FMS_Questions.docx

1. As eMH is currently being used, is the furniture/appliance data current in the eMH database?

No. The barcode label printer hasn’t worked in a long time. Some of the inventory was scanned into eMH, but it’s not complete (none of the recent deliveries have been labeled and scanned into eMH). The printer was mailed to eMH support and we’ve requested a new one.

2. Is the Government providing barcodes and barcode scanners for use with eMH?

Yes. The eMH Support Team provides the barcode scanner and label printer.

3. Reference PWS para. 1.1. Please provide all of the characteristics of the buildings identified in this paragraph. We respectfully request that the characteristics include but are not limited to # of floors, # of rooms, quantity of furniture, interior or exterior room access, is there elevator access, can elevators be used to move furniture.

a. For Unaccompanied Housing (Dorms), 10 buildings, all have 3 floors. No elevators. There are 24 rooms per floor in each of the 10 bldgs. Two bldgs are quads (4 bedrooms with a door leading to common area for the 4 residents and one outside door--6 quads per floor). The remaining 8 bldgs have the 24 rooms per floor and have 1 day room per floor. All exterior access. No Elevators.

b. The training dorm is a 2 story bldg. with 19 rooms which house 3 Airmen per room (56 beds). No elevator. Doors open to the outside balcony.

c. See 5 Year Long-Range Furnishings Plan for Furniture #’s. Normally each room consists of 1 Bed, 1 Fridge, 1 Microwave, 1 Wall locker, 1 Dresser and 1 Nightstand.

4. Reference PWS para. 1.2.5. This paragraph states “The contractor shall perform and document an annual joint (government-contractor) inventory of all furniture and appliances located in facilities and in storage or repair”. According to AFI 32-6004 the FMS contractor is only responsible for the warehouse inventory. Please clarify.

a. This contract is to manage the Furnishings Management Section and not just the Warehouse. The contractor shall issue, store, deliver, pick up and turn-in government owned furnishings, equipment and appliances authorized for use in designated government owned facilities on Seymour Johnson AFB. The service is not simply to manage the 3% of backup stock in the warehouse. Refer to FMS Responsibilities in AFI32-6004, para 1.9.

b. The contractor is the FM Representative and will be responsible for management of all furnishing assets from initial acquisition (paragraph 2.5) to disposal (para 3.7.2). The furnishings are ordered in accordance with the 5 year plan, but there may be times when we order quality of life items for the dorms that are not in the 5-year plan.

c. The contractor will conduct inspection/inventory and barcoding upon receiving assets, monitor product safety and recalls, maintain warranty information, perform cost benefits analysis in support of repair/replacement, advertise re-usable excesses for maximum use, and properly transfer and dispose of furnishings as required. See AFI 32-6004, paragraphs 1.7.7, 1.9.7, 1.9.8, 1.9.9, 1.9.12, 1.9.15, 2.5, 2.6, 3.2.1, 3.2.1, 3.2.2.4, 3.3, 3.4.3, 3.5, 3.6, 3.7, 4.2.

d. The contractor will be responsible to perform a physical inventory/assessment of 100% of furnishings (stored in the warehouse, during issuances and returns, and at the time of change of occupancy) to assess the condition.

e. The contractor will review at least 30% of account files in the Dorm Management office to ensure ADLs are having the Airmen sign the AF Form 228s.

f. The contractor will prepare an annual base-wide inventory assessment (includes 722 permanent party dorms rooms, training dorm rooms, fire department sleeping quarters, and lodging assets. The report will be reviewed and certified by the Base Civil Engineer (BCE) .

5. Reference PWS para. 1.2.6. This paragraph states “The COR will notify FMS Contractor by email when furniture is scheduled to be delivered/replaced by a separate contract”. Aside from updating the 5-Year Long-Range Furnishings Plan and handling the 3% bench stock for the warehouse, what other responsibilities does the contractor have regarding these deliveries?

a. The separate contract does not always include delivery and replacement. The FMS Contractor will need to ensure the trucks are unloaded, barcode each item and scan furniture into the eMH furnishings module, which places the item in the warehouse (in the system). Contractor will store furniture/supplies in physical warehouse until they are delivered to a room to be placed in service.

b. When an order request is received to deliver furnishings, prior to delivery, contractor scans the item out of the eMH warehouse system in eMH and applies the furniture to the appropriate dorm room, common area, or training dorm in the eMH database.

c. Supply Training, AFIT FM Training, and eMH computer database training will be provided by the Government.

d. The Airmen Dorm Leaders (ADLs) ensure an AF Form 228 is signed by each Airmen indicating their responsible for the government furnishings when they are assigned to a room or upon delivery of new furnishings. ADLs issue linens.

e. Contractor maintains the MASTER 228 of all furnishings in the Permanent Party dorms, training dorms, Fire Department Sleeping Area, Common Areas (Day Rooms). The Installation Commander’s support furnishings for his entertainment areas are maintained on a separate 228 as they are purchased with separate funds.

f. As indicated in AFI32-6004, the contractor will need to assess the condition of all furnishings annually in order to comply with MICT.

g. The contractor is the Furnishings Management Section; therefore, all duties outlined in the AFI will be the responsibility of the contractor unless the AFI states the ADLs or dorm superintendent has that specific duty.

6. Reference PWS para. 1.2.7. This paragraph states that “the contractor has full responsibility and accountability for all furnishings.” Please clarify how the contractor has responsibility for furnishings that are being utilized within buildings managed by Government personnel.

Responsibility for issued furnishings includes ensuring they are barcoded and scanned into the IT system, repair/replacement/disposal as needed, and for the annual physical inventory assessment of all issued furnishings.

7. Reference PWS para. 1.2.11. Who is responsible for the cost of parts used for minor repairs?

The Contractor.

8. Reference PWS para. 1.2.11. Of the 60 work orders a year shown in the Appendix A workload, what percentage are for repairs?

An estimated 25%--most of the work orders are replacing items.

9. Reference PWS para. 1.6.1. Does the Government expect the contractor to not only provide refrigerant recovery equipment but also have certified personnel on staff to perform this task?

It is up to the Contractor how they wish to meet this objective. However, this requirement is usually only accomplished annually when refrigerators need to be disposed of.

10. Reference PWS para. 1.6.1. If the contractor opts to utilize an outside business for refrigerant removal will the contractor be reimbursed for that expense?

The PWS states “The Government will reimburse the contractor for disposal of refrigerant and mileage expenses incurred under a line item in the Contract.” However the Contractor opts to accomplish this task is at the contractor’s discretion.

11. How many refrigerators are replaced a year?

This varies from year to year but a forecast is included in the 5 year plan, In addition to the refrigerators replaced in the plan, approximately 15 refrigerators may need replacing in any given year.

12. We see that the Government provides several pallet jacks; is there a need for a forklift?

A forklift would be preferable for loading and unloading furniture from trucks. It may not be needed in the warehouse at all times but would make life a lot easier for everyone involved.

13. Is the contractor permitted to purchase fuels for its vehicle/s on base?

Yes.

14. Is the contractor responsible for such items as curtains, bedspreads and window blinds?

No. The 5-Year plan calls for curtain replacement; however, the Government has this done on a separate contract. Bedspreads and linens are purchased by the government and issued by the ADLs (stored in the warehouse). As for the window blinds, they are not considered furnishings (per AFI 32-6004).