PERFORMANCE_WORK_STATEMENT_FOR_FURNISHING_MANAGEMENT_SERVICE__PAPA_HUNGARY__27_Apr_16_Rev00.pdf

PERFORMANCE WORK STATEMENT

FURNISHINGS MANAGEMENT

SERVICE CONTRACT

FOR

PÁPA AIR BASE

HUNGARY

27 APRIL 2016 Rev.00

PERFORMANCE WORK STATEMENT

FURNISHINGS MANAGEMENT

SERVICE CONTRACT

1. DESCRIPTION OF SERVICES.

The general scope of the non-personal services requested by this Performance Work Statement (PWS) is to provide adequate furnishings management support to up to 60 United States (US) Government personnel (also referred to as Customers) assigned to Pápa Air Base, Budapest, and Székesdfehérvár, Hungary. To satisfy this general scope, the Contractor shall provide all personnel, material, equipment, storage and transportation resources necessary to ensure satisfactory performance of all necessary tasks. All services shall be performed in accordance with Hungarian safety, labor, and other applicable standards, codes, and/or laws. The Contractor shall provide secure storage capability of at least 200 square meters for U.S. Government-owned furnishings and appliances. Storage space shall be adequately segregated from other storage services/spaces to avoid comingling of U.S.

Government property with that of other owners.

2. FURNISHINGS MANAGEMENT

2.1 NOTIFICATION. The Customer will contact the Contractor’s manager or alternate no later than (NLT) one week in advance for delivery, pick up, or exchange services with all furniture and appliances requirements. The Contractor shall determine and provide the required equipment/services to be used for the delivery, pick up, or exchange. For example: proper sized vehicle, mobile stair platform, any necessary parking permits, etc. The Contractor shall notify the Customer two work days in advance and provide a 2-hour window when they expect to arrive for delivery or pick up services.

2.2 DELAYS. The Contractor shall notify the Contracting Officer’s Representative (COR) of any delays, breakdowns, unserviceable equipment, labor strikes, inclement weather or any other reason for postponing a delivery or pick up service NLT two hours prior to the scheduled service.

2.3 DAMAGES. The Contractor shall be responsible for any loss or damage to furnishings, appliances, or equipment and any damages caused by the Contractor to the Customer's leased facilities.

2.4 CUSTOMER FILE. The Contractor shall create and maintain an electronic customer file with the following items. The Contractor shall file these items after all deliveries, pick ups, and exchanges. All documents and forms will remain the property of the US Government. All customer files will be accessible by the COR for inspection at any time without notice. The Contractor shall return all customer files to the COR upon contract termination.

a. Copy of AF Form 228, Furnishings Custody Receipt

b. FMS Customer Checklist

c. Contractor Damage Sheet

d. Copy of DD Form 139, Pay Adjustment Authorization

e. AF Form 714, Customer Complaint Form,

f. Cleanliness Standard Checklist

2.5 DELIVERIES (from Contractor warehouse to Customer location).

2.5.1. The Contractor shall brief Customers on furnishings/appliances availability and on Furnishings Management Section (FMS) policies such as temporary furnishings and long term appliances.

2.5.2. The Contractor shall prepare an AF Form 228 with the requested items (within authorized basis of issue) for the delivery.

2.5.3. The Contractor shall remove items from storage at their warehouse on a first in, first out basis.

2.5.4. The Contractor shall remove new furniture or appliances from their box or packaging. If not new, the Contractor shall ensure all items delivered are clean and in a serviceable working condition.

2.5.5. The Contractor shall disassemble all items that require disassembly to ensure safe movement and delivery at destination. All nuts, bolts, screws, small hardware and other fasteners removed from furniture and appliances by the Contractor, shall be placed in a bag, or similar durable container and securely attached to the items from which removed.

2.5.6. The Contractor shall protect items susceptible to damage by wrapping such items at time of loading with pads or other COR-approved wrapping material. Upholstered furniture shall be protected by wrapping with paper pads or blankets. All contact surfaces such as corners and edges shall be protected with cushioning materials.

2.5.7. The Contractor shall unload necessary items from vehicle(s) at destination.

The Contractor shall reassemble disassembled items and place them in the room(s) indicated by the Customer. The Contractor shall install all appliances requiring installation and will ensure proper operating condition. The Contractor shall instruct the Customer on the proper use of appliances and shall leave a copy of instructions in English for each appliance.

2.5.8. The Contractor shall annotate all delivered items on the AF Form 228 with stock number, barcode, description, quantities, and condition code. The Contractor shall have the Customer sign AF Form 228 acknowledging concurrence and taking full responsibility of all items.

2.5.9. The Contractor shall give the Customer a “Contractor Damage Sheet" to verify any damages to furnishing or the premises that occurred during the delivery. If any damage occurred, the Contractor shall immediately contact the COR.

2.5.10. Before leaving, the Contractor shall remove all packing materials, padding, and debris from the delivery point. The Contractor shall break down boxes and packing materials and dispose of all in accordance with local laws and procedures. The Contractor shall perform any housekeeping required.

2.6 PICK UPS (from Customer location to Contractor’s warehouse).

2.6.1. Once notified to schedule a pick-up, the Contractor shall brief the Customer on cleaning standards and pick-up requirements.

2.6.2. The Contractor shall prepare an AF Form 228 with the requested items for a pick-up and have the Customer sign the FMS Customer Checklist.

2.6.3. The Contractor shall inspect all items requiring pick up to ensure all furnishings and appliances are cleaned by the Customer to AF standards in accordance with the Cleanliness Standard Checklist and is in serviceable condition. The Customer has the option to clean the item to a satisfactory level. If the item does not meet cleanliness standards, the Contractor shall annotate the unsatisfactory condition or any other Customer-caused damage to furnishings or appliances above normal wear and tear on an AF Form 228 and send the AF Form 228 to the COR within one work day after completion of the pick up. The Contractor shall clean any item that does not meet the Cleanliness Standard Checklist to the required standard.

2.6.4. The Contractor shall disconnect or disassemble furnishings or appliances as needed and remove furnishings or appliances from the Customer’s house.

2.6.5. The Contractor shall protect items susceptible to damage by wrapping such items at time of loading with pads or other COR-approved wrapping material. Upholstered furniture shall be protected by wrapping with paper pads or blankets. All contact surfaces such as corners and edges shall be protected with cushioning materials.

2.6.6. The Contractor shall annotate all items picked up on AF Form 228 with stock number, bar code, description, quantities and condition code. The Contractor shall have the Customer sign AF 228 verifying the condition of the items that were picked up.

2.6.7. The Contractor shall give the Customer a “Contractor Damage Sheet" to verify any damages to the premises that occurred during the pick up. If any damage occurred, the Contractor shall immediately contact the COR.

2.6.8. The Contractor shall protect items susceptible to damage by scratching, marring, soiling, or chafing by wrapping such items at times of loading with pads or other wrapping materials. Upholstered furniture shall be protected by wrapping with paper pads or blankets. All contact surfaces such as comers and edges shall be protected with cushioning materials.

2.6.9. The Contractor shall load the vehicle(s). Upon returning to the warehouse, the Contractor shall unload the vehicle(s) and place the items in the appropriate storage location.

The Contractor shall cover all furnishings and appliances returned to the warehouse with pads or blankets to prevent damage and dust accumulation.

2.7 APPLIANCE EXCHANGES.

2.7.1. The Contractor shall have a monitored phone service to receive calls from Customers after hours and on weekends and holidays who request appliance exchanges.

2.7.2. Emergency exchanges. For Customers with a nonworking refrigerator, the

Contractor shall deliver a working replacement refrigerator within 24 hours of notice.

2.7.3. Routine exchanges. For all other nonworking appliances, the Contractor shall deliver a working replacement appliance within 5 calendar days of notice.

2.7.4. The Contractor shall store the nonworking appliance in the warehouse. The

Contractor shall notify the COR the next duty day for further instructions. The US Government will replace the nonworking appliance during the next scheduled shipment of appliances.

2.7.5. The Contractor shall apply all other requirements from PWS paragraphs 2.5 and 2.6 regarding delivery and pick up to appliances that are to be exchanged.

2.8 RECEIPT OF FURNISHINGS AND APPLIANCES FROM AVIANO AB.

2.8.1. The Contractor shall take accountability, responsibility, and liability and sign a master AF Form 228 or inventory listing for all Government furnishings, appliances and equipment transferred to the Contractor’s custody. The COR will maintain the master AF Form 228.

2.8.2. The Contractor shall check the condition, cleanliness and serviceability of all items delivered from the US Government and report any damage or unserviceability immedia tely to the COR for disposition.

2.8.3. The Contractor shall pack furnishings and appliances to be returned to the US Government in a sufficient manner to prevent transportation damage and ready the furnishings or appliance for pick up by the US Government.

2.9 REQUIRED MONTHLY REPORTS.

2.9.1. The Contractor shall provide a monthly itemized inventory and activity reports including delivery, pick-up and appliance exchanges to the COR no later than the 5th calendar day of the following month.

2.9.2. The Monthly Inventory Report shall include at a minimum the starting quantity of each type of appliance or furnishings on the first day of the month, the reason for the change in quantity (i.e. delivery, pick up, exchange, or new items from/to the Government), and the ending quantity at the last day of the month. Include serial numbers of items moved and items remaining if the item was serialized.

2.9.3. The Monthly Activity Report shall include at a minimum the Customer’s name, address, date and time of requested service, date and time of actual service, total quantity of appliances and furnishings moved in that service, any damage to the items or the house, and any other notes as needed.

2 . SERVICES SUMMARY.

The Contractor performance objective is movement of furniture and appliances and inventory accountability. The minimum acceptable performance thresholds are listed in table below. These thresholds are critical to mission success.

Item Performance Objective PWS Para. Performance Threshold 1 Timeliness of Service 2.1 and 2.2 95% of monthly deliveries, pick ups, and exchanges will be within the scheduled 2-hour time period

2 Customer File:contain accurate and complete documentation

2.4. 95% accuracy rate during periodic COR inspection of the documentation.

3 Emergency Appliance Exchange within 24 hours

2.7.2 95% exchanged on time within 24 hours, 100% exchanged within 48 hours each month.

4 Routine Appliance Exchange within 5 calendars days

2.7.3 90% exchanged on time within 5 calendars days, 100% exchanged within 7 calendars days each month.

5 Monthly Inventory Report 2.9.2 98% accuracy during random COR inspections of the inventory.

6 Monthly Activity Report 2.9.3 No more than one validated customer complaint during periodic COR interviews with the Customer.

4. GOVERNMENT FURNISHED BLANK DOCUMENTS.

a. AF Form 228, Furnishings Custody Receipt for Customers

b. FMS Customer Checklist

c. Contractor Damage Sheet

d. DD Form 139 Pay Adjustment Authorization http://www.dtic.mil/directives/forms/eforms/dd139.pdf

e. Furniture and appliances with copy of master AF Form 228, Furnishings Custody Receipt

f. AF Form 714 Customer Complaint Form www.dtic.mil/whs/directives/infomgt/fonns/fonnsprogram.httn

g. Cleanliness Standard Checklist

5. GENERAL INFORMATION.

5.1. QUALITY ASSURANCE. If during the month the COR receives a customer complaint about the quality of the service, the COR will make the determination as to the validity of the complaint from documentation provided as well as on site visits. Once the COR validates the complaint, the COR will start the Customer Complaint Form, AF Form 714, notify the Contractor representative and request the Contractor to correct the unacceptable condition. If the Contractor refuses or fails to re-perform, the COR will notify the Contracting Officer for proper action.

5.2 GOVERNMENT REMEDIES. The Contracting Officer shall follow pertinent contract clauses (example: 52.212.4, Contract Terms and Conditions-Commercial Items) for Contractor's failure to perform satisfactory services or failure to correct non-conforming services. Contractor shall present any Customer Complaint forms to the COR after the delivery/pick up within one work day.

5.3 DAYS AND HOURS OF OPERATION. The Contractor shall provide a manned

Customer Service call line from Monday through Friday from 0800 to 1700 hrs, excluding Holidays. The Contractor shall provide a Customer Service number for after hours and weekend emergency appliance exchanges and verbally respond to emergency requests within 1 hour of the Customer’s call.

OBSERVED HOLIDAYS

1 January New Year’s Day 15 March Memorial Day 25 April Easter Monday 1 May Labor Day 13 June Pentecost Monday 20 August Saint Stephen 23 October Republic Day 1 November All Saints Day 25 December Christmas Day 26 December Second Day of Christmas

The Contractor shall provide the Contracting Officer and the COR with a list of Hungarian holidays and their days of observance if they do not coincide with the above dates.

5.4 SAFETY. The Contractor shall ensure all personnel engaged in the performance of this contract observe all Air Force and host country laws and regulations concerning safety.

Safety or personal protective equipment violations shall result in suspension of work until violation(s) are corrected, at no cost to the US Government. The Contractor may also be liable for penalties assessed on such delays.

5.4.1. The Contractor will use every safety means necessary to prevent injury or damage to U.S. Government personnel and/or property.

5.4.2. In case Contractor personnel or Customers are injured or US Government assets are damaged, the Contractor shall promptly inform the COR who, in turn, will inform 31 FW/SEG and 31 CONS/LGCC. In case injuries are life threatening, the Contractor shall contact 31 FW/SEG at +39-0434-307953 and the COR immediately after making required emergency response calls to the local authorities.

5.5 PHYSICAL SECURITY. The Contractor shall be responsible for safeguarding US Government property at all times.

5.6 EMPLOYEE SECURITY REQUIREMENTS. The Contractor shall present to the Contracting Officer and the COR a list of employees' names, addresses, and European Community IDs. No employee shall be permitted to perform services until such time as the COR has notified the Contractor that the employee is authorized to perform contract services.

The Contractor shall provide the employee a badge to wear while performing the service.

Badge must have the contract title, photograph and name of the employee. In order to ensure there is no disruption in services, the Contractor shall submit the request for clearance renewal 20 calendar days prior to the expiration date.

5.7 INCLEMENT WEATHER. During inclement weather conditions, the Contracting Officer and the COR will make determination whether to delay or cancel work for any given day. The Contractor shall adjust the schedule for the delay or cancellation and shall not work in the affected areas. However, the Contractor must maintain a service call and an emergency delivery/exchange capability during this time.

5.8 CRISIS DECLARED: Performance of furnishings management services is not required during any crisis declared by the US National Command Authority or Overseas Combatant Commander.

6. HISTORICAL WORKLOAD ESTIMATES.

This is the estimated workload for this contract. Actual workload may vary up to +/- 10%.

Expected maximum number of furnishings and appliances to be warehoused at any one time is 110 items.

Month Deliveries Pick-Ups Refrigerator

Exchanges Other

Exchanges Total

January 8 11 19 February 6 3 1 3 13 March 3 2 3 8 April 3 7 1 2 13 May 2 1 1 4 June 3 4 1 2 10 July 1 1 1 2 5 August 7 3 10 September 11 2 1 14 October 4 4 1 2 11 November 4 7 2 13 December 4 2 2 8 Annual Total 56 47 5 20 128 Monthly/average 10

7. WORKLOAD ESTIMATES

ESTIMATED WORKLOAD DATA

*Information only and does not bind the US Government in any case.

YEAR DELIVERIES PICK-UPS EXCHANGES TOTAL

2016 55 45 25 125 2017 55 45 28 128 2018 60 48 25 133 2019 55 42 25 122 2020 60 48 20 128 2021 55 45 25 125

8. PHASE IN /PHASE OUT PROCEDURES

8.1. PHASE IN. At the start of the contract FMS will provide all paperwork necessary for Contractor to maintain new and old customer files. Contractor for acceptance will sign the master AF Form 228 for the Government furnishings inventory which will include furnishings issued to members and furnishings available in the warehouse.

8.2. PHASE OUT. Before termination of the contract (30 days prior) the Contractor will prepare a complete inventory of all items issued by FMS, listing all member's accounts and identifying items that are available in the warehouse.

FMS will control all documentation in the files and perform a physical inventory and make any adjustments necessary.

The Contractor, in the event that they are not awarded the new contract, will assist FMS with the transfer of all data and furnishings to the new Contractor during the 15 days prior to contract expiration.