Attachment 14 - CLS 201 AFH Management Operation_12 Apr 22.docx

Attachment 02

Army Family Housing Management Operation

11 May , 2021

Attachment 02 - CLS 201 Army Family Housing Management Operation PWS

Table of Contents

General Information.

1.1 Overview. Manage installation utilization policies and programs to cover Army Family Housing (AFH). Includes development of assignment procedures to maximize use of all AFH and implementation of internal control procedures. The Contractor shall provide asset management of the AFH programs and services on Dugway Proving Ground (DPG). The Contractor shall maintain entry logs and comply with all physical security measures for all AFH buildings and warehouses that are in controlled areas.

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 AFH repairs, service order completion, service order backlog, and other information. Specific meeting information will be discussed with the Contractor.

Description of Services.

2.1 AFH Management

2.1.1 Contractor shall produce, utilize and track all data. Contractor shall track all data using ArMA and the enterprise Military Housing (eMH) database 'Utilization as configured (current use)' and other government systems identified by the KO.

2.2 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.

2.2.1 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.

2.2.2 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 TE-DDD, Deliverable 6.081 guidance.

2.2.3 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 the eMH system shall be coordinated thru the DPG AHO via the COR and completed no later than end of the phase in period.

2.2.4 Visitors. N/A

2.2.5 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.

2.2.6 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.

2.2.7 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.

2.2.8 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.

2.2.9 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 waiting lists shall include as a minimum, the individual's name and eligibility date. Refer to TE-DDD, Deliverable 6.082 for guidance.

2.2.10 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 day of the work week. Refer to TE-DDD, Deliverable 6.083 for guidance.

2.3 Maintenance Requirements.

2.3.1 The Contractor shall inspect, repair, replace. The Contractor shall inspect, repair or replace items including, but not limited to (unserviceable items/installed equipment, as required), and perform maintenance on AFH units. This includes, but is not limited to, interior and exterior components (e.g. storage units, carports, fences, rain gutters, 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.

2.3.2 Prepare & Submit. Prepare and submit a detailed Cost Report NLT fifth (5th) day of every month for activities occurring the previous month by housing unit. Refer to TE-DDD, Deliverable 6.084 for guidance.

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

2.3.4 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 TE-DDD, Deliverable 6.086 for guidance.

2.3.5 Replace batteries. Replace batteries in AFH 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.

2.3.6 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.

2.3.7 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.

2.3.8 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 TE-DDD, Deliverable 6.087 for guidance.

2.4 Appliances. Appliances in AFH are: Dishwasher, Range, Refrigerator.

2.4.1 The Contractor shall procure Appliances. The Contractor shall procure, upon approval by the KO via the COR, appliances required for emergency replacement or life-cycle replacement for AFH in TE-DDD. New appliances shall be compliant with FAR 23.103 and AR 420-1. 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-DDD.

2.5 Change Of Occupancy Maintenance (COM).

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

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

2.5.3 Joint Inspection. NLT COB the day of COM joint 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.

2.5.4 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.).

2.5.5 COM Cost Report. Prepare and submit a detailed COM Cost Report NLT the fifth (5th) day of every month for activities occurring during the previous month. Refer to PWS annex A, 6.088 for deliverable guidance.

2.6 Housing Occupant Damages.

2.6.1 The Contactor shall provide an estimated cost. The Contractor shall procide an estimated cost 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 AFH 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.

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

2.7 Property Accountability.

2.7.1 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.

2.7.2 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.

2.8 Self-Help Program. The Contractor shall furnish all labor, equipment, transportation, supervision, and materials (except as specified herein) necessary to operate the Family Housing Self-Help Center. The contractor Shall do the following

2.8.1 Operating and Staff. Operate and staff the Self-Help Store during the following hours:

· Monday and Tuesday 2:00 p.m. to 7:00 p.m.

· Wednesdays through Saturdays 9:00 a.m. to 7:00 p.m. (closed from 1:00 p.m. to 2:00 p.m. for lunch)

· Inclement weather may require the Center's hours to be adjusted and may be accomplished by written approval by the KO as needed.

2.8.2 Issue Items. Issue those items listed in TE-ZZZ to Family Housing residents as needed. The Contractor shall also inform the resident of the twenty-four (24) hour turn-around time (except for returns due on Sundays and holidays) of the items issued to them. The Contractor shall notify the COR in writing NLT one (1) business day in cases where housing resident does not comply with the turn-around time.

2.8.3 Inventory List. Prepare and submit a Self Help Store Stock List Inventory Report to the COR NLT sixty (60) days after start of the phase-in period award and quarterly by the 5th of the month following the preceding quarter. Refer to TE-DDD, Deliverable 6.093 for guidance.

2.8.4 Inspect, Repair, Replace, & Maintain. Inspect, repair, replace, and maintain Self Help equipment IAW manufacturer specifications and recommendations.

2.8.5 Visitors Log. Log all visitors to the Self-Help Store into eMH and maintain a list indicating the need and purpose of visit; visitor's name and contact information; and total number of visitors per day. Listing shall be provided NLT COB last work day of the month. Refer to TE-DDD, Deliverable 6.094 for guidance.