1101VNCOMDescriptionsofServices11-1A0004.pdf

29 Mar 07 FA3002-06-R-0003

Section 11-1 Operations and Maintenance (O&M)

11.1. Description of Services: Operations and Maintenance (O&M) shall be a service dedicated to maintaining real property and real property installed equipment (RPIE) and to implementing programs to improve the base living and working environment. This service shall support all facilities on Vance AFB to include military family housing (MFH), billeting facilities, and dormitories and Kegelman Auxiliary Airfield. The Service Provider shall be responsible for the maintenance and repair of all (RPIE), and similar real property installed equipment (SRPIE) IAW appropriate AFI. Service Provider shall be responsible for inspection, maintenance and repair of all facilities and buildings listed in USAF Real Property Inventory Detail Listing (R7115) as of 30 Sep 07. Provide the most effective and economic management of all financial resources for the separate service activities. This includes coordination and maintaining an integrated system of financial services to include cost accounting, financial accounting and budgeting. Real property management and accountability for Vance AFB and Kegelman Auxiliary Airfield. Real property accountability includes managing, budgeting and accounting for all real property controlled by Vance AFB.

Services provided are acquisition and disposal of land, management, utilization, and disposal of buildings, in-granting and out-granting of real estate, relocation and assignment of existing organizations/space.

11.1.1. Operation and Management Support. The Service Provider shall provide professional maintenance, repair, operations, and minor alterations in the most efficient and economical manner, taking into account total system life cycle costs and impact on the quality of service received by the customer. Provide 24 hour service call operation. Special service levels shall be provided to systems designated as critical systems. The failure of these systems creates or threatens to create personal safety hazards, environmental violations, damage to base assets, or near-total loss of work productivity for Vance personnel for the duration of the outage or base wide loss of service function (with no substitute or backup available).

11.1.1.1. All services shall be accomplished in a timely manner, have standardized work methods and procedures IAW commercial practices, and be continually evaluated to improve their effectiveness. To assure timely work completion in a professional manner, the Service Provider shall provide necessary controls over all activities involved.

11.1.1.2. Service Provider shall comply with current Air Force, State, and Federal laws. The Service Provider's staff shall be fully trained, professional, and customer service oriented.

The Service Provider shall ensure quality work performance in accordance with applicable standards and guidelines. Additionally, the Service Provider shall partner with the Vance community to continuously improve the quality of programs and services offered to customers.

11.1.1.3. Service Provider shall maintain and keep current a master appliance listing for (RPIE) and Equipment Authorization Inventory Document (EAID).

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11.1.1.4. Service Provider shall establish and maintain a library of operation and maintenance manuals on systems maintained.

11.1.1.5. Service Provider Shall ensure the Base Swimming Pool is open Memorial Day to Labor Day of each year.

11.1.1.6. The service provider shall provide support for special events (e.g., air shows, Oklahoma State Special Olympics, Christmas in the Park, change of command, retirement ceremonies, DV visits, etc.).

11.1.2. Real Property, (RPIE), and (SRPIE) maintenance. The Service Provider shall:

11.1.2.1. Develop short and long-range cost-effective maintenance strategies and programs appropriate to the missions, performance requirements and objectives, and criticality of applications supported by the major systems. Plans shall support system operating targets.

11.1.2.2. Create supporting budgets for maintenance plans, which shall include both (O&M) funds and capital spending. The Service Provider shall make recommendations on capital spending based on a priority plan that reflects the most critical system improvement requirement and least maintenance life cycle cost basis.

11.1.2.3. Assess existing predictive/preventive maintenance (PM) program and maintain or improve program to minimize repair and replacement cost and interruptions to the mission and customers, enhance system reliability, and extend the life cycle of Vance.

11.1.2.4. Coordinate work with facilities users. The facility manager must be contacted prior to starting work and kept abreast on the progress of work for the facility IAW AFPAM 32- 1004V3.

11.1.2.5. Assure all personnel receive current training including continuing education courses, seminars, and conferences approved by HQ AETC.

11.1.2.6. Manage (RPIE) items. Provide economical maintenance, repair, construction, operations and services functions for (RPIE) IAW current Air Force Directives and to a standard that prevents unwarranted deterioration.

11.1.2.7. Establish and maintain a Recurring Work Program (RWP). Recurring work applies to real property, RPIE, or systems and equipment maintained by the Base Civil Engineer (BCE). Recurring work consists of operations, recurring maintenance, service work, and other recurring work for which the scope and level of effort are known without an earlier visit to the job site each time the work is scheduled. It includes all recurring work needed to prevent breakdown of critical facilities, equipment, or utilities. The RWP encompasses all work of a normally recurring nature except utility operations and contracted services. The RWP is managed by reserving hours in the schedule. The cost of an item shall not be the

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11-1-2 governing factor on whether it is placed on the RWP program. The RWP will not be limited to the following:

11.1.2.7.1. Backflow Prevention Program IAW AFI 32-1066, Uniform Plumbing Code and the International Plumbing Code. Service Provider shall conform to all requirements of AFI 32-1066, Uniform Plumbing Code and the International Plumbing Code.

11.1.2.7.2. Cathodic Protection Program IAW AFI 32-1290(I) and UFC 3-570-06. Service Provider shall conform to all requirements of AFI 32-1290(I) and UFC 3-570-06.

11.1.2.7.3. Service Provider shall establish a Fire Hydrant Flushing Plan IAW UFC 3-230- 02.

11.1.2.7.3.1. Water main Breaks and Repairs: Service Provider shall maintain a bench stock needed to repair critical water mains after a break occurs

11.1.2.7.3.2. Hydrant Flushing: Hydrant flushing will be accomplished IAW UFC 2-230-02.

11.1.2.7.3.3. Fire Hydrant Repair: Fire Hydrant repairs will be accomplished IAW UFC 2- 230-02.

11.1.2.7.4. Establish and maintain a Roof Inspection and Maintenance program IAW

AFPAM 32-1004V2.

11.1.2.7.5. Establish and maintain a compliant refrigerant management program which complies with Environmental Protection Agency (EPA) 608 and 40 Code of Federal Regulation (CFR) 82.

11.1.2.7.6. Establish and maintain a carpet improvement program in accordance with Engineering Technical Letter (ETL) 03-3, Air Force Standard and AETC Carpet Guidance, Sept 10, 2004.

11.1.2.7.7. Establish and maintain an inspection and maintenance program for POL Systems IAW UFC 3-460-03F and Technical Order 37-1-1

11.1.2.7.8. Maintain Base Signage. Service Provider shall maintain all base signage IAW the Unified Facilities Criteria (UFC) 3-120-1, Air Force Sign Standard

11.1.2.7.9. Service Provider shall brief Wing Leadership monthly on scheduled work.

11.1.2.7.10. Schedule and manage in-service work force on a monthly, weekly and daily basis.

11.1.2.7.11 Schedule and conduct annual gas line leak test IAW Air Force & DOT guidelines

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11.1.2.7.12. Maintain a No-drop Bombing Range

11.1.2.7.12.1.

BRAC – IFF NO-DROP RANGE

RANGE TOWER

SECURITY FENCING

INGRESS AND EGRESS ROADWAY

COMMUNICATIONS SUPPORT

UTILITIES SUPPORT

EARTHWORK

CLEAR AND GRUB

BACKUP GENERATOR

ROADWAY AND UTILITY EASEMENTS

11.1.2.8. Planning Functions: The Service Provider shall perform building/facility surveys, develop and utilize short and long range maintenance programs, and assist with budget development for Appropriated Funds (APF)/Non-appropriated Funds (NAF) real property, and Family Housing. Service Provider shall prepare a weekly planning schedule. Fifty percent of all planned work orders requested must be planned with-in 30 days of receipt of request and the remaining fifty percent must be planned within 60 days.

11.1.2.8.1. In-service Work Plan, (IWP): The service provider shall establish and maintain an (IWP). An IWP Programmer/Scheduler shall maintain the program and the program shall consist of forecasting written work for the current month and 12 future months. The IWP Programmer/Scheduler will determine when the work will be accomplished in conjunction with the Chief of Operations, Shop Supervisors and Shop Leads. The IWP will be approved by the Chief of Operations. The following will be a basis for determining the priority system for programming work orders.

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1. Seasonal nature of the work

2. Special interest

3. Relative priority of the work

4. Material lead time

5. Shop backlogs

6. Equipment availability

7. Commitments

11.1.2.8.2. All planned work orders will be greater than 50 man-hours as a minimum and not more than 250 man-hours as a maximum to complete the work. Work request exceeding the 250 man-hours must be accomplished by (O&M) contract or be approved by the Government Director of Civil Engineer Flight or (O&M) Quality Assurance Person.

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11.1.2.9. Infrastructure Programs. The Service Provider shall conduct joint Engineering/O&M technical surveys, studies, and programs to support base and annex buildings/facilities to include but not limited to:

11.1.2.9.1. A systematic approach for the inspection, evaluation, maintenance and repair of all airfield lights and associated equipment.

11.1.2.9.2. Identification, isolation, recording, and correction of cross-connections and other potential sources of water distribution system contamination.

11.1.2.9.3. A painting program, which involves protective coatings for all surfaces.

11.1.2.9.4. A continual POL upgrade plan for delivery systems including piping, pumps, reservoirs, meters, etc.

11.1.2.9.5. Maintain fuel and oil separators

11.1.2.9.6. Maintain grease traps

11.1.2.10. Work Receipt and Processing. Operations management work will generally fall into one of two categories based on scope and complexity of the requirement. Planned Work:

Planned work, to include minor construction normally requires detailed planning or capitalization of the real property records. The planner determines the scope, method, and type of resources and estimates the quantity of resources using approved cost estimating tools.

Direct Scheduled Work (DSW): This work generally does not require detailed planning. The following work classifications are used for direct scheduled work: Emergency, Urgent, and Routine. Service Provider shall:

11.1.2.10.1. Meet Base Requirements.

11.1.2.10.2. Complete a minimum of 20 planned work orders each month. Planned work orders that have not been completed within six month will be reviewed and the requestor will be contacted to ensure the requirement still exists.

11.1.2.10.3. Planned work orders shall be scheduled on a weekly schedule.

11.1.2.10.4. Real property items shall be installed or replaced under planned work orders.

11.1.2.10.5. Work that must be capitalized on real property records shall be accomplished by planned work order.

11.1.2.10.6. Provide an orderly system for reporting and tracking events that require corrective actions for base facilities, medical facilities AFFES facilities, DECA facilities and Military Family Housing.

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11.1.2.10.7. Service Provider shall be responsible for the location of all utilities to support construction activities.

11.1.2.10.8. Completed work orders that have significant variance between actual and estimated hours shall be analyzed IAW AF PAM 32-1125, V1, paragraph 5.11.

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11.1.2.10.9. Direct Scheduled Work (DSW): Service Provider shall utilize the established priority system in accordance with AFI 32-1001, paragraph 8.2. for all DSW. Establish a job order tracker that will enable the government to determine what the completion rate was during the month for each type of work classification. Provide 24 hour service call operations.

Completion rates must be a minimum of 95% for routine job orders, 98% for urgent job orders, and 98% for emergency job orders. Service provider must complete a minimum of 700 DSW job orders per month .

11.1.2.10.10. Emergency: An emergency condition that is detrimental to the mission or reduces operational effectiveness and requires elimination of the condition within 24 hours of notification. An emergency condition affecting a critical system, such as a utility outage, shall be responded to immediately and either remedied or downgraded to a non-emergency status within 24 hours of notification. An emergency is, but not limited to, the failure of any utility, fire protection, environmental control, security alarm system, or stopped up sewer.

11.1.2.10.11. Urgent. Work that does not qualify as emergency, but must be accomplished within 7 calendar days after identifying the requirement or receipt of material. Material requirements must be processed within 2 calendar days of receipt. Air conditioning malfunctions in the following facilities will be considered as an urgent DSW requirement:

1. Communications – Bldg. 500

2. Data Processing – Bldg. 500

3. RAPCON – Bldg. 795

4. PMEL – Bldg. 128

5. VORTAC – Bldg 1003

6. Clinic – Bldg 810

7. Physiological Training – 826

8. SUPT – Buildings 179, 183 and 541

9. Flt Simulator - Bldg 672

10. OSS – Bldg 690

11.1.2.10.12. Routine. Work that does not qualify as emergency or urgent, but must be accomplished within 30 calendar days after identifying the requirement or receipt of material.

Material requirements must be processed within 14 calendar days of receipt. When practical, group routine requirements into work packages and accomplish as a single undertaking.

11.1.2.11. Trades Licensing Requirements. The Service Provider shall ensure all employees requiring licensure/certification meet applicable Federal and State laws and licensing requirements in appendix 11I.

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11.1.2.12. Power Production: The Service Provider shall maintain aircraft arresting systems at Vance and Kegelman Field IAW AFI 32-1043 and Technical Order 35 Series.

11.1.2.12.1. Reserved

11.1.2.12.2. Personnel who perform the maintenance of Aircraft Arresting Systems and emergency generators, as a minimum must have qualifications listed in AFI 32-1043.

11.1.2.12.3. Establish and maintain an inspection, repair and maintenance program for emergency generators as per AFI 32-1043, AFI 32-1062, and AFI 32-1063.

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11.1.2.12.4. Maintain Airfield lighting.

11.1.3.. Logistics Support. Supplies purchased for operations, maintenance and minor construction work shall have their costs entered into IWIMS or ACESOPS or current computer support system.

11.1.3.1. Service Provider shall maintain a bench stock to support all (DSW). The Bench Stock shall consist of high use items (30-90 day turn over) to support the (DSW) program and (IWP) for Base and MFH areas. Low use items will be ordered on an as needed basis.

11.1.3.2. The Chief of Logistics shall review all bench stock items on a monthly schedule to ensure only high use items are maintained on bench stock.

11.1.3.3. Planned work shall have all materials on hand a minimum of 45 days prior to scheduling the work.

11.1.3.4. Maintain a Self-Help Store for Base Personnel.

11.1.4. Military Family Housing (MFH) Maintenance.

11.1.4.1. The Service Provider shall accomplish maintenance, repair, and cleaning of all MFH units between the old occupant and the new occupant when the MFH are empty.

11.1.4.2. For (MFH) the following response time and completion time shall be adhered to:

11.1.4.2.1. Emergency: Respond within one hour and complete within 24 hours from the initial call or emergency condition rectified and the work order downgrade to a non-emergency status with in 24 hours.

11.1.4.2.2. Urgent: Respond within 24 hours. Work that does not qualify as emergency, but must be completed within 7 calendar days after identifying the requirement or receipt of material. Material requirements must be processed within 2 calendar days of receipt.

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11.1.4.2.3.. Routine: Work that does not qualify as emergency or urgent, but must be accomplished within 30 calendar days after identifying the requirement or receipt of material.

Material requirements must be processed within 14 calendar days of receipt. When practical, group routine requirements into work packages and accomplish as a single undertaking.

11.1.4.2.4. If the ambient temperature is above 85 degrees Fahrenheit or below 40 degrees Fahrenheit, emergency cooling or heating service calls are:

Service call Received Response Time Completion

Time 1801-2400 Before 1000 next calendar day Within 24 Hours from the initial call

0001-0600 Before 1000 same calendar day

Within 24 Hours from the initial call

0601-1800 Within Four Hours from the initial call

Within 24 Hours from the initial call

Note: Where the residents of the MFH unit possess a medical waiver, service calls of no heat or no cooling shall be considered an emergency priority.

11.1.4.2.5. The maximum number of days authorized for unit downtime of a MFH unit is nine

(9) calendar days for change-of-occupancy. The nine (9) calendar days shall start when the old occupant terminates the quarters.

11.1.4.2.6. The Service Provider shall provide cleaning service after each change-of-occupancy for each quarter prior to the new occupant signing for the quarters.

11.1.4.2.7. Provide cleaning service for duct work in the MFH area.

11.1.5. Unaccompanied Officer and Enlisted Dormitory Maintenance.

11.1.5.1. Service Provider shall accomplish maintenance, repair, and cleaning of all Unaccompanied Officer and Enlisted dormitories when the occupant moves out and the before the new occupant occupies the room/suites. The maximum number of days authorized for unit downtime of Unaccompanied Officer Quarters is three (3) workdays, for change of occupancy. The three days shall start when the occupant terminates the quarters.

11.1.6. The Service Provider shall report to the housing office all maintenance work that may have been caused by abuse or negligence on the part of the occupant IAW AFI 32-6001.

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11.1.7. Reserved

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11.1.8. Real Property Accounting and Inventory Management

11.1.8.1. Maintain automated Real Property Records (RPR) detailing all real property assets.

Maintain the RPR within the IWIMS/ACCESS or designated replacement system. The file currently contains information on approximately 1,781 line items. RPR contains considerable data detailing all real property assets, including all land, facilities, infrastructure, Real Property Installed Equipment (RPIE) (e.g., HVAC units, alarm systems, permanent generators, etc.) costs, facility square footages, facility occupants, standardized category and customer codes, facilities condition codes etc., IAW AFI 32-9005. The maintenance of records includes adding records, updating changes in RPR information, and deleting records into IWIMS/ACCESS or designated replacement system.

11.1.8.2. Maintain Real Property Accounting System: Review all maintenance and repair, alteration, demolition, or construction work orders and projects to determine which actions are required to be capitalized rather than expensed in accordance with applicable policies, directives, instructions, supplements and guidance. This includes initial capitalization of all new construction and placing facilities on record for the first time, as well as de-capitalizing replaced, demolished, or otherwise disposed of real property. All items requiring capitalization must be thoroughly researched and supporting documentation gathered and retained. All completed actions that affect the real property records are appropriately entered into the automated RPR. Expensed work orders are reviewed and forwarded to maintenance engineering for updating maps and blue line drawings. Real Property general ledger account balances via an automated report will be provided to the Defense Finance and Accounting Service (DFAS) for posting to the appropriate Air Force financial statements.

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11.1.8.3. Real property inventory validation: Validate the RPR by performing a physical inventory of each RPR IAW AFI 32-9005. A completed physical inventory of all real property will be accomplished within one year from contract activation. After the initial inventory, a progressive physical inventory will be scheduled to ensure that a complete inventory is conducted every five years or each time the real property accountable officer, who is a government employee is changed.

11.1.8.4. Prepare real estate reports, surveys, and other submissions as required: Prepare real estate statistical and summary reports and any other miscellaneous reports as requested by HQ

AETC.

11.1.8.5. Manage real estate in-grants, out-grants, acquisitions, disposals, support agreements, and base relocation and assignment: Manage initiation, renewal, and termination actions for all in-grants (permits USAF use of non-USAF property, i.e., leases, easements, licenses, rights-of-entry, permits); out-grants (allows use of USAF property to non-USAF entities, i.e.

leases, easements, licenses, permits); acquisitions (purchase, donation, exchange, or transfer of real estate); and disposals (demolition, sale or transfer of USAF real estate). These packages will include all the required processes and preparation of all the documentation, environmental process, proper coordination and approval authority. Manage, initiate and finalize the acquisition and disposal of buildings and land. Manage the coordination of

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11-1-9 support agreements with all affected Service Providers. Manage existing base relocations, acquire proper approval authority and assign building space to organizations.

11.1.9. Facility Manager Program: The Service Provider shall establish and administer a customer-focused Facility Manager's Program, to include the development of a manager’s guide and required training. Service Provider shall train all primary and alternate facility managers within 30 days of assignment.

11.1.10. Financial Management

11.1.10.1. Appropriated Funds (APF) are those funds the Air Force provides to operating units for mission accomplishment. Financial managers need to have both a clear understanding of the Air Force finance and budget execution system and techniques, as well as an understanding of the functional requirements of the respective service areas. Work center requirements must be collected and validated and incorporated into functional plans for timely execution. All requirements must be meshed together to develop an overall plan with both funded and unfunded requirements identified, justified, prioritized, and submitted.

Available funds must be prioritized and distributed to effectively ensure all service activities have adequate funds to meet their individual missions. Provide financial support to the service activities. Provide accurately and timely submissions thorough funding requirements and sound financial guidance that is responsive to the needs of the different service activities.

11.1.10.2. Develop, prepare, submit, and maintain the financial plans and budget estimates IAW Air Force directives. Serve as a resource advisor performing day-to-day control and management involving the formulation, execution, and/or analysis of the different activities’ budget and funding requirements. Initiate and sign as requester AF Forms 9, Request for Purchase, for all projects by contract, non-target travel, or for any other matter requiring that additional funds be added to the contract. Forward to CO or CO’s designated representative for approval.

11.1.10.3. Works closely with supervisors/managers and/or project managers in utilization of resources, resolving problems, and determining funding/resource requirements.

11.1.10.3.1. Budget for all government furnished equipment in the equipment replacement program based on the economic life expectancy of the equipment. Note: The economic life is defined as exceeding 75% of the equipment cost for maintenance and repair.

11.1.10.4. Compiles findings and makes recommendations for development and implementation of procedures for financial management and budgeting functions in support of organizational programs/activities.

11.1.10.5. Participates as a member of the Financial Working Group (FWG), making recommendations on funded and unfunded priorities, prepares justification, and defending requirements. Attend the Financial Management Board as required.

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11.1.10.6. Initiate process and monitor contract work orders for appropriate service areas; e.g., operations and maintenance, site maintenance, etc.

11.1.10.7. Perform Budget Execution and Administration Work Involving Monitoring of Obligations Incurred and Actual Expenditures of Funds

11.1.10.7.1. Review and analyzes budget request submitted by organizational activities to ensure the consistency, accuracy, and adherence to instructions.

11.1.10.7.2. Research, consolidate, and summarize budgetary data from source documents, automated budgetary systems, accounting records, and reports for use in preparing budget estimates and annual financial plans. Interprets source information and properly applies it to the budget.

11.1.10.7.3. Review organizational historical data and/or matches funding request or projected costs of selected line items with past records to determine trends in spending and forecast annual funding needs.

11.1.10.7.4. Analyze data for prior, current, and out year in preparing financial plans.

11.1.10.7.5. Assist the different service functions in the development of their individual budgets, reviews and drafts statements for justifying funding requests. Review budget submissions for compliance with rules, regulations, and procedures.

11.1.10.7.6. Assist in the development of unfunded requirements, justifications for each program, and/or appropriation as suspensed by the Comptroller. Unfunded requirements state the difference between actual funding and the organizational funding requirements. Generally one or two formal submissions are required each fiscal year for each program/function each stating the unfunded requirements along with narratives providing full justification for additional funds, as well as impacts on operations if funds are not provided. Requirements are the result of financial analysis as well as gathering inputs from all work centers.

Requirements must be thoroughly validated, justified, and prioritized. Plans must be well prepared and defended (written and orally in various forums) at several levels of management to ensure appropriate prioritization at base level.

11.1.10.7.7. Respond to Comptroller and/or commander-directed suspense’s, work with the different service functions in developing organizational priorities for funding base-level “end of year fallout funds” for all major programs. Must consider all current organizational requirements. Paramount to all decisions is the ability to execute funds, which may limit some options. Unfunded requirements must be justified and prioritized, monitored, and updated, as required, based on cost increase/decreases or change in requirements.

11.1.10.8. Perform Budget Execution Budget and Administration Work Involving the Monitoring of Obligations Incurred and the Actual Expenditures of Funds.

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11.1.10.8.1. Once the Comptroller has made distribution of funds for each major program and/or appropriation to the organization, allocate funds based on each organization’s financial plan submission. Ensure funds allocation accommodates all mission requirements and facilitates a productive workforce. Reimbursement projections must also be made and appropriately identified as well.

11.1.10.8.2. Monitor track, and review obligations, expenditures, reimbursement orders, and request for allotments, identifying and reporting differences, which are not keeping with annual work plans.

11.1.10.8.3. Compare obligations and expenditures of funds in each organization, and identifies the different functions with over and under obligation of funds.

11.1.10.8.4. Prepare and conducts reprogramming and adjustments of funding to cover short falls, unanticipated expenses, and/or unexpected emergencies, identifying and referring to higher level officials reprogramming actions that require prior approval.

11.1.10.8.5. Obtain and provide information concerning the propriety of using funds for specific purposes by researching appropriate legal and regulatory guides.

11.1.10.8.6. Make recommendations for transfer of funds between object class and line item accounts under the same appropriation or allotment when funds are needed to cover increases in obligations or when expenditures fall below established limits.

11.1.10.8.7. Verify, enter, and adjust budgetary data for each organization in a variety of forms, schedules, and reports.

11.1.10.8.8. Throughout the fiscal year, execution of funds must be monitored to identify areas of funds overages and shortages. Monitor the different types of money to ensure that funds are used in the proper area. Use various accounting and forecasting techniques to project requirements in all areas, often prioritizing program requirements. Periodic execution summaries must be provided to management and executive leadership as requested. Identify areas where execution is lagging or accelerated, and coordinate with organizational managers to take corrective action as needed.

11.1.10.8..9. Initiate and sign as requester AF Forms 9, Request for Purchase, for all projects by contract, non-target travel, or for any other matter requiring that additional funds be added to the contract. Forward to the CO or CO’s designated representative for approval.

11.1.10.8.10. Service Provider shall determine reimbursable customers with assistance from the Comptroller and the interservice support agreements. Gather appropriate monthly data and determine appropriate charges to customers either as refunds or reimbursements. Prepare monthly statements of reimbursements and submit to the Defense Finance and Accounting Service Limestone Operating Location (DFAS—LI/AILAOV) for payment. Provide information copy to financial analysis office, 71 CPTF/FMA. The most common charges are

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11-1-12 for utilities and facility maintenance services. Utility charges are determined from utility consumption reports and appropriate utility rate determinations. Other charges are extracted from various sources, including work order file, labor records, and other applicable databases.

11.1.10.8.11. Monitor collection of reimbursements on various funds transfer documents or by direct citation of tenant organizational funds on purchase requests.

11.1.10.8.12. Ensure Interim Work Information Management System (IWIMS) (Note: IWIMS supports operations and maintenance, engineering, site maintenance, and housing management as applicable, but not limited) or its replacement work orders and cost related utility files are maintained with current information. Examples include Customer Account Code File, Refund and Reimbursement Code File, Cost Account Reference File, etc.

Generally, these files are validated annually with modification activities. The shop rate files must be validated monthly with problem situations identified and corrected.

11.1.10.8.13. Service Provider will be responsible for calculating and establishing shop rates for the appropriate service delivery area. Shop rates will be reviewed and adjusted as required quarterly.

11.1.10.9. Provide advice on budget and related matters such as types of funding available, effects of budgetary changes on related activities, and status and use of funds.

11.1.10.9.1. Compile, prepare, and convey information about the budget and programs of the different organizations.

11.1.10.9.2. Prepare guidance and/or interpretation of standard procedures and regulations relating to the organization’s budget and financial procedures and processes.

11.1.10.9.3. Conduct budget-related training of organizational personnel on budget processes, procedures, requirements, etc.

11.1.10.9.4. Provide advice and prepare guidance on budget and budget related matters.

NOTE: Guidelines that are available and regularly used include, AF, HQ AETC, and local budgetary regulations, policies and precedents (e.g., the analysis and formation of budget estimates, requirements for justifications for budget requests and/or reprogramming actions, methods for analyzing and reporting on obligations and expenditures of approved budgets, or requirements for cost and economic analysis) and specific substantive program goals and production schedules.

11.1.10.9.5. Provide necessary analysis of both historical and current expenditure patterns and trends to assist in forecasting requirements and in developing program and execution strategy for specific portions of the overall budget.

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Service call Received