PWS 1 June 10.doc

PERFORMANCE WORK STATEMENT

FOR

HOUSING MANAGEMEMT

AND

FURNISHINGS MANAGEMENT

SERVICES

ATHENS, GREECE

1 June 2010 1.

DESCRIPTION OF SERVICES. The contractor shall provide all personnel, equipment, vehicles, tools, materials, supervision and any other item and service necessary to perform this Service Contract IAW this Performance Work Statement (PWS) in Athens Greece local community. The contractor shall provide all services and support to adequately house up to 17 Air Force and 1 US Navy personnel in the local community as in the annual quantity stated in the schedule. The contractor shall provide the required service of Government owned furniture, appliances and equipment to and from delivery and pick up locations and the contractor’s storage warehouse. All work shall be performed in accordance with national, local codes and Embassy coordination, as well as safety standards, as dictated by most Greek laws, directives, market standards and conditions.

1.1.

FINDING QUARTERS/ADEQUACY.

1.1.1. The customer will notify the contractor at least 60 days prior to arrival of personnel with the following information: (the 60 days advance notification is needed because of the coordination required with Embassy’s security office to schedule inspections of available quarters if required).

a. Date of arrival;

b. Number of dependents;

c. Special needs

1.1.2.

Available inspected quarters, that meet adequacy standards for size, location and number of bedrooms, as per Air Force Instruction (AFI) 32-6001, para 9.8 regulations, as well as Embassy security requirements. The contractor will ensure that available listing will be within the appropriate housing allowance for the member’s grade.

1.1.3.

Coordinate inspections of additional private rental quarters by the Embassy security personnel and coordinate with landlord and contractors regarding security upgrades if required, to include the installation and removal of alarm systems to be performed by US Embassy personnel.

1.1.4.

Practices Equal Opportunity in off-base housing, IAW DoD Instructions 1100.16 and may be required to investigate allegations of discriminatory practices by landlords and process them IAW AF Guidance (AFI 32-6001, para 9).

1.2.

FURNISHINGS MANAGEMENT.

1.2.1.

The customer will contact the contract manager or alternate NLT one week in advance for delivery or pick up services with all furniture and appliances requirements. The contractor shall determinate the equipment to be used for the delivery or pick-up. (es. vehicles sizes, mobile stair platform and all necessary parking permits if required)

1.2.2.

The contractor shall notify the QAP and customer of any delays, breakdowns, unserviceable equipment, labor strikes, inclement weather or any other reason NLT 2 hours prior to the service.

1.2.3.

The contractor shall be responsible for any damages caused by the contractor to customer’s leased facilities, furnishings, appliances or equipment.

1.3.

LISTINGS.

1.3.1.

The contractor shall maintain a current inventory of five accurate private rentals listing available for viewing and immediate occupancy for incoming personnel.

1.3.2.

The contractor shall call landlords to set up appointments for prospective tenants to view units and shall accompany members to see available quarters.

1.4.

RENTAL CONTRACT.

1.4.1.

Coordinates with the housing office at the U.S. Embassy, Athens, Greece, for contract signature.

1.4.2.

Assists the customer with the rental agreement completion coordinating it with the U.S. Embassy and IAW national and local codes.

1.4.3.

Assists tenants in dealings with landlords, including negotiations of rent and/or contract clauses to assure fairness to both parties.

1.4.4.

Assists newcomers in performing initial inspections of quarters with landlords prior to moving in. Discrepancies should be recorded and a copy kept by both parties.

1.4.5.

Explains the cultural differences and Greek laws in general concerning rental contracts, heating, electricity, water condominium rules and all charges/expenses applying to private rental quarters.

1.5.

MEDIATION.

1.5.1.

Assists in mediating and/or resolving disputes due to misunderstandings, claims, indebtedness problems, etcetera that may arise between tenants and landlords upon moving in, during occupancy and upon termination of contracts.

1.5.2.

MAINTENANCE. Assists tenants in obtaining maintenance and repairs from landlords when required; shall also ensure follow-up action is taken for the correction of discrepancies and recommend appropriate action when urgent repairs or maintenance are necessary.

1.5.3.

Briefs tenants on their responsibilities to maintain rental quarters and their rights as tenants.

1.6.

UTILITIES.

1.6.1.

The contractor shall take members to utility companies to start utility contracts (water, trash, electricity), telephone service and fuel delivery.

1.6.2.

The contractor shall assists sts customers with reading and understanding utility and phone contracts and bills and will act as liaison officer with utility and phone companies.

1.7. OTHER SERVICES. Coordinates for the installation and removal of Government owned air conditioning systems and Armed Forces Network (AFN) satellite dishes and decoders.

1.8.

TERMINATION OF CONTRACT.

1.8.1.

Briefs personnel on, and assists with all procedures pertaining to terminating rental and utility contracts in accordance with the local and national codes and with the U.S. Embassy coordination. The contractor will accompany all service members for termination inspections and will act as the liaison between the member and the landlord.

1.9.

APPLICATION FOR ASSIGNMENT TO HOUSING.

1.9.1.

Departing personnel must contact the 31st CES/CEAC for assistance in submitting DD Form 1746, Application for assignment to Housing, for base housing at their next duty station.

1.10.

HOUSING MANAGEMENT CUSTOMER SERVICE:

1.10.1.

The contractor shall create and maintain a customer file with the following:

a.

Copy of incoming orders with amendments,

c. Copy of housing contract or letter of intent, c.

Any records, reports or notes pertaining to requests of maintenance, problems, complaints about the dwelling unit, d.

Copy of USAFE Form 333b, e.

Copy of AF Form 594, f.

Copy of DD Form 2367, g.

Copy of DD Form 2556, h.

Copies of AF Forms 1357, i.

Copies of hotel/billeting receipts, j.

List of quarters visited, k.

DD Form 1746.

l.

Record of discrepancies noted

1.10.2. The contractor will assure members are fully aware of their entitlements to Temporary Lodging Allowance (TLA), Moving in Housing Allowance (MIHA), Overseas Housing Allowance (OHA), and all other allowances for military personnel residing in private rental quarters IAW with USAFE Instruction 65-104 and the Joint Federal Travel Regulation (JFTR), Volume 1, Chapter 9, Station Allowances (available via Web pages). Members will be referred to 31 CES/CEAC or 31 CPTS/Military Pay for questions and clarifications on those entitlements.

1.10.3. The contractor shall process TLA claims within the first 60 days of a military member’s arrival through the 31st Civil Engineer Squadron, Housing Flight, (31CES/CEAC), Aviano Air Base, Italy (FAX: (0039)0434-307518). For TLA claims beyond 60 days the contractor shall forward requests in advance to the U.S. Embassy, Athens (USAFE Instruction 65-104 Appendix A, para. 16).

1.10.4. The contractor shall process Basic Allowance for Quarters (BAQ), Overseas Housing Allowance (OHA), Moving-In Housing Allowance (MIHA) claims and all other allowances for military personnel residing off-base through 31CES/CEAC, in accordance with the-JFTR, Chapter 9, Station Allowances.

1.11.

FURNISHINGS MANAGEMENT CUSTOMER SERVICE

1.11.1. The contractor shall create and maintain a customer file jacket folder with the following:

a.

Copy of incoming orders w/amendments;

b.

Copy of housing contract or letter of intent.

All files will be accessible by the US Government for inspection at anytime without notice.

1.11.2. Briefs customers on furnishings/appliances availability, briefs on furnishings policies (temporary furnishings and long term appliances). The contractor will ensure the customer signs all required paperwork including Furnishings Management Policy and Payroll Deduction Letter. All documents/forms shall be filed in the customer’s file jacket.

1.11.3. The contractor shall arrange a delivery as soon as possible to meet contract start date, prepare an AF Form 228 with the requested items for an incoming delivery and have the customer sign the FMO customer’s check list. All documents/forms shall be filed in the customer’s file jacket.

1.11.4. Briefs the customer on cleaning standards and pick-up responsibilities. The contractor shall arrange a pick-up date to the closest date requested by the customer, prepare an AF Form 228 with the requested items for an incoming pick-up and have the customer sign the FMO customer’s check list. Upon completion, all documents/forms shall be filed in the customer’s file jacket.

1.11.5. Briefs the customer on cleaning standards and pick-up responsibilities The contractor shall arrange a pick-up date to the closest date requested by the customer, prepare an AF Form 228 with the requested items for an out going pick-up (final) and have the customer sign the FMO customer’s check list. In case of damaged or missing items, the contractor shall prepare a DD Form 1131 Cash Collection Voucher and will hand it over to the QAP. Upon completion, all documents/forms shall be filed in the customer’s file jacket.

1.12.

MOVEMENT OF FURNITURE AND APPLIANCES FROM WAREHOUSE TO DELIVERY LOCATION.

1.12.1. The contractor shall be required to take responsibility and sign a master AF Form 228 for all Government furnishings, appliances and equipment in his custody that shall be maintained the QAP.

1.12.2.

The contractor must ensure all items delivered must issued clean and in serviceable working condition.

1.12.3.

The contractor shall remove items from storage at the warehouse as per QAP’s furniture and appliances requirements. The contractor shall remove new furniture/appliance from their box or packing. The contractor shall breakdown the boxes and packing materials and dispose of all IAW Greek laws and procedures.

1.12.4.

The contractor shall check the condition, cleanness and serviceability of the item and report any serious damages or un-serviceability to the QAP. If a replacement is needed, the Government will replace or repair the item.

1.12.5.

The contractor shall disassemble all items of Government property that requires 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.

1.12.6.

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 approved wrapping materials. 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.

1.12.7.

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 occupant. The contractor shall install all appliances requiring installation and will ensure the proper function. The contractor shall instruct the tenant on the proper use of appliances and shall leave a copy of instructions in English of all appliances.

1.12.8. The contractor shall annotate all items delivered on AF Form 228 with stock number, description, quantity and condition code. The contractor shall foresee that the tenant signs in agreement the form and takes full responsibility of the items. All documents/forms shall be filed in the customer’s file jacket.

1.12.9. Before leaving the delivery point, the contractor shall remove all packing materials, padding and debris. Disposal shall be in accordance with local or Greek environmental department procedures. The contractor shall perform any housekeeping required.

1.12.10. Upon departure, the contractor shall present the occupant a “Contractor Damage Sheet” to verify any damages that occurred during the delivery. All documents/forms shall be filed in the customer’s file jacket.

1.12.11. The contractor shall be required to respond to an appliance repair request from the QAP as follows:

a. Gas leak emergency with in 3 hrs of notice

(annual average, 1 call)

b. Cook top or oven emergency with in 3 hrs of notice

(annual average, 4 calls)

c. Refrigerator emergency with in 24hrs of notice

(annual average, 3 calls)

d. All other appliances routine with in 5 days of notice

(annual average, 5 calls) Upon determination that it is no longer economically feasible to repair the appliance, the contractor shall notify the QAP. If replacement is needed, the Government will replace or repair the item.

1.13. MOVEMENT OF FURNISHINGS AND APPLIANCES FROM PICK UP LOCATION TO WAREHOUSE

1.13.1.

The contractor shall coordinate all pick-up and deliveries with the customer to ensure occupant’s presence.

1.13.2.

The contractor shall inspect all items require for pick-up to ensure that all furnishings and appliances are clean to AF standards and in serviceable conditions. Any damages occurred to furnishings or appliances by the occupant above normal wear and tear will notate on the AF Form 228. The contractor shall notify the QAP at trip completion on the damages. Any item picked up not to AF cleaning standards by the contractor, shall be cleaned to AF standards by the contractor. All documents/forms shall be filed in the customer’s file jacket.

1.13.3.

The contractor shall annotate all items picked up on AF Form 228 with stock number, description, quantity and condition code. The contractor shall foresee that the tenant signs in agreement the form for the pick up. All documents/forms shall be filed in the customer’s file jacket.

1.13.4.

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 approved wrapping materials. 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.

1.13.5.

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 accumulation of dust.

2.

GOVERNMENT FURNISHED PROPERTY AND SERVICES

2.1.

All Government furnished property:

a. Forms

b. Furniture and appliances;

c. File jackets and tabs;

d. AFN decoders

e. Satellite dishes with hardware

f. Air conditioners with hardware

g. FPO address for official mailing of packages and items.

3.

GENERAL INFORMATION.

3.1. GOVERNMENT REMEDIES. The Contracting Officer shall follow FAR 52.212.4, Contract Terms and Conditions-Commercial Items (May 1997), for contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

3.2.

HOURS OF OPERATION:

3.2.1. The contractor shall provide required services within 48 hours of notification from QAP.

3.2.2. The contractor shall not be required to work on the following US and/or Greek holidays:

AMERICAN

OBSERVED

GREEK

OBSERVED

New Years day

1 January

New years day

1 January

Martin Luther King’s Birthday 3rd Monday in January Epiphany

6 January

President day

3rd Monday in February Clean Monday

19 February

Memorial Day

Last Monday in May Independence Day 25 March

Independence Day

4th of July

Good Friday

6 April Labor day

1st Monday in September Easter Monday

9 April Columbus Day

2nd Monday in October Labor Day

1 May

Veterans Day

11 November

Whit Monday

28 May Thanksgiving day

4th Thursday/November Holy Virgin’s Day 15 Aug

Christmas day

25 December

OXI Day

28 Oct

Christmas Day

25 Dec

2nd Day of Christmas 26 Dec

3.3.

PHYSICAL SECURITY. The contractor shall be responsible for safeguarding Government property during performance of required work. At the end of each work period, Government furnishings, appliances and equipment, and materials shall be secured.

3.4.

SECURITY REQUIREMENTS: All employees must pass security clearance to perform work in the appointed office and customers’ residence. The contractor shall present to the Contracting Officer and the Regional Security Officer, Athens Greece at the pre-performance conference, employees’ names, addresses, Greek IDs and penal certificates. 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. The contractor must return identification cards and other credentials issued by the Government upon the termination of employees’ work contracts, or upon termination of the work contract and prior final payment. Under no circumstances will the contractor divulge information to the landlord, movers, local contracted employees or utility companies that the member is assigned to Athens are with the US Forces.

3.5.

INCLEMENT WEATHER. During inclement weather conditions, the Contracting Officer and the QAP will make determination whether to delay or cancel work for that 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 response capability during this time.

3.6.

PERFORMANCE OF DRAYAGE SERVICES IS NOT REQUIRED DURING CRISIS DECLARED BY THE NATIONAL COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER.

3.7 WORKLOAD ESTIMATES:

1 Jun 10 to 30 Sep 10 : 6 personnel rotations and 6 FMO deliveries & retrievals 1 Oct 10 through 30 Sep 11: 8 personnel rotations, 8 FMO deliveries and 13 retrievals

1 Oct 11 through 30 Sep 12: 0 personnel rotations and 2 FMO deliveries and retrievals 1 Oct 12 through 30 Sep 13: 10 personnel rotations and 20 FMO deliveries and retrievals

1 Oct 13 through 30 Sept 14: 0 personnel rotations and 10 FMO deliveries and retrievals

4.

APPENDICES.

DoD 4165.63-M, AFI 32 6001, para 9.8, DoD Instruction 1100.16, USAFE Instruction 65-104, Interim Guidance for Providing Temporary Lodging Allowance (TLA) in USAFE, AFI Form 333b (Premises Conditions Inventory), AF Form 1039, APR 87 (Advance Housing Allowance), DD Form 2367, MAY 1999 (Overseas Housing Allowance), DD Form 2556, MAY 1999 ((Move-In Housing Allowance Claim), AF Form 1357, NOV 82 (Request for Temporary Lodging Allowance), AF Form 594, NOV 90 (BAQ Start/Stop), DD Form 1746, SEP 93 (Application for Assignment to Housing), Furnishings Management Policy, FMO Customer Checklist, Payroll Deduction Letter, Missed Appointment Sheet, Contractor Damage Sheet, AF Form 228 Furnishings Custody Receipt, DD Form 1131 Cash Collection Voucher.

PAGE