipt (which are tracked in ArMA and eMH).

2.2.3 Furniture Accountability. The Contractor shall sub-hand receipt to each individual, all necessary FFE and appropriate for authorized living space IAW CTA 50-909, Field Garrison Furnishings and Equipment. The Contractor shall retain the hand receipt in the Contractor's Furnishings Management Office. FFE shall be placed in rooms to accommodate designated SM(s). SMs will be held responsible for all FFE contained in the room within their assigned space. Personnel in Grade E-5 shall be held responsible for FFE when they are the sole occupant.

2.2.3.1 Furniture Delivery. The Contractor shall deliver furniture to the barracks, assemble furniture; pick up unserviceable furniture and turn in to DLA or MWR, separate furniture in the warehouses by AFH and UPH, barcode new furniture, update hand receipts, initiate turn in, and issue documents to include, but not limited to, DLA documents, turn in documents, and statement of charges. The Contractor shall report the furnishing services in the eMH Furnishing Module and update as required for accuracy. The Contractor shall be responsible for providing qualified personnel, equipment, vehicles, tools, materials, supervision, customer service, and any other items necessary to perform furniture delivery.

2.2.4 Annual Inventory. The Contractor shall conduct an annual inventory IAW AR 420-1, AR 735-5 and DA PAM 710-2-1 each year, which shall be coordinated with the Property Book Officer (PBO). The Contractor shall maintain the Furnishing Management Module of eMH and/or ArMA. The Contractor shall maintain accurate and current records of property usage in eMH and/or ArMA as a basis for developing experience factors. The Contractor shall, IAW AR 735-5, reimburse the Government for all Government property lost, damaged, or stolen while in the control of the Contractor. The Contractor shall coordinate with the unit and the PBO to complete the annual furniture accountability inventory.

2.2.4.1 Lost or Damaged Furniture. All lost or damaged furniture will be reported and reconciled for discrepancies in the furnishing module of eMH and/or ArMA. The Contractor shall ensure accuracy in eMH, e.g., all serial numbered items are accounted, discrepancies noted, and adjustments made if necessary, in order to match the balance with the actual inventory count.

2.2.5 Replacement Schedule. The Contractor shall maintain data on the age of FFE on hand and develop a replacement schedule based on life expectancy standards. The Contractor shall submit this plan, along with updated current replacement costs, to the KO annually by 1 February. The Contractor shall coordinate with the Army Housing Manager or their representative for all replacement furnishings at least fourteen (14) months prior to benefit of occupancy date. The Contractor shall provide a furniture order form from the US Army Corps of Engineers Huntsville Center Furnishing program (HNC) with the required furnishings authorized.

2.3 UPH Management.

2.3.1 UPH General. Contractor shall process track all data using ArMA and the enterprise Military Housing (eMH) database 'Utilization as configured (current use). Available barracks inventory does not include blocked beds in repair, under renovation, flagged for deletion, or diverted. Permanent Party (PP) UPH including the following Category Codes: 72111 (PP) UH, Junior Enlisted & Junior NCO, 72112 Warrior Transition Unit UH, 72170 (PP) UH Senior NCO, and 72410 (PP) UH Officer. Collection Method:

2.3.2 Element A: Days occupied for PP UPH (assigned bed spaces times the number of days in the quarter).

2.3.3 Element B: Days available for PP UPH (available bed spaces times number of days in the quarter).

2.4 Assignments and Termination (A&T). The Contractor, in a prompt, professional, and courteous manner, shall perform the administrative and clerical duties necessary for the A&T of Army Housing. The average number of A&Ts occurring the past five (5) years is (109 assignments) (Termination 110) per year. Refer to TE-WWW for listing of housing units.

2.4.1 Perform A&T Tasks. Perform A&T tasks IAW DOD 4165.63-M DOD Housing Management; AR 420-1; DA PAM 420-1-1 Housing Management; DPG Policy 420-1-3 Housing Management; and established local policies and procedures. These tasks shall include, but not be limited to, maintenance of housing and resident files, preparation of Housing Reports, typing and reception duties, use of ADP equipment as necessary for the administration of the A&T process.

2.4.2 A&T Reports. Prepare and submit A&T reports to the COR monthly outlining inspections/services performed. The reports shall be submitted by the 5th of the month for the preceding month's activities. Refer to Deliverable 6.081 guidance.

2.4.3 ArMA, GFEBS and Enterprise Military Housing (eMH) System. Use ArMA, GFEBS and the Enterprise Military Housing (eMH) system [or other approved system (in writing by the KO via the COR and Army Housing Officer (AHO) for the tracking of various information, to include but not limited to, assignments and terminations for all housing administrative operations. Contractor access to ArMA, GFEBS and the eMH system shall be coordinated thru the DPG AHO via the COR and completed no later than end of the phase in period.

2.4.4 Visitors. N/A

2.4.5 Exception to Policy (ETP). Perform housing assignments (e.g. type and size) IAW DPG Policy 420-1-3 Housing Management. The Contractor shall obtain an Exception to Policy (ETP) in writing from the AHO via the Garrison Manager if a variance to this requirement is requested. A copy of the ETP shall be maintained in the resident's file.

2.4.6 Assignment Orders. Interview applicants for housing assignment and make recommendations regarding housing assignments to the AHO. The Contractor shall coordinate applicant’s needs (e.g., furniture, number of keys, etc.) based on results of the interview. The Contractor shall ensure that UH assignments (to include Assignment Orders for the AHO's signature) are completed NLT one (1) day after the interview.

2.4.7 Orientation/Orientation Records. AHO personnel shall conduct resident orientation, maintain the records of resident orientation attendance and provide the attendance roster to the AHO via COR monthly NLT five (5) days after end of the month. Ensure that a copy of attendance record is including in the occupant files.

2.4.8 Occupant Files. Administrative correspondences and maintain housing occupant information on military / civilian personnel to include, but not limited to, legal name, number of dependents, social security number, rank, work phone number, home phone number, quarters number, Military unit (if applicable), and employer IAW AR 420-1, AR 25-22 AR 25-400-2, DA PAM 420-1-1, and DOD Manual 4165.63-M. All Personally Identifiable Information (PII) shall be maintained IAW Department of Defense Directive (DoDD) 5400.11 DoD Privacy and Civil Liberties Programs; AR 25-22 The Army Privacy Program.

2.4.9 Wait List. Prepare and maintain a current and accurate wait list in eMH IAW AR 420-1, AR 25-22, AR 25-400-2, DA PAM 420-1-1, and DOD Manual 4165.63-M. Wait lists shall be submitted to the AHO through the COR within one (1) day of any changes to the wait list. Upon approval of the submitted wait list by the AHO through the COR, the Contractor shall prominently display in a public area at the housing office the approved waiting list. The wait list shall include as a minimum, the individual's name and eligibility date. Refer to Deliverable 6.082 for guidance.

2.4.10 Vacancies. Maintain current and accurate records of projected and anticipated vacancies IAW AR 420-1, AR 25-22, AR 25-400-2, DA PAM 420-1-1, and DOD Manual 4165.63-M. The Contractor shall coordinate as necessary for the pre-termination inspections, assignment showing, cleaning, and maintenance of all Unaccompanied Housing Quarters. The Contractor shall submit a weekly Vacancy report to the AHO via the COR NLT COB the first (1st) day of the work week. Refer to Deliverable 6.083 for guidance.

2.5 Maintenance Requirements.

2.5.1 UPH Units. The Contractor shall inspect, repair, replace including, but not limited to (unserviceable items/installed equipment, as required), and perform maintenance on UPH units. This includes, but is not limited to, interior and exterior components (e.g. storage units, carports, fences, rain gutters, landscape maintenance, etc.). Dwelling Units (DUs) shall be maintained in a serviceable condition. New components shall match or exceed existing components both in texture, manufacture, and quality. PM associated with internal components shall be accomplished in conjunction with COM. All scheduled work by various shops shall be accomplished at the same time for minimal disruption to occupants. If the Contractor responds to an urgent or routine service order, the Contractor may perform the PM work in conjunction with the urgent request.

2.5.2 Inspections/Services Performed. Prepare and submit a report to the COR outlining all inspections/services performed on UPH units within fifteen (15) days after completion of services. TE DDD, Deliverable 6.085 for guidance.

2.5.3 PM Checklist. Perform PM using a checklist that addresses all applicable items as required per TM 5-610. The Checklist shall be provided NLT five (5) days after completion of the PM. The Government reserves the right to alter the checklist to meet installation needs for required maintenance. Refer to Deliverable 6.086 for guidance.

2.5.4 Batteries. Replace batteries in UPH building smoke and/or carbon monoxide detectors no less than once annually. Schedule and track battery replacement and provide information to the Government when requested.

2.5.5 Provide Notice. Provide a four (4) hours notice to the DU residence prior to the Contractor's intent to perform other than emergency work that’s required.

2.5.6 Un-Able to Access the DU. If the Contractor is not able to access the DU, the Contractor shall affix a "Not at Home Notice" to the front door notifying the resident of the process to follow in order to reschedule the visit. If the resident has not rescheduled the visit within twenty-four (24) hours, the Contractor shall notify the AHO and the COR in writing NLT COB (following the twenty-four (24) hours allotted to the resident) for guidance as to how to proceed.

2.5.7 Copy of Notice. Provide a copy of the Not at Home Notice to the AHO and COR by COB the day of non-availability of the resident. Refer to Deliverable 6.087 for guidance.

2.6 Appliances.

2.6.1 The Contractor shall procure, upon approval by the KO via the COR, appliances required for emergency replacement or life-cycle replacement for Unaccompanied Personnel Housing. Anti-tip devices shall be installed during installation of the appliance. Appliances and furnishings shall be tracked via eMH furnishings module and have legible eMH produced barcodes affixed to the furniture/appliance. Lost, missing, or damaged barcodes shall be replaced within twenty-four (24) hours of identification.

2.6.2 Procure for UPH Units as required by the KO via the COR and the AHO. New appliances shall be compliant with FAR 23.103 and AR 420-1. Ensure that appliance assemblies and components for replacement purposes are designed for the same service as existing. The Contractor shall coordinate with the Property Book Office for the accountability of the appliances as Government property. Annual estimated replacements are identified in TE-EEE.

2.6.3 Repair laundry washers and dryers in unaccompanied personnel housing listed in TE-EEE as service orders are identified. Machines that are no longer economically functional or serviceable shall be replaced by DPW Furnishings Management.

2.7 Change Of Occupancy Maintenance (COM).

2.7.1 The Contractor shall accomplish COM for the UPH units. COM inspections shall be accomplished jointly by the AHO via the COR.

2.7.2 Inspection Process. Initiate the COM inspection process NLT one (1) day after a unit has been cleared and/or rental agreement has been terminated.

2.7.3 Joint Inspection. NLT COB seven (7) working days after the joint COM inspection, the Contractor shall provide (on the inspection checklist) their proposal for level of effort required for completion of COM work. If the Contractor's proposal exceeds seven (7) working days to complete the COM work, written approval from the KO via the COR and AHO shall be obtained prior to commencing work.

2.7.4 COM Approval. In no case, shall the COM exceed the congressionally-approved limit per housing unit IAW AR 420-1. All COMs will have a DA Form 4283 prepared by the contractor and approved KO via the COR and must be signed by the Director of Public Works before work can commence. The amount expended per unit for COM related work shall be tracked and maintained by the Contractor and readily available (in the housing unit file) upon request by the AHO, COR, and/or other Government authorized individual (e.g. KO, Army or other DOD Audit Agencies, Garrison Manager, etc.).

2.7.5 COM Cost Report. Prepare and submit a detailed COM Cost Report NLT the 5th day of every month for activities occurring during the previous month. Refer to Deliverable 6.088 for guidance.

2.8 Housing Occupant Damages.

2.8.1 The Contactor shall provide an immediate cost estimate of damages made (beyond fair wear and tear) to Government property by the resident(s), his or her guest, and / or pet(s). Upon inspection of either UPH quarters, where damages are noted by a joint termination inspection by the Government & occupant, the result of this inspection shall be provided to the KO via the COR for processing by the AHO and Resource Management Office.

2.8.2 Repairs to Army Unaccompanied Personnel Housing shall be completed ahead of other competing DMOs. The average completion time for Housing DMOs shall not exceed fifteen (15) days.

3.0 Regulations.

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

a. Title 10 USC 2775

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

c. Federal Acquisition Regulation, Part 46, Quality Assurance

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

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

f. CTA 50-909, Common Table of Allowance

g. CTA 50-970

h. AR 420-1