Attachment 2-USAG ST BASOPS FY26 Annex C_UPH.docx

Annex C

Performance Work Statement (PWS) Base Operations (BASOPS)

Facility Management for Unaccompanied Housing (UPH)

July 13, 2026

Table of Contents

GENERAL INFORMATION.

Overview.

This Annex establishes the performance requirements for the facility management of all Unaccompanied Housing (UPH) at USAG Stuttgart. This encompasses all barracks buildings, individual soldier rooms, and all interior and exterior common areas (including day rooms, laundry facilities, and administrative spaces) associated with the UPH footprint.

The Contractor is responsible for inspecting, repairing, and maintaining all existing UPH facilities as documented in the official real property records.

Barracks facilities vary in age and condition, with many having undergone renovations. The housing primarily consists of individual rooms with shared common areas and bathroom facilities.

Services include on-demand maintenance for occupied rooms and all maintenance and cleaning required during Between-Occupancy-Maintenance (BOM) periods.

This requirement does not apply to Army Family Housing (AFH) or General/Flag Officer Quarters (GFOQ).

Work Management and Control Primary Systems of Record The Contractor shall prepare, submit, and maintain all records in two primary systems:

1. Enterprise Military Housing (eMH): The Army's official housing database. The Contractor shall use eMH for all housing-specific actions, including retrieving inspection schedules and resident contact information.

2. General Fund Enterprise Business System (GFEBS): The official system for all work orders and financial transactions.

The Contractor is responsible for obtaining access to eMH within 30 business days and adhering to all data entry requirements for both systems as defined in the Overarching PWS and its TEs.

Governing Procedures and Hierarchy All work performed under this Annex shall be executed in strict accordance with the administrative, management, and procedural requirements detailed in the Overarching PWS (Annex A). The Overarching PWS establishes the single, authoritative source for all contract-wide procedures, including response times, quality, and safety. Furthermore, all applicable Technical Exhibits and Deliverables listed in Annex A are hereby incorporated by reference and shall apply with full force to all work under this Annex C.

Regulatory Compliance The Contractor shall comply with all applicable U.S. and Host Nation laws, as well as Army regulations such as AR 420-1 (Army Facilities Management) and AR 210-50 (Housing Management).

Reporting Requirements

a. Ad-Hoc Reports (Deliverable C-001): For any reporting requirement not covered by another deliverable, the Contractor shall provide the requested data to the COR NLT two (2) business days after the request.

b. Standard Documentation: All work performed, whether as a BOM or a standard DMO, shall be documented in GFEBS and on the GSP in accordance with the standard procedures detailed in TE-A-09 and TE-A-11.

Post-Work Site Cleanup The Contractor shall be responsible for performing cleanup of the work site after the completion of all maintenance or repair tasks performed under this contract.

a. Standard of Cleanliness: At a minimum, the work area shall be restored to a condition equal to or better than its pre-work state. This includes, but is not limited to, the removal of all associated tools, equipment, packaging, scrap materials, dust, and debris generated by the work.

b. Included Cost: This post-work cleanup is considered an integral and non-severable part of the maintenance or repair task itself. The Government will not issue a separate work order or make any additional payment for post-work site cleanup. The cost for performing these cleanup activities is included in the Fixed-Price rate for the associated task.

c. Work Completion: A work order shall not be considered complete, and is not eligible for close-out, until all required post-work site cleanup has been performed to the satisfaction of the Government.

PRE-TERMINATION AND MOVE-OUT SERVICES

This section governs all activities associated with a resident's vacating process, from the initial pre-termination inspection through the final key turnover. The goal is to provide a smooth and predictable out-processing experience for the Service Member and to accurately document the condition of the housing unit to prepare for the Between-Occupancy-Maintenance (BOM) phase.

Inspection Scheduling and Capacity

a. Scheduling Authority: The Military Housing Office (MHO) or designated Barracks Manager is the sole authority for scheduling all housing inspections (Clearing, Assignment, and ad-hoc Vacant Room inspections) within the Enterprise Military Housing (eMH) system.

b. Performance Standard (Inspection Capacity): The Contractor shall provide a sufficient number of certified inspectors to perform 100% of all inspections as scheduled by the Government in eMH, including peak-season surges.

c. Appointment Commitments and Penalties: All appointments, scheduling windows, and notifications under this Annex shall be governed strictly by the Work Scheduling Calendar and Appointment Confirmation rules established in the Overarching PWS (Annex A), Section 3.4.4.

1. If the Contractor fails to appear for a scheduled, confirmed appointment, the Government shall assess a Contractor No-Show Surcharge deduction against the monthly invoice in accordance with Annex A, Section 3.4.4.d.

2. If a soldier/tenant fails to appear for a scheduled, confirmed appointment, the Contractor is authorized to bill a single Missed Appointment / No-Access Trip Charge (FFPI-101) under the Price Schedule, in accordance with the verification and billing procedures established in Annex A, Section 3.4.4.c.

Pre-Termination Inspection (PTI)

a. Purpose: In accordance with AR 420-1, the Contractor shall conduct a Pre-Termination Inspection (PTI) with the resident present. The purpose of this inspection is to assess the unit's condition, identify any occupant-caused damage beyond normal fair wear and tear, and provide the resident with a clear list of cleaning and repair expectations prior to their final departure.

b. Procedure: All PTIs shall be conducted using the official checklist generated within the eMH system. The Contractor's inspector shall bring a list of all open GFEBS maintenance work orders for the unit to the inspection to avoid duplicating existing deficiencies.

c. Damage Identification: The Contractor's primary responsibility during the PTI is to identify and document potential liabilities. For any damage exceeding fair wear and tear, the Contractor shall document the issue with detailed notes and photographs and provide this documentation immediately to the attending MHO representative, who is responsible for initiating any required statement of charges.

d. Exception for Short-Notice Departures:

In the event a resident/soldier is required to depart on short notice for operational reasons and cannot conduct a scheduled PTI, the Military Housing Office (MHO) or the soldier's Unit leadership may authorize a "key drop-off." In these specific cases, the PTI is waived, and the Contractor shall perform an Unaccompanied Final Inspection after the resident has vacated. The results of this unaccompanied inspection, including documentation of any occupant-caused damages, will be provided to the MHO or Unit leadership for their records and disposition.

e. Documentation (Deliverable C-002): The Contractor shall obtain the required digital or physical signatures on the official checklist at the conclusion of any inspection (PTI, Unaccompanied Final, etc.). A complete, legible copy of the signed checklist shall be uploaded to the designated Government systems (eMH and GSP) in accordance with the timelines and formats established for the Completed Inspection Checklists deliverable.

Final Termination Inspection

a. Purpose: The Final Termination Inspection is the Government's official acceptance of the keys and possession of the unit from the resident.

b. Contractor's Role: The Contractor shall perform the Final Termination Inspection on behalf of the Government if a Government MHO employee is unavailable. When performing this function, the Contractor acts as the official agent of the MHO.

c. BOM Initiation: The BOM period and timeline officially begin at 0730 on the first business day following the successful completion of the Final Termination Inspection.

BETWEEN-OCCUPANCY MAINTENANCE (BOM)

This section governs the process of preparing a vacant barracks room for the next soldier. The Contractor shall perform all required maintenance and cleaning to return the room to a "Move-In Ready" standard.

BOM Types and Scope The Government will authorize one of two types of BOMs for UPH suites, each with its own corresponding FFPI Price Schedule.

a. Full UPH BOM (Vacant Suite): This is the standard BOM service and applies when an entire suite is vacant. The scope of work is defined by the complete checklist in TE-C-02, including the deep cleaning and full service of any shared bathrooms or common areas within the suite.

b. Partial UPH BOM (Occupied Suite): This modified BOM service applies when only one room in a shared suite is being turned over while other rooms remain occupied. The scope of work is modified as follows:

1. Vacant Bedroom: All standard checklist items from TE-C-02 apply.

2. Shared Bathroom/Common Area: The Contractor shall perform a "Minor Service and Spot Clean" only. This includes a surface wipe-down of fixtures, a visual check for leaks, and ensuring the area is clean and free of debris. It does not include deep cleaning, scrubbing, or major disinfection that would disrupt the remaining occupants.

Standard BOM Timeline The Contractor shall complete all authorized BOM tasks (whether Full or Partial) and present the room as 100% "Move-In Ready" no later than two (2) business days after the BOM period officially begins.

Major Repairs and BOM Timeline Extensions

a. Definition: "Major Repairs" are non-routine tasks outside the Standard BOM scope (e.g., full-floor replacement, significant wall damage repair).

b. Notification: If the Contractor identifies the need for Major Repairs, they shall immediately notify the COR.

c. Approved Time Extensions: The standard 2-day BOM timeline shall only be extended if the COR formally approves a Major Repair. The following non-cumulative time extensions will apply:

d. Other Extensions: Any other circumstances requiring an extension, such as asbestos abatement or structural repairs, require formal, written approval from the KO/COR and are outside the scope of these standard extensions.

The Turn-Back Inspection (TBI)

a. Purpose: The TBI is the joint inspection where the Contractor formally presents the completed unit to the Government (MHO/COR) for acceptance.

b. Quality Standard (First-Pass Yield): The Contractor is expected to deliver a clean and completed unit. The unit must pass the Government's QA inspection on the first attempt, in accordance with the 95% First-Pass acceptable quality level.

c. Punch-List Deficiencies: If the Government inspector identifies minor deficiencies (e.g., a missed cleaning spot, a loose hinge) during the TBI, the Contractor's representative shall immediately correct the deficiency on-site while the inspector is present. If the deficiency cannot be corrected immediately, the unit fails the TBI.

Failed Turn-Back Inspections If a barracks room fails the Turn-Back Inspection (TBI), the Contractor shall have one (1) business day to correct all identified deficiencies and re-present the room for a second inspection.

If the room fails the TBI and, as a result, the original two (2) business day BOM timeline is not met, the Contractor is in breach of the timeline performance standard. This failure to deliver a "Move-In Ready" room on time disrupts the unit's barracks assignment plan, creates administrative rework for the Barracks Manager and unit leadership, and can negatively impact the in-processing schedule for an incoming soldier. These damages are difficult to precisely quantify.

Therefore, in addition to any remedies available under the Inspection of Services clause, the Government shall be entitled to assess liquidated damages for each day when the room is late. The daily rate for these damages shall be established in the contract Price Schedule as a fair and reasonable forecast of the administrative costs incurred by the Government due to the delay. This amount will be deducted from the Contractor's monthly invoice.

Final Unit Security and Handoff Procedures Prior to scheduling the Turn-Back Inspection (TBI), the Contractor shall perform the following final actions to ensure the unit is secure and ready for Government acceptance:

a. Securing Exterior Openings: The Contractor shall inspect all exterior openings of the housing unit, including crawlspace vents, utility penetrations, and any temporary closures. All such openings shall be properly closed and permanently sealed against weather and pest intrusion.

b. Scope Clarification: The inspection and servicing of fire extinguishers and any systems located in common areas (e.g., laundry rooms, shared kitchens) are not part of the room BOM scope. These services are governed by PWS Annex H (Facility Maintenance). The Contractor's only responsibility is to ensure any in-room safety equipment is present at the TBI.

OCCUPIED UPH SERVICES & SUPPORT

This section governs all maintenance and support activities for occupied barracks rooms and their associated common areas. The primary goal is to provide timely service and to ensure that all shared facilities are kept in a clean, safe, and functional state.

On-Demand Maintenance (DMOs) for Individual Rooms The Contractor shall perform all unscheduled maintenance and repair services for individual occupied barracks rooms in response to a soldier-generated Demand Maintenance Order (DMO):

a. Scope: The scope of on-demand maintenance includes all tasks required to repair or restore a component to its fully functional state. The specific classification of this work (i.e., Band 1-4 or PWO) shall be determined by the criteria established in the DMO/PWO Boundary Matrix (TE-A-33).

b. Governing Procedures: All response times, work procedures, and documentation shall be governed by the standards established in the Overarching PWS (Annex A).

Soldier Access and Customer Notification

a. Scheduling: The Contractor shall coordinate all service appointments directly with the soldier.

b. No Access Procedure: If a soldier is not home for a scheduled appointment, the Contractor shall affix a "Not at Home" notice to the primary entrance door. This notice must detail the date/time of the attempt, the work order number, and clear instructions for the soldier to reschedule. After three (3) unsuccessful attempts to gain access for a single work order, the Contractor shall cease further attempts and formally notify the COR and the Barracks Manager/Unit Leadership for disposition.

Common Area Inspections and Maintenance

a. Scope: Common areas include, but are not limited to, shared kitchens, day rooms, laundry facilities, and public restrooms within the barracks footprint.

b. Semi-Annual Technical PM Inspection: The Contractor shall perform a comprehensive, deep technical inspection of all UPH common areas and building systems on a semi-annual basis (once every six (6) months). This inspection shall be executed as a formal PMO in strict accordance with the tasks and frequencies defined in TE-A-08 (Task ID 650).

c. On-Demand Maintenance (DMOs): Any maintenance or repair deficiencies identified in common areas outside of the scheduled semi-annual inspections (e.g., reported by a Barracks Manager or CQ) shall be logged and repaired via the standard DMO process governed by Annex A.

Common Area Appliance Repairs The repair of all Government-furnished appliances is performed under a separate contract. The Contractor's Help Desk shall handle all appliance-related service requests in strict accordance with the Appliance Repair Coordination Protocol as defined in the Overarching PWS (Annex A), Section 3.4.2.4.

MOVE-IN AND RESIDENT ASSIGNMENT SERVICES

This section governs the final phase of the barracks room turnover process: the official assignment of a completed, "Move-In Ready" room to the incoming soldier.

Assignment Inspection

a. Purpose: The Assignment Inspection is the formal walk-through where the Contractor, the Barracks Manager or a Unit representative, and the incoming soldier jointly document the condition of the room at the time of assignment. This inspection serves as the baseline for assessing the room's condition at the soldier's future clearing date.

b. Contractor's Role: The Contractor shall perform the Assignment Inspection with the new soldier using the official checklist generated within the eMH system. The Contractor shall identify the location and operation of all vital in-room systems (e.g., thermostat controls, window safety latches) and explain the process for placing a service request for on-demand maintenance.

c. Documentation: The Contractor shall document any minor deficiencies identified by the resident during the inspection (e.g., cosmetic paint scuffs from the move-in) and upload the completed and signed checklist to eMH and the GSP in accordance with the delivery requirements. (Deliverable C-002) Locks and Keys at Assignment The Contractor is responsible for the complete re-keying or reprogramming of the room lock prior to the Assignment Inspection.

a. Re-Keying / Reprogramming: Upon completion of the BOM, the original mechanical lock cylinder must be replaced/re-keyed, or the electronic card lock must be reprogrammed to ensure the previous occupant no longer has access.

b. Key Package (Deliverable C-003): The Contractor shall deliver the completed keys or programmed keycards to the Barracks Manager or CQ (Charge of Quarters) desk prior to the scheduled Assignment Inspection. This package shall include, at a minimum:

1. Two (2) keys or programmed keycards for the primary room lock.

2. One (1) key for each assigned wall locker or storage cabinet.

3. One (1) mailbox key (if applicable).

c. Lost Key Notification: The Contractor shall immediately notify the COR and the Barracks Manager via email if a Master Key, sub-master key, or programming terminal is lost, damaged, or compromised.

OTHER SUPPORT & SPECIAL SERVICES

This section covers tasks that fall outside the standard occupied and room turnover maintenance workflows.

Vacant Room/Area Inspections (On-Demand) The Contractor shall perform ad-hoc inspections of designated vacant barracks rooms, wings, or entire buildings as directed by the COR.

a. Scope: This task is separate from the BOM process and is used to monitor the condition of UPH assets that are vacant for extended periods (e.g., during a unit deployment or a major renovation). The Contractor shall inspect any issues affecting operation, structural condition, or habitability, such as pest intrusion, water leaks, security breaches, or signs of unauthorized access.

b. Execution: The Government will provide a list of rooms/areas to inspect. The Contractor shall complete the inspections and upload all findings and documentation to eMH within five (5) business days of assignment.

PERFORMANCE REQUIREMENTS SUMMARY (PRS) MATRIX.

This table summarizes the most critical performance standards for Annex C. All general on-demand response times and GFEBS documentation metrics are governed exclusively by the Overarching PRS in Annex A.

DELIVERABLES

The Contractor shall provide the deliverables listed in the table below in accordance with the specified timelines, frequencies, and formats. Unless otherwise directed by PWS or the Contracting Officer’s Representative (COR), all deliverables shall be submitted electronically. The primary method of submission and official archive for all contract deliverables is Government SharePoint (GSP), as governed by TE-A-11.

The Contractor is responsible for tracking all deliverable deadlines. The Government's acceptance of a deliverable does not relieve the Contractor of their responsibility for the accuracy and completeness of the submitted data or their obligation to meet all performance standards defined in this contract.

Annex C - Unaccompanied Housing Management Service PWS, Stuttgart BASOPS

Annex C (200) – Facility Management for UPH PWS, USAG Stuttgart

TECHNICAL EXHIBITS.

TE-C-01 – UPH Inventory and Space Assignment

1.0 Purpose

This Technical Exhibit and its associated data file provide the official inventory for all Unaccompanied Housing (UPH) units covered under this Annex.

2.0 Content and Format

The complete data is contained in the separate file titled "TE-C-01_UPH_Inventory_and_Space_Assignment.xlsx". This file details the comprehensive list of all UPH rooms and common areas by building and location.

3.0 Use and Application

This inventory serves as the definitive scope of all facilities covered under this Annex and shall be used by the Offeror as the primary basis for developing their proposals for all recurring services, including the per-unit price for Between-Occupancy-Maintenance (BOM).

Disclaimer: The Government makes no guarantee, express or implied, regarding the actual number of units that will require service in any given period. The inventory represents the total population of assets, not a forecast of future workload. The Offeror is responsible for pricing the inherent risk of workload variability.

TE-C-02 – Standard UPH BOM Task List

1.0 Purpose

This Technical Exhibit provides the master checklist of all standard tasks that must be completed during every UPH Between-Occupancy-Maintenance (BOM) period. The completion of every applicable task on this list is included in the single, all-inclusive Firm-Fixed-Unit-Price (FFUP) for a standard UPH BOM turnover.

2.0 General Standard of Performance

All tasks shall be performed to bring the barracks room to a "Move-In Ready" standard. For all tasks marked "Clean," the Contractor shall adhere to the detailed standards in TE-C-03 (UPH BOM Cleaning and Finalization Standards). This checklist applies to the individual room and any adjoined, non-shared spaces; it does not apply to building common areas.

3.0 Standard BOM Checklist

HVAC: Perform a basic function test of the thermostat and verify that the unit cycles on for both heating and cooling. If any system deficiency is identified, the Contractor shall immediately report it to the Help Desk to be routed as a separate DMO under Annex H.

TE-C-03 – UPH BOM Cleaning and Finalization Standards

1.0 Purpose:

This Technical Exhibit provides the detailed, mandatory cleaning and finalization standards for all Between-Occupancy-Maintenance (BOM) work. The requirements herein define the "Move-In Ready" condition that the Contractor must achieve for every housing unit.

a. General Standard For the purpose of this contract, the term "clean" is defined as being completely free of all dirt, dust, lint, stains, streaks, film, tape residue, grease, mildew, food particles, fingerprints, and any other foreign matter. All work shall result in a uniform, aesthetically pleasing appearance.

b. Detailed Task Standards The Contractor shall perform all cleaning and finalization tasks in accordance with the detailed procedures listed in the sections below.

2.0 Initial Procedures

· Bulk Item Removal: The Contractor shall perform a visual inspection of the quarters, assigned storage areas, and immediate common areas for any items abandoned by the vacating resident. The Contractor shall photograph all abandoned items and immediately notify the COR or MHO representative. Upon receiving direction from the COR/MHO, the Contractor shall remove all designated items. This service is not included in Standard BOM FFPI. It shall be ordered and paid for as a separate, on-demand line item (FFPI-068) based on the volume of material removed.

· Initial Pest Extermination: The Contractor shall identify any active pest issues. If pests are present, the Contractor shall coordinate with the designated Installation Pest Management contractor (per Annex M) to perform a treatment prior to cleaning..

· Garbage and Recycling Bins: Trash cans inside the unit shall be emptied and cleaned with a disinfectant solution. Exterior trash cans and enclosures shall be cleaned of all dirt, debris, mold, and organic materials.

3.0 Room Surfaces and Components

· Cabinets, Closets, Shelves, Countertops: All surfaces shall be washed and cleaned. Drawers shall be completely removed to allow cleaning of frames and rollers. All old shelf paper, tape, staples, and tacks shall be removed.

· In-Suite Kitchenettes, Bathrooms: All fixtures (bathtubs, sinks, medicine cabinets, toilets, showers, drains, mirrors, towel holders, etc.) and wall/floor tiles shall be cleaned of stains, lime, and soap residue without scratching. Surfaces shall be disinfected and polished.

· Mold and Mildew: Remove build-up from ceilings and walls by washing with a biocide solution (1:10), following the USAG Stuttgart SOP "Counter Mold."

· Ceiling/Wall Fans: Thoroughly clean, secure, and ensure they are fully functional, including remote controls and bulbs.

· Walls and Ceilings: Remove all cobwebs, dust, smudges, crayon marks, and other stains.

· Doors and Intercoms: Wash all interior and exterior doors, frames, glass, hardware, and tracks. Clean all intercom units and empty/clean mailboxes.

· ACs, Radiators, and Pipes: Dust and wash all radiators, AC units, and associated piping and covers, including cleaning inside radiator fins with brushes. Insulated pipes shall be cleaned.

· Windows and Treatments: Clean all inside/outside surfaces of windows, glass doors, gaskets, frames, tracks, and sills. Remove, clean, and reinstall all window screens and Government-provided blinds. Ensure safety guards are functional.

4.0 Floors and Baseboards

· General: Move all furniture to allow for cleaning and place back in original position.

· PVC, Linoleum, Vinyl: Clean with a manufacturer-recommended cleaning emulsion.

· Baseboards: Remove all wax and clean to remove marks.

· Tile Floors: Clean to remove all wax, grease, and stains.

· Basement: Damp mop painted floors and clean all floor drains.

5.0 Caulking

As part of the standard BOM process, the Contractor shall inspect all caulking around any in-room sinks or fixtures. If the caulk is physically damaged (cracked or peeling), it shall be replaced under the maintenance tasks of TE-C-02. If intact, the Contractor shall clean it with an industrial-strength cleaner to remove all grime and mildew.

TE-C-04 – BOM Pricing and GFEBS Execution Model

1.0 Purpose

This Technical Exhibit defines the high-level pricing principles and the mandatory GFEBS execution model for all Between-Occupancy-Maintenance (BOM) performed under this Annex.

2.0 GFEBS Execution Model

All BOM work shall be managed and documented in GFEBS in accordance with the following model:

a. Work Order Structure: A single GFEBS work order shall be created for each housing unit turnover. The work order will be structured with a separate Operation for each distinct FFPI authorized for that specific turnover.

b. Governing Procedure: All closeout actions, including Time Confirmations (IW44) and Goods Receipts (MIGO), shall be performed in strict accordance with the mandatory FFPI closeout procedures detailed in the Overarching PWS, TE-A-09, "GFEBS and ArMA Process and Data Entry."

TE-C-05 – UPH DMO & Tenant Damage Field Guide

1.0 Purpose and Governing Document

This exhibit defines the classification of on-demand maintenance and billable damage repairs for Unaccompanied Housing (UPH) barracks rooms.

The primary guidance for all repair classifications is the TE-I-05: Housing DMO & Tenant Damage Field Guide from Annex I. All tasks and "Bucket" classifications (Standard BOM Task vs. Billable Tenant Damage) listed in that exhibit shall apply to UPH work, except for those items explicitly listed as "Not Applicable" in the table below.

2.0 UPH Exceptions and Non-Applicable Tasks

Due to the different configuration of barracks rooms compared to family housing units, the following FFUP from the master price list (PE-02) are not applicable to the UPH environment and shall not be ordered for work under Annex C.

3.0 Application of All Other Tasks

All other on-demand and tenant damage repair tasks listed in TE-I-05 and priced in the PE-02 Bidding Schedule (e.g., replacing outlets, patching drywall, replacing interior hollow-core doors, clearing a clogged sink) are applicable to the UPH environment and shall be classified and ordered in accordance with the "Three-Bucket" model.