Attachment 7 - Draft Performance Work Statement.pdf

Performance Work Statement for

United States Air Forces in Europe and Africa

(USAFE-AFAFRICA)

Türkiye and Spain Base Operating Support (TSBOS)

Contents Civil Engineering

Installation Management

Asset Accountability Real Property Management Acquisition / Disposal Accountability Management Manage Customer Space Allocation

Resources CE Trend Analysis Resources Integration Reimbursements / Refunds Monthly / Quarterly Reviews Accounts Receivable (AR) / Accounts Payable (AP) NexGen IT Administration Perform Systems Administration IT Security Web Page Management and Content Services IT Acquisition and Assets

Housing Management Family Housing Management Housing Referral and Relocation Services Offices Community Liaison and Data Sources Promoting Housing Services Counseling and Assistance Dispute Resolution Community Housing Discrimination Community Housing Inspections General Officer Quarters (GOQ) Unaccompanied Housing Management Furnishings Management

Environmental Environmental Program Management Environmental Management System and Inspection Process Air Quality Water Quality Hazardous Waste Hazardous Material Toxic Substances Storage Tanks and Petroleum, Oil, and Lubricants Natural and Cultural Resources Solid Waste Remediation Environmental Impact Analysis Process and Baseline Surveys Final Governing Standards Reviews

Installation Engineering

Portfolio Optimization Planning

Conduct Site Planning Process Build District Plans Manage Installation Development Planning Processes Provide Installation Planning Support to Base Comprehensive Asset Management Plan

(BCAMP), AMP, and sub-AMP Working Groups Support New Mission Beddown Planning Activities Manage Airfield Obstruction Program Manage Off-Base Planning and Compatible Land Use Planning Activities Provide Facility Space Optimization and Utilization Planning Develop And Execute the Facility Demolition / Consolidation Program

Program Development Program Development Provide Project Programming Manage Base Comprehensive Asset Management Plan (BCAMP) Provide for BCAMP Management Provide BAMP Develop and Manage the Installation Facilities AMP Provide and Manage Facility sub-AMP Activities Energy Manager Provide Energy Awareness Provide Utility Commodity Management

Project Management Project Execution

Provide Project Management Provide Design Management Develop Local A/E and Construction Contract Programs Develop Construction Contract Program Task Orders Initiate Funding Documents (Design, Construction, & Locally Funded Special Studies) ... 52 Provide Project Execution Services (In-House Construction Management) Other Construction Inspection Requirements Provide MILCON Support Conduct Project Closeout for MILCON and FSRM Projects Coordinate Warranty Management

Execution Support Installation Geospatial Information and Services (IGI&S) / GeoBase Provide Surveying Services Provide Drafting Services Provide Emergency Response Support Provide Other Engineering Support Functions

Emergency Services

Fire and Emergency Services Occupational Safety and Health Program Operations

Staffing Fire Prevention Training Emergency Communications Center Uniforms Personnel

Ambulance Services Emergency Response and Patient Transport Response to In-Flight Emergencies Personnel

Operations Management

Operations Engineering Requirements & Optimization

Demand Maintenance / Customer Service Corrective Maintenance Work Task Requirements Priority 2A. Plant Operations (Chilled Water) and PM Scheduled Sustainment Corrective Maintenance- Priority 3 Facility Operations Facility Projects Enhancement 4A/4B Preventive Maintenance Work Request Work Group / Work Request Review Board In-House Maintenance & Repair Capability / Planning Activity / Sub-Activity Management Plan BUILDER Sustainment Management System Warranty Management

Service Contracts Management Refuse Grounds Custodial Others (Grease Traps, Oil Water Separator Cleaning, VTE, Vehicle Denial Barriers, etc.) 89

Material Control U-Fix-It Program Management Building Automation Energy Analysis Ancillary Programs

Operations and Maintenance Heavy Repair Structures Pavements / Equipment Pavement Sweeping / Clearance Environmental Management Control Systems (EMCS) / Operations Water & Fuels Systems Maintenance

Logistics Readiness

Traffic Management Cost Estimates Program Management Traffic Management Specific Functions

Freight and Cargo Movement Contractor Training Special Functions

Vehicle Management Personnel Fleet Management and Analysis Technical Order Publications TCTO Program Vehicle Maintenance Intermediate Maintenance Minor Maintenance Major Maintenance Scheduled Maintenance Mobile Maintenance Operator Care Maintenance Recovery Section (Wrecker) Tools and Equipment (Specialized) Tires Limited Technical Inspections Deployments Process LTIs Depot-Level Maintenance Paint and Body Services Parts Accountability Green Procurement Program Vehicle License Plate Program and Federal Motor Vehicle Registration System Fuel Issues Reports Air Force IT Systems Materiel Control Vehicle Historical Folder Base Exercises Contingencies Accident and Abuse Program Coordination

Ground Transportation Air Transportation Materiel Management Fuel Management

Force Support

Food Service Operations Fitness and Sports Lifeguard and Pool Operations Library and Information Services Publicity Support

Communications Support

MAJCOM Requirements

Contingency Facilities Transient Alert

Flight Operations Foreign Object Damage Prevention Program Aircraft Support Training Aircraft Crash Damaged or Disabled Aircraft Recovery Program Security Requirements Non-Destructive Inspection Program Personnel

War Reserve Materiel Tool Management Program Aerospace Ground Equipment Rapid Airfield Damage Recovery (RADR)/War Reserve Materiel Non-Vehicular

Equipment War Reserve Materiel RADR Vehicles Aerospace Ground Equipment (AGE) – War Reserve Materiel (WRM) Personnel

Operational Support

Imperatives Management Internal Control Toolset Equipment Custodians Air Force Records Information Management System Non-Disclosure Agreement (NDA) Safety, Occupational Health, and Industrial Hygiene Protection of Air Force Personnel

Appendix

Technical Exhibit A – Activated Services Matrix Technical Exhibit B – Workload and Baseline Technical Exhibit C – Personnel Qualifications Technical Exhibit D – References Technical Exhibit E – CDRL List Technical Exhibit F – GFP List Technical Exhibit G – Vehicle List Technical Exhibit H – WRM List Technical Exhibit I – Construction Project List Technical Exhibit J – Grounds Maintenance Map Technical Exhibit K – Custodial Services Map Technical Exhibit L – Security Requirements Technical Exhibit M – Mission Essential Services Technical Exhibit N – Key Personnel Technical Exhibit O – Acronyms

Service Summary Items

Acceptable Quality Levels and Performance Standards

Civil Engineering

Installation Management

Description of Services

1.1.1. The Civil Engineering (CE)

Installation Management activity is responsible for Asset Accountability

Housing Management and

Environmental.

1.1.2. The functional organization chart

is designed to provide a reference to how the Air Force Civil Engineer community organizes and labels both similar trade crafts as well as overall operations. This

Performance Work Statement (PWS) will make use of this convention to provide consistency with all other published guidance and training for civil engineers.

The contractor is not required to organize their staff in this manner.

Real Property.

Inspections / Inventory.

• Perform a physical Existence and Completeness inventory of all base buildings, structures, linear assets, and land annually in accordance with current Air Force directives using the

Air Force Civil Engineer Center (AFCEC) standard operating procedures and required documents.

• Perform an inspection of 100% of RP assets every 5 years and every 3 years for historic assets in accordance with (IAW) AFI 32-9005.

• Accomplish and document boundary inspections to check for encroachments on an annual basis and update RP records with inspection date.

• Develop and implement a self-inspection program to address the areas outlined in the current Air Force Inspector General (IG) Inspection Guidance.

• Participate in facility final inspections to validate data for the Interim and Final, Transfer and Acceptance of Department of Defense (DoD) RP (DD Form 1354).

Notes:

• Accountable Property System of Record (APSR) additions / updates require specific knowledge.

• The contractor is required to read the instructions and training associated to the

APSR.

• AFCEC is not obligated to train the contractor but will address any questions.

Real Property Transactions.

• Perform real estate functions and prepare and / or receive all appropriate documents related to acquisition, disposal, utilization, and management of government property.

• Prepare, manage, and maintain real estate in-grants, out-grants, acquisition, and disposals and oversee the real estate program to ensure all required documentation is “packaged” to the appropriate signature authority.

• Conduct annual compliance inspections on each grant to ensure terms and conditions are met.

• Ensure all disposal actions adhere to the McKinney-Vento Assistance Act and are reported to responsible authority.

• Coordinate and validate space requirements to include all support agreements and update

RP records as necessary.

• Conduct and participate in ad hoc meetings, teleconferences, meetings, and information exchange with base and higher headquarters staff.

• Reference United Facilities Criteria (UFC) 1-300-08, attached process maps and DD Form

1354 checklist while performing activities related to managing, assessing, validating, and updating data in the official Accountable Property System of Record for RP.

• Ensure accountability of privatized assets.

Data Base Management.

• Provide accountability of 100% of RP assets and grant instruments for the installation and other tenant organizations as outlined in the Installation Host Tenant Support Agreements

(HTSA) in the authoritative Air Force (AF) Information Technology (IT) System.

• Update / document all changes in the database, capture capitalization of costs and other critical RP data for buildings, structures, linear assets, land / land use and grant instruments.

• Annually reconcile linear assets with the GEOBASE office to ensure an accurate accounting of above and underground assets.

• Adjust the Accountable Property System of Record and document those changes on the

DD Form 1354.

• Facilitate the analysis, reporting, and tracking of real property assets across their lifecycle in the Data Analytics and Integration Support (DAIS) platform.

Resources.

Budget Execution.

• Comply with Air Force annual financial statement guidelines and use DoD 7000.14-R

Financial Management Regulation as the standard.

• Provide cost accounting and support to Civil Engineering (CE) activities and the

Government designated CE representatives, including Base Civil Engineering (BCE) staff, Fire Department, Housing, and CE Service contracts. Utilize generally accepted accounting and government guidelines to maintain and track funds.

• Ensure CE systems (for example, NexGen IT) are maintained with current information.

• Conduct and participate in ad hoc meetings, teleconferences, Defense Communication

Services meetings and information exchange with base and higher headquarters staff.

• Provide utility consumption / cost reports and submit all verified and certified utility bills and documents to meet the Defense Finance and Accounting Service (DFAS) suspense for payment by due date.

• Provide emergency response support.

• Ensure required reports are accurately prepared and submitted as suspended.

• Utilizing NexGen IT, provide a common and integrated cost accounting process across for facility maintenance, service contracts, and utility consumption to accurately determine monthly reimbursable billing.

• Collect, validate, and incorporate execution plans appropriations for timely submission to the Government for approval.

• Develop, review, and perform budget execution, receive initial distribution, prioritize requirements, and allocate initial distribution, subject to government approval.

• Review, validate, and make corrections to the refunds/reimbursements report or the reimbursable invoice; ensure delivery of report to the Defense Finance Accounting Service;

determine reimbursable customers with assistance from the Comptroller and service support agreements.

• Utilize the Automated Business Service System (ABSS) database for automated obligation document processing.

• Prepare for, attend, and participate in Financial Management Board and other financial meetings as required.

Cost Report Analysis

• Perform monthly and quarterly reviews of financial transactions using financial reports with government personnel.

• Validate, prepare, and forward Accounts Receivable (ARs) for payment; monitor the execution of funds; and track ARs and Accounts Payable (APs) to ensure proper accounting of financial records.

• Review consolidated cost reports, compare data to identify cost trends, and ensure work orders are closed out and capitalized as required.

• Fund resources and analyze historical reports to determine program concerning sufficiency, reprogramming capabilities, and monetary limitations affecting CE programs.

• Integrate and direct formulation of execution plan, mid-year review plan, fiscal year closeout, and Obligation Adjustment Reporting System (OARS) activities.

• Review and reprioritize funding requirements; review and coordinate the Integrated

Priority List (IPL) with the Program Element Manager.

• Participate in fiscal year-end closeout milestones, request, prepare, and prioritize year-end funding lists; attend close-out meetings, and comply with all Financial Management taskings.

• Identify and initialize OARS requirements data used for tracking and reporting upward obligation adjustments for expired and canceled year appropriations.

Next Generation Information Technology (NexGen IT) Administration.

• Perform System Administration, network and IT support in a timely manner so as to not negatively affect continuity of mission.

• Monitors systems and follow Air Force and local reporting procedures for disruptions or system outages, complies with all installation, Air Force and DoD IT Security policies and directives.

• Assist customers with access to networks and training, process system access requests in a timely manner.

• Completes tasks to manage and update existing installation web pages.

• Completes periodic inventory to maintain proper accounting of existing IT assets, performs acquisition of new assets, and issues assets to installation personnel.

• Provides AV support to ensure IT assets are available for maximum use.

• Assists government personnel with preparing IT assets for disposition or disposal.

Asset Accountability

Real Property Management (Facility Operations [FO] Funds: CLIN CEI-01, CEI-05, CEI-

06, CEI-07).

2.1.1 Provide RP / Real Estate Management and Accountability for assets and programs under the control of the installation that comply with current DoD and AF policy.

2.1.2. Maintain/keep current the AF Accountable Property System of Record to an auditable level.

2.1.3. Provide Real Property Assessable Unit (RPAU) actions in support of the AF Financial

Improvement Audit Readiness (FIAR) audit. This may include requests for data, requests for information, updates to Corrective Action Plans (CAP) and annual validation of the installation’s

RP inventory (Defined as Existence and Completeness [E&C]). The RP Office business shall be performed in compliance with current DoD, and AF guidance and policies to ensure accurate accounting of the installations assets and financial reporting of CE expenditures. The SP should endeavor to posture the installation RP business processes to achieve a favorable audit opinion.

2.1.4. Conduct and participate in ad hoc meetings, teleconferences, Defense Communications

System meetings / training and information exchange with base and higher headquarters staff.

2.1.6. Prepare and maintain all appropriate documents related to acquisition, disposal, utilization, and management of government RP to document effective and efficient accountability and reporting. Maintain Key Supporting documentation IAW AF guidance and directives ensuring

FIAR compliance and auditability.

2.1.7. Maintain / Create facility Jacket Files by retaining and filing all hard copy documentation to support data entry in the Accountable Property System of Record.

2.1.8. Process updates to the Accountable Property System of Record IAW current policy and AF directives (Example: DD Form 1354, AF Form 300, and AF Form 123).

Acquisition / Disposal.

2.1.9.1 Perform all actions to acquire and dispose of land grants IAW the Higher Headquarters

(HHQ) AFCEC Real Estate Transactions (RET) Playbook and governing DoD and AF publications.

2.1.9.2. Ensure all disposal actions comply with the McKinney-Vento Assistance Act and are reported to the responsible authority at HHQ (AFCEC).

2.1.9.3. Initiate grant renewal actions no later than nine (9) months prior to expiration to ensure renewal or disposal prior to grant expiration.

2.1.9.4. Coordinate with the Government CE Resource Advisor (RA) to ensure payments made are in a timely manner and rent owed and rent received is processed IAW AF guidance and financial directives.

Accountability Management.

2.1.10.1 Conduct grant compliance inspections annually on each grant to ensure conditions follow terms and conditions of the grant instrument. Update the APSR with the inspection date and keep the results of the inspection as key supporting documents (KSDs) in the facility jacket folder.

Report non-compliance to the BCE, MSG, and Wing.

2.1.10.2. Perform cyclic physical inspections of all base buildings to validate the size of the building and documenting space usage. Maintain the KSD in the facility jacket folder. Make changes to the Accountable Property System of Record according to the inspection results to have reliable space utilization rates and proper calculation of the assets Plant Replacement Value (PRV).

Cyclic inspections are accomplished to equal 100% of assets inspected every five (5) years or

100% by the end of the SP period of performance if less than five (5) years.

2.1.10.3. Participate in facility final inspections to validate data in the Interim and Final, DD Form

1354, Transfer and Acceptance of DoD RP.

Manage Customer Space Allocation.

2.1.11.1. Ensure accurate Customer Space Assignments in facilities, update in Accountable

Property System of Record

2.1.11.2. Coordinate and validate space requirements to include all support agreements and update

RP records and update the Accountable Property System of Record as necessary.

2.1.11.3. Coordinate with the Facility Space Program Manager, Facility Space Sub-Asset

Management Plan (AMP) Manager or Space Program Planner to ensure space utilization rates for

RP and achieve at least an 80% utilization rate. Notify the Facility Space Program Manager of any that are less than 80% through a memo signed by the Real Property Accountability Officer

(RPAO).

2.1.11.4. Maintain accurate and up to date Space Utilization data.

Resources

2.2.1. Provide financial management and support to CE activities and the Government designated

CE representatives and utilize generally accepted accounting and government guidelines to maintain and track funds.

2.2.2. Coordinate with CE / RA to ensure funding address interfaces between finance, NexGen IT and government designated replacement database system(s) (e.g., NexGen IT IAW Public Law

81-216).

2.2.3. Provide utility consumption and cost reports by submitting all received and accepted utility bills and supporting documents to meet Vendor payment due date.

2.2.4. Hiring of Financial Management personnel in coordination with Comptroller Squadron

Financial Management Analysis (CPTS/FMA). NOTE: Hired personnel will be fully trained, qualified, and/or certified to meet mission requirements. (Or maintain fully trained and qualified professionals, certifications, and licensing (reference Appendix 10J).

2.2.5. Ensure timely submission of investment equipment (3080) requirements for Government approval.

2.2.6. Cost Report Analysis. Review consolidated cost reports, compare data to identify cost trends, and as required, close out capitalized work orders.

CE Trend Analysis.

2.2.7.1. Track program (i.e., CE utility), fund resources and analyze monthly reports to determine program concerning sufficiency, reprogramming capabilities, and monetary limitations affecting

CE programs.

2.2.7.2. Analyze historical and current expenditures to support in forecasting requirements and developing program execution strategies for the CE budget.

Resources Integration.

2.2.8.1. Provide guidance and surveillance over cost accounting policies and procedures.

2.2.8.2. Track Defense Enterprise Accounting and Management System funding for purchase request and Military Interdepartmental Purchase Request (MIPR).

2.2.8.3. Maintain MIPR after funds certification, distribute to the agent, receive acceptance, and track expenditures until closeout. After CPTS/FMA creates the purchase order (PO) based off the purchase request, review and validate the PO to ensure it was built accurately.

2.2.8.4. Verify Purchase Order(s) built off Purchase Request(s)

2.2.8.5. Coordinate with CPTS/FMA and CE RA for execution status.

2.2.8.6. Manage periodic (i.e., monthly, and quarterly) reviews of financial transactions using financial reports with government personnel.

2.2.8.7. Support fiscal year-end closeout milestones.

2.2.8.8. Process Reimbursements IAW Defense Enterprise Accounting and Management System

Project Billing User Guide and the Reimbursement Accounting Guide and Standard Accounting

Procedure Guide.

Reimbursements / Refunds.

2.2.9.1. Reimbursements are payments received for materiel and services provided to Wing

Support Agreement Customers including appropriations 1080 reimbursable customers (i.e., Defense Information Systems Agency (DISA), Military Entrance Processing Station (MEPS), Army, and Navy), Advance Pay and Non-Public Customers (i.e., Non-Appropriated Fund [NAF]

Activities, Credit Union, Banks, United States Postal Service [USPS]).

2.2.9.1.1. Process customer accounts through the Defense Enterprise Accounting and Management

System (DEAMS) accounting system. DEAMS account processing includes MIPR processing, 1269D Funds Authority, 1080 billings, and Journal Voucher processing to balance over / under account balance.

2.2.9.1.2. The SP will gather appropriate monthly data and determine charges to activity as either a refund or reimbursement.

2.2.9.1.3. Prepare quarterly billing estimates and submit to Advanced Pay and Non-Public

Customers.

2.2.9.1.4. Monitor reimbursable accounting using the Defense Enterprise Accounting and

Management System General Ledger Accounting (i.e., Status of Funds, Open Document Listing, History files, DEAMS Baselining).

2.2.9.1.5. Identify billings errors through the CE/RA.

2.2.9.1.6. Ensure adequate funds authority is posted in the Defense Enterprise Accounting and

Management System General Ledger accounting system.

2.2.9.1.7. Review, verify, and establish shop rates for the appropriate service delivery area.

Perform quarterly review and adjustment of shop rates as required.

2.2.9.2. Refunds are a reduction of expenses and are processed against the appropriation and fiscal year to which the expense was recorded. Common refund collections include dormitory damages and collections for unauthorized long distance telephone calls.

2.2.9.2.1. Process refunds to the appropriation that bears the cost to repair or pay for the damages.

2.2.9.2.2. Monitor refunds to ensure the reduction in expenses are posted correctly.

2.2.9.2 .3. Notify CE/RA of all accounting errors for correction by Defense Finance and

Accounting Service.

2.2.10. DEAMS and Financial Management Suite (DEAMS / FMSuite).

2.2.10.1. Use DEAMS / FMSuite database for accounting reconciliation and closeout.

2.2.10.2. Coordinate with CE/RA on funding transactions entered in FMSuite database for budget exercises.

Monthly / Quarterly Reviews.

2.2.11.1 Perform monthly and quarterly reviews of financial transactions using financial reports.

Accounts Receivable (AR) / Accounts Payable (AP).

2.2.12.1. Post entries into the Real Property Revenue Log (RPRL)

2.2.12.2. Validate, prepare, and forward AR for payment. Monitor the execution of funds. Track

AR and AP to ensure proper accounting of financial records. Identify accounting errors through the CE/RA for correction by Defense Finance and Accounting Services. Track accounting corrections to ensure AR and AP are reconciled. Identify areas where execution is lagging or accelerated; and coordinate with organizational managers to take corrective action as needed.

Ensure AR are verified, adjusted, and submitted monthly to CE/RA and properly monitored for correct payments. Work directly with Defense Finance and Accounting Services to correct erroneous payment.

2.2.12.3. Close-out Dormant Account Review Quarterly (DAR-Q) aging accounts posted to

DEAMS Open Document Listing (ODL). Close-out will be accomplished IAW DoD Financial management Regulation (FMR) 7000.14-R, Vol 3, Chapter 8 and the Advana DAR-Q User Guide by using the current approved accounting software system (i.e., FMSuite and Advana web base software programs) in accordance with all CPTS/FMA guidance and procedures.

2.2.12.4. Prepare the quarterly General Officer Quarter Report. Coordinate reports with US

Government Housing Office for data accuracy and occupant’s signature

2.2.12.5. Support CE/RA End of Year (EOY) Close-out for those accounting programs under contract in accordance with CE/RA EOY instructions and policies.

NexGen IT Administration

Perform Systems Administration.

2.3.1.1. Appointed as system administrator for system authorization access request (SAAR) for the unit. Files and maintains yearly updates for all collected DD Form 2875s for SAAR compliance. Requests and maintains user accounts, sets up and maintains user permissions, and maintains CE automated information systems (AIS) servers as required. Installs client software on desktop computers and trouble shoots CE AIS user problems and/or open trouble calls to respective help desks tracking the calls through problem resolution.

2.3.1.2. Creates, maintains, and assists users with development of CE AIS reports and queries.

performs required CE AIS system administrator maintenance functions such as processing end-of-session and interface programs / procedures.

2.3.2. Provides network and customer information technology (IT) support.

2.3.2.1. Processes all network (NIPRNET, SIPRNET) and customer IT support functions IAW

Air Force Instruction (AFI) 33-115, Air Force Network Operating Instructions, and base communications squadron network control center (NCC) directives.

2.3.2.2. Processes NCC taskers, as required. Installs, maintains, and troubleshoots IT hardware assets (e.g., servers, desktops, laptops, monitors, printers, scanners). Installs and troubleshoots software on IT assets (servers, desktops, laptops) to include commercial off-the-shelf (COTS) and government developed applications/systems. Troubleshoots network, email, local area network (LAN) cabling, and common access card (CAC) issues working with the base communications squadron if required. Ensures user network and email accounts are established / inactivated as personnel in/out process. Assigns and maintains user permissions for shared network files, ensures users are trained to back-up their desktop computer files, and assists to resolve user IT problems.

IT Security

2.3.3.1. Provides computer security (COMPUSEC) compliance IAW AFI 17-130, Cyber

Security Program Management as appointed information systems security officer (ISSO).

Manages the information assurance awareness program (IAAP) and ensures all personnel complete required annual training. Processes all required actions in communications tasking orders issued by the base communications squadron IA office. Ensures time compliance network orders (TCNO) are implemented within the mandatory timeframe and complies with the vulnerability and incident reporting procedures outlined in AFI 33-115, Network Management.

2.3.3.2. Ensures compliance with Air Force Systems Security Instruction (AFSSI) 8520, Identification and Authentication. Ensures virus protection and security patches are properly installed. Performs scans of desktop computers and report incidents as required. Establishes and maintains ISSO continuity book using base communications squadron IA office-prescribed checklist.

2.3.3.3. Provides COMSEC IAW AFI 17-130, Cyber Security Program Management. Ensures all

COMSEC materials are properly safeguarded, inventoried, and COMSEC material users are properly trained. Establishes and maintains COMSEC continuity book using base communications squadron IA office prescribed checklist. Works with the base communications squadron IA office to determine if any IT equipment, systems, or facilities have emissions security (EMSEC) requirements, IAW AFI 17-130, Cyber Security Program Management.

2.3.3.4. Applies required EMSEC countermeasures and/or processes EMSEC waivers and notifies the base communications squadron IA office when completed. Periodically requests an inspection from the base communications squadron IA office to reassess EMSEC requirements.

Establishes and maintains EMSEC continuity book using base communications squadron IA office prescribed checklist.

Web Page Management and Content Services

2.3.4.1. Provides web and content services IAW AFI 33-129, Transmission of Information via the Internet. Creates and maintains organizational web pages, intranet pages, and Air Force portal pages. Trains subordinate organizational web page maintainers and Air Force portal content managers to create and maintain their respective organizational content. Ensures all organizational web pages and Air Force portal pages are accessible to individuals with disabilities (Title 42, United States Code [USC], section 508, Rehabilitation Act of 1998) IAW

AFI 33-393, Electronic and Information Technology Accessible to Individuals with Disabilities, Section 508. Assists users with establishing Air Force portal communities of practice (CoP) and trains users how to use the Air Force portal CoP so they can manage their content.

IT Acquisition and Assets

2.3.5.1. Research technical solutions and processes IT requirements document (AF Form 3215) with base communications squadron (if required). Prepares, maintains, and budgets for consolidated squadron IT technical refresh plan (hardware and software) and other IT supplies/services as needed (e.g., LAN cabling, printer toner, storage media, mobile phone/personal digital assistant [PDA] service, audio visual [AV] equipment).

2.3.5.2. Procures IT requirements via purchase request (Form 9, MIPR, or GPC) ensuring coordination with CE financial managers to ensure funds availability and the base contracting office to ensure appropriate contracts are utilized. Promptly processes all receiving reports for purchased IT. Ensures all IT assets covered under warranty or maintenance contract are properly called in for service. Provides IT hardware asset management IAW AFI 33-112, Computer

Systems Management, and base level communications squadron equipment control officer

(ECO) directives.

2.3.5.3. Conducts annual inventory using hand scanners and provides results to Government representative for approval. Ensures all accountable assets have bar code labels attached. Ensures all found on base assets are documented. Signs for purchased equipment when orders arrive at the base CEO. Prepares all excess assets for reuse, transfer, or disposal. Reports all lost or stolen items to commanders for initiation of a report of survey (ROS). Issues ADPE to users on a temporary basis via hand receipt. Establishes and maintains ADPE EC continuity book using base communications squadron ECO prescribed checklist.

2.3.5.4. Manages COTS software licenses IAW AFI 33-114, Software Management. Maintains

COTS software license inventory and stores evidence of all licenses in a secure location.

Disposes of old versions of COTS software according to licensing agreements. Audits all COTS software on servers and desktop computers annually to ensure there are no illegal or unauthorized copies installed.

2.3.5.5. Provides AV support.

2.3.5.5.1. Maintains AV equipment inventory (e.g., projectors, portable screens). Checks out AV equipment (via hand receipt) to other flights. Trains users how to setup/operate the equipment.

Housing Management

Support housing requirements and market analysis, housing community profile, and other

USAF-approved programming documents such as the Family Housing Master Plan and

Dormitory Master Plan.

Support and participate in audits, studies, and master planning efforts for all housing programs.

Integrate and advocate for funding, monitor planning and programing, and manage programs to replace, improve, operate, maintain, repair, and lease housing.

Identify, develop, and execute housing (MFH/UH), O&M budgets including drayage/storage and

U-Fix-It program.

Prepare and submit purchase requisitions to the authorized GPC holder or installation contracting

IAW local procedures.

Perform annual MFH/UH distribution study for government-owned, controlled, and leased housing.

Conduct resident and customer surveys for assistance and maintenance services.

Ensure all personnel complete the required sex offender disclosure documents.

Coordinate interservice agreements, MOAs, and MOUs.

Disclose environmental hazards to housing residents and refer potential safety and health issues to appropriate installation agencies. Distribute information about environmental hazards identified by the BCE.

Briefs and presents housing programs at town hall meetings, first sergeant meetings, spouse groups, and other forums.

Prepare documentation for reimbursement and allowances including utility reconnection reimbursement, basic allowance for housing (BAH), overseas housing allowance (OHA), and partial dislocation allowance (PDLA). Process these through the proper agency.

Clear housing residents through virtual out-processing.

Process requests for retention and termination of government-owned housing.

Calculate and coordinate rental rates for non-MFH assignments including eligible DoD personnel and other non-military agencies.

Maintain accurate key control and limit access to housing.

Coordinates actions for abandoned government-owned, leased, and controlled housing to include scheduling inspections, removing personal household goods, scheduling maintenance and cleaning, and processing appropriate documents for recoupment of damages from residents.

Identifies, programs, and tracks housing projects from conception through base funding prioritization and execution utilizing housing planning products.

Family Housing Management

3.1.1. Manage and provide oversight to ensure the Family Housing, Housing Referral and

Relocation Office and Furnishings Management Section programs are effective.

3.1.2. Staff the Housing Referral and Relocation Office during all hours of the scheduled workday.

3.1.3. Provide annual reporting and budgeting requirements.

3.1.4. Ensure accurate submission of monthly, quarterly, and annual reports. Prepare and submit semiannual Family Housing Inventory and Utilization (I&U) reports for mid-year and end-of-year closeouts.

Verify data accuracy within Enterprise Military Housing I&U module and process an Inventory

Change Request to correct any discrepancies.

3.1.5. Provide the Permanent Party and Operations and Maintenance (O&M) Five-Year Long-

Range Furnishing Plan to CE leadership, annually.

3.1.6. Manage, track, and reconcile all drayage and storage actions for all personnel to include UH.

3.1.7. Collect, prepare, and submit the annual Basic Allowance for Housing (BAH) data call to higher headquarters.

Calculate reimbursable amounts for military family housing requirements including personnel, services, supplies, utilities, furnishings, drayage and maintenance on a monthly basis for funding requests

Coordinate billing and collection procedures for allowances with Financial Management Flight.

Initiate DD Form 1131 for civilians not entitled to housing allowance.

Conduct semiannual OHA reconciliation with the Financial Management Flight.

Conduct a joint monthly review of at least 10 percent of the DD Form 2367 processed during the previous month to ensure compliance and accuracy against leased documents and OHA authorizations in the pay system.

Determine eligibility, assigns, and terminates service members to government-owned, leased, and controlled housing. Manage family housing waiting lists.

Manage government-controlled housing to maximize utilization in accordance with USAF goals of 98 percent occupancy for Family Housing. Perform all reporting using the Enterprise Military

Housing system. Assist in determining necessary management actions if the goal is not met.

Housing Referral and Relocation Services Offices.

3.1.8.1. Ensure Housing Referral and Relocation Office is manned and available to customers during all core duty hours of the scheduled workday.

3.1.8.2. The Housing Referral and Relocation Office is the only installation agency authorized to provide housing referral and relocation services, including, but not limited to, managing, and inspecting listings for rent, counseling incoming members seeking housing and assisting with rental and lease agreements.

3.1.8.3. Offer complete referral services and a full range of relocation assistance with professional and personalized service that assist in locating suitable, nondiscriminatory community housing while recognizing that adequate housing is required within 60 minutes or 20 miles of the installation, and that DoD personnel are entitled to reside in housing free from discriminatory practices.

3.1.8.4. Monitor community housing referral and relocation activities to ensure they provide needed services, are free from discrimination, and provide equal opportunity and treatment for all personnel to include Enterprise Military Housing (eMH) website and Government designated replacement system, and other data collection systems as required by HHQ.

3.1.8.5. Manage and inspect listings for rent and review rental and lease agreements.

3.1.8.6. Process government housing applications. Provide and assist customers with advance applications and information.

3.1.8.7. Ensure members are free to select community or privatized housing, except where restrictive sanctions are imposed or when required to occupy Family Housing (i.e., designated Key and Essential personnel).

Review, translate, and maintain lease agreements for each servicemember residing in the local community.

Brief servicemembers on utilities, taxes, and other country-specific issues.

Negotiate lease conditions with community housing landlords on behalf of servicemember including ensuring that rent payments follow Host Nation Final Governing Standards.

Provide translation services for housing-related issues such as utility bills, local laws, and customs.

Initiate allowances IAW service-specific requirements and prepares Temporary Lodging

Allowance documentation.

Manage and maintain government databases for housing information of all eligible personnel residing in community housing.

3.1.8.8. Maintain an on-going list of all customers receiving community-housing services in the

Rental Property Program.

Community Liaison and Data Sources.

3.1.9.1. Sources include but are not limited to, civic leaders, the local Builders’ Association, local chapter of National Apartment Association, property management and real estate associations, board of realtors, Federal Housing Administration and Veterans Administration.

3.1.9.2. Maintain and monitor a wide variety of current data sources on local housing, utilities, telephone, cable, internet and other services, schools, transportation, recreation, and shopping areas available to military families to assist the member in locating housing based on family requirements.

3.1.9.3. Monitor HOMES.MIL daily, HOMES.MIL is an approved DoD website that provides housing rental listings and offers information on home-buying services from realtors. Additional sources include other officially designated websites, homeowner’s, property managers, real estate agents, newspapers, and community liaison.

3.1.9.4. Communicate with property managers and homeowners to stay informed about when property is rented, sold, or becomes otherwise unavailable.

Promoting Housing Services.

3.1.10.1 Publicize housing services on the installation website and other installation media, commander calls, newcomer briefings and appropriate community meetings.

3.1.10.2. Monitor official and unofficial installation media advertising housing property for rent and sale.

3.1.10.3. Post quarterly articles in official media reminding those who maintain bulletin boards, publish installation newspapers, or produce other media that the Housing Referral and Relocation

Office is the only office/installation entity allowed to provide housing services.

3.1.10.4. Publicize housing services on the installation website, other installation media, commander calls, newcomer briefings and appropriate community meetings at a least quarterly or as directed by government.

Counseling and Assistance.

3.1.11.1. Participate in newcomer briefings advising members to seek counseling from the

Housing Referral and Relocation Office before negotiating a rental or lease agreement for community housing.

3.1.11.2. Offer one-on-one counseling and provide official information of housing policy (e.g., a list of housing facilities with restrictive sanctions, a list of rental housing, and/or how to access to the HOMES.MIL website and assist members by verifying with property managers that the selected property is available).

3.1.11.3. Advise members on the DoD and AF equal opportunity policy in community housing and member’s obligation to immediately report suspected discrimination.

3.1.11.4. Advise members on personal conduct while occupying community housing and assistance available in the Housing Referral and Relocation Office for resident and landlord dispute resolution; the necessity for a military release clause in lease agreements; available legal assistance to review lease and sale contracts; availability of sponsor (designated by squadron commander) to aide in getting settled in the community.

Assign housing and prepare moving orders for household goods.

Schedule initial move-in inspection and delivery of loaner furniture.

Brief residents on DoD and USAF MFH management standards including tenant liability, resident responsibilities for cleaning, modification, and repair.

Dispute Resolution.

3.1.12.1. Investigate and serve as mediator in community housing complaints submitted by the member.

3.1.12.2. The initial complaint may be verbal but must be submitted in writing to the Housing

Referral and Relocation Office.

3.1.12.3. Collect information from each party and objectively evaluate issues.

3.1.12.4. Update all mediation efforts in Enterprise Military Housing and include monetary savings to member or off-base property owner because of mediation.

3.1.12.5. Keep a complete record of the complaint and resolution. Send a copy of the complete record of complaint and resolution to the Housing Referral and Relocation Office Contracting

Officer Representative (COR).

Community Housing Discrimination.

3.1.13.1. Follow policy on Equal Opportunity and treatment for all DoD personnel. The AF is committed to equal opportunity and treatment for all DoD personnel seeking housing, regardless of race, color, religion, sex, national origin, age, handicap, or familial status, and to eliminating discrimination against DoD personnel in housing.

3.1.13.2. When a resident submits a complaint of potential discrimination, investigate the housing discrimination complaint, and prepare a report for the Housing Referral and Relocation Office who will then obtain a legal review, and provide validation, to command officials for additional investigation.

3.1.13.3. Initiate an inquiry within three (3) workdays after receiving a complaint of discrimination. The inquiry must be detailed enough to determine if discrimination occurred.

3.1.13.4. Maintain a listing of property agents and facilities against which the Commander has imposed restrictive sanctions. Identified facilities owned or operated by the agent remain for a minimum of 180 days and continue until the agent has agreed in writing to a policy of nondiscrimination.

Community Housing Inspections.

3.1.14.1. Develop a recurring schedule to inspect all properties within the commuting requirements of 60 minutes or 20 miles.

3.1.14.2. Inspect 100% of in-home physical inspections of rental properties, listed in Enterprise

Military Housing or HOMES.MIL to determine adequacy.

3.1.14.3. Record and document inspections and applicable comments to include signature of property owner, real estate agent or Management Company in Enterprise Military Housing and

HOMES.MIL.

3.1.14.4. Provide guidance to property managers and owners on acceptable standards for units deemed to be deficient and encourage upgrades.

3.1.14.5. Seek permission from the property owner to enter a property for inspection, if a current resident requests an inspection, or if there is reason to question the suitability of the housing based on environmental, health or safety considerations.

3.1.14.6. Remove property from viewing in HOMES.MIL and Enterprise Military Housing that does not meet adequacy standards.

General Officer Quarters (GOQ).

Manage GOQ program. Interact with residents, liaise with leadership and advise on GOQ matters.

Provide inbound residents with housing information, coordinate a meet-and-greet with GOQ team, brief residents on GOQ policies, thresholds, and authorizations.

Coordinate, facilitate, and report costs for antiterrorism, force protection, and communication requirements.

Identify and ensure all work requirements are accomplished for modification, repair, and projects.

3.1.14.1. Populate, maintain, update, generate, and manage data and cost reports from the mandatory utilization of the Enterprise Military Housing system and government designated replacement database system, and other data collection systems as required by higher headquarters.

IAW AFI 32-6000, attachment 6 and 15.8.

3.1.14.2. Research (including design coordination), transport, maintain, and inventory supplemental furnishings for General Officer Quarter (e.g., patio furnishings and appliances specific to General Officer Quarter, and 0-6 [Colonels] serving as the Installation Commander)

IAW AFI 32-6000, table A5.1.

3.1.14.3. Coordinate with in-coming wing commanders and/or numbered AF commanders, as to which preferred furnishings, to utilize in their housing. Use Enterprise Military Housing to record, manage, monitor, and track all transactions and reporting requirements.

Unaccompanied Housing Management

3.2.1. Manage day-to-day operations of permanent party UH facilities to include unaccompanied non-commissioned officer quarters (UNCOQ) and unaccompanied officer’s quarters (UOQs).

Determine eligibility, assigns, and terminates service members to UH. Manage waiting lists for

BAH and members awaiting assignment to quarters. Maintain a list of personnel authorized to reside off base at their own expense without allowances. Process authorizations to stop and start

BAH based on occupancy of government quarters. Conducts quarterly BAH reconciliation.

3.2.2. Authorize and coordinate drayage and non-temporary storage for eligible members. Receive, validate, and process hardship and exception to policy requests. Maintain daily auditable occupancy records for all UH facilities; prepares and submits quarterly utilization metrics. Conduct initial, pre-final, and final inspections; advise residents of potential damage charges and documents findings. Manage diverted rooms and temporary accommodations (administrative offices, storage space, hospitality rooms).

3.2.3. Manage UH assets to maintain unit integrity; recommends redistribution of assets based on space allocation assessments for optimum utilization. Manage and maintain inventory accountability for furnishings, appliances, equipment, and supplies issued to the UH facilities and residents; accomplishes annual inventory of all UH furnishings and submits to Furnishings

Management Office (FMO). Record issued furnishings using AF Form 228, Furnishings Custody

Receipt and Condition Report, or an automated Air Force-approved product. Identify and submit

UH facility and furnishings requirements to Housing Maintenance Office (HMO). Budget and control UH requirements, to include supplies, common area furnishings, individual room furnishings, and room amenities. Identify budget requirements for and authorizes service and equipment reconnection fees (e.g., cable TV, telephone, and internet) for eligible service members.

3.2.4. Establish, manage, and train personnel on the bay orderly program, coordinates and schedules manpower requirements with leaders from other base organizations. Perform facility management for all UH facilities; coordinates projects; identifies and submits maintenance work orders; identifies room and common area health/safety hazards. Provide escort for maintenance personnel and other contractors to safeguard personal property when access to an occupied room is required to accomplish work.

Perform all required support functions for UH such as inspections, control, change-of-occupancy work, cleaning and maintenance in the same manner as normally requested for family housing including furnishings.

Inspect 10% of the dormitory room inventory IAW AFI 32-6000 to identify conditions requiring maintenance and repair or health, life, or safety concerns.

3.2.5. Identify command requirements and coordinates with maintenance and other agencies as appropriate.