DRAFT Performance Work Statement_FY24 FMS.pdf

502 Air Base Wing

PERFORMANCE WORK STATEMENT

FOR

FURNISHINGS MANAGEMENT SECTION

AT

JOINT BASE SAN ANTONIO, TEXAS

JOINT BASE SAN ANTONIO

PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

PAGE

SECTION C-1: DESCRIPTION OF SERVICES

1.1. OBJECTIVE…………………………………………………………….……. 5

1.2. GENERAL SCOPE…………………………………………………………... 5

1.3. DESCRIPTION OF SERVICES …………………………...………………... 5

1.4. FURNISHINGS MANAGEMENT SECTION PROGRAM………………

1.5. ROUTINE AND BULK JBSA FURNISHINGS AND

APPLIANCE MOVEMENTS………………………………………………... 9

1.6. CUSTOMER SERVICES……………………………………………………. 9

1.7. INVENTORY AND REPAIR MANAGEMENT PROGRAM……………

1.8. PERSONAL ITEMS…………………………………………………………. 11

1.9. MISSING/DAMAGED INVENTORY NOTIFICATION…………………... 11

1.10. COST BENEFIT ANALYSIS………………………………………………... 11

SECTION C-2: SERVICE SELIVERY SUMMARY

2.1. QUALITY CONTROL PLAN………………………………………………. 12

2.2. PERFORMANCE ASSESSMENT…………………………………………... 12

2.3. QUALITY ASSURANCE…………………………………………………… 12

2.4. PERIODIC PROGRESS MEETINGS………………………………………. 13

2.5. MONTHLY REPORT...……………………………………………………... 13

2.6. SERVICE SUMMARY (SS)………………………………………………… 13

SECTION C-3: GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3.1. GOVERNMENT FURNISHED FACILITIES………………………………. 15

3.2. GOVERNMENT FURNISHED SERVICES………………………………… 15

3.3. GOVERNMENT ISSUED OFFICE FURNISHINGS ………………………. 15

3.4. REFUSE AND RECYCLING………………………………………………... 16

3.5. COMPUTER AVAILABILITY……………………………………………… 16

3.6. POLICE, FIRE PROTECTION, MEDICAL EMERGENCY………………… 16

SECTION C-4: GENERAL INFORMATION

4.1. FMS CONTRACTOR PERSONNEL………………………………………... 17

4.2. SECURITY REQUIREMENTS……………………………………………… 18

4.3. HOURS OF OPERATIONS…………………………………………………. 19

4.4. FURNISHING AND APPLIANCE WARRANTIES………………………… 20

4.5. NEW BUILDINGS AND RENOVATED BUILDINGS…………………

4.6. OCCUPANT DAMAGE AND/OR VANDALISM………………………

4.7. ENVIRONMENTAL, SAFETY, AND HEALTH…………………………… 20

4.8. FIRE PREVENTION………………………………………………………… 20

4.9. CONSERVATION OF UTILITIES…………………………………………. 20

4.10. TELEPHONES………………………………………………………………. 20

4.11. OPERATING MOTOR VEHICLES ON INSTALLATION………………… 20

4.12. TRAFFIC LAWS……………………………………………………………... 20

4.13. WEAPONS, FIREARMS, AND AMMUNITION…………………………… 21

4.14. ADMISTRATIVE REQUIREMENTS………………………………………. 21

4.15. DATA AUTOMATION……………………………………………………… 21

4.16. SEASONAL REQUIREMENTS……………………………………………... 21

4.17. CONTRACTOR FURNISHED ITEMS AND SERVICES…………………... 21

4-18. VEHICLES…………………………………………………………………… 21

APPENDICES

APPENDIX 1A. GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION

(Abbreviations and Acronyms) ……………………………………………… 22

APPENDIX 1B. GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION

(Definitions)…………………………………………………………………... 23-24

APPENDIX 2. PAST HISTORICAL WORKLOAD DATA…………………...………………. 25-29

APPENDIX 3. SAMPLE MONTHLY WORKLOAD SUMMATION REPORT…………...…. 30-31

APPENDIX 4. WAREHOUSE RECEIPT FOR NEW FURNISHINGS & APPLIANCES

CONTROL LOG……………………………………………………………… 32

SECTION C-1: DESCRIPTION OF SERVICES

1.1. OBJECTIVE. To effectively support and manage the Air Force and the Joint Base San Antonio (JBSA) Furnishings Management Section (FMS) program. Provide a high-quality commitment to quality living conditions for all authorized JBSA eligible personnel through contractual nonmilitary personnel services and in accordance with Air Force Instruction (AFI) 32-6000 Housing Management.

1.2. GENERAL SCOPE. JBSA is a large geographically separated installation with multiple personnel housed within the San Antonio area. The scope includes Unaccompanied Housing (UH), Permanent Party (PP), Pipeline/Technical Training (TT), Basic Military Training (BMT) dormitories and support for General Officer Quarters (GOQs) and Fire Department (FD) sleeping and entertainment areas across the spectrum. All facilities are located throughout JBSA to include Lackland (LAK), Chapman Training Annex, Port San Antonio (PSA) at Kelly USA Annex, Camp Bullis Training Annex, Fort Sam Houston (FSH) and Randolph (RAN). Facilities throughout JBSA will require intermittent movement of furnishings and/or appliances (F&A) throughout the contracted period.

1.3. DESCRIPTION OF SERVICES. In accordance with AFI 32-6000, Housing Management and this Performance Work Statement (PWS), the JBSA FMS Contractor assigned personnel shall perform required FMS services. FMS contractor will provide all management, labor, tools, equipment, transportation, and materials necessary to operate and manage services actively and effectively throughout the JBSA geographically separated campus. They shall include the below as required:

• Log into the Enterprise Military Housing (eMH), Unaccompanied Housing Module (UHM) and Family Housing Module (FHM) databases daily once authorized access by FMS Contractor Officer Representative (COR). Fully maintain the eMH database beginning NLT 45 days from award of the contract. Initial and periodic training shall be provided by COR on an as needed basis. This includes applicable eMH Database Support Training Tools modules, UHM/FHM Dashboard, Property, Scheduler, Furnishings, Reports/Forms long with proper usage of issued hand barcode eMH scanners.

• At least twice daily review and verify the UHM/FHM, eMH Database Scheduler for work order requests from designated JBSA program managers/customers and contact each respective Program Manager (PM) to confirm their designated facility scheduled request(s).

• Receive, issue and document F&A plus all related transactions both to and from designated locations while managing pertinent data within the eMH, database

• Receive F&A from suppliers/vendors for back-up stock. Account for delivery condition of each item upon receipt, input each item into the eMH Database Storage Warehouse Inventory. Print and affix barcodes as required for all received inventory stored within the designated JBSA Storage Warehouses at each location.

• Warehouse/store, distribute, repair, schedule and prepare items for turn-in inventory to Defense Logistics Agency/Disposition Services (DLA/DS).

• Perform routine and mass customer inventory movements involving F&A pickup and delivery services.

• Perform and maintain a detailed inventory and assessment of FMS warehouse stock as required, then electronically sign the eMH database produced report and provide to COR.

• Develop and use straight-line depreciation with COR assistance to calculate the useful economic life of each item with a depreciable value and compare to replacement cost. Items shall not be replaced unless the repair cost exceeds 50% of the useful life remaining.

• Report all inventory findings and discrepancies to COR within three (3) business days and assist with specific costs determination research.

• Identify total JBSA inventory items to determine in-excess/surplus, (as reported in the eMH ad-hoc reports. Provide data to COR upon completion and evaluate/revise as necessary. This information will then be sent to Major Command (MAJCOM) for review and possible disbursement to other bases throughout the command. Note: JBSA backup stock inventory shall not exceed 3% IAW AFI Guidance.

• Perform customer service pertaining to issuance and removal of furnishings. Provide authorized personnel furnishing entitlements which shall include occasional assembly/disassembly of items as required.

• Prior to removal and delivery of inventory, items shall be inspected for cleanliness and be free of cobwebs, dust, or other debris.

• GOQs will require periodic removal and replacement of draperies after dry-cleaning, steaming and/or spot-treatments as needed and directed by the Government Housing Representative (GHR). On rare occasions, removal of associated hardware also required. FMS Contractor may also be required to periodically remove, replace, dry-clean, steam and/or spot treat area rugs, sofa cushions and patio cushions as directed by the GHR. Note: Historically JBSA can expect turnover of approximately 12 GOQ units annually. These numbers are subject to change as Mission Requirements increase or decrease at JBSA. (Appendix 2)

Note: FMS Contractor shall be responsible for acquiring vendors to complete drapery, rug/furniture cleaning, and perform refrigerant removal. Once, completed submit a payment voucher through the Wide Area Workflow Database.

*** Provide an FMS Contractor Monthly Movement Summation Report to COR not later than (NLT) close of business (COB) on 8th day of each month. (Recommend Appendix 3 for monthly COR update)

1.4. FURNISHINGS MANAGEMENT SECTION (FMS) PROGRAM.

1.4.1. Item Accountability. FMS Contractor shall maintain accountability of inventory in the eMH Database in accordance with the eMH training modules and COR instruction as follows:

1.4.1.1. Access eMH database daily and provide inventory records to GHR/COR with current record of daily transactions confirming detailed record of situationally applicable information which to include name, description, model, location, unit of measure, unit price, quantity, condition, year purchased and serial number to preserve accurate inventory and warranty data.

1.4.1.2. Any inventory discrepancies shall be immediately reported to COR as discovered or within 3 business days. FMS Contractor shall not make any customer account adjustments to current eMH database entries without written direction from COR.

1.4.1.3. Verify all known excess inventoried furnishings with COR as discovered to include a brief descriptive list of each item, a clear picture and overall excess quantity stored. Obtain disposal instructions, prepare transfer documentation, and as COR directed. Schedule and process designated excess items for secure transport to Defense Logistics Agency/Disposition Services (DLA/DS) located on FSH.

1.4.1.4. Produce in-service date records in eMH database requested by COR to facilitate depreciation allowances on Statement of Charges. Determine age of inventoried item replacement then FMS Contractor shall perform a Straight-Line depreciation method in determining the value of damaged inventory. Value established by FMS Contractor shall be confirmed by COR prior to disposal to determine the total amount to be depreciated of the useful economic life of the asset according to the Repair and Replacement Calculation Chart, IAW AFI 32-6000, paragraph 9.11.4, Figure 9.1. Repair and Replacement Calculation Chart and Table 9.1. Furnishings/Appliance Life- Cycle Guide.

1.4.1.5. Ensure complete and applicable inventory information such as: name, description, model, location, unit of measure, unit price, quantity, condition, year purchased, and serial number of items turned into DLA/DS are recorded and removed from inventory records as directed by COR.

1.4.1.6. FMS Contractor shall be held liable to replace and/or repair the item(s), more than $500.00, in the event of missing or damaged inventory after an investigation is conducted by the Government and liability is found to be due to FMS Contractor negligence.

1.4.2. Warehousing Management and Inventory Accountability. The JBSA FMS Contractor shall:

1.4.2.1. Perform regular daily warehouse management and detailed inventory accountability for all designated JBSA Storage Warehouses in accordance with industry standards and shall perform accountability of FMS stored inventory items.

1.4.2.2. Manage JBSA storage warehouses containing Unaccompanied Housed (UH) inventory throughout the following designated JBSA facilities: PSA: 1530, FSH 4190, 4193, 4194, LAK 5187 and 5189 (BMT mattresses only). Note: Due to unavailability of current JBSA designated storage warehouses, FMS Contractor shall relocate furnishings as necessary to newly acquired/designated JBSA storage facilities, manage and account for all stored inventory accordingly.

1.4.2.3. Check inventory altered issues and turn-ins for proper barcode, identification, quantity, condition, cleanliness, and process transactions into the eMH Database as required.

1.4.2.4. Perform receiving activities to include verify identification, quantity, and condition of furnishings and appliances, report damaged or poor-quality items, apply barcode labels, process filing and routing of all receiving documents to COR.

1.4.2.5. Provide customer support functions that may include removal of all crating, boxes, padding materials and other debris accumulated incidental to warehousing, loading, placement, and/or assembly and dispose of refuge materials. Dispose in designated commercial dumpster/disposal container located outside and/or near each JBSA storage facility.

1.4.2.6. Document all newly received furnishings/appliances backup stock received in JBSA storage warehouse on Warehouse Receipt for New Furnishings and Appliances Control Log (Appendix 4).

1.4.2.7. Verify internal eMH Database service date records used in determining depreciation allowances on statement of charges in determining age of inventory for future replacement.

1.4.2.8. Process/reconcile inventory movement and adjust transactions into eMH database.

1.4.2.9. Verify make, model and serial number of appliances turned into DLA/DS are recorded and removed from inventory records upon approval from COR.

1.4.2.10. Perform thorough joint inventory review and summation assessments of all furnishings and appliances to include a physical count and reconciliation of all warehouse assets.

1.4.2.11. Perform and reverify customer account adjustments as discrepancies are discovered and with COR approval/ and update the eMH Database as required.

1.4.2.12. Storage, operation, and movement of all inventory items shall remain conform to required standards to load and unload crated, boxed, or palletized items and transport assets within warehouse areas without causing damages to inventory and/or any JBSA facility.

1.4.2.13. Maintain warranty data to include make/model, warranty expiration date, serial number, date of purchase; date of warranty activation (Section 4.4 - detail on warranty requirements)

1.4.2.14. Perform thorough inspections, tag to identify property, apply eMH barcodes placement not easily visible but accessible to scanner, check property condition, determine final disposal/disposition using AFI 32-6000 Table 9.1, Paragraph 9.11.6, and Figure 9.1. Segregate and mark all repairable and/or condemned stored inventory and update findings in eMH database.

1.4.2.15. Check the Consumer Product Safety Commission (http://www.cpsc.gov) and the Government-Industry Data Exchange program (http://www.gidep.org) quarterly for current recall i

1.4.2.16. Shall notify COR and the Contracting Office (CO) for all FMS contractor-damaged or missing inventory. (See paragraphs 1.4 and 1.8).

1.4.2.17. In the case of missing or damaged furniture/appliances, an investigation will be conducted by the GHR/COR. If determined FMS Contractor is at fault, shall be responsible to immediately or within 30 calendar days replace and/or repair the item(s) in question. The GHR/COR shall verify the questionable inventory item(s) has been properly replaced and or repaired as required.

1.4.2.18. Method of disposal for excess inventory and non-serviceable inventory items such as (mattresses, broken case good furnishings, appliances, etc.) shall be confirmed through DLA/DS. FMS Contractor shall be responsible to accomplish and complete all paperwork and adjustments (COR may authorize turn in for DLA/DS or designated disposal containers upon verification in writing).

1.4.2.19. Comply with Occupational Safety and Health Administration (OSHA) and Air Force occupational Safety and Health (AFOSH) to ensure key areas are maintained in a clean, safe, and orderly manner while ensuring warehouse conforms to commercial standards for security and safety.

http://www.gidep.org/

FMS Contractor shall ensure all stored inventory containing fabric and/or wood material are completely covered with waterproof material, be free of dust and water intrusion to prevent damages.

1.5. Routine and Bulk JBSA Furnishings and Appliances Movements. FMS Contractor shall perform routine F&A movements that require 499 and below inventory items and generally associated with daily inventory movements. However, mass/bulk F&A movements shall require 500 and more inventory items and generally associated with periodic JBSA facility dormitory renovations to install, remove and/or store required inventory. Depending on circumstances and overall COR assessment, FMS Contractor shall have up to (30) business days per facility for mass/bulk inventory. This shall include delivery, placement, relocation, unpacking, inspection, assembly and/or disassembly and all eMH Database inputs for all requested furnishings and appliances. FMS Contractor may require increased staff to complete multiple mass/bulk movements within the allocated time and shall notify COR immediately, if/when conflict arises. Note: FMS Contractor may be given more than one mass move during a 3-business day period.

1.6. Customer Services.

1.6.1. The GHR and/or COR shall provide detailed customer support functions on their individual furnishing allowances along with customer and/or Program Manager (PM) responsibilities.

1.6.2. FMS Contractor shall provide customer support functions to include:

1.6.2.1. Coordinating and scheduling customer pickup and delivery service requests by phone, computer, or walk-in. During coordination process, FMS Contractor shall brief and ensure the customer annotated the workorder requirement in the eMH Database Scheduler. All related customer requests shall be addressed/resolved for by FMS Contractor within one business day.

1.6.2.2. Receive furnishings and appliances from customers, transport to requested locations as required and ensure inventory items have correctly affixed eMH database produced barcode.

1.6.2.3. Monitor and assist customers in a professional and courteous manner by telephone, computer emails and/or in person.

1.6.3. FMS Contractor shall provide pickups and deliveries of inventory items throughout JBSA designated areas to include:

1.6.3.1. FMS shall provide box trucks/transport vehicle(s) capable of protecting items from damage during transport or exposure to the external elements during inclement weather.

1.6.3.2. Timely Pick-up/Delivery. FMS Contractor shall perform pick-up and delivery services requested by an authorized UH GHR or service/family member within two (2) business days, excluding weekends and holidays. FMS Contractor shall specify time and sequence of pickup/delivery service. F&A pickups and/or deliveries shall be completed prior to 1700 same day work commences.

All requested pickups and deliveries shall be completed in a satisfactory manner to authorized housed personnel located within a 30-mile radius of FMS warehouses and throughout the San Antonio area.

1.6.3.3. Placement of Furniture. FMS Contractor may at times be required to move and/or adjust items after initial placement in designated area.

1.5.3.4. Loading, Unloading, Assembly, Disassembly, and Placement. FMS Contractor shall ensure crew members performing movement, placement and/or assembly/disassembly of furnishings and appliances are exercising care to prevent damage to furnishings, appliances and living quarters. FMS Contractor shall be liable for all Contractor-caused damages to furnishings, appliances and living quarters that occur during delivery, placement, removal and/or pickup.

1.6.3.5. Disposal of Unserviceable Furnishings and/or Appliances (Disposal and Transportation). FMS Contractor shall perform furnishings management and operations consisting of the tum-in of any furnishing and appliances identified as serviceable or unserviceable. FMS Contractor shall complete all necessary scheduling arrangements for inventory turn-ins to DLA/DS located at JBSA FSH within 30 business days of DRMS scheduled availability via the DRMS website http://www.dla.mil/DispositionServices. Contractor shall provide transportation, materials, banding, pallets and other required materials to complete the required furnishing and appliance DRMS turn-in process. FMS Contractor shall obtain signed proof of delivery documentation such as, DD Form 1348-lA, Issue Release/Receipt Document and other related documentation from DRMS and ensure COR's acknowledgement and completion with COR's legal/electronic signature and date. In the event COR is unavailable to sign the DD Form 1348-lA, the contractor shall, throughout the awarded life cycle of the contract and ensure the document is forwarded via email to CORs within 30 days of turn-in into DLA/DS. FMS Contractor shall always maintain a legible signed copy of all documents associated with JBSA furnishings and appliances DRMS disposal.

1.6.3.6. FMS Contractor and COR combined shall verify all inventory items earmarked for DLS/DA disposal. COR can provide disposal requests via the eMH Database Scheduler or electronic mail to FMS Contractor Program Manager. FMS Contractor’s staff shall be responsible to prepare disposal documentation and coordinate with the GHR/COR to deliver to the DLA/DS location on FSH or a prearranged disposal location identified by DLA/DS. Upon completion of delivery, verify and bring receipt(s) back to the office, update inventory eMH database and provide legible copy to COR.

1.6.3.7. Emergency Inventory Movements. During a government deemed emergency, FMS Contractor may be required to perform short notice inventory movements that involve pickups and/or deliveries after normal duty hours on weekends or holidays with CO approval and COR directions.

(Average 1-2 emergencies occurrences within the past five years). However, in this situation only, FMS Contractor shall be given a minimum 2-4 hours’ notice to report prior to perform inventory movements as required.

1.7. Inventory and Repair Management Program

1.7.1. FMS Contractor may perform minor repair requiring paint touchup, tightening of fasteners. Shall replace components and parts such as appliance refrigerator door seals, door handles, drawers, bulbs and furnishing hinges with screws, nuts, and bolts as well as minor re-gluing when requested by authorized furnishing and appliance program manager(s) for a variety of JBSA furnishings and/or appliances.

1.7.2. Routine Service Calls. Furnishings and Appliance Repair. Note: Service calls for the purpose of this contract are defined as the routine repair and maintenance work required to keep all JBSA inventoried furnishings and appliances in operating condition as originally designed by the manufacturer.

http://www.dla.mil/DispositionServices

1.7.3. Notification. FMS Contractor shall assign a reference number to each service call request received and shall provide the reference number and a time frame for service call response to the requestor at the time request is made.

1.7.4. Timeline for Repairs. FMS Contractor shall respond to service calls within two (2) duty days and complete work within three (3) duty days after responding. If FMS Contractor is waiting for parts, FMS Contractor shall switch out the appliance or furnishing as soon as possible.

1.7.5. Delay of Service. In the event the FSH Contractor is delayed or unable to keep an appointment, FMS Contractor shall notify the requestor and COR and or and document reschedule in the eMH database, if necessary.

1.7.6. FMS Contractor shall consult with COR and obtain direct approval if/when unsure if furnishing and appliance repair is questionable prior to performing repair work. The Contactor shall initially, if possible, utilize bench stock material parts from non-repairable appliances. If new materials for repairs of inventory are required, prior approval is required from COR.

1.7.7. Trade Requirements for Furniture and Appliances. Surface repairs shall be performed IAW the material manufacturer’s recommendations to meet the best customs and trade practices.

1.7.8. Handling of Repairs for Furniture. Finished surface shall be free from runs, ridges, waves, laps, brush marks and variation in color, texture, or finish. (See Appendix 2 for estimated repair workload data).

1.7.9. Warehousing Unserviceable Furniture and Appliances. FMS Contractor shall segregate and clearly mark all repairable and unserviceable inventory in storage.

1.7.10. Disposal. FMS Contractor shall annotate condition of property and forward results to COR. Method of disposal for non-serviceable items (mattresses, broken furniture, appliances, etc.) will be through DLA/DS IAW procedures in FMS Contractor’s property management system. FMS Contractor shall be responsible to accomplish all paperwork for disposal of property at DLA/DS and adjustments to inventory.

1.8. Personal Items. FMS Contractor shall move all Government property required to complete the requests. Unless approved by COR, FMS Contractor is not authorized to move personal items that are in contact with or adjacent to areas requiring services. Note: The occupant(s) shall be required to move their personal items.

1.9. Missing/Damaged Inventory Notification. FMS Contractor shall notify COR of all damaged or missing furnishings and/or appliances by the close of business of the workday discovered and provide an estimate of repair or replacement within one (1) additional workday.

1.10. Cost Benefit Analysis. Appliances to be serviced and cleaned include refrigerators, ice makers, built in stove tops, built in refrigerators and freezers, built in ovens, built in dishwashers, and microwaves/built in microwaves. Cost benefit analysis for furniture and appliances and processing those items exceeding repair allowances IAW AFI 32-6000.

SECTION C-2: SERVICE DELIVERY SUMMARY

2.1. Quality Control Plan. FMS Contractor shall develop, implement, and maintain a quality control program that identifies deficiencies and provides corrective actions to ensure FMS services are performed IAW commonly accepted commercial practices and requirements identified in this PWS.

COR will provide quality assurance oversight to ensure compliance with all quality concerns of the contract, diversion rates, and conformance. At a minimum, FMS Contractor shall develop quality control procedures addressing the areas identified in section 2.6, Service Summary (SS).

2.2. Performance Assessment.

2.2.1. Periodic Validation. This method requires COR to employ a “spot check” style of evaluation based on FMS Contractor’s schedule. Periodic validation will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual, or annually) and may be adjusted, based on quality trends.

2.2.2. Customer Feedback/Quality Control: FMS Contractor shall establish a customer feedback system that is responsive to customer complaints. All customer complaints shall be validated by COR, and follow-up actions by FMS Contractor shall be documented and submitted to COR monthly. FMS Contractor shall provide surveys for use by the customers to evaluate their satisfaction and provide suggestions for making improvements on the survey card or e-mailing the survey back. Completed surveys shall be given to COR for monthly review.

2.2.3. COR will receive and investigate customer complaints. COR shall be responsible for initially validating customer complaints. The CO shall make final determination of the validity of customer complaint(s) in cases of disagreement with COR and FMS Contractor. Validated customer complaints shall be re-performed after notification by the CO or COR.

2.3. Quality Assurance. COR shall inspect and evaluate FMS Contractor’s performance to ensure services are received IAW requirements set forth in this PWS. COR shall 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 their performance meets the standards contained in this PWS. Results of the validation then become the official Air Force record of FMS Contractor’s performance.

2.3.1. When discrepancies are found during performance, COR shall notify FMS Contractor’s project manager immediately in writing upon discovery. Whenever possible, performance deficiencies should be resolved at the lowest practical level. COR shall determine the type of deficiency notification to issue based on the severity of the deficiency. The contract file shall be documented to reflect the type of notification issued, the name of the individual contacted, and the date of notification.

Discrepancies will be documented on a Discrepancy Record/Customer Complaint.

2.3.2. When a performance threshold has not been met or FMS Contractor performance has not been accomplished IAW the PWS, COR will initiate a Contract Discrepancy Report (CDR) and submit a Letter of Concern or Corrective Action Report (CAR) to the CO. The CO will issue the CDR to the Contractor. FMS Contractor shall respond to the CDR in accordance with instructions provided and return to CO within 10 calendar days of receipt. A progress meeting will be scheduled at minimum with the Contractor, CO, and COR. Failing to meet the performance threshold as outlined in the SS of these performance objectives in any combination for any two or more consecutive or non-consecutive months during a contract period shall result in a letter of concern from the CO. All remedies shall be in accordance with the FAR 52.212-4(a), Contract Terms and Conditions - Commercial Items, and Inspection/Acceptance. Corrected deficiencies shall count against the contractor but will allow for full monthly payment. If re-performance will not correct defects or correction not possible, the government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. Disputes between COR and the contractor on the validity of a performance assessment shall be referred to the CO.

2.3.3. Government Remedies. The CO shall follow Federal Acquisition Regulation (FAR) 52.212- 4, Contract Terms and Conditions-Commercial Products and Commercial Services, for FMS Contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

2.3.4. If inspections indicate unacceptable performance, FMS Contractor shall be given five (5) workdays following notification to correct the unacceptable performance and inform COR that corrective action has been accomplished. If deficiencies are not corrected within the required time frame, COR will contact FMS Contractor for resolution or status. If FMS Contractor disagrees with the noted discrepancy and an agreement cannot be reached, the discrepancy record will be sent to the CO for decision and validation.

2.4. Periodic Progress Meetings. The CO, COR, other Government personnel as appropriate, and FMS Contractor shall meet to discuss FMS Contractor’s performance as needed or requested. Meeting minutes will include quality control events and monthly summaries. The following issues should be discussed; opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections, valid customer complaints against each performance objective observed, and steps taken by FMS Contractor to prevent occurrences in the future. FMS Contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends. The CO will draft meeting minutes and distribute a copy to the functional area, FMS Contractor, and official FMS Contractor file. Should FMS Contractor not concur with the minutes, FMS Contractor will provide a written notification to the CO identifying areas of non-concurrence for resolution within five (5) calendar days.

2.5. Monthly Report. FMS Contractor shall submit a monthly report summarizing all transactions from the prior month to COR no later than the 8th business day of the following month. The monthly summary report shall include specific total number of inventory work requests received and posted within the eMH database involving all received and completed Pickups, Deliveries, Minor Repairs, Turn Ins to DLA/DS, damaged inventory items along with any other pertinent comments and ongoing discrepancies requiring further attention and resolutions throughout the month. (Appendix 3)

2.6. Service Summary (SS). FMS Contractor service requirements are summarized into performance objectives that relate directly to mission essential inventory items or services. The performance threshold describes the minimum acceptable levels of service required for each requirement. The SS and FMS Contractor’s Quality Control Plan (QCP) shall provide information on contract requirements, the expected level of FMS Contractor performance, the expected method of Government surveillance 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 Products and Commercial Services, Inspection/Acceptance, will be used to remedy all deficiencies.

SERVICE SUMMARY

Performance Objective

PWS

Paragraph

Performance Threshold

Method of Surveillance

SS 1 – Storage Warehouse Management

1.3, 1.4 and

4.1 - 4.15

OSHA/AFOSH

violations: None

Facility Maintenance & Cleanliness: no more than 3 discrepancies per month

Periodic Inspection or Assessment

Monthly site visits

SS 2 – Item Accountability

1.4.

Annual Inventory: No more than 20 lost/damaged items reported annually.

Not more than 4 recording deficiencies per month

Periodic Inspection or Assessment

Annual Inventory

Monthly Inventory

Report

SS 3 – Customer Services

1.3, 1.6 and 4.3.

No more than 3 validated customer complaints per month

Monthly customer feedback validated by COR(s) and on-site observation by Government employees

SS-4 – Pickups and Deliveries of Items

1.3, 1.5, 1.6 and 2.5

Not more than 4 late pickups/deliveries per month

Monthly Report

SS 5 – Furnishings / Appliance Repair Service Calls

1.3, 1.4, 1.6,

1.8 and 1.9.

No more than 2 deficiencies per month

SS-6 – GOQs pickups, deliveries and/or window treatment removals, replacements and/or cleaning services

1.3.

No more than 2 deficiencies per month

SS-7 – Refrigerant FREON Removal/Extraction/Recovery and Disposal Services

4.1.4. No more than 2

deficiencies per month

*Each paragraph reference includes all related subparagraphs

• Discrepancy Record/Customer Complaint notification is primarily used for minor discrepancies or tasks that can be re-performed. The report will be in writing and e- mailed to the CO.

• Letter of Concern is used when verbal notification does not result in correction or whenever COR determines that written documentation is necessary. The notification will contain the statement, “Notice to FMS Contractor: Failure to correct may result in a CAR and will be maintained in FMS Contractor file.”

• A CAR will be initiated by COR when previous notifications failed to result in corrective actions or when severe deficiencies exist. The CAR will be forwarded to the CO for action and maintain a copy in FMS Contractor file.

SECTION C-3: GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3.1. Government Furnished Facilities. The Government shall furnish a facility within a designated JBSA Storage Warehouse for FMS Contractor’s Project Manager and staff personnel. No alterations to the facility shall be made without specific written permission from the CO. FMS Contractor shall return the facility to the Government in the same condition it was received, minus reasonable wear and tear and approved modifications. Facility shall be used only in the performance of this contract and shall be maintained to include cleanliness, general appearance, and safety.

3.2. Government Furnished Services. All reasonable quantities of utilities shall be made available to FMS Contractor without cost. FMS Contractor shall make sure that employees practice utility conservation. Any temporary connection to electrical lines that may be required shall be installed, maintained, and removed by FMS Contractor at their own expense.

3.3. Government Issued Office Furnishings. The Government will provide some Government Issued Office Furnishings (GIOF), i.e., desks, desk chairs, tables, etc. only within the primary designated storage JBSA Warehouse and FMS Contractor shall acknowledge an “as-is, where-is” condition of all issued office items with 30 days of award and provide signed acceptance to COR.

3.3.1. Inventory. The Government COR shall provide the Government Issued Office Furnishings (GIOF) to FMS Contractor and maintain an inventory of all GIOF to include furnishings and appliances with eMH bar coding system throughout the designated storage JBSA Warehouses. Data in this system shall be transferred to the Government at the end of the contract and all barcode labels shall remain affixed to the Government property with all data intact and readable. The Government reserves the right to add or delete items from this inventory. The inventory database shall be updated at the time of any changes. FMS Contractor shall conduct a joint physical inventory of all FMS inventory items IAW AFI 32-6000, paragraph 9.8.3.3.

3.3.2. The Government will provide the GIOF and FMS Contractor shall identify and report FMS Contractor’s damaged or missing Government property to COR for liability determination. FMS

Contractor shall process damaged property that cannot be repaired (or when the cost of the repair exceeds depreciated cost of the item) for disposition and disposal at DLA/DS IAW procedures in their property management system.

3.4. Refuse and Recycling. Refuse collection at FMS Contractor’s job site is FMS Contractor’s responsibility. The Government shall provide a refuse container near each and/or the primarily warehouse job site for FMS Contractor’s use. The Government will accomplish pickup of refuse from these dumpsters. FMS Contractor shall recycle to the maximum extent practicable utilizing the JBSA Recycling locations.

3.5. Computer Availability.

3.5.1. Government computer(s) shall be issued to FMS Contractor to conduct JBSA business management operations within the required eMH Database, email review and other authorized requirements for assigned daily job completion along with detailed inventory management and accountability. All Government data maintained on FMS Contractor-owned computer hard drives shall be transferred over to the Government and the hard drive sanitized by the Civil Engineer Squadron (CES) prior to computer being removed from issued inventory.

3.5.2. Enterprise Military Housing (eMH). FMS Contractor will be provided adequate Government computers to manage the necessary JBSA FMS updates in the eMH Database. FMS Contractor personnel maintaining eMH Database shall be required to successfully complete Air Force mandated Information Assurance Training initially and annually thereafter, which is required by all personnel requiring network access. All FMS Contractor personnel maintaining eMH shall require the minimum of a National Agency Check with Inquiries (NACI) background check before being granted access to the network. All FMS Contractor personnel requiring NACI background checks, may include fingerprinting and other required documentation, and eMH training at the Government’s expense.

3.5.3. The Government reserves the right to replace eMH with another Government provided system. Should this happen, FMS Contractor is responsible to work closely with COR and the eMH Database Service Desk for the transfer of pertinent storage warehouse data from eMH into the new system utilizing the new system for transaction management and Government inventory accountability.

3.5.1. FMS Contractor shall coordinate all NACI background requests through the unit’s Security Officer immediately upon notification of being hired.

3.5.2. All requests for network logon and email accounts shall be directed to and accompanied by a completed Information Assurance certificate, security clearance verification access, System Authorization Access Request (SAAR) form for Non-Secure Internet Protocol Router (NIPR), copy of FMS Contractor’s SF85, Electronic Questionnaire for Investigation Processing (EQIP), Air Force User Agreement Statement Notice and Consent Provision (AF Form 4394), Request for Personnel Security Action (AF 2583 Form) and a completed Automated Information System (AIS) Waiver Package.

3.5.3. All employees of FMS Contractor requiring network access will be required to understand, comply with, and abide by all provisions of AFI 33-204, Information Assurance Awareness Program.

3.6. Police, Fire Protection, Medical Emergency. In an emergency, FMS Contractor shall call 911 immediately to contact JBSA local Installation Police/Security Forces; Fire Protection and/or Medical Personnel, if/when necessary.

SECTION C-4: GENERAL INFORMATION

4.1. FMS Contractor Personnel

4.1.1. Project Manager. FMS Contractor shall provide an on-site project manager with at least 3-years of documented warehouse experience in managing and inventory control, who shall be responsible for the performance of work with full authority to act for FMS Contractor on all matters relating to daily contract operations. Prior to the start of the contract, the name of this person and an alternate (s) who can act in the manager’s absence shall be designated in writing to the CO and COR.

The project manager and alternate must be able to read, write, speak and understand the English language. (The speaking skill is not required where a contractor employee is hearing impaired.)

4.1.2. The project manager or alternate shall be available within 30-minutes of notification by text, email or phone during normal work hours, Monday through Friday, to meet with Government personnel designated by the CO or COR to discuss problem areas. After normal duty hours, the project manager or alternate shall be available within two (2) hours of notification.

4.1.3. Employees. FMS Contractor shall not employ personnel (including subcontractor personnel) for work on this contract if such personnel are identified to FMS Contractor by the CO or COR as a potential threat to the health, safety, security, general well-being, and operational mission of the installation or its population. FMS Contractor shall not employ any person who is an employee of the United States Government, as employing that person would create a conflict of interest or the appearance of a conflict of interest.

4.1.3.1. FMS Contractor personnel (including subcontractor personnel) shall present a clean, neat appearance and be easily recognizable. This may be accomplished by wearing appropriate badges, which contain the company and employee’s name. FMS Contractor shall provide company badges.

4.1.3.2. FMS Contractor personnel (including subcontractor personnel) are always prohibited from smoking or consuming alcohol within any Government building or work area throughout the course of performance under this PWS.

4.1.3.3. FMS Contractor personnel shall not disturb customers through excessively loud talk or by playing loud music at or near the work site.

4.1.4. Refrigerant FREON Removal/Extraction. All employees shall be licensed and or certified if performing work for which licenses and certifications are required by applicable laws and regulations (such as hazardous waste handling, refrigerant FREON extraction, etc.). The contractor assigned to perform the required refrigerant FREON removal/extraction process shall ensure all FREON is properly extracted, recovered, disposed of and documented for each designated unit within the United States Environmental Protection Agency (EPA) standards and the Clean Air Act (CAA) enacted in

1963. All documented entries shall be signed and submitted to the COR within ten (10) business days after completion.

4.2. SECURITY REQUIREMENTS.

4.2.1. Physical Security. FMS Contractor shall be responsible for safeguarding all Government property provided for FMS contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured, and utilities turned off or set for conservation. FMS Contractor shall be responsible for the conduct of their personnel.

4.2.2. Identification and Base Passes. FMS Contractor shall obtain identification cards and base passes for all employees (including subcontractor personnel hired by FMS Contractor) and vehicles.

Applications shall be coordinated through COR. At time of application, Security Forces may conduct a background check on employees. Upon termination of employment, FMS Contractor shall return identification cards and base passes to Program Manager or COR to pass onto the unit Security Manager within 24 hours.

4.2.3. Key Control. FMS Contractor shall establish and implement methods of ensuring all warehouse keys issued to FMS Contractor by the Government are not lost, misplaced, or used by unauthorized personnel. FMS Contractor shall report lost keys to COR as soon as possible. The Government may, at its option, require FMS Contractor to replace keys, reimburse the Government for replacement of locks, or re-key as a result of FMS Contractor losing keys. In the event a master key is lost or duplicated, FMS Contractor shall replace all locks and keys for that system at no cost to the Government.

4.2.4. Operations Security (OPSEC). To both the Prime and all Subcontractor’s (Hereafter Called “FMS Contractor”) will comply with the OPSEC Program, DoDD 5205.02E – DoD OPSEC Program, and AFI 10-701 – OPSEC and any specific OPSEC guidance for, the basis for the on-site FMS Contractor OPSEC program. The agency POC is the Government facility OPSEC POC. FMS Contractor must comply with special OPSEC requirements contained in the contract or addendum thereto. The following standard expectations are included in all work:

4.2.4.1. IAW AFI 10-701 2.18.12. Ensure contracting documents explicitly state FMS Contractor’s OPSEC responsibilities and requirements to protect the critical information and indicators associated with the activity, operation or program being contracted.

4.2.4.2. IAW DFARS 252.204-7004 Antiterrorism awareness training is required for all contactors. Training will be conducted through a DoD-sponsored and certified computer or web-based distance learning instruction for Level I antiterrorism awareness; or under the instruction of a Level, I antiterrorism awareness instructor.

4.2.4.3. IAW AFI 10-701 2.18.14. Ensure OPSEC education and training is provided as referenced in Chapter 4 for all assigned military, Department of the Air Force civilians and DoD Contractors.

4.2.4.4. The Contractor supporting specific event-oriented activities will develop OPSEC Plans/Annexes as directed by the supported program or comply the program's OPSEC Plan/Annex.

4.2.4.5. All FMS Contractor personnel will receive OPSEC Awareness Education and Duty-Related Training as deemed necessary by the Government or program supported.

4.2.4.6. OPSEC Awareness Education and Training will be provided or coordinated through Government channels. Training can be completed on-line at this website:

https://securityawareness.usalearning.gov/opsec/index.htm

4.2.4.7. Any/all products for public release must also be reviewed and approved through the units OPSEC office.

4.3. Hours of Operations.

4.3.1. FMS Contractor shall maintain the following customer service hours to conduct normal day-to-day business hours 0800 to 1700, Monday through Friday. FMS Contractor shall maintain the ability to receive and respond to Government determined emergency pick-up and/or deliveries (examples are house fires, death, etc.) 24 hours per day, 7 days per week. This may be accomplished by using an answering service during other than normal business hours (recording devices are not acceptable). During those periods where the installation commander authorizes delayed reporting or early release due to inclement weather; or other reasons, FMS Contractor shall use corporate discretion in releasing employees and notify COR.

4.3.2. Base Hours. Base hours of operation are 0800 to 1700, Monday through Friday. FMS Contractor may find it necessary to deviate from the normal base hours of operation to ensure timely completion of work under this PWS at no additional cost to the Government. FMS Contractor shall request deviation from operating hours in writing to COR.

4.3.3. Base Closures. Work scheduled but not accomplished because of base closure due to weather, exercise, or actual alert, will be accomplished as soon as possible after reopening the base.

4.3.4. Federal Holidays. If these holidays fall on Saturday, the preceding Friday will be observed.

If these holidays fall on Sunday, the following Monday will be observed. If a holiday (or holiday observance) falls on a scheduled service day, FMS Contractor shall be responsible for rescheduling services for the first duty day after the observed holiday.

• New Year’s Day

• Martin Luther King Day

• President’s Birthday

• Memorial Day

• Juneteenth Day

• Independence Day

• Labor Day

• Columbus Day

• Veteran’s Day

• Thanksgiving Day

• Christmas Day

4.3.5. Performance of Services during Crisis Declared by the National Command. IAW Defense Federal Acquisition Regulation Supplement (DFARS) 237.7602(a), 237.7602(b), 252.237-7023, and 252.237–7024, Furniture Management Section services are deemed mission essential for the health and safety of military and civilian employees, base residents and for the protection of the environment.

FMS Contractor shall continue to perform all listed services unless otherwise directed by the CO at which time the Government will accept responsibility.

4.4. F&A Warranties. FMS Contractor shall be responsible for exercising manufacturers and contract warranties for Government property installed under this contract (furnishings, appliances, etc.). FMS Contractor shall be responsible for initiating warranty work orders and installing replacement parts where the manufacturer’s warranty does not provide for installation.

4.5. New Buildings and Renovated Buildings. The Government is responsible for purchasing, scheduling installation, responsibility for safety and success of the project for new items needed in new buildings and renovated buildings. Upon acceptance of the building by COR, FMS Contractor will input and barcode the assets in the eMH system and assume responsibility.

4.6. Occupant Damage…