Draft PWS - Furniture Management Section Services.pdf

Performance Work Statement

For

Furnishings Management Section

(FMS)

At

Joint Base Elmendorf-Richardson, AK

17 September 2021 i

PERFORMANCE WORK STATEMENT (PWS)

TABLE OF CONTENTS

SECTION C-1, DESCRIPTION OF SERVICES

1.1 OBJECTIVE

1.2 GENERAL SCOPE

1.3 FURNISHINGS MANAGEMENT PROGRAM …………………………….……………2

1.4 FURNISHINGS MANAGEMENT AND APPLIANCE SERVICES…………...…….……3

1.5 CLEANING OF DAYROOM ROOM FURNITURE………………………………...……5

SECTION C-2, SERVICE DELIVERY SUMMARY…………………………………………8

2.1 ITEM ACCOUNTABILITY………………………………………………………………8

2.2 QUALITY CONTROL PLAN…………………………………………………………………………8

2.3 PERFORMANCE ASSESSMENT ………………………………………………………………….8

2.4 QUALITY ASSURANCE …………………………………………………………….….8

2.5 PERIODIC PROGRESS MEETINGS………………………………………………...…..8

2.6 MONTHLY REPORTS…………………………………………………………………..10

2.7 SERVICE SUMMARY………………………………………………………………….10

SECTION C-3, GOVERNMENT-FURNISHED PROPERTY AND SERVICES…..…..…11

3.1 GOVERNMENT FURNISHED FACILITIES

3.2 GOVERNMENT FURNISHED SERVICES

3.3 GOVERNMENT FURNISHED PROPERTY

3.4 REFUSE AND RECYCLING …………………………………………………………….11

3.5 COMPUTERS

3.6 POLICE AND FIRE PROTECTION ...................................................................…………12

3.7 MEDICAL

SECTION C-4, GENERAL INFORMATION

4.1 CONTRACTOR PERSONNEL

4.2 TRAINING AND CERTIFICATIONS

4.3 SECURITY REQUIREMENTS

4.4 HOURS OF OPERATIONS

4.5 WARRANTIES

4.6 NEW BUILDINGS OCCUPANT DAMAGE OR VANDALISM

4.7 ENVIRONMENTAL, SAFETY, AND HEALTH

4.8 FIRE PREVENTION

4.9 CONSERVATION OF UTILITIES

4.10 TELEPHONES

4.11 TRAFFIC LAWS ………………………………………………………………………...17

4.12 WEAPONS, FIREARMS, AND AMMUNITION……………………………………….17

4.13 ADMINISTRACTIVE REQUIREMENTS………………………………………………17

4.14 DATA AUTOMATION

4.15 SEASONAL REQUIREMENTS EXTERIOR MAINTENANCE …. …

4.16 CONTRACTOR FURNISHED ITEMS AND SERVICES

4.17 VEHICLES……………………………………………………………………………….17

4.18 CONTRACTOR FURNISHED COMMUNICATIONS………………………….…

4.19 INSURANCE……………………………………………………………………….…….18

ii

4.20 MANPOWER REPORTING REQUIREMENT…………………………………………18

APPENDICES

APPENDIX 1, GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION

APPENDIX 2, WORKLOAD ESTIMATES AND REQUIREMENTS

APPENDIX 3A, GOVERNMENT FURNISHED PROPERTY (SUBJECT TO FAR 52.245-1)

APPENDIX 4, FLOOR PLANS

APPENDIX 5, FINAL ENVIRONMENTAL MANAGEMENT CHECKLIST

EXHIBIT A, PERFORMANCE WORK STATEMENT REQUIRED REPORTS

SECTION C-1

DESCRIPTION OF SERVICE

1.1. OBJECTIVE. The furnishings management program supports the Joint Base Elmendorf- Richardson (JBER) commitment to quality living conditions for all personnel. Perform Furnishings Management Section (FMS) duties delivering/issuing appliances and furnishings support to dormitories, Noncommissioned Officer Academy (NCOA), Alert Facilities, Lodging, (GOH) General Officer Housing and loaner furnishings operations at a reasonable price.

Comply with all applicable laws, regulations, and standards. IAW DoD 4165.63-M, DoD Housing Management, furnishings are provided in government-owned UH facilities; in private community housing; and off base housing.

1.2. GENERAL SCOPE. The Contractor shall provide all management, receiving, transportation, equipment, materials, tools, and customer support necessary to perform furnishings management duties which includes, but is not limited to:

Receiving, and issuing furnishings and appliances to customers Receiving furnishing and appliances from suppliers and vendors, accounting for count and condition upon receipt Warehousing, redistributing, maintaining/repairing and turning in furnishings and appliances Performing customer pickup and delivery services Performing joint inventories and assessments of FMS stocks Maintaining count and condition of items in warehouse and in customer’s possession Identifying items excess to the installation for reporting to MAJCOM Performing customer services providing authorized personnel with furnishings entitlements and support

1.3 FURNISHINGS MANAGEMENT PROGRAM

1.3.1. Item Accountability Contractor shall perform accountability of FMS items including, but not limited to:

1.3.1.1. Processing property movement and inventory adjustment transactions into eMH.

If the government replaces eMH, should this happen, the contractor is responsible for the transfer of data from eMH into the new system and utilizing the new system for transaction management and Government inventory accountability.

1.3.1.2. Maintaining property records that enable a complete, current, and auditable record of transactions and shall contain the following as a minimum: name, description, model, location, unit of measure, unit price, quantity, condition, year purchased and serial number.

1.3.1.3. Maintaining transaction records with a clear and defined audit trail utilizing eMH, maintaining a hard copy file on all customers and pertinent documents (such as eMH print out, orders, and appointment letters).

1.3.1.4. Maintaining customer accounts for UPH consisting of a signed master eMH reflecting all furnishings and appliances issued to each customer, and maintaining a list of unit FMS representatives (i.e., dormitory, and managers).

1.3.1.5. Managing an excess furnishings program to include identifying excess items, obtaining disposition instructions, preparing transfer documentation, and processing items for shipment, or to DLA/DS.

1.3.1.6. Ensuring the make, model, and serial numbers of appliances turned into the Defense Logistics Agency/Installation Support (DLA/DS) are recorded and items removed from inventory records upon approval of COR.

1.3.1.7. Performing joint inventories/assessments of all furnishings and appliances to include a physical count and reconciliation of warehouse assets including those assets issued on loan.

1.3.1.8. Performing customer account adjustments as discrepancies are discovered and updating eMH as required.

1.3.1.9. In the case of missing or damaged furniture/appliances an investigation will be conducted by the government and if the fault is of the contractor, the contractor would be responsible to replace/repair the item in question.

1.3.2. Warehouse Management and Receiving: Contractor shall perform warehouse management in facility 724 Quartermaster Road on JBER Richardson with 1,013 square feet (see Appendix 4 for floor plan) to include:

1.3.2.1. Housekeeping/safety. Contractor shall follow OSHA, AFOSH and industry standard safety practices to ensure key areas are maintained in a clean, safe and orderly manner, and ensuring warehouse conforms to commercial standards for security and safety.

1.3.2.2. Checking issues and turn-ins for proper barcode, identification, quantity, condition, cleanliness, and processing transactions into eMH.

1.3.2.3. Performing receiving activities to include verifying the identification, quantity, and condition of furnishings and appliances, reporting any damaged or poor quality items, applying barcode labels, and processing filing receiving documents.

1.3.2.4. Maintaining in service date records using these records for determining depreciation allowances on statement of charges in determining age of inventory for future replacement.

1.3.2.5. Processing property movement and inventory adjustment transactions into eMH.

1.3.2.6. Notifying the COR(s) when the warehouse inventory (back stock) deviates from the allowable 3 percent of total inventory.

1.3.2.7. Maintaining warranty data to include make/model, warranty expiration date, serial number, date of purchase; date of warranty activation (see Section 4.5 for more detail on warranty requirements)

1.3.2.8. Storage, operation and movement of property, using industry standards to load/unload crated, boxed, or palletized items, to move assets within warehouse without causing damage.

1.3.2.9. Performing inspection, tagging to identify property applying barcodes in place eMH not easily visible by user, checking property condition, determining final disposition using AFI 32-6000, Table 9.1, Paragraph 9.11.6, and Figure 9.1, segregating also marking all repairable/condemned property in storage, updating data in eMH.

1.3.2.10. Checking the Consumer Product Safety Commission (http://www.cpsc.gov) and the Government-Industry Data Exchange program (http://www.gidep.org) for current recall information on a quarterly basis.

1.3.2.11. The Contractor’s local project manager shall notify the CO/COR of all contractor damaged or missing property in accordance with Section 1.3.1.

1.3.2.12. Method of disposal for non-serviceable items (mattresses, broken furniture, etc.)

will be through DLA/DS; The Contractor shall be responsible to accomplish all paperwork and adjustments (once the COR indicates in writing, the items can be turned into DLA/DS) to inventory for disposal of property at DLA/DS.

1.3.3 Customer Services:

1.3.3.1 Government will provide the following customer support functions to include:

1.3.3.1.2 Prior to contractor scheduling delivery, a government housing employee or COR will determine who is authorized to use the loaner program and will provide a verification of eligibility (by signing the order request).

1.3.3.1.3 A government housing representative or COR will brief the individual allowances, brief the customer on furnishing allowances and customer responsibilities.

1.3.3.2. Contractor shall provide customer support functions to include:

1.3.3.2.1 Customer Information - a. Producing and providing a local procedure(s) brochure to be provided to customers in various ways such as (hard copy, website, e-mail etc.)

1.3.3.3. Issuing furnishings and appliances to customers. - Processing customer requests into eMH and maintaining an electronic file on all customers with pertinent documents (such as eMH print out, orders, and appointment letters)

1.3.3.4. Performing customer pickup and delivery services - Coordinating and scheduling customer pickup and delivery service requests by phone, computer or walk-in

1.3.3.5. Receiving furnishings and appliances from Customers.

1.3.3.6. Keeping a back-order listing for items that are not available by item and date of request, when items become available inform customer and determine if they still need the items.

1.3.3.7. Monitoring customer files and contacting customers to ensure they do not keep loaner furniture longer than 90-days by researching eMH and searching through their hard copy file. Annotate who you spoke to, at what time, and document results.

1.3.3.8. Assist customers in a professional and courteous manner by phone, computer and in person.

1.3.4. Delivery / Pickup of Items: Contractor shall provide customer support functions to include:

1.3.4.1. Hours of Operations. During normal operating hours, 0800-1700, the Contractor shall have adequate personnel on hand to perform pickup and delivery services. Historical data, providing a yearly average of pickup/delivery workload data, is provided in Appendix 2; the data as provided is intended to be used as a tool for estimation purposes only.

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

b. Pickup and delivery shall be to housing located within a 50-mile radius of the FMS warehouse, Building 724 on JBER.

1.3.4.2. Timely Pick-up/Delivery. The Contractor shall perform pick-up and delivery services requested by authorized government representatives (UPH) or service/family member (FHM) within two (2) working days; excluding weekends and holidays. The Contractor shall specify the time and sequence of the pickup or delivery service. The Contractor shall maintain records on each customer, and ensure records contain sufficient detail to provide protection of Government assets and allow for an audit trail. Pick up or deliveries shall be completed prior to 1700 on the same day.

1.3.4.3. Placement of furniture. The Contractor shall not be required to move items after initial placement in designated area.

1.3.4.4. Loading, Unloading, Assembly, Disassembly, and Placement. The Contractor shall ensure crew members performing loading, offloading, assembly or disassembly, and placement of furnishings and appliances while exercising care to prevent damage to furnishings or appliances or quarters. The Contractor shall be liable for all contractor-caused damages to furnishings, appliances and quarters that occur during delivery, placement and/or removal/pickup.

1.3.4.5. Emergency: In a government deemed emergency, the Contractor may be required to perform short notice pickups or deliveries after normal duty hours, or on weekends and holidays with CO/COR directive. (On average 1-2 emergencies occur per year).

1.3.5 Warehouse Receiving Contractor shall provide customer support functions to include:

1.3.5.1. Packing Materials. Packaging Materials: Contractor shall remove all crating, boxes, padding materials and other debris accumulated incidental to warehousing, loading, placement, and/or assembly, and dispose of refuse materials in the commercial dumpster at 724 Quartermaster Road JBER-Richardson locations.

1.3.5.2. Handling of furniture and appliances. Loading, Unloading, Assembly, Disassembly. The Contractor shall ensure crew members perform loading, off-loading, assembly or disassembly, placement of furnishings and appliances while exercising care to prevent damage to furnishings or appliances. The Contractor shall be liable for all contractor-caused damages to furnishings and/or appliances that occur during delivery.

1.3.5.3. Disposal of unserviceable furniture and appliances. Disposal and Transportation.

The CO/COR shall provide Disposal requests in writing/via e-mail to the Contractor’s program manager. The contractor’s staff are then responsible to prepare disposal documentation, coordinate if necessary with government representatives/or have the Contractor deliver to the DLA/DS location on base or prearranged disposal per DLA/DS. Upon completion of delivery, verify and bring receipt back to office, and update inventory database.

1.3.6 Service Calls. Furnishings and Appliance Repair

Service calls for the purpose of this contract are defined as the routine repair and maintenance work required to keep all furnishings and appliances in operating condition as originally designed by the manufacturer. Contractor shall perform service calls.

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

1.3.6.2. Delay of service -In the event the Contractor is delayed or unable to keep an appointment, the Contractor shall notify the requestor and COR, and reschedule the work, if necessary.

1.3.6.3. Time line for repairs - The Contractor shall respond to service calls within two

(2) duty days and complete work within three (3) duty days, unless contractor is waiting for parts contractor will switch out appliance).

1.3.6.4. Personal items - The Contractor shall move all Government property required to complete work. Unless approved by the COR, the Contractor is not authorized to move personal items that are in contact with or adjacent to areas requiring services. The occupant will be requested to move these items.

1.3.6.5. When service order is completed. - Service calls are considered complete when documentation is signed and dated by the requestor or authorized Government representative (UHM) or service/family member (FHM).

1.3.6.6. Monthly report - Contractor shall develop Service Call program procedures within the monthly report to COR.

1.4 Furnishings Management and Appliance Repair Program: Contractor shall perform repair on all furnishings and appliances

1.4.1. Notification - Contractor shall notify the 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 additional workday.

1.4.2. Cost benefit analysis -Appliances to be serviced and cleaned include, electric washing machines, electric/gas dryers (to include stackable units), refrigerators, and electric ranges, ice makers, built in stove tops and microwaves/built in microwaves. Cost benefit analysis for furniture and appliances, and processing those items exceeding repair allowances IAW AFI 32-6000.

1.4.3. Materials for repairs for furniture and appliances -- Contractor shall incur the costs of all parts and materials necessary for repairs. Contactor will maintain a controlled inventory of bench stock of parts from non-repairable appliances.

1.4.4. Trade requirements for furniture and appliances -- Surface repairs shall be performed in accordance with the material manufacturer’s recommendations to meet the best customs and practices of the trade.

1.4.5. 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.

1.4.6. Warehousing unserviceable furniture and appliances. Contractor shall segregate and mark all repairable and unserviceable property in storage.

1.4.7. Disposal - Contractor shall annotate condition of property and forward results to the COR. Method of disposal for non-serviceable items (mattresses, broken furniture, appliances, etc.) will be through DLA/DS in accordance with procedures in the contractor’s Property Management System. Contractor shall be responsible to accomplish all paperwork for disposal of property at DLA/DS and adjustments to inventory.

1.4.8. Ozone Depleting Substances (ODSs) - The Contractor shall dispose of ODSs in accordance with Title VI of the Clean Air Act, as implemented by Wing OPLAN 19-3.

Compliance with current ODS regulations shall be the sole responsibility of the Contractor.

Service technicians shall be certified to handle all appliance refrigerants. The Contractor shall maintain accurate records of servicing times for each unit serviced. Times shall be detailed on the job orders, time from receipt of call to completion of repair.

1.5. Cleaning of Day Room Furniture (UHM) Contractor shall perform a cleaning of individual dayroom’s furniture once per FY (unless a health and welfare situation occurs).

1.5.1. Schedule. A schedule will be created at the beginning of the Fiscal Contract Year (FY) between the COR, barracks/dorms lead manager and contractor for each FY.

1.5.2. Procedures for cleaning. The cleaning of dayrooms will take place in the individual dorms/barracks buildings. Prior to the scheduled cleaning, the contractor will coordinate either telephonically or via e-mail with the dorms/barracks manger. The contractor will be required to sanitize, vacuum, dust and polish all FMS identified furniture by barcode.

1.5.3. Damaged Furniture. In those cases where furniture is beyond repair, the items will be replaced with FMS UHM furniture, annotated and reported to COR by phone, then followed up with an e-mail.

1.5.4. Inspection of Completion. Upon Completion of cleaning of Dayroom furniture, contractor will notify the Dorm managers and the COR. Dorm/barracks managers will inspect the furniture and report to the COR in writing with comments and pass/fail acceptance.

2.0 Item Accountability

2.1. Item Accountability. Contractor shall perform accountability of FMS items including, but not limited to:

2.1.2. Processing property movement and inventory adjustment transactions into eMH. If the government replaces eMH, should this happen the contractor is responsible for the transfer of data from eMH into the new system and utilizing the new system for transaction management and Government inventory accountability.

a. Maintaining property records that enable a complete, current, and auditable record of transactions and shall contain the following as a minimum: name, description, model, location, unit of measure, unit price, quantity, condition, year purchased and serial number.

b. Maintaining transaction records with a clear and defined audit trail utilizing eMH, maintaining a hard copy file on all customers and pertinent documents (such as eMH print out, orders, and appointment letters), and ensuring the make, model, and serial numbers of appliances turned into the Defense Logistics Agency/Installation Support (DLA/DS) are recorded and items removed from inventory records upon approval of COR.

c. Maintaining customer accounts consisting of a signed master eMH reflecting all furnishings and appliances issued to each customer, and maintaining a list of unit FMS representatives (i.e., dormitory, and managers).

d. Managing an excess furnishings program to include identifying excess items, obtaining disposition instructions, preparing transfer documentation, and processing items for shipment, or to DLA/DS.

e. Performing joint inventories/assessments of all furnishings and appliances to include a physical count and reconciliation of warehouse assets including those assets issued on loan.

f. Performing customer account adjustments as discrepancies are discovered and updating eMH as required.

g. In the case of missing or damaged furniture/appliances an investigation will be conducted by the government and if the fault is of the contractor, the contractor would be responsible to replace/repair the item in question.

2.2 Quality Control Plan Contractor shall develop, implement, and maintain a quality control program that identifies deficiencies and provide 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. As a minimum the contractor shall develop quality control procedures addressing the areas identified in paragraph 2, Service Summary. The contractor shall provide a monthly report to the COR and CO regarding the effectiveness of their QC plan. Monthly report will be due by the 5th working day of the month.

2.3 Performance Assessment

2.3.1 Periodic Validation. This method requires the COR to employ a “spot check” style of evaluation based on the 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.

2.3.2 Customer Feedback. As part of its quality control program, the Contractor shall establish a Customer feedback system that is responsive to customer complaints. All customer complaints shall be validated by the Government (CORs/CO) and follow-up actions by the contractor shall be documented and submitted to the COR monthly. The 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 the COR for monthly review.

2.3.3. The COR will receive and investigate customer complaints. The 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 the COR and the Contractor. Validated customer complaints shall be re-performed after notification by the CO or COR.

2.4 Quality Assurance. The COR shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this PWS. The CO or 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 whether or not performance meets the standards contained in this PWS. Results of the validation then become the official Air Force record of the Contractor’s performance.

2.4.1. When discrepancies are found during performance, the COR shall notify the Contractor’s Contract 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 date of notification. Discrepancies will be documented on a Discrepancy Record/Customer Complaint.

2.4.2. When a performance threshold has not been met or contractor performance has not been accomplished in accordance with the PWS, the COR will notify the Contractor through Discrepancy Record/Customer Complaint, Letter of Concern or Corrective Action Report (CAR).

2.4.3. The contractor shall respond to the deficiency notification as discussed in Section 5 of the Quality Assurance Surveillance Plan (QASP) for Furnishing Management Section.

2.4.4. Government Remedies. The CO shall follow FAR 52.212-4, Contract Terms and Conditions-Commercial Items, for contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

2.4.5. If inspections indicate unacceptable performance, the Contractor shall be given 5-work days following notification to correct the unacceptable performance and inform the COR the corrective action has been accomplished. If deficiencies are not corrected within the required time frame, COR will contact the contractor for resolution or status. If the 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. When re-performance is not possible or corrective action is not performed to acceptable levels in accordance with the PWS, contract price may be reduced to reflect the reduced value of the services performed as stated below.

2.4.6. Price Reduction Computation. In the event that the Contractor does not meet the performance threshold for SS 5 - Pickups/Deliveries, the CO will use the following calculations to reduce the invoiced amount to reflect the reduced value of the services performed (in accordance with FAR 52.246-4). The calculation will be based on the distance traveled for the delivery, mileage expenses, crew size, travel time, burdened labor rates (SCA rates and average payroll and burden costs) plus the average time to load and unload (15 percent of subtotal hourly costs). Multiple trips may be combined by adding mileage and time for labor costs. An example of a Late Delivery Charge Calculation is provided as follows:

2.5 Periodic Progress Meetings. The CO, COR, other Government personnel as appropriate, and the Contractor shall meet to discuss the Contractor’s performance on the 15th day of the month for the first month and every three months after. Meeting minutes will include Q C events and monthly summaries. The following issues should be discussed; opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and valid customer complaints against each performance objective observed and steps taken by the Contractor to prevent occurrences in the future. Contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends. Contracting will put the minutes in writing, signed by the CO and any other signatures as deemed appropriate, distributed to the functional area and the contractor and a copy placed in the official contractor file. Should the contractor not concur with the minutes, the contractor will provide a written notification to the CO identifying areas of non-concurrence for resolution.

2.6 MONTHLY REPORTS. Contractor shall provide a monthly report detailing total number of pickups and deliveries including time of order and delivery, summary of items picked up and delivered, appliance and furnishings repairs including cost of repair, warranty items, number of disposals, inventories completed, damaged items and issues/problems encountered during monthly operations. Reports shall be submitted by the 10th of each month following month of service.

2.7 SERVICE SUMMARY (SS). Contractor service requirements are summarized into performance objectives that relate directly to mission essential items or services. The performance threshold describes the minimum acceptable levels of service required for each requirement. In the SS and contractor’s Quality Control Plan (QCP) provide information on contract requirements, the expected level of 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 Federal Acquisition Regulation (FAR) 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies.

SECTION C-2

SERVICE SUMMARY

Performance Objective PWS para Performance Threshold Method of Surveillance

SS 1 - Warehouse Management 1.3.1.1.3

OSHA/AFOSH violations:

None

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

Periodic Inspection or Assessment

Monthly site visits

1.3.2

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

1.3.1.

Annual Inventory: No more than 25 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 Service 1.3.3, No more than 3 validated customer complaints per month

Periodic Inspection or Assessment

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

SS-4 Pickups and Deliveries 1.3.4.

Not more than 4 late pickups/deliveries per month

Periodic Inspection or Assessment

Monthly Report

SS 5 - Furnishings / Appliance Repair Service Calls

1.3.7

No more than 2 deficiencies per month

Periodic Inspection or Assessment

Monthly Report

SS-6 Cleaning of Day Room Furniture

1.4 No more than 2 deficiencies per month

Periodic Inspection or Assessment

*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 CO.

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

A CAR will be initiated by the 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 the contractor file.

Distance Traveled Round Trip based on Google Map in Miles

JTR Mileage Rate Per Mile ($0.54)

Mileage Total Expense

D($0.54)=M

1. Distance Round Trip ($0.54) = Mileage Total Expense

Time of Trip calculated using distance travel time Round Trip per in hour

Number of People in Delivery Crew

Labor rate to include payroll and burden expenses per hour

Sub Total Hourly Rate

Add 15% Delivery Cost (Time) Load\Unloa d

Total Labor Trip with Deliver y Time

(T*P)$26.93=H 15% L

2. (Time x Number of People)$26.93= Sub Total Hourly Cost

3. Add 15% Delivery Cost to Load\Unload = Total Labor Trip with Delivery Time

Mileage Total Expense

Total Labor Trip with Delivery Time

FMS Late Delivery Charge Calculation Mileage and Labor

M+L=C

4. Mileage Total Expense + Total Labor Trip with Delivery Time = FMS Late Delivery Charge Calculation Total (“C” Consideration)

3.0 GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3.1. GOVERNMENT FURNISHED FACILITIES. The Government shall furnish a facility at 724 Quartermaster Road for Contractor Project Manager, staff, and maintenance personnel. No alterations to the facility shall be made without specific written permission from the Contracting Officer. The Contractor shall return the facility to the Government in the same condition as 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 the Contractor without cost. The 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 the Contractor at their own expense.

3.3. GOVERNMENT FURNISHED PROPERTY. The Contractor shall establish a written property management system plan conforming to requirements identified in contract clause 52.245-1 no later than 10 days after contract start. The Government furnished property listed in Appendix 3B will be in an “as-is, where-is” condition as identified in contract clause 52.245-2.

3.3.1. Inventory. The Contractor shall establish and maintain an inventory of all Government property to include furnishings and appliances with eMH bar coding system. 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. The Contractor shall conduct a joint physical inventory IAW 32-6000, para 9.8.3.3 all FMS inventory items. The inventories shall be conducted per schedule provided in Appendix 2.

3.3.2. The Contractor shall identify and report (as identified in Section 1.4.1.2.6) contractor damaged or missing Government property to the COR for liability determination. The 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 the Defense Logistics Agency/Installation Support (DLA/DS), JBER in accordance with procedures in their Property Management System.

3.4. REFUSE AND RECYCLING. Refuse collection at the Contractor’s job sites are the Contractor’s responsibility. The Government will provide a refuse container near 724 Quartermaster Road for Contractor’s use. The Government will accomplish pickup of refuse from these dumpsters. “The contractor shall recycle to the maximum extent practicable utilizing off-base facilities and services as JBER does not currently provide for collection and removal of recyclable commodities”.

3.5. COMPUTERS

3.5.1. Government property inventory management and business operations. All Government data maintained on Contractor-owned computer’s hard drive shall be transferred over to the Government and the hard drive sanitized by 673 CEG/CERI prior to computer being removed from Joint Base Elmendorf-Richardson.

3.5.2. Enterprise Military Housing (eMH). The Contractor will be provided Government computers, listed in Appendix 3B, to maintain the eMH. Contractor personnel maintaining eMH shall be required to successfully complete Air Force mandated Information Assurance Training initially and annually thereafter, which is required by all personal requiring network access on JBER. All Contractor personnel maintaining eMH shall require a minimum of a National Agency Check plus Inquiries (NACI) before being granted access to the JBER Metropolitan Area Network. All contractor personnel requiring NACI background checks, including fingerprinting and other required documentation and eMH training will be at Government expense.

3.5.3. The Government reserves the right to replace eMH with another Government provided system. Should this happen the contractor is responsible for the transfer of data from eMH into the new system and utilizing the new system for transaction management and Government inventory accountability.

3.5.4. Contractor shall coordinate all NACI background requests through 673 CEG/SE (Unit Security Officer) immediately upon notification of being hired.

3.5.5. All requests for network logon and email accounts shall be directed to 673 CEG/CERI and accompanied by a completed Information Assurance certificate and security clearance verification (System Authorization Access Request (SAAR) request form for NIPR access, copy of contractors SF85, Electronic Questionnaire for Investigation Processing (EQIP), Air Force User Agreement Statement Notice and Consent Provision (AF4394), Request for Personnel Security Action (AF 2583 Form), and a completed AIS Waiver Package).

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

3.6. POLICE AND FIRE PROTECTION. The Government will provide police and fire protection. Telephone number for Security Forces, 552-4444; Fire protection, 911; JBER spill response team can be reached at 552-SPIL (552-7745).

3.7. MEDICAL. In the event of a severe emergency, JBER Hospital, 580-5555 or 580-5556, will respond and transport, if necessary, a Contractor employee to the local hospital. The Contractor shall reimburse the Government for these services.

SECTION C-4

GENERAL INFORMATION

4.1. CONTRACTOR PERSONNEL

4.1.1. Contract Manager. The Contractor shall provide an on-site Contract Manager with at least 3 years of documented warehouse experience in managing and inventory control and who shall be responsible for the performance of the work and shall have full authority to act for the Contractor on all matters relating to daily contract operations. Prior to 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 Contracting Officer. The Contract 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 Contract Manager or alternate shall be available within 30 minutes of notification by text mail or phone during normal work hours, Monday through Friday, to meet with Government personnel designated by the Contracting Officer to discuss problem areas. After normal duty hours, the Contract Manager or alternate shall be available within two (2) hours of notification.

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

4.1.3.1.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. The Contractor shall provide badges.

4.1.3.2.Contractor personnel (including subcontractor personnel) are prohibited from smoking or consuming alcohol inside any Government building or work area at all times during the course of performance under this PWS.

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

4.1.4 TRAINING AND CERTIFICATIONS. All employees shall be trained and experienced in their trade in accordance with industry standards. 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, etc.).

4.2. SECURITY REQUIREMENTS.

4.2.1 Physical Security. Contractor shall be responsible for safeguarding all Government property provided for 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. Contractor is also responsible for their conduct and the conduct of their personnel.

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

Contractor) and vehicles. Applications shall be coordinated through the Contracting Officer or designated representative. At time of application, Security Forces may conduct a background check on employees. Upon termination of employment, the Contractor shall return identification cards and base passes to Security Forces within 24 hours.

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

4.2.4 OPSEC (Operations Security). To both the Prime and any and all Subcontractors (Hereafter Called “Contractor”). The contractor will comply with the units OPSEC Program, DODD 5205.02, and 10-701, JBER OPSEC Plan, and any unit specific OPSEC guidance for unit. The basis for the on-site Contractor OPSEC program. The agency/POC is the gov’t facility OPSEC point of contact. The contractor must comply with special OPSEC requirements contained in the contract or addendum thereto. The following standard expectations are included in all work

IAW AFI 10-701 2.18.12. Ensure contracting documents explicitly state the contractor’s

OPSEC responsibilities and requirements to protect the critical information and indicators associated with the activity, operation or program being contracted.

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.

The contractor supporting specific event-oriented activities will develop OPSEC

Plans/Annexes when directed by the supported program, or comply with the program's OPSEC Plan/Annex.

Personnel assigned will receive OPSEC Awareness Education and Duty-Related Training as deemed necessary by the Government or program supported.

OPSEC Awareness Education and Training will be provided or coordinated through government channels. Training can be completed online at this website:

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

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

4.3. HOURS OF OPERATION.

4.3.1. The Contractor shall maintain the following customer service hours to conduct normal day-to-day business: 0800 hours to 1700 hours, Monday through Friday. The 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, the contractor shall use corporate discretion in releasing employees and notify the COR(s). Maintenance shall be performed between 0800 and 1700, Monday through Friday.

4.3.2. Base Hours. Base hours of operation are 8:00 am to 5:00 pm, Monday through Friday. 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. Contractor shall request deviation from operating hours in writing to the

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, the Contractor shall be responsible for rescheduling services for the first duty day post the holiday observance.

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 Authority or Overseas Combatant Commander. IAW Defense Federal Acquisition Regulation Supplement (DFARS) 237.7602(a), and 237.7602(b) DFARS 252.237–7024, contractor shall continue services as 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. Contractor shall continue to perform all listed services unless otherwise directed by the CO at which time the Government will accept responsibility.

4.4. WARRANTIES. The Contractor shall be responsible for exercising manufacturers and contract warranties for Government property installed under this contract (appliances, furniture etc.). The 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 BUILDING. With new and renovated dorms/barracks , Part of the contract to purchase new items include install and setup, he project manager for the purchase, install is the one who will setup the schedule, responsibility for safety and also insures the success of the project by inspecting the install items at the end of the project.

Once the COR has accepted the building, then the contractor will input the assets in the system and assume responsibility.

4.6. OCCUPANT DAMAGE AND OR VANDALISM. If the Contractor suspects occupant damage or vandalism, the Contractor shall notify the COR.

4.7. ENVIRONMENTAL, SAFETY, AND HEALTH. Contractor shall be responsible for complying with all applicable federal, state, and local laws and regulations. Contractor shall be peculiarly liable for any fines or penalties levied against the installation due to the Contractor’s failure to comply.

4.7.5. Hazardous Materials Approval. Contractor shall submit a list of all hazardous materials intended for use during the course of work, along with Safety Data Sheets (SDS) for each hazardous material. All hazardous materials brought on base will be approved by the Hazardous Material Program Manager via EESOH-MIS or a 3952 with SDS. Contractor regardless of typical generation status must manage all hazardous waste as a large quantity generator.

Contractor must adhere to and abide by the JBER Hazardous Waste Management Plan and the integrated Hazardous Material plans.

4.7.5.1 The listing shall include the following information: name of product, type of chemical, quantity to be brought on installation, process for which it is used, disposal method of empty containers, disposal of non-hazardous waste, and disposal of hazardous waste. All hazardous materials must be approved by the Hazardous Material Plan (HMP) before they are brought onto the installation. All chemicals used must have a Material Safety Data Sheet (MSDS) on file at the job site. Contractor shall not store hazardous materials or wastes on Joint Base Elmendorf-Richardson longer than 24-hours without written approval in accordance with local procedures.

4.7.6. Hazardous Material Usage. The Contractor shall report how the hazardous material was used (i.e., used on job, spilled, evaporated as an air emission, or disposed of as a solid waste and hazardous waste). An updated monthly inventory of hazardous materials stored on-site shall be submitted on or before the 10th of each month to COR. COR will submit the initial inventory and monthly inventories to HMP for data input.

4.7.7. All hazardous wastes generated by this contract shall be managed and disposed of in accordance with the JBER Hazardous Waste Management Plan (O-Plan 19-3).

4.7.8 Spill Reporting Requirements. The Contractor shall immediately report any spill to the JBER Fire Department at 911, COR, and the Contracting Officer (CO). The Contractor shall take steps to confine, contain, report and clean up any leak or spills that they cause. The Contractor shall comply with EPA and ADEC procedures. The Contractor shall ensure that items found currently leaking are drained, externally cleaned and contained prior to moving so that transporting them allows no further spillage. Contractor shall bear all costs associated with spills.

JBER Spill Reporting Procedures Guidance shall be followed. The contractor can contact the JBER Spill Manager regarding any questions/requirements at 907-384-2478 and via emailing 673 CES.CEIEC.EnvCom@us.af.mil and Rosanna.dickens@us.af.mil. The Contractor can reference the following attachments

Attachment A: Spill Response Procedures Attachment B: JBER Spill Reporting Placard, Site Specific Plan

4.7.8.1 The Contractor shall assist the 673 CES/CEIEC in making all the required agency spill reporting notifications. Soil suspected of contamination shall be tested by HAZMAT to determine if it contains any contaminants prior to relocating it. Testing and disposal of soil shall follow Alaska Department of Conservation (ADEC) 18 AAC 75 (Oil & Other Hazardous Substances Pollution Control).