PWS Updated 021518.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

FURNISHINGS MANAGEMENT SECTION (FMS)

Goodfellow Air Force Base, Texas

DATE

23 January 2018

UPDATED 15 February 2018

Table of Contents

1. DESCRIPTION OF SERVICES

1.1. REFERENCES

1.1.1. APPLICABLE PUBLICATIONS

1.1.2. APPLICABLE FORMS AND REPORTS

1.2 PERSONNEL

1.2.1. CONTRACT MANAGER

1.2.2. QUALIFICATION/TRAINING

1.2.2.1. COMPUTER TRAINING

1.2.2.2. LICENSED PERSONNEL

1.2.2.3. FORKLIFT TRAINING

1.3. ENTERPRISE MILITARY HOUSING (eMH) INFORMATION SYSTEM.

1.4. FURNISHINGS MANAGEMENT

1.4.1. FURNISHINGS LABELS

1.4.2. FURNISHINGS INVENTORIES

1.4.3. FURNISHINGS INVENTORY/INSPECTION REPORT

1.4.4. FINANCIAL LIABILITY INVESTIGATION OF PROPERTY LOSS (MISSING OR

DAMAGED INVENTORY ITEMS)

1.4.4.1. CONDITION CODES

1.4.5. TRACKING OF FURNISHINGS

1.4.6. CONTROL WAREHOUSE FURNISHINGS INVENTORY

1.4.7. CONTROL FURNISHINGS

1.5. FIVE-YEAR LONG RANGE FURNISHINGS PLAN (5-Yr Plan)

1.6. NEW FURNISHINGS REQUEST PROCEDURES

1.7. REPAIR OR REPLACEMENT DECISION RECOMMENDATION

1.7.1. CALCULATION OF DEPRECIATION COST/ LIFE EXPECTANCY (YEARS)

1.8. FURNISHING MOVES

1.8.1. FURNISHING PLACEMENT

1.8.2. MASS MOVES

1.8.3. EMERGENCY MOVES AND DISASTER RESPONSE

1.9. WORK ORDERS

1.10. EXCESS FURNISHINGS CONTROL

1.11. BACK-UP STOCK

1.12. MINOR MAINTENANCE AND REPAIR

1.13. REFRIGERANT RECOVERY AND DISPOSAL OF REFRIGERATORS

1.13.1. DOCUMENTATION

1.13.2. DISPOSAL

1.14. WARRANTY DATA/REPLACEMENT

1.15. CHANGES WITHIN SCOPE OF WORK

1.15.1 ADD OCCUPANCY

1.15.2 REDUCE OCCUPANCE

1.16. KEY CONTROL

1.17. LOST KEYS

1.18. TRANSITION IN

1.19. TRANSITION OUT

2. SERVICE DELIVERY SUMMARY

2.1. QUALITY MANAGEMENT SYSTEM (QMS)

2.2. CONTRACTING OFFICER AND CONTRACTING OFFICER REPRESENTATIVE

(QUALITY ASSURANCE PERSONNEL)

2.2.1. GOVERNMENT QUALITY ASSURANCE

2.2.1.1. UNACCEPTABLE PERFORMANCE

2.2.1.2. CO NOTIFICATION

2.2.1.3. MAJOR FINDING

2.2.1.4. MINOR FINDING

2.3. PERFORMANCE ASSESSMENT

2.3.1. PERIODIC VALIDATIONS

2.3.2. PERIODIC PROGRESS MEETINGS

2.3.3. MEETING MINUTES

3. GOVERNMENT FURNISHED FACILITIES AND EQUIPMENT

3.1. GOVERNMENT FURNISHED FACILITIES

3.1.1. FACILITY USE

3.1.2. CONSERVATION OF UTILITIES

(Removed) 3.2. GOVERNMENT FURNISHED EQUIPMENT

3.2.1. GFE MAINTENANCE

3.3 REMOVED PARTS/SALVAGEABLE MATERIALS

4. GENERAL INFORMATION

4.1. CONTRACTOR-FURNISHED VEHICLES

4.1.4. WORK UTILITY VEHICLES (WUV) AND LOW SPEED VEHICLES (LSV)

4.2. CONTRACTOR FURNISHED EQUIPMENT

4.3. SAFETY

4.4. HOURS OF OPERATION

4.4.1. NORMAL HOURS OF OPERATION

4.4.2. HOLIDAYS

4.5. CONTRACTOR RESPONSIBILITIES

4.6. APPEARANCE DRESS/UNIFORMS

4.7. PERSONAL PROTECTIVE EQUIPMENT (PPE)

4.8. CONTRACTOR NOTIFICATION RESPONSIBILITIES FOR BASE ACCESS

4.8.1. PASS/IDENTIFICATION ITEMS

4.8.2. UNESCORTED ENTRY TO STUDENT DORMITORIES IS PROHIBITED

4.8.3. RETRIEVING IDENTIFICATION MEDIA

4.8.4. REPORTING REQUIREMENTS

4.8.5. SECURITY MANAGER APPOINTMENT

4.9. PHYSICAL SECURITY, ANTITERRORISM/FORCE PROTECTION

4.10. ENVIRONMENTAL

4.10.1. HAZARDOUS MATERIAL

4.10.2 HAZARDOUS AND SPECIAL WASTES

4.10.3. GOVERNMENT REGULATIONS

4.10.4. COMPLIANCE

4.10.5. REPORTING

4.11. CONTRACTOR CHANGEOVER

4.12. SMOKING

4.12.1. TOBACCO USE IN THE AIR FORCE

4.13. WEAPONS

4.14. SAFETY REQUIREMENTS AND REPORTS

5. CONTRACTOR REPORTING OF LABOR HOURS

6. DAMAGES TO GOVERNMENT BUILDINGS, EQUIPMENT, WILDLIFE OR

VEGETATION

7. OPERATIONS SECURITY (OPSEC) REQUIREMENTS

8. APPENDICES.

A. DEFINITIONS

B. FACILITY LISTING

C. PRIOR WORKLOAD DATA

D. (Removed) GOVERNMENT FURNISHED PROPERTY/EQUIPMENT

E. REQUIRED REPORTS/FORMS

F. WAREHOUSE FURNISHINGS INVENTORY EXAMPLE

G. AF FORM 228 EXAMPLE

H. 5-YEAR FURNISHING GRADE AND REPLACEMENT PLAN EXAMPLE

(Added) Plans by Building

I. FURNITURE REQUEST SPREADSHEET EXAMPLE

J. FURNISHINGS REPLACEMENT WORKSHEET EXAMPLE

K. 12 INDIVIDUAL FLOOR PLANS

L. FURNITURE AUTHORIZATION (INDIVIDUAL & ROOM)

1. DESCRIPTION OF SERVICES. The Contractor will provide all management, labor, tools, equipment, vehicles, transportation, and materials necessary to perform Furnishings Management Services (FMS) at Goodfellow Air Force Base, Texas. The Contractor must perform to the standards in the contract and this performance work statement, including publications referenced in paragraph 1.1.1, as well as all local, state, and federal regulations. This contract provides for management, tracking, and monitoring the material condition of furnishings defined in Appendix A, Definitions, for unaccompanied housing and base fire department dormitories identified in Appendix B, Facility Listing. Office and warehouse space will be provided by the government per PWS Section 3. All furnishings to be managed are government owned. Recent annual workload data are listed in Appendix C, Workload Data, for informational purposes only, data are not projections of the daily, monthly, quarterly, or annual workloads expected in this contract.

1.1. REFERENCES.

1.1.1. APPLICABLE PUBLICATIONS.

Air Force Instruction (AFI) 32-6004 “Furnishings Management”, AFI 32-6005 “Unaccompanied Housing Management” AETC SUP 1, AFMAN 23-122 “Materiel Management Procedures”, AFMAN 31-166 “Air Force Motor Vehicle Traffic Supervision”, DODR 4145.19-R-1, “Storage and Materials Handling”, AFI 32-7086, “Hazardous Materials Management”, AFI 24-301, “Vehicle Operations”, EPA, OSHA, Executive Orders, federal, state, local regulations, laws and guidelines.

1.1.2. APPLICABLE FORMS AND REPORTS.

AF Form 228, Quarters Condition Inspection Report.

AF Form 2005, Issue/Turn-In Request.

DD Form 1348-1A, Issue Release/Receipt Document.

5-Yr Long Range Furnishings Plan (template provided in Appendix H) Furnishings Request Spreadsheet (template provided in Appendix I)

Furnishings Replacement Worksheet (template provided in Appendix J)

1.2. PERSONNEL.

1.2.1. CONTRACT MANAGER. The Contractor will provide an on-site Contract Manager and alternate(s) who must be able to speak, read, and write in the English language. The Contract Manager (and alternate in the absence of the Contract Manager) will have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract.

The Contract Manager or alternate must be available during normal duty hours to meet on the installation within 1 hour with the government personnel designated by the Contract Officer (CO) to discuss problem areas. The Contractor will provide the CO with telephone number(s) where the Contract Manager and alternate(s) can be reached for meeting requests, surveillance results, and complaints. This information must be kept updated by the Contractor whenever personnel changes occur. The Contractor is responsible for absences of contract personnel due to, but not limited to, leave, expired identification and access documents. Such absences shall not relieve the Contractor of its obligation to perform the services required under this contract.

1.2.2. QUALIFICATION/TRAINING: The Contractor’s employees must be qualified to perform all tasks in this performance work statement. Should an employee resign, the Contractor will provide a qualified person within 72 hours.

1.2.2.1. COMPUTER TRAINING. The on-site Contract Manager and alternate must be proficient in Microsoft Office programs, i.e., Word, Excel, PowerPoint and Outlook. Contract personnel assigned to utilize and maintain data in the Enterprise Military Housing (eMH) Information System per Paragraph 1.3 below must be proficient in eMH and must maintain eligibility for a Common Access Card (CAC) and access to Government Information Systems.

(Added) An office with a Government computer will be provided at the Housing Office, Bldg 140; the computer will not be government-furnished equipment and will not be issued to the contractor.

1.2.2.2. LICENSED PERSONNEL. Only licensed Refrigeration Service Technicians shall be allowed to service refrigeration systems. The contractor must submit a copy of the current license for each employed Refrigeration Service Technician to the CO prior to contract start and for all personnel changes.

1.2.2.3. FORKLIFT TRAINING. The Contractor must provide qualified personnel to operate forklifts in accordance with (IAW) AFI 24-301. The Contractor will be required to supply their own forklift. Contractor will coordinate with Logistics Readiness Squadron (LRS) to compete the required training.

(Added) The requirement for the contractor to provide a forklift is new. The forklift used in the previous contract was electric, with 24 inch load center, 189 inch lift, capacity of 2390 lbs, truck weight with attachment 5440 lbs, truck weight without attachment 5290 lbs, (Komatsu FB- 155H7 ES). The forklift will mainly be used inside a warehouse with a floor level and one higher storage level, or in the paved yard surrounding the warehouse. A charging panel is in the warehouse and may be used with compatible charging cables/systems.

1.3. ENTERPRISE MILITARY HOUSING (EMH) INFORMATION SYSTEM. Enterprise Military Housing (eMH) is the Department of Defense (DoD) enterprise information technology system for the operations and inventory management of DoD housing and is designated as the authoritative data source for housing assets in DoD Real Property databases. Data, records, or reports cannot be accepted if created with any other forms of software per AFI 32-6004 paragraph 2.7 unless otherwise noted. In performance of duties related to this Performance Work Statement, the Contractor:

• Must complete all eMH data entries no later than the 1st day of the month following the end of quarter report cycle to ensure accuracy of data.

• Must use the Furnishings Component in eMH to perform daily operations to plan, advocate, program, design and execute furnishings requirements.

• Must ensure all transactions are made in eMH accurately and within specified time limitations.

• Must submit data, records, and reports in the management and inventory control of government-provided furnishings using eMH.

• Will ensure eMH data is accurate and reliable to support reporting and data extractions at all levels within the Air Force.

• Will maintain and update eMH accurately and timely for acquisitions, transfers, issues, turn-ins, annual assessments and/or final disposition of furnishings in accordance with the

PWS.

• Will maintain accurate furnishings inventory and data in eMH, in accordance with the

PWS.

• Will use eMH exclusively to record, manage, monitor, and track furnishings issued to members upon assignment and termination; furnishings assets assigned to government quarters and common areas within the facility or in community quarters; and furnishings assets in the warehouse or storage including back-up stock.

• Must barcode label all furnishings items and scan items into eMH within 10 days of receipt to satisfy the processing requirements for accountability and visibility of assets.

• Will ensure all serialized and non-serialized assets are barcoded and captured in eMH with detailed information to include Stock Item Number, Make, Model, Serial Number (when applicable), date of purchase, cost, values, quantities, and other fields as required.

• Must insert furnishings cost, condition, and life cycle values on all serialized items in the eMH Furnishings Component within 10 days of receipt to facilitate asset accountability and audit control.

• Will use eMH to manage work orders, movement of furniture, repair, turn-in and replacement of furnishings, asset depreciation tracking, and inventory management, control and reconciliation.

• Must establish separate accounts for each authorized agency and members as identified by the Housing Element Chief and maintain all transaction records in eMH to ensure an accurate depiction of AF furnishings assets.

• Will use eMH to initiate an inventory review and conditions assessment, and update the records to reconcile the inventory.

• Must verify information is updated in the eMH Furnishings module with assistance from Unaccompanied Housing Managers and Airmen Dorm Leaders (ADLs) who will update the master AF Form 228 file and forward completed assessment documents to Contractor.

• Must use the Inventory Hand Receipt generated from eMH with all furnishings data issued to members. The Contractor must ensure the member signs the form for official records within 10 days of receipt.

• Will use eMH to maintain a back-order waitlist for items that are not currently available and organize the list by item and date of request. The Contractor must revalidate back-order requirements monthly and purge the list of members who no longer have a requirement.

• Must remove furnishings turned in for disposal from eMH inventory records using the make, model, and, when applicable, serial numbers.

• Must ensure all personnel who use eMH are eligible and approved for access and are trained to use eMH Modules and processes. The Contractor may request training tools available in the eMH Training Module from the Contract Officer Representative (COR) until access is obtained. After access is obtained, the Contractor must complete training modules in eMH and provide the COR with the titles of modules completed and completion dates. The Contractor must comply with the business rules outlining the mandatory use of all fields, components, and modules as defined in eMH.

1.4. FURNISHINGS MANAGEMENT. Furnishings management includes: inventory;

inventory/inspection reports; lost property reporting; item transactions and condition; long range planning; depreciation calculation and life expectancy; warehouse inventory; relocation and moves; customer requests; pick-up; delivery and assembly; excess furnishings identification;

furnishings labeling and bar coding; back-up stock management; upgrade and replacement planning; new furnishings recommendations; new furnishings inventory processing; minor furnishings repairs; refrigerant recovery and appliance disposal; warranty management and service.

1.4.1. FURNISHINGS LABELS. Labels will be affixed to all furnishings as described in eMH for accountability, life cycle management, and warranty. Labels will be hidden from view, for example, placed on the back of furnishings. The Contractor must ensure all serialized and non-serialized assets are barcoded and captured in eMH with detailed information to include stock item number, make, model, serial number (when applicable), date of purchase, cost, values, quantities, etc. Assets must be barcoded on receipt of delivery, when in the warehouse, and by attrition, upon pick-up and turn-in.

1.4.2. FURNISHINGS INVENTORIES. Buildings identified in Appendix B will be physically inventoried within 30 duty days of contract award and annually thereafter. Contractor will record inventory and document condition in eMH. Contractor must conduct and document an annual physical inventory and condition assessment of all furnishings under the management of FMS and identified in Appendix B and all FMS managed warehouses no later than 1 December each year. The inventory will be current at all times. The Contractor will re-inventory all dormitories impacted by relocation and movement of furnishings within 30 calendar days. FMS must use eMH to initiate inventory review and condition assessment and shall update the records to reconcile the inventory. The Contractor will perform a semi-annual physical inventory of high-value or pilferable items as defined in AFI 32-6004.

1.4.3. FURNISHINGS INVENTORY/INSPECTION REPORT. The Contractor must adjust and reconcile asset balances of all furnishings for each building (Appendix B) by comparing the listings received from the facility manager to the inventory managed by FMS and captured in eMH. The COR will provide the Contractor with a list of facility managers when changes occur.

The Contractor will obtain the inventory and signature from the facility manager on AF Form 228 via eMH. If missing or damaged furniture is discovered, the Contractor will contact the respective Facility Manager. The Contractor will give the Facility Manager 5 duty days to locate the item(s). If the item is not located, the Contractor will accomplish actions as referenced in paragraph 1.4.4.

1.4.4. FINANCIAL LIABILITY INVESTIGATION OF PROPERTY LOSS (MISSING OR

DAMAGED INVENTORY ITEMS). The Contractor will report to the COR after 5 duty days any item(s) that is (are) missing from inventory or damaged and provide the completed DD200

Financial Liability Investigation of Property Loss form found in eMH. For lost/damaged furnishings, the Contractor will monitor the progress of the lost or damaged item to conclusion.

Once all appropriate personnel have reviewed and signed DD Form 200, a copy will be provided to the Contractor by the COR.

1.4.4.1. CONDITION CODES.

Condition codes, as defined on AF Form 228:

Bent (BE): An otherwise straight surface that is not straight Broken (BR): Malfunction in the furniture’s operation such as a drawer doesn’t slide out easily Burned (BU): Burn marks such as charred/blackened surfaces Faded (FA): Easily noticeable fading/discoloration Gouged (GG): Large scratch Good (GO): No discrepancies Rusted (RU): An otherwise clean/shiny surface that has rust on it Scratched (SC): Easily noticeable scratch or scratches Soiled (SO): Stains or dirty appearance Chipped (CG): An otherwise continuous surface missing part of that surface Dented (DE): An otherwise continuous surface with an indentation New (NE): Un-used product Loose (LO): Non-secured/tightened Marred (MA): Disfigured or impaired appearance Rubbed (RB): Color smeared Torn (TR): An otherwise continuous piece of fabric/material that has been separated Worn Badly (WR): Appearance beyond normal wear and tear Cracked (ZC): An otherwise continuous surface that has been separated/cracked

1.4.5. TRACKING OF FURNISHINGS. Maintain a clear and defined transaction log of furnishings of each building listed in Appendix B in eMH. All furnishings transactions will be documented on the AF Form 228, Furnishings Condition and Custody Receipt, as provided in Appendix G (a government provided electronic document), reflecting total furnishings issued to each customer. Inventory must be updated when new furniture is received and when furniture is turned into the Defense Logistics Agency Disposition Services (DLADS). Inventory must be updated when transferred from one dorm to another or upon gaining new furnishings. Master 228s will be provided to the COR within 10 duty days of movement or installation. These actions are in addition to the inventory required in paragraph 1.4.2., this ensures the Master 228s are always current – the Master 228s are living documents.

1.4.6. CONTROL WAREHOUSE FURNISHINGS INVENTORY. Contractor must maintain 100% accountability and safeguarding of warehouse furnishings by performing and documenting inventory and condition reports of all furniture in the warehouse and any other locations designated in the future, (i.e. dormitories, off-base storage containers, or other Goodfellow warehouses). The report Warehouse Furnishings Inventory (an example is provided in Appendix F) will be completed within 30 days after award of the contract and annually thereafter in accordance with paragraph 1.4.2..

1.4.7. CONTROL FURNISHINGS. The Contractor will perform furnishings pick-up and deliveries to include assembly of furniture items. The Contractor will ensure furnishings issued to customers are sufficient, in good repair, clean, and serviceable.

1.5. FIVE-YEAR LONG RANGE FURNISHINGS PLAN (5-YR PLAN). The Contractor will create, update and maintain (current to date) the Five-Year Long Range Furnishings Plan in Appendix H (a government provided electronic document) for each building listed in Appendix B. The 5-Yr Plan projects and identifies annual furnishings requirements for the current fiscal year and the next four fiscal years, by utilizing established furniture/appliance life-cycle guidance as outlined in AFI 32-6004 and current cost estimates accomplished via consumer research on the GSA Advantage website. The Contractor must update the 5-Yr Plan and submit an electronic copy to COR within ten (10) duty days when furnishings are placed into a dorm, replaced, removed, relocated, or turned-in to DLADS. The Contractor must update the master furnishings/appliance inventory data in eMH upon any inventory changes and submit a report to the COR. The Contractor must review the “Life Expectancy” listed in AFI 32-6004 and document the condition of furniture using condition codes listed under paragraph 1.4.4.1, during inventories to develop the 5-Yr Plan.

(Added) Appendix H, 5-Year Plan by Building

1.6. NEW FURNISHINGS REQUEST PROCEDURES. The Contractor will identify furnishing inventory deficiencies. Furnishing requests are required by the government to purchase a large amount of furnishings (an entire dorm) or smaller amounts such as back up stock. The Contractor must prepare and submit a Furnishings Request Spreadsheet (a government provided electronic document) as listed in Appendix I and the Furnishings Replacement Worksheet in Appendix J to request new furnishings for the current and upcoming fiscal year. The Contractor will request furnishings IAW Air Education and Training Command (AETC) furniture standards in current AFI32-6005 AETC SUP I, and furniture allowances listed in current AFI 32-6004. The Contractor will submit the document to the COR in the Housing Management Office (HMO) electronically. The COR will validate the requirement and take action to purchase the furnishings. The Contractor must be available to the COR, as defined in paragraph 1.2.1. to answer any applicable questions during the furnishings acquisition process.

1.7. REPAIR OR REPLACEMENT DECISION RECOMMENDATION. All furnishings managed by the Contractor must be input into eMH to ensure depreciation data for each item is current and accurate. The Contractor will utilize AFI 32-6004 to determine a repair or replacement recommendation. An item is uneconomical to repair when one-time repair costs exceed 75% of the current acquisition costs. Upon recommendation of FMS, the COR will make the determination of repair vs. replacement. If repairing is the decision, the Contractor will repair the item. If replacement is the decision, the COR will submit a work order to the Contractor to have the item turned in.

1.7.1. CALCULATION OF DEPRECIATION COST/ LIFE EXPECTANCY (YEARS).

Contractor will allocate straight line depreciation each year of the useful economic life of the asset according to the Furnishings/Appliance Life Cycle Guide, AFI 32-6004 and the Repair and Replacement Calculation Chart, AFI 32-6004.

1.8. FURNISHINGS MOVES. Contractor will remove and/or install furnishings in facilities as requested by the government. The COR will submit work orders (as defined in Appendix A) via email, in the event email is not working, a hard copy work order will be delivered to the Contractors office. The COR will submit a work order to the Contractor to perform all furnishing moves/installs within 10 duty days. However, mattress/bed frame service calls must be responded to within one day of request. For deliveries, Contractor must transport, unpack, inspect and assemble item(s) in desired location(s). For item pick-ups, Contractor must arrange a date and time with the customer, disassemble (if necessary), and transport item(s) back to the FMS warehouse for inspection.

1.8.1. FURNISHINGS PLACEMENT. The Contractor will place/position furnishings in dormitory living/sleeping areas and quad/twin day rooms in accordance with the provided floor plans at Appendix K, unless otherwise instructed by the COR. Furnishings in facility-wide day rooms will be placed/positioned according to COR direction on a room-by-room basis. All furniture must be placed/positioned in such a fashion that the occupant can use all items in room.

i.e. wall lockers, dressers, night stands, under-bed storage will be placed so that the occupant can fully open and close the doors/drawers; beds will be placed so that they do not obstruct bathroom entrance/exit, closets, or walk way areas within the room. Current furnishings authorizations are listed in Appendix L, furnishings authorizations may change in the future dependent upon the designated use for each dormitory building.

1.8.2. MASS MOVES. The government will prepare an independent work order issue a Task Order signed by the Contracting Officer for those moves involving large quantities of furniture (50 rooms) (see Added below). The contract pricing index (see Added below) will be used to determine the cost of these moves. This work will be completed upon issuance of a Task Order. For mass moves (such as furnishing a new dormitory or removing and replacing furnishings to facilitate renovation), the contractor shall have thirty (30) duty days per dormitory to deliver, unpack, inspect, assemble, and place or relocate to customer specified location.

Included in the mass move is the processing of required documentation and forms to the COR, and receipt, storage, issue and turn-in of all furnishings involved.

(Added) The contract pricing index is the price per lot, where one lot is defined as the furnishings of 10 occupants, with a minimum number of five (5) lots (furnishings for 50 occupants) per Task Order. More lots (above the minimum number) may be ordered on a Task Order within the soft constraints set in the Order Limitations clause.

(Added) Under Mass Moves, the contractor will be responsible for moving furnishings out of one building and into another building.

(Added)For circumstances where new furnishings are acquired, the vendor/supplier normally will be required to remove old items and install new items. In some cases, on the advice of the FMS contractor, an FMS work order may be issued to move small quantities of the servicable furnishings being replaced to the warehouse to be used for backstock.

(Added) When furnishings are moved by the FMS contractor, installed by a vendor/supplier, or removed by the vendor/supplier, the FMS contractor is responsible for updating eMH and performing all furnishings management actions and documentation, and preparing all applicable paperwork for DLADS.

(Added) The Government will provide a minimum of 14 days advance notice from the COR and to the Contract Manager.

1.8.3. EMERGENCY MOVES AND DISASTER RESPONSE.

1.8.3.1. The Contractor may be required to support an activation or exercise of contingency plans outside the normal hours of operation described in paragraph 4.4.; including, but is not limited to, structural fire, accidents, rescue operations, civil disturbances, military alerts, buildings/warehouses that cannot be secured, etc.

1.8.3.2. An Emergency Move occurs when the Contractor is required to provide immediate service to fewer than five rooms. When an Emergency Move occurs the Contractor must remove/install all necessary furnishings within one calendar day of notification.

1.8.3.3. A Disaster Response occurs when the Contractor is required to provide immediate service to five or more rooms. When a Disaster Response occurs the Contractor shall have 15 calendar days per dormitory to deliver, unpack, inspect, assemble, and place or relocate all necessary furnishings.

1.8.3.4. Emergency Moves and Disaster Response work will be completed upon issuance of a Task Order by the Contracting Officer (CO).

1.8.3.5. When timely completion of Emergency Moves or Disaster Response Requires the Contractor to work extended service hours that direction shall be provided by the CO only.

1.9. WORK ORDERS. The Contractor will accept work orders (as defined in Appendix A) only from the CORs (or on rare occasions by the Contract Administrator or Contracting Officer.) The Contractor must annotate eMH in the corresponding tab for the specific work order within 1 duty day of work order. Within 5 duty days of each work order, the Contractor will repair, turn-in furniture to DLADS, accept turn-ins from customers, deliver, unpack, inspect, and/or assemble the furnishing and place them in the location required. The Contractor will exchange/replace individual work orders for mattresses and/or box springs no later than the end of the next duty day of work order and dispose of all refuse generated in conjunction with the work order. The COR may periodically distribute customer satisfaction surveys to assess contractor performance to include quality of work, timeliness, and professionalism of Contractor representative.

(Added) A work order is a routine, day-to-day operation of FMS Services; a work order does not apply to Mass Moves or Emergency Moves or Disaster Response which will be accomplished via a Task Order.

1.10. EXCESS FURNISHINGS CONTROL. Manage, identify and report excess furnishings, on DD Form 1348-1A. The Contractor will forward completed DD Form 1348-1A to the COR.

If the COR approves the turn in, a work order will be sent to the Contractor. The Contractor will contact 17th LRS, Materiel Management Flight to coordinate turn-in/delivery of unserviceable and or excess government owned furniture. These items are required to be transferred/shipped to the Defense Logistics Agency Disposition Services (DLADS) or another method approved in the future. The Contractor will contact the Materiel Management representative to schedule date and time for furnishings drop off and the location for drop off. The Contractor will deliver turn-in assets to the Materiel Management Representative. The Representative will sign the DD Form 1348-1A. Contractor must retain the original for the life of the contract and provide the COR a copy within 1 duty day of the transfer. Upon expiration of the contract the forms will be turned over to the COR. The Contractor will forward copies of DD Forms 1348-A1 to the COR monthly.

(Added) A DLADS facility is located on Goodfellow AFB for turn-in of excess furnishings.

1.11. BACK-UP STOCK. Back up stock is required to replace unserviceable furnishings during the work order process. For example, a work order is requested to repair a broken chair and the chair cannot be repaired, back-up stock will be used to replace the chair. The Contractor must recommend and prepare a quarterly plan which identifies back-up stock to replace unserviceable furniture. IAW DODR 4145-19-R-1 and AFI 32-6004, a max of 3% of the total authorized inventory is allowed. Back up stock must be reviewed and requested quarterly; new furniture requirements will be identified to the COR. Both the Furnishings Request Spreadsheet and Furnishings Request Worksheet (Appendix I and J) are required in approved electronic format.

1.12. MINOR MAINTENANCE AND REPAIR When identified by the COR by work order or Contractor during the routine performance of services, the Contractor will perform maintenance and repair on furnishings. Minor repairs will be completed within five duty days.

The Contractor will coordinate, in advance with the COR, the purchase of parts necessary to perform maintenance and repair. Contractor will perform minor repair of furnishings to include but not limited to replacing light bulbs in issued furnishings, replacing hinges, doors on cabinets, drawer handles, latches, furniture legs, chair arms, drawers and legs on bed frames, (to include “after-market” modifications). Touch-up and cosmetic repair of finished surfaces, shade holder on lamps, tighten or replace loose screws, brackets, nuts and bolts, replace missing/broken parts, minor re-gluing and bracing of loose joints. Minor repair further includes replacing refrigerator seals, light bulbs, replacing hinges, handles, touch-up and cosmetic repair of finished surfaces, tighten or replace loose screws, brackets, nuts and bolts, replace missing/broken parts, and latches. Additionally, minor repairs include, but are not limited to, replacement cords, plugs, draperies, window blinds repair, window shade repair, switch repair/replacement, belts, loose screws, nuts, bolts, vacuum bags and vacuum brushes.

(Added) Parts for minor repair will be purchased by the Government, after the FMS Contractor coordinates in advance with the COR to have the needed parts ordered and payment arranged.

1.13. REFRIGERANT RECOVERY AND DISPOSAL OF REFRIGERATORS. The Contractor will properly recover and dispose of all refrigerants and oils from refrigerators at the end of their life cycle, when uneconomical to repair, or otherwise determined to need disposal, in accordance with Air Force Manual 32-7089, Refrigerant Management Program and all Federal, Air Force, State, and Local laws and regulations.

(Added) This service is new to the contract. Numbers of refrigerators are identified on the 5- Year Plan by Building (Appendix H). The quantity of refrigerants and oils removed is not available, however, 128 refrigerators (mini-fridges approximately 3 cubic feet) were replaced in the last three years (2015-2017).

1.13.1. DOCUMENTATION. The Contractor will use DLADS Form 2016 Refrigerant Removal Verification Statement and record each refrigerator being disposed of and include the following: Make, Model, Serial Number, Refrigerant type, Refrigerant Amount, Date of Entry into Inventory and Date of Removal from Inventory.

1.13.2. DISPOSAL. Once the refrigerant and oil have been recovered, the Contractor will submit all required turn-in documentation to the COR. According to DLADS their current process states that an appliance is ready for turn-in when an appropriate Qualified Recycling Account Number has been provided on all turn-in documents. COR will contact 17 CES/CEIE to obtain the appropriate account number.

(Added) The contractor is responsible for disposal of refrigerant and oils. 17 CES/CEIE procedures are:

1.13.2.1. Oils (NOT REFRIGERANT) removed while physically on Goodfellow must be placed in a drum for collection by the Goodfellow-contracted oil recycler.

1.13.2.2. Refrigerant removed via refrigerant removal equipment while physically on Goodfellow will be transported off Goodfellow and taken to a local recycler. Any funds generated by that recycling effort must be returned to the Goodfellow Environmental Flight (17

CES/CEIE).

1.13.2.3. These requirements stand regardless of whether the contractor is certified to remove refrigerants and oils or if they hire someone to perform the service for them.

1.13.2.4. The contractor will provide a “Contractor’s Environmental Reporting Log” each month. This report contains all info regarding refrigerant and oils; once received from the contractor CE Environmental Flight will enter data into APIMS.

1.14. WARRANTY DATA/REPLACEMENT. The Contractor will exercise all furnishings warranties on items under this contract. The Contractor will obtain and maintain all warranty documentation from the manufacturer for all newly received furniture and appliances. The Contractor will record warranty data for existing furniture and maintain in eMH for quick reference under the comments section of the applicable item. Warranty data will also be maintained by inserting information onto AF Form 4302, Appliance Warranty; listing make/model, warranty expiration date, serial number, and date of purchase. Affix the AF Form 4302 to the back of each appliance. The Contractor will initiate and follow up on all warranty repair work performed by manufacturer to ensure the item is functional and report any concerns to the COR. Only the COR may authorize final acceptance and inspection of items repaired under warranty. In accordance with paragraph 1.7 the Contractor will be responsible for the installation of replacement parts where the manufacturer’s warranty does not provide for installations. This will also include maintaining adequate back up stock for parts not covered under manufacturer’s warranty pursuant to paragraph 1.6.

1.15. CHANGES WITHININ SCOPE OF WORK. When changes in scope of work are necessary due to addition or deletion of occupant capacity the following formula will be used to determine a revised cost.

1.15.1. ADD OCCUPANCY. When adding occupant capacity (new dormitory) the maximum occupant capacity of the dormitory will be multiplied by the COST PER OCCUPANT that is current at that time. That additional amount will be added to the annual cost and then divided by the number of months remaining in that contract Option Year.

EXAMPLE: One new dormitory with a maximum occupancy of 100 is brought on-line.

100 occupants $52.50 cost per occupant $5250.00 total annual cost for new dorm will be added to annual cost 10 months remaining on current contract option year $525.00 increase in monthly CLIN cost for 10 months remaining

1.15.2 REDUCE OCCUPANCY. When reducing capacity the same formula will be used except that the amount(s) will be reduced from the monthly CLIN cost.

1.15.3 CONTRACT MODIFICATION. Any changes in scope will be completed via contract modification, bi-lateral in nature, and must have consent of both the Government and the Contractor.

1.16. KEY CONTROL. The Contractor will contact the appropriate facility manager for access to dormitories in conjunction with work orders or any type of furniture movement. The COR will provide a list of Facility Managers. The Contractor will sign keys out through facility manager and must return keys not later than (NLT) 1600 that same day. No keys issued to the Contractor by the Government will be duplicated. The Contractor must establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. The Contractor will develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor must immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer and the COR. The Contractor will prohibit the use of Government issued keys by any persons other than the Contractor’s employees. The Contractor will prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer (CO).

1.17. LOST KEYS. Lost keys shall be reported to the COR and the CO within 24 hours. In the event keys are lost or duplicated, the Contractor will be responsible for the total cost of re-keying or the replacement of the lock or locks by the Government. The cost of re-keying or replacement shall be deducted from the contract price, by modification, at the conclusion of each option year.

1.18. TRANSITION IN. A transition shall ensure minimal disruption to vital Government business. The Contractor will ensure there will be no service degradation during and after transition. The Contractor will propose a draft Transition Plan and present a finalized Transition Plan for the migration of data and operations within five (5) duty days after award.

1.19. TRANSITION OUT. The Transition-Out Plan shall facilitate the accomplishment of a smooth transition from the incumbent to an incoming contractor or government personnel at the expiration of the contract. The Contractor will provide a Transition-Out Plan NLT ninety (90) days prior to expiration of the Contract. The Contractor will identify how it will coordinate with the incoming contractor and/or Government personnel to transfer knowledge regarding the following:

• Furnishings management data and documentation

• Incumbent Contractor to incoming contractor coordination

• Actions required of the Government

2. SERVICE DELIVERY SUMMARY. The contract service requirements are summarized in performance objectives that relate directly to successful mission accomplishment. The performance threshold briefly describes the minimally acceptable levels of service that is essential for each requirement. The Services Summary (SS) and the Contractor’s Quality Control Plan provide information on contract requirements, the expected level of Contractor performance, and the expected method of government validation 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 Items, Inspection/Acceptance, will be used to remedy all deficiencies. During the first initial 30 days of the contract, two additional errors shall be allowed in each Performance Objective in an effort to identify normal phase-in problems.

Performance Objective

PWS

Para

Performance Threshold

SS- 1 e-MH (DoD approved database).

Utilize Enterprise Military Housing (eMH) for all operations and inventory management.

1.3. No more than 2

discrepancies per month.

SS- 2 Furnishings Labels. Affix labels as described in eMH for accountability, life cycle management, and warranty.

1.4.1. No more than 2 missing or

improperly placed labels or labels with missing or incorrect information per month.

SS- 3 Annual Physical Inventory.

Conduct and document an annual physical inventory and condition assessment of all furnishings.

1.4.2.

100% accurate. 100% On- Time. Initial inventory must be 100% complete within 30 days of contract start and annually thereafter.

SS- 4 Conduct Semi-Annual Pilferable Item Inventory. Conduct and document inventory of pilferable items.

1.4.2. 100% accurate. 100% On- Time. Initial inventory must be 100% complete within 30 days of contract start and semi-annually thereafter.

SS- 5 Furnishings Inventory and Inspection Report. Adjust and reconcile asset balances of all furnishings.

1.4.3. No more than 2

discrepancies per month.

Performance Threshold

SS- 6 Financial Liability Investigations. Provide completed DD200 Financial Liability Investigation of Property Loss forms as required.

1.4.4. 100% accurate. 100% On- Time.

SS- 7 Track Furnishings. Maintain a clear and defined transaction log of Furnishings.

1.4.5. No more than 2

discrepancies per month.

SS- 8 Control Warehouse Inventory.

Maintain accountability and safeguarding of warehouse furnishings and provide condition/inventory reports in timely manner.

1.4.6 No more than 2

discrepancies per month.

SS- 9 Control Furnishings. Perform furnishings pick-up and delivery to include assembly of furniture items.

1.4.7. No more than 2

discrepancies per month.

SS- 10 Five Year Long Range Furniture Plan. Create, update and maintain (current to date) the Five-Year Long Range Furnishings Plan.

1.5. No more than 2

discrepancies (i.e., cost, quantity, life cycle, etc.)

per submittal.

SS- 11 New Furnishings Request (Current Year). Identify furnishing inventory deficiencies and request new furnishings.

1.6. No more than 1

discrepancy (estimated cost, quantity, type of furnishings, etc.) per submittal.

SS- 12 Recommend Repair or Replacement. Determine repair or replacement recommendation for damaged/broken furnishings.

1.7. No more than 2

discrepancies per month.

SS- 13 Depreciation of Assets. Allocate straight line depreciation each year of the useful economic life of the asset.

1.7.1. No more than 2

discrepancies (missing inventory data) per month.

SS- 14 Furnishings Moves. Remove and/or install furniture in facilities as requested by the government.

1.8. No more than 2

discrepancies per month.

SS- 15 Furnishings Placement. Place or position furnishings in dormitory living/sleeping areas and quad/twin day rooms in accordance with the provided floor plans, unless otherwise instructed by the COR.

1.8.1. No more than 2

Performance Threshold

SS- 16 Mass Moves. Complete Mass Move Task Orders within specified time-frames including the processing of required documentation and forms to the COR, and receipt, storage, issue and turn-in of all furnishings involved.

1.8.2. 100% complete within the allotted time of 30 duty day time-frame.

(Removed )SS- 17 GFE Maintenance.

Maintain all GFE equipment to ensure the constant ability to perform the requirements of this PWS.

3.2.1. 100% Maintained or notification to CO/COR that equipment is not operational.

SS- 18 Removed Parts/Salvageable Materials. Dispose of items determined to be non-repairable, as well as any scrap metal.

3.3.

3.3.1.

3.3.2.

No more than 3

2.1. QUALITY MANAGEMENT SYSTEM (QMS). The Contractor will develop, submit for contracting officer approval, and maintain a QMS to ensure that services provided by the Furniture Management Section are performed in accordance with established commercial standards. The Contractor will develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum, the Contractor will develop control procedures to ensure compliance with requirements in paragraph 2, Service Delivery Summary.

2.1.1. In order to meet the government’s quality requirements, a Contractor’s QMS should be robust enough and resourced adequately to execute four key quality functions: 1) Detection of quality program problems and defects; 2) Identification of root causes for quality related problems/defects; 3) Correction of root causes related to detected problems/defects; and, 4) Follow-up to ensure quality related problems/defects do not recur. Furthermore, a mature QMS requires the contractor be the proactive party on quality issues. The goal is to obtain performance reflective of continuous improvement with no reliance on COR’s surveillance to detect problems/defects, determine root causes, or ensure quality related problems/defects do not recur.

Quality Control Plan—the part of contractor’s QMS that meets the “detection” function requirement of the QMS and defines the type, number, AQLS, and frequency of quality assurance/control inspections planned by the contractor to meet the quality requirements of the AF as identified by the functional/technical activity requiring the contracted services.

2.1.2. Upon request of CO or COR the contractor will provide the results of QMS and QCP reviews.

2.2. CONTRACTING OFFICER AND CONTRACTING OFFICER REPRESENTATIVE.

(QUALITY ASSURANCE PERSONNEL). The Contracting Officer will appoint a primary and alternate Contracting Officer's Representative (COR) for contract oversight and to assess Contractor's performance. The identity, title, and authority of this representative will be provided in writing to the contractor after contract award.

2.2.1. GOVERNMENT QUALITY ASSURANCE. The Government shall inspect and evaluate the Contractor’s performance to ensure services are received in accordance with requirements set forth in this PWS. The COR will 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.

2.2.1.1. UNACCEPTABLE PERFORMANCE. When the contractor’s performance is deemed unacceptable, either by COR Surveillance or validated Customer Complaint, the COR will determine the cause of the unacceptable performance. In the event of unacceptable the COR will promptly notify the contractor and issue either a COR Surveillance Report or a Customer Complaint Form (currently AETC 450) to the contractor to ensure corrective action is taken. By initialing and dating the Surveillance Report or Customer Complaint, the contractor representative is only acknowledging the receipt of the finding of unacceptable performance, and is not agreeing or disagreeing with the performance assessment. The COR will direct the contractor to re-perform the service, if possible, without additional cost to the Government. If the contractor challenges the validity of the COR’s finding, and the COR and contractor cannot come to an agreement, the matter will be referred to the CO for resolution. The contractor will be required to return all completed Surveillance Reports and Customer Complaint Forms to the COR no later than the suspense date indicated on the document. Unacceptable performance that is re- performed satisfactorily by the contractor will still count as unacceptable performance.

2.2.1.2. CO NOTIFICATION. If at any time the COR identifies a condition as having a significant adverse effect on the quality of the activity, such as a Major Finding or repeated Minor Findings as stated below, the COR will document their findings and immediately notify the CO in writing. Initial notification via E-mail is acceptable. Formal notification to the contractor will be accomplished via Corrective Action Report (CAR). The COR will prepare the CAR and forward it to the CO; the CO will issue the CAR to the contractor.

2.2.1.3. MAJOR FINDING.

Contractor failure to meet a Performance Threshold.

• Failure to provide adequate corrective action to preclude reoccurrence of Government identified findings.

• Contractor failure to provide corrective action of deficiencies within a prescribed suspense period.

• Any failure to adhere to security regulations that results in a security incident.

2.2.1.4. MINOR FINDING.

A minor finding is considered departure from established standards having little bearing on the service provided. When the COR identifies a minor finding, the COR will document the findings, but is not required to notify the CO.

However, if the same minor finding is identified multiple times during the contract period-of-performance, it may be an indication that a major finding is occurring or has occurred because the contractor has not taken proper steps to prevent recurrence.

In this case, the COR will notify the CO in writing. Initial notification via E-mail is acceptable. The CO will determine if a CAR will be issued for repeated minor findings.

2.3. PERFORMANCE ASSESSMENT

2.3.1. PERIODIC VALIDATIONS. This method requires the COR to employ a “spot check” style of evaluation based on the Contractor’s workload and/or due-date requirements for reports and documentation. Periodic validations 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. PERIODIC PROGRESS MEETINGS. The CO, Functional Commander, COR, other government personnel as appropriate, and the Contractor may periodically meet to discuss the Contractor’s performance.