PWS FY11 Papa for FBO.pdf

PERFORMANCE WORK STATEMENT

FOR

HOUSING MANAGEMENT

AND

FURNISHINGS MANAGEMENT

SERVICE CONTRACT

FOR

PAPA AIR BASE, HUNGARY

1 April 2011

HOUSING MANAGEMENT

AND

FURNISHINGS MANAGEMENT

PERFORMANCE WORK STATEMENT

FOR

SERVICE CONTRACT

PAPA AIR BASE, HUNGARY

1. DESCRIPTION OF SERVICES. The general scope of the non personal services requested by this Performance Work Statement (PWS) is to provide adequate housing for up to 50 United States Air Force (USAF) personnel (also referred to as tenants) assigned to Papa Air Base, 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 observing

Hungarian safety, labor and other applicable standards/codes/laws. The Contractor shall provide secure storage capabilty of at least 100 square meters for U.S. Government owned furnishings, appliances and equipment. Storage space shall be adequately segregated from other storage services/space to avoid comingling of U.S. Government property with that of other owners.

2. HOUSING MANAGEMENT.

2.1 GENERAL

2.1.1. NOTIFICATION. The US Government POC (Point of Contact) will notify the contractor at least 30 days prior to arrival of personnel with the following information:

a. Copy of orders;

b. Date of arrival;

c. Number of dependents;

d. Member(s) housing allowance

e. Special needs

2.1.2. LISTING. From the receipt of the US Government POC information of pending arrivals, the contractor shall maintain a current inventory of a minimum of 5 (five) private rentals listing available for viewing and immediate occupancy for incoming personnel. The listing shall consist only of quarters that have been inspected and that meet adequacy standards for size, location and number of bedrooms, as per Air Force

Instruction (AFI) 32-6001, para 9.8 regulations. Furthermore the contractor will ensure that available listing consists of quarters within the appropriate housing allowance for the member’s grade. Allowances can be found at: 31CPTS.FMS@aviano.af.mil

2.1.2. EQUAL OPPORTUNIY. The Contractor shall Practice Equal Opportunity in off-base housing, IAW DoD Instructions 1100.16 and may be required to investigate mailto:31CPTS.FMS@aviano.af.mil allegations of discriminatory practices by landlords and process them IAW AF Guidance

(AFI 32-6001, para 9).

2.2 ARRIVAL, QUARTERS OCCUPANCY, DEPARTURES

2.2.1. ALLOWANCES.

2.2.1.1. 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, Guidance for

Providing TLA in USAFE dated 29 June 2009 and the Joint Federal Travel Regulation

(JFTR), Volume 1, Chapter 9 and 10, 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. The following are the communication means for these offices:

31CES/CEAC: Telephone: (0039)-0434-302272;

Fax: (0039)-0434-307415;

e-mail: aviano.housing@aviano.af.mil;

31 CPTS/Military Pay: Telephone: (0039)-0434-307156;

Fax: (FAX: (0039)-0434-304473;

e-mail: 31CPTS.FMS@aviano.af.mil

2.2.1.2. The contractor shall process TLA claims within the first 30 days of a military member’s arrival through the 31 CPTS/FMS, Aviano Air Base, Italy. For TLA claims beyond 30 days the contractor shall forward requests in advance to the 31 CES/CEAC in

Aviano AB Italy for the approval/disapproval of the Base Civil Engineer.

2.2.1.3. The contractor shall process Basic Allowance for Quarters (BAQ), Advance

Housing Allowance, Overseas Housing Allowance (OHA), Moving-In Housing

Allowance (MIHA) claims and all other allowances for military personnel residing off-base through 31CPTS/FMS, in accordance with the-JFTR, Chapter 10, Station

Allowances

2.2.2. HOUSING MANAGEMENT CUSTOMER SERVICE:

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

a. Copy of incoming orders with amendments, b 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. Memorandum for the Housing Occupant on dangers from Lead Based Paint,

e. Copy of USAFE Form 333b,

f. Copy of AF Form 594,

g. Copy of DD Form 2367,

h. Copy of DD Form 2556, mailto:aviano.housing@aviano.af.mil mailto:31CPTS.FMS@aviano.af.mil

i. Copy of AF Forms 1357,

j. Copy of AF Form 1039,

k. Copies of hotel/billeting receipts,

l. List of quarters visited,

m. DD Form 1746.

n. Record of discrepancies noted

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

2.2.3. RENTAL CONTRACT. The Contractor shall:

a. Assist the tenants with the rental agreement completion ensuring it satisfies

Hungarian laws/practices and codes.

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

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

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

2.3.4. MEDIATION. The Contractor shall assist tenants in mediating and/or resolving disputes due to misunderstandings, claims, indebtedness problems, etc., that may arise between tenants and landlords upon moving in, during occupancy and upon termination of contracts.

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

2.3.6. RESPONSIBILITIES. The Contractor shall brief tenants on their responsibilities to maintain rental quarters and their rights as tenants.

2.3.7. UTILITIES.

2.3.7.1. The contractor shall take members to utility companies to initiate utility contracts

(water, trash, electricity), telephone service and fuel delivery.

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

2.3.8. OTHER SERVICES. The Contractor shall coordinate with the landlord and assist tenants in any utility contract adjustments needed for the installation of

Government owned Armed Forces Network (AFN) satellite dishes and decoders. The

Contractor shall communicate to tenants any installation conditions/observations that need to be followed. Installation and maintenance of equipment or is not the responsibility of the Contractor under this contract. Furthermore, installed equipment is not within the purview of the appliance repair provision of this PWS.

2.3.9. TERMINATION OF RENTAL CONTRACT. The Contractor shall brief

USAF members on, and assist with procedures pertaining to terminating rental and utility contracts in accordance with the Hungarian practices/codes. The contractor will accompany all service members for termination inspections and will act as the liaison between the member and the landlord. The contractor shall process outgoing TLA claims, in accordance with the JFTR vol.1 chapter 9, through 31 CPTS/FMS in Aviano AB Italy.

2.3.9.1. The contractor will advise departing personnel to contact the 31 st CES/CEAC for assistance in submitting DD Form 1746, Application for assignment to Housing, for base housing at their next duty station.

3. FURNISHINGS MANAGEMENT.

3.1. NOTIFICATION. The US Government POC will contact the contract manager or alternate no later than (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).

3.2. DELAYS The contractor shall notify the US Government POC of any delays, breakdowns, unserviceable equipment, labor strikes, inclement weather or any other reason NLT 2 hours prior to the service.

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

3.4. CUSTOMER SERVICE

3.4.1. The contractor shall add the following FMO forms to the customer’s file jacket folder as described in para. 2.2.2.1.:

a. Copy of AF Form 228 Furnishings Custody Receipt;

b. Furnishings Management Policy;

c. FMO Customer Checklist

d. Payroll Deduction Letter;

e. Missed Appointment Sheet (if required);

f. Contractor Damage Sheet;

g. DD Form 1131 Cash Collection Voucher.

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

3.4.2. The Contractor shall brief tenants on furnishings/appliances availability, briefs on furnishings policies (temporary furnishings and long term appliances). The contractor will ensure the tenant signs all required paperwork including Furnishings Management

Policy and Payroll Deduction Letter.

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

3.4.4. The Contractor shall brief tenants on cleaning standards and pick-up responsibilities The contractor shall arrange a pick-up date to to coincide as much as possible with the tenant’s requested date, 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 US Government POC.

3.5. MOVEMENT OF FURNITURE AND APPLIANCES FROM WAREHOUSE

TO DELIVERY LOCATION.

3.5.1. The contractor shall be required to take responsibility/liability and sign a master

AF Form 228 for all Government furnishings, appliances and equipment in his custody that shall be maintained the US Government POC.

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

3.5.3. The contractor shall remove items from storage at the warehouse as per US

Government POC 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 Hungarian laws and procedures.

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

3.5.5. 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.

3.5.6. 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.

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

3.5.8. The contractor shall annotate all items delivered on AF Form 228 with stock number, description, and quantity and condition code. The contractor shall foresee that the tenant signs for concurrence the form and takes full responsibility of the items.

3.5.9. Before leaving the delivery point, the contractor shall remove all packing materials, padding and debris. Disposal shall be in accordance with Hungarian refuse and environmental procedures. The contractor shall perform any housekeeping required.

3.5.10. Upon departure, the contractor shall present the tenant a “Contractor Damage

Sheet” to verify any damages that occurred during the delivery.

3.5.11. The contractor shall be required to respond to an appliance repair request from the

US Government POC as follows:

a. Refrigerator emergency with in 24hrs of notice

(annual average, 5 calls)

b. All other appliances routine within 5 days of notice

(annual average, 10 calls)

Upon determination that it is no longer economically feasible to repair the appliance, the contractor shall notify the US Government POC. If replacement is needed, the

Government will replace or repair the item.

3.5.12. Upon completion, all documents/forms shall be filed in the tenants file jacket.

3.6. MOVEMENT OF FURNISHINGS AND APPLIANCES FROM PICK UP

LOCATION TO WAREHOUSE

3.6.1. The contractor shall coordinate all pick-up and deliveries with the US Government

POC to ensure tenant’s presence.

3.6.2. The contractor shall inspect all items require for pick-up to ensure that all furnishings and appliances are clean to AF standards as per cleanliness standard checklist and in serviceable conditions. Any damages to furnishings or appliances by the tenant above normal wear and tear shall be annotated on the AF Form 228. The contractor shall notify the US Government POC at trip completion on the damages. Any item picked up by the contractor that does not meet AF cleanliness standards, shall be cleaned to required standards by the contractor.

3.6.3. 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 for concurrence the form for the pick up.

3.6.4. 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 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.

3.6.5. 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.

3.6.6. Upon completion, all documents/forms shall be filed in the tenant’s file jacket.

4. SERVICE SUMMARY. The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Item Performance Objective SOW Para. Performance Threshold

1 Listing 2.1.2. Not to exceed 3 negative Customer compliant forms per month.

2 Movement of furniture and appliances

3. Not to exceed 3 negative Customer compliant forms per month.

3 Housing Management customer service

2.2.2. Not to exceed 3 negative Customer

compliant forms per month.

5. GOVERNMENT FURNISHED PROPERTY AND SERVICES

5.1. Government furnished property:

a. Forms

b. Furniture and appliances;

c. File jackets and tabs;

6. GENERAL INFORMATION.

6.1. 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 the US Government POC after every delivery/pick up a Customer compliant form for record.

6.2. DAYS AND HOURS OF OPERATION.

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

QAP, except as described in para. 3.5.11..

6.2.2. The contractor shall not be required to work on Hungarian holidays and the following US holidays:

AMERICAN OBSERVED HUNGARIAN

New Years day 1 January 2012 New Years day

15 March Memorial day

24 April Ester Sunday

25 April Ester Monday

1 May Labor day

12 June Pentecost Sunday

13 June Pentecost Monday

20 August Saint Stephen

23 October Republic Day

1 November All Saints day

Christmas day 25 December Christmas day

26 December Second day of Christmas

The Contractor shall provide the Contracting Officer and the US Government POC with a list of Hungarian holidays and their days of observance if they do not coincide.

6.3. PHYSICAL SECURITY. The contractor shall be responsible for safeguarding

Government property at all times.

6.4. SECURITY REQUIREMENTS. All employees must pass security clearance to perform work of this PWS and tenant’s residence. The contractor shall present to the

Contracting Officer and the US Government POC a list with employees’ names, addresses, Hungarian IDs. No employee shall be permitted to perform services until such time as the US Government POC has notified the Contractor that the employee is authorized to perform contract services. 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 US Government upon the termination of employees’ work contract, or upon termination of the work contract and prior to final payment

6.5. INCLEMENT WEATHER. During inclement weather conditions, the Contracting

Officer and the US Government POC 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 response capability during this time.

6.6. PERFORMANCE OF DRAYAGE SERVICES IS NOT REQUIRED DURING

CRISIS DECLARED BY THE NATIONAL COMMAND AUTHORITY OR

OVERSEAS COMBATANT COMMANDER.

7. ATTACHMENTS.

DoD 4165.63-M, Web link: www.dtic.mil/whs/directives/corres/pdf/416563m.pdf

AFI 32 6001, para 9.8, DoD Instruction 1100.16, Web link: www.dtic.mil/whs/directives/corres/pdf/110016p.pdf USAFE Instruction 65-104, Web link: home.mannheim.army.mil/.../Army%20in%20Europe%20Regulation%2037-

4.pdf

Interim Guidance for Providing Temporary Lodging Allowance (TLA) in USAFE, USAFE Form 333b (Premises Conditions Inventory):

Web link: www.usa-federal-forms.com

AF Form 1039, APR 87 (Advance Housing Allowance):

Web link: www.dtic.mil/whs/directives/infomgt/forms/formsprogram.htm, DD Form 2367, MAY 1999 (Overseas Housing Allowance):

Web link: www.dtic.mil/whs/directives/infomgt/forms/formsprogram.htm, DD Form 2556, MAY 1999 ((Move-In Housing Allowance Claim):

Web link: www.dtic.mil/whs/directives/infomgt/forms/formsprogram.htm, AF Form 1357, NOV 82 (Request for Temporary Lodging Allowance):

Web link: www.dtic.mil/whs/directives/infomgt/forms/formsprogram.htm, AF Form 594, NOV 90 (BAQ Start/Stop):

Web link: www.dtic.mil/whs/directives/infomgt/forms/formsprogram.htm

DD Form 1746, SEP 93 (Application for Assignment to Housing):

Web link: www.dtic.mil/whs/directives/infomgt/forms/formsprogram.htm, Memorandum for the Housing Occupant on dangers from Lead Based Paint, Furnishings Management Policy, FMO Customer Checklist, Payroll Deduction Letter, Missed Appointment Sheet, Contractor Damage Sheet, Customer Compliant Form, Cleanliness Standard Checklist, AF Form 228 Furnishings Custody Receipt:

Web link: www.dtic.mil/whs/directives/infomgt/forms/formsprogram.htm, DD Form 1131 Cash Collection Voucher:

Web link: www.dtic.mil/whs/directives/infomgt/forms/formsprogram.htm.

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