Attachment C - YUMA Annex C CLS 200 Unaccompanied Management 11-23-21.docx

Annex C

Unaccompanied Furnishing Management Operation

11-23-21 Annex C (CLS 200 Unaccompanied Furnishing Management) to OPORD 18-011: IMCOM Enterprise Base Operations (BASOPS) Performance Work Statement (PWS) Templates (U)

Table of Contents

1.0 General Information.

1.1 Overview. The Contractor shall provide Unaccompanied Housing (UH) (twenty (20) units, grounds, and common areas) maintenance and administrative supervision. The UH maintenance and administrative program shall be accomplished in accordance with (IAW) AR 420-1, Army Facilities Management and local Policies Pertaining to Unaccompanied Personnel Housing (UPH). The Contractor is responsible for the following functions:

a. Assignment and Termination (A&T) of Government controlled facilities.

b. Completion of recurring and special reports as required.

c. Schedule and coordinate facilities maintenance, repair, and improvement projects with Government activities, to include Government Housing personnel.

d. Maintain quarter’s maintenance files and all costs related to each dwelling unit.

e. Provide in and out brief responsibilities for occupancy of Government housing.

f. Maintain key control system for room assignments and UPH facility access.

g. Advise and assist in the notification of standards of cleanliness and serviceability to residents and report violations to Housing government staff.

h. Conduct quarters inspection programs.

i. Identify and Bill all residents for non-fair wear and tear costs and provide to Chief of Housing for approval.

j. Provide basic financial documentation and justification to Housing Program Manager for submittal to Defense Finance Accounting Service (DFAS) and other governmental agencies.

k. Provide warehousing services to include storage of Government purchased replacement furnishings and equipment control, moving, and handling, of inventories IAW AR 420-1, Chapter 3.

l. IAW with AR 710-2 procedures, issue and receive housing furnishings and equipment and coordinate with the Housing Program manager for installation in living quarters.

m. Process receipt and issue documents for approval signature of the Housing Program Manager.

n. Provides data for responses and official correspondence IAW DA and local policy guidance in coordination with the Housing Program Manager.

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 DA Form 4697 (Report of Survey), 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.

2.2 Furnishings Management.

2.2.1 Personnel Furnishings: The Contractor shall keep records and assist with requisition, receipt, storage, issuance, disposal, and disposition of all appropriated fixture, furniture and equipment (FFE). All work must be accomplished IAW AR 420-1, AR 710-2, and local policies and procedures. All actions will be coordinated with the housing hand receipt holder. The Contractor shall develop guides, procedures, and technical instructions as necessary to effectively administer and operate furnishing management. This shall include maintaining accurate inventories for furnishings and equipment. This plan shall be submitted for approval by the KO/COR within thirty (30) calendar days after the start of the Period of Performance (PoP). The Contractor shall furnish all changes to the COR within five (5) calendar days when changes are made thereafter. The Furnishing Management Office (FMO) is responsible for all furnishing operation and is required to utilize 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 UH furnishings. UH 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 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 UH, barcode new furniture, update hand receipts, initiate turn in, and issue documents to include, but not limited to, furniture delivery, 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. The Contractor shall maintain accurate and current records of property usage in eMH as a basis for developing experience factors. Per, IAW AR 735-5, the Contractor shall, 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. 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. The Contractor shall notify the COR within twenty-four (24) hours with a short, detailed description of the lost or damaged property. The COR in turn will work with the Contracting Officer, Property Officer, and the Command Judge Advocate legal office to ascertain a way forward. Only a government actor will actually execute the Financial Liability of Investigation of Property Loss (FLIPL) investigation as well as a 15-6 investigation which are entirely the domain of the Commander or other appropriate authority. See Army Regulation 15-6 Procedures for Administrative Investigations and Boards of Officers and Army Regulation 735-5 Property Accountability Policies. Contractor will aid the Investigating officer by responding to the Investigating Officer’s queries and providing documentation and information as applicable. If the contractor caused the property loss or damage, then the contracting officer assisted by the property officer will investigate the loss. See AR 735-5 13-20(c). Paperwork to recover damages for the Government will be developed by the government and the remedy will be determined via the FLIPL process. Maintain appropriated back-up stocks based on authorized Common Table of Allowance (CTA) for furniture, furnishings, and equipment IAW AR 420-1. These incidents shall be immediately brought to the attention of the Housing Program Manager and reports submitted to the COR within five (5) working days of the incident.

2.2.5 Replacement Schedule. N/A

2.2.6 Repair of Furnishings. The Contractor shall coordinate the maintenance and repair of all unaccompanied personnel housing furnishings as authorized by AR 420-1, by performing all necessary documentation, movement, and handling. The determination of whether to repair or replace any item shall be made by the KO. The Contractor shall be responsible for providing all labor, materials, and equipment necessary to repair washing machines, dryers, refrigerators, ranges, and all custodial equipment.

2.2.7 Storage, Movement, and Handling. The Contractor shall perform warehousing services.

2.2.8 Request for Turn-in. The Contractor shall turn in serviceable excess and unserviceable furnishings and equipment to appropriate activity, using a DA Form 3161, Requests for Issue or turn-in IAW AR 710-2.

2.2.9 Furniture. Only the furniture currently on hand shall be utilized to support UPH residents. When all of the on-hand furniture has been issued, any new/additional furnishings will be procured by the Government.

2.2.10 Warehousing. The Contractor is responsible for warehousing, moving, and handling of various items of UPH Quarters. The volume of items movements’ daily, range, from five to ten (5 to 10) line items (there may be more than one piece per line item). The Contractor shall provide proper protection of UPH furnishings and equipment and shall ensure a safe and clean environment for storage.

2.3 UPH Services

2.3.1 Assignment of Quarters. Prior to assigning quarters, the Contractor shall conduct a complete inventory and condition inspection of household appliances, furnishings, interior structural features with new residents. The Contractor shall conduct a complete inventory and condition inspection of household appliances, furnishings, interior structural features with new residents prior to assigning quarters. The Contractor shall instruct resident on the care and use of all appliances. The Contractor must refer resident inquiries and/or send the inquiry to the Housing Program Manager. Upon completion of inspection, inventory, and briefing, the contractor will prepare a hand receipt for occupant's signature.

2.3.2 Pre-termination Inspection of Quarters. The Contractor shall perform a thorough pre-termination inspection. The Contractor shall inspect for damages to the structure and advise residents concerning cleaning requirements to meet clearance standards.

2.3.3 Termination Inspections. The Contractor shall perform termination for clearance of Government quarters with the outgoing resident. The Contractor shall conduct systematic inspection of each room for condition and cleanliness. This inspection shall include, but not be limited to, walls, ceilings, light fixtures, windows and frames, air-conditioning/heating ducts, and doors. For residents not passing the inspection, the Contractor shall provide a checklist of deficiencies, information on how to correct them, and advise residents how to reschedule the inspection and provide a copy to the Housing Program Manager. The Contractor shall provide the termination document letter to unit command personnel, personnel department S1 and provide copy to the Housing Program Manager.

2.3.4 Data Entry Duties. The Contractor shall establish and maintain files, revise, and dispose files IAW governing regulations. The Contractor shall perform data entry from draft into a final format and ensure all documents are routed to their final destination. The Contractor shall maintain mailing labels in current status. The Contractor shall perform periodic reviews of databases and take action to correct and update relative files. Contractor’s access to Government Housing databases for input of A&T data and for recording of general maintenance data and entry of various housing records will be approved by the Housing Program Manager.

2.3.5 Reports. Upon request, the Contractor shall compile data and prepare miscellaneous one-time reports for UPH. The Contractor shall, upon request, compile data and prepare miscellaneous one-time reports for UPH.

2.3.6 UPH Assignments and Terminations. The Contractor shall and in coordination with the Housing Program Manager perform clerical duties necessary for the A&T of permanent party unaccompanied personnel housing as required.

2.3.7 Performance. The Contractor shall perform the A&T of UPH Quarters as prescribed by AR 420-1 and IAW 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 Automated Data Processing (ADP) equipment as necessary for the administration of the A&T process.

2.3.8 Administrative Duties. The Contractor shall develop and maintain complete information on military personnel, including rank, work and home phone number, quarter’s number and unit attached. A monthly population report of all personnel residing in quarters that are controlled by the UPH Office shall be provided to the COR and Housing Program Manager. This list may be required more frequently in the event YPG exercised a higher Force Protection posture.

2.3.9 Preparation of Orders. A&T orders shall be prepared when all prerequisites have been fulfilled by the occupant. Contractor shall prepare A&T orders when all prerequisites have been fulfilled by the occupant.

2.3.10 Vacancy Records. The Contractor shall maintain current, projected, and anticipated vacancy records. Coordinate as necessary for pre-termination inspections, assignment showing, and maintenance of all UPH Quarters. These records shall be updated daily.

2.3.11 Reports of Survey. Initiate through appropriate channels all Reports of Survey, Statement of Charges, and Cash Collection Vouchers regarding the damage or loss of equipment or quarters.

2.3.12 Hours of Operation. The Contractor shall provide personnel to operate the Assignments and Termination desk from 0600 - 0900 Monday through Thursday except Government holidays. The hours are based on three (3) hour workdays and the periods of work may change due to changes in mission requirements such as mass resident/soldier moves, life, safety, health, maintenance emergencies, etc.

2.3.13 Customer Service. The Contractor shall provide customer service IAW industry front desk hospitality standards. Personnel performing assignments and terminations must understand eligibility standards, A&T provisions and priorities, and application for assignments for all UPH IAW AR 420-1, Chapter 3, Sections II, III, IV, VI and local policy and procedures.

2.3.14 Regulatory Guidance. The Contractor shall perform the A&T of UPH quarters as prescribed by AR 420-1, Internal Billeting SOP, and local policies. The Contractor shall query applicants for assignment to determine specific requirements, i.e., furniture, storage shed, etc. and provide necessary arrangements for such needs.

2.3.15 Assignment of Permanent Party Rooms. The Contractor shall prepare permanent party room assignment orders and provide assignment orientation, using Form DD 1746. During assignment orientation, the Contractor shall go over the inventory of all quarter’s furniture and explain all regulations and policies pertaining to assignment. The contractor shall provide the assignment document letter to unit command personnel, personnel department S1 and provide copy to the Housing Program Manager.

2.3.16 Occupancy. The Contractor shall implement local procedures to ensure in/out processing of military personnel. A copy of orders from all incoming and outgoing military personnel shall be maintained. The Contractor shall be responsible for providing and maintaining automated data required for upward reporting requirements on occupancy rates.

2.3.17 Accounting. The Contractor shall provide budgeted and executed expense data related to operations of all aspects of UPH services to the Housing Program Manager for collection and review for reporting purposes. Collections and reimbursement forms shall be prepared by the Contractor and submitted to the Housing Program Manager for approval and further processing. All duties shall be performed in a highly professional, accurate, and timely manner.

2.3.18 Specific Tasks. The Contractor shall perform the following specific tasks:

a. Maintains an appropriate audit trail of all collections and monitors resident’s folders to ensure that debts are paid and or that proper documentation has been processed to the Housing Program Manager.

b. Provide annual key control inventory NLT 31 October.

c. Provide Monthly UPH Key Inventory deliverable.

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, Property Accountability Policies

f. CTA 50-909, Common Table of Allowance