Performance Work Statement - Furnishing Management Operations.pdf

PERFORMANCE WORK STATEMENT (PWS)

FURNISHINGS MANAGEMENT OPERATIONS (FMO)

Including

FURNISHINGS MANAGEMENT SERVICES (FMS)

and

CHANGE OF OCCUPANCY MAINTENANCE (COM)

97TH AIR MOBILITY WING

97 CIVIL ENGINEER SQUADRON (CES)

ALTUS AIR FORCE BASE

OKLAHOMA 73523-5138

OPR: INSTALLATION MANAGEMENT - HOUSING

97 CES/CEIHD

DSN: 866.5775

COMMERCIAL: 580.481.5775

COR: Rollin Nunez

JULY 2024

TABLE OF CONTENTS

1. DESCRIPTION OF SERVICES 3

1.1. Furnishings Management Services (FMS) 3

1.2. Change of Occupancy Maintenance (COM) 6

1.3. COM Painting Service 7

1.4. COM Cleaning Service 8

1.5. Caulk Repair and Item Replacement 10

1.6. Reports 10

2. SERVICE SUMMARY 11

2.1. Contractor Quality Control 12

2.2. COR Quality Assurance 12

3. GOVERNMENT FURNISHED ITEMS 13

3.1. Facilities 13

3.2. Utilities 14

3.3. Government Furnished Equipment and Materials 14

3.4. Security, Fire and Medical Services 14

3.5. Communications 14

3.6. Refuse Collection 14

3.7. Postal Distribution 15

3.8. Insect and Rodent Control 15

3.9. Facility Maintenance 15

4. GENERAL INFORMATION 15

4.1. Contract Personnel 15

4.2. Contractor Supplied Equipment 16

4.3. Contractor Manpower Reporting 16

4.4. Hours of Operation 16

4.5. Performance of Services During Crisis or Heightened Security 17

4.6. Security Requirements 17

4.7. Environmental Requirements 19

4.8. Safety Requirements and Reports 20

5. APPENDICES 20

Appendix A Government Furnished Equipment and Materials 21 Appendix B FMS Historical Data 22 Appendix C Building 369 Map 23 Appendix D Contract Data Requirements and Required Forms 24 Appendix E Sample FMS Service Request 25 Appendix F Sample COM Work Order Request 26 Appendix G Sample FMS Monthly Report Summary 27 Appendix H Sample COM Monthly Report Summary 28

PERFORMANCE WORK STATEMENT (PWS)

Furnishings Management Operations (FMO)

1. DESCRIPTION OF SERVICES. The Contractor shall provide non-personal services, to include all personnel, equipment, tools, transportation, management, supervision and other items necessary to perform Furnishings Management Operations (FMO). The FMO consists of two separate services - the Furnishings Management Services and Change of Occupancy Maintenance Services. These services are performed for student dormitories and fire station sleeping areas on Altus AFB. All work performed by the Contractor shall be performed in accordance with (IAW) this Performance Work Statement (PWS), Air Force Instruction 32-600 Furnishing Management Program, all applicable laws, other instructions or regulations and commercial practices.

1.1. FURNISHINGS MANAGEMENT SERVICES (FMS). The Contractor is responsible to receive Government purchased furnishings. In this PWS, the word “furnishings” shall mean both furniture and appliances. The contractor shall provide furnishings accountability, warehouse management, transportation to and from facilities, pick-up and delivery of furnishings, assembly, installation, disassembly and disposal of furnishings as required. Furnishings are provided for dormitories at building 213, 331, 333, 220 and at the fire department sleeping rooms in building 267 and 433. Historical furnishings movement workload data is located in Appendix B.

1.1.1 Receipt of Furnishings. The Contractor shall receive furnishings into the FMS warehouse and shall off-load and transfer furnishings from delivery vehicles as needed. The Contractor shall sign all receipt documents upon receipt of property and provide copies to the Contract Officer Representative (COR). The Contractor shall inspect the package and property received for apparent damage and to ensure the items match the description and quantities annotated on the shipping document. If the carton is damaged, the Contractor shall remove and inspect contents for damage. To receive palletized or cartons of items, the Contractor shall randomly select five (5) percent of these items, remove the items for visual inspection and report all damage to the COR, who shall determine if the shipment requires 100 percent inspection, is acceptable or whether to obtain replacement, price adjustment, or repair.

1.1.2. Accountability. The Contractor shall ensure all serialized and non-serialized furnishings are barcoded and captured in the computer-based furnishings management system - Enterprise Military Housing (eMH). This program is MANDATORY USE. Detailed information entered into the system includes item category, name, description, purchase cost, date received, manufacturer, model, style, serial number, warranty period, life cycle, etc. All furnishings shall be barcoded within 30 days of receipt of commercial delivery and whenever found to be missing from the furnishing. The Contractor shall maintain a signed eMH database generated hand receipt and AF Form 228, Furnishings Custody Receipt and Condition Report, upon receipt of furnishings. The Contractor shall update the furnishings location(s) and accomplish/adjust the eMH hand receipt/AF Form 228 as required. The Government shall provide a barcode printer and scanner for use with the eMH system. The program is located at the following website – https://www.emh.housing.navy.mil/login.

https://www.emh.housing.navy.mil/login

1.1.3. Furnishings. The Contractor shall be responsible to receive, assemble and store furnishings in the FMS warehouse as required. Furnishings ordered for in-use accounts may be delivered directly to the customer providing the Contractor ensures all required documentation and barcoding is accomplished as though the furnishings were physically moved through the

FMS.

1.1.4. Inventory of Furnishings. The Contractor shall serve as the primary custodian for all furnishings and shall maintain a real-time inventory of all warehoused furnishings and any government-furnished office equipment. Contractor shall assume custodial responsibility of warehoused furnishings by performing a physical count of inventory and confirming inventory matches what is shown in eMH. The Contractor shall accept responsibility by signing an eMH database generated hand receipt and AF Form 228. The Contractor shall be responsible for maintaining accuracy and accountability of the warehouse account for all items. The Contractor shall have thirty (30) calendar days to complete the initial inventory and identify any accountable balance discrepancies and report them to the COR for adjustment.

1.1.4.1. The Contractor shall conduct a total annual inventory count of 100 percent of the furnishings in the warehouse during the first month of each option year. A semi-annual inventory of all high value or pilferable items, such as such as televisions, blue-ray players, gaming consoles, etc., shall be performed within six (6) months after the total annual inventory.

The Contractor shall adjust and reconcile asset balances by submission of proper documentation and provide results to the COR. All inventories must be completed within 30 calendar days.

1.1.5. Storage and Handling of Furnishings. The Contractor shall follow established safety procedures. Use proper lifting and moving techniques. The COR shall provide the Contractor with a copy of the OSHA Warehousing Pocket Guide.

1.1.5.1. Use furniture pads to protect furnishings items while transporting if they are not in their original shipping container. Cover warehoused items that are not in boxes or containers.

Stack mattresses and box springs per manufacture recommended stacking limitations in a manner that prevents safety hazards or damage. Block refrigerator doors open when storing used refrigerators for air circulation to prevent odors and mildew. New refrigerators may be stored with doors closed in original packaging (or repacked after labeling). Store furnishings in a neat, clean and organized fashion. As well as spot and odor free condition.

1.1.5.2. Issue older items before newer items of the same kind. Maintain serviceable and high value/pilferable items in a designated area in the warehouse. Keep non-serviceable and repairable furnishings in a different area in the warehouse.

1.1.6. Regular Issue and Turn-in of Furnishings and Appliances. Routine requests of 10 or less items in one day are considers regular issue or turn-in. The Contractor shall perform deliveries and pick-ups based upon the COR issued FMS Services Request (Appendix E).

Actions may include installation (including water and drain lines as applicable), mounting of pictures, mirrors or televisions (with a support bracket) and installing new bar code labels. For deliveries, the Contractor shall transport, unpack, inspect and assemble item(s) as required by the service request. For pick-up, the Contractor shall disassemble (if necessary) and transport all related item(s) back to the warehouse for inspection, wipe-down, proper storage and or disposal.

Each delivery/pick-up request shall be completed within three (3) days of receipt of the service request from the COR. The Contractor shall track the monthly issued requests in order to complete the required monthly summary report (paragraph 1.6.2).

1.1.6.1. The Contractor shall sign out a key to the room from the facility manager and proceed to the room to issue or remove the requested furnishing(s). If there is a scheduling conflict, the Contractor shall notify the facility manager to resolve immediately or as soon as possible.

1.1.6.2. If the furnishing is in a common area, no key shall be required.

1.1.6.3. Issues and turn-ins require the Contractor to properly enter the transaction into eMH to ensure an accurate chain of custody. All eMH transactions shall be properly recorded within two (2) days of change of status.

1.1.7. Mass Moves of Furnishings. The COR shall issue a FMS Services Request for mass moves involving unusually large quantities of items, such as removing and replacing multiple rooms of furnishings to facilitate renovation or furnishing a new dormitory. The Contractor shall have up to thirty (30) work-days per dormitory to deliver, unpack, inspect, assemble, and transport to customer desired location. The required completion date shall be agreed upon between the Contractor and COR and shall be documented on the Service Request. All processing of required eMH documentation of furnishings shall be completed within ten (10) days after completion of mass issue and/or turn-in. The Contractor shall track the monthly issued requests in order to complete the required monthly summary report (paragraph 1.6.2.).

1.1.8. Repairs of Furnishings and Appliances. The Contractor shall perform minor maintenance and repairs of furnishings to ensure proper function and appearance. The Contractor shall incur the cost of all parts and materials necessary for minor repairs. Minor furnishings maintenance and repairs include, but are not limited to, assembly, tightening of fasteners, repair of bedframes/headboards, door/drawer adjustments, drilling of holes, re-attaching veneer or laminate, tightening loose joints or parts, re-mounting mirror glass in frame, exchanging chair seats/backs, cosmetic touch-up and replacing lamp shades. Appliance repair shall include, but are not limited to, refrigerator door seals and door handles. The Contractor shall consult with the COR and obtain direct approval if unsure if furnishing or appliance repair is questionable or extensive prior to performing repair work.

1.1.9. Loss or irreparable damage to furnishings. The Contractor shall not be held responsible for the loss or damage occurring to issued furnishings. However, the Contractor shall process necessary documentation to reconcile records for lost or damaged items. In cases of loss /damage, the Contractor shall notify the COR immediately of such cases. The COR shall assist the Contractor in assuring timely resolution through applicable Government agencies.

Furnishings that are damaged due to Contractor handling or storage operations shall be repaired or replaced at Contractor expense.

1.1.10. Warranty. The Contractor shall complete and send in the manufacturer's warranty card for warranted items. The Contractor shall enter appliance warranty data information into eMH and onto AF Form 4302, Appliance Warranty. Information entered shall include the make/model, warranty expiration date, serial number and date of purchase. Affix the form to the back of each appliance. The date of receipt is used to determine depreciation allowances on statements of charges, cash collection vouchers, deficiency reports and reports of survey. For furnishings requiring repair or replacement covered under warranty, the Contractor shall contact the manufacturer and coordinate the necessary actions. If the action is to have the item repaired locally, the Contractor shall coordinate with the repairing vendor to include transporting the appliance to and from the vendor if it cannot be repaired in place. Upon discovery of hidden damage to warehoused furnishings, the Contractor shall immediately notify the COR if warranty provisions apply and return the items to stock pending disposition. If the warranty period is expired, the Contractor shall take disposal/repair action as determined by the COR.

1.1.11. Disposal of Excess/Unserviceable Furnishings. The Contractor shall report excess furnishings to the COR to determine if they are needed at another installation or can be re-used locally before they can be turned in as excess. Upon approval of the DRMO Turn-In list by the COR, the Contractor shall fill out the DD Form 1348-1A, Issue Release/Receipt Document, which shall accompany the furnishings until final disposition and then be uploaded in eMH and recorded on AF Form 228. The Contractor shall transport the furnishings to the Logistics Readiness Squadron (LRS) warehouse receiving dock at building 394. Furnishings deemed unfit for re-use shall be transported by the Contractor to the City of Altus landfill by coordinating with the landfill COR in building 358, by calling 580-481-7756.

1.1.12. Refrigerant and Oil Recovery. The Contractor shall ensure unserviceable refrigerators have the refrigerant (freon) and oil removed prior to turn-in.

1.1.12.1. The Contractor shall contact a certified refrigerant recovery technician to have the refrigerant removed from the refrigerator. The Contractor shall provide a copy of the refrigerant removal certification to the COR. Additionally, an “EMPTY” label shall be attached to the property to indicate the refrigerant has been recovered prior to turn-in.

1.1.12.2. The Contractor shall use a certified technician to remove the refrigerator compressor oil. The Contractor shall enter all removal actions in eMH and AF Form 228.

1.2. CHANGE OF OCCUPANCY MAINTENANCE (COM). The Contractor shall provide all labor, tools, management, equipment, transportation and materials necessary (those not provided by the Government and listed in Appendix A) to complete change of occupancy maintenance for unaccompanied personnel dormitories at building 213, 331, 220 and 333. The Contractor shall be issued a COM work order (Appendix F) for all required tasks for vacant dormitory rooms when occupancy has changed. Common area COM work orders may be issued as required. The Contractor shall track the monthly issued requests in order to complete the required monthly summary report (paragraph 1.6.3.). Historical COM workload data is located in Appendix C.

1.2.1. COM Services. Following the issuance of a COM work order by the COR, the Contractor shall be given three (3) workdays to complete a COM workorder for each dormitory room or exterior door. Common area COM’s, such as central day room, kitchen, laundry, storage room and central bathrooms, shall be completed within seven (7) workdays. The

Contractor shall return the room key to the facility manager upon successful completion of the COM work order.

1.2.1.1. COM Work Order Process Phases. A COM work order may be issued for painting, cleaning, minor repairs, item replacement or any combination thereof. The scope of the COM work order required services shall be determined during the pre-inspection by the COR and Contractor. The COM work order form shall be used to annotate the required service(s).

1.2.1.2. Pre-Inspection Phase. The COR shall perform a pre-inspection with the Contractor to determine all tasks required for each COM work order. During the pre-inspection, an operational inspection of the room shall be accomplished. All doors (including cabinets and lockers), handles, knobs, locks, hinges, thresholds and bottom door sweeps shall be inspected to determine if minor repair tasks shall be included in the COM work order. The plumbing shall be checked for proper operation and leaks. Electrical system and HVAC thermostats shall be checked for proper operation. This includes checking outlets, switches and fans. Furnishings shall be checked to ensure bolts are tight and furnishings are serviceable and in good condition.

The COR shall notify the facility manager of any plumbing, electrical or HVAC system issues.

The facility manager shall submit a service request in TRIRIGA for repairs.

1.2.1.3. Service Phase. The Contractor shall sign out a room key from the building facility manage, for the duration of the service for each COM work order. Work shall be accomplished according to the COM work order issued by the COR.

1.2.1.4. Final Inspection Phase. Upon completion of COM work order, the Contractor shall contact the COR to arrange for a final inspection. Any deficiencies shall be identified on a separate punch list and shall be corrected. Final inspection and room acceptance shall be accepted by Contractor and COR on the form. Any additional work identified after issue of original COM work order, shall be issued on a new COM work order. If there are unseen delays, a new completion date shall be agreed upon by the Contractor and COR.

1.3. COM PAINTING SERVICES. Any combination of tasks or all tasks may be included in the COM work order. The Contractor is expected to complete the required work in the dormitory room or common area and return furnishings to their original location.

1.3.1. Paint used shall be interior latex paint. Finished painted surfaces shall have a uniform color and neat appearance. The Contractor shall ensure clean-up of all pre and post painting activities.

1.3.2. Paint Living/Vanity Area. The Contractor shall move the room furnishings as needed to allow access for painting. All holes or other imperfections shall be filled-in using appropriate wall fill materials and spray texture. Walls, ceilings, interior doors/frames, and cabinets shall be prepared for painting by sanding or scraping to remove peeling/flaking paint. Where possible, original electrical outlet covers, light switch covers, telephone jack and coaxial cable covers shall be removed and returned to their original position after painting. A one-coat application of interior latex paint shall be used to seal, prime and finish the painted surfaces. If the COR and

Contractor determine that an additional second coat of paint is required during the pre-inspection, a quantity of 2 each will be added to the COM work order. Flexible cove base is excluded from painting but shall be re-attached, as shall wooden base boards and crown molding, if loose. The Contractor shall return furnishings to their original positions upon completion of COM work order and secure all doors prior to leaving the area.

1.3.3. Paint Common Bathroom. The Contractor shall prepare bathroom walls and ceiling surfaces by removing all visible mold/mildew and any peeling/flaking paint before painting. The bathroom interior doors and door frames are also included in this line item. A one-coat application of interior latex paint shall be used to seal, prime and finish the painted surfaces. If the COR and Contractor determine that an additional second coat of paint is required during the pre-inspection, a quantity of 2 each will be added to the COM work order. The facility manager shall ensure no personal items from the adjacent suite occupant (if occupied) are left in the bathroom during scheduled painting. Coordination between the facility manager, adjacent suite occupant and the Contractor ensures minimal disruption during performance of the work order.

1.3.4. Spot Paint/Touch-up. The Contractor shall paint small areas of the dormitory room, not exceeding one pint of latex paint. This service is intended to be used when entire room painting is not necessary. Spot painting and touch-up painting shall normally require minimal patching or no surface preparation, unless the touch-up is required due to surface damage, i.e., nail holes, etc.

1.3.5. Paint Exterior Door. The Contractor shall prepare door surface for painting, apply one coat of color-matching exterior latex paint.

1.3.6. Paint Commons Areas. Commons areas are defined as the day room, kitchen, laundry room, offices and public bathrooms (typically within the central, single story, building area).

The Contractor shall protect all room furnishings, paintings, wall hangings/bulletin boards, carpet/flooring etc. prior to performing repairs/painting. All holes or other imperfections shall be filled-in using appropriate wall fill materials and spray texture. Walls, ceilings, interior doors/frame, and cabinets shall be prepared for painting by sanding or scraping to remove peeling/flaking paint. Where possible, original electrical outlet covers, light switch covers, telephone jack and coaxial cable covers shall be removed and returned to their original position after painting. A one-coat application of interior latex paint shall be used to seal, prime and finish the painted surfaces. If the COR and Contractor determine that an additional second coat of paint is required during the pre-inspection, a quantity of 2 each will be added to the COM work order. The Contractor shall return furnishings to their original positions upon completion of COM work order.

1.4. COM CLEANING SERVICES. All the below tasks shall be included in the COM work order. Cleaning services shall be accomplished after any painting included on a COM work order. COM Cleaning Services are not applicable to common areas. .

1.4.1. Living and Vanity Area. All tasks shall be included in the COM work order.

• Carpet. The living area carpet shall be deep cleaned using carpet shampoo and/or steam cleaning equipment to ensure carpet is free of soil, dirt, stains and other foreign matter.

Furniture shall be moved to facilitate cleaning and shall be returned to its original position after completion of the task.

• Hard Floors. Vanity area floor shall be mopped and scrubbed if required. Floors shall be free of dirt, soil, scuffs, stains and other foreign matter. After cleaning, floor surface shall have a uniform, clean appearance without streaks, swirl marks, detergent residue or any evidence of film or standing water.

• Baseboards. Clean baseboards, corners and wall/floor edges. After cleaning, there shall be a uniform, clean appearance.

• Windows (includes frame, sill, track and screen). Interior and exterior window surfaces shall be cleaned. Window glass shall be clear and free of streaks and other removable matter.

• Ceiling Fan. Fan blades and light globes shall be cleaned and free of dust and bugs.

• Vents. Clean vents to be free from dust.

• Mini-Blinds. Blinds shall be cleaned and free of dust.

• Vanity Countertop/Sink and Faucet. Countertop and fixtures shall be cleaned and free of water spots, soil, stains, streaks and other removable matter.

• Vanity Mirror. Mirror shall be cleaned and be free of streaks and other removable matter.

• Medicine Cabinet. The medicine cabinet in the vanity area shall be cleaned on the inside and interior shelves shall be washed. Cabinet shall be free of spots, stains, streaks and other removable matter.

• Appliances (refrigerator, microwave). All appliances shall be cleaned and deodorized according to manufacturer’s recommendations. Appliances shall be free of odor and removable matter.

1.4.2. Bathroom Area. All tasks shall be included in the COM work order.

• Fixtures. Clean and disinfect the shower, toilet and all fixtures. Ensure the fixtures are free of water spots, scale buildup, streaks and any other removable matter.

• Toilet. The toilet and seat shall be scrubbed and lime deposits in bowl shall be removed.

Toilets shall be free from water spots, scale buildup, mold/mildew, odor and any other removable matter.

• Shower Stall. Shower stalls (tile walls, tub and ceiling) shall be cleaned, grout shall be cleaned and free of discoloration and mold. Walls shall be free of smudges, stains, film spots and detergent buildup.

• Exhaust Fan. Fan cover and inside housing area shall be thoroughly cleaned. Fan shall be free of dust to enable air flow/ventilation.

• Floor. Bathroom floor shall be mopped and scrubbed if required. Floors shall be free of dirt, soil, scuffs, stains and other removable matter. After cleaning, floor surface shall have a uniform, clean appearance without streaks, swirl marks, detergent residue or any evidence of film or standing water.

• Mirrors. Mirrors shall be cleaned and be free of streaks and other removable matter.

1.5. CAULK REPAIR AND ITEM REPLACEMENT. A single task or all tasks may be included in the COM work order.

1.5.1. Repair Bathtub Caulk. The Contractor shall remove all existing caulk around the tub and ensure the underlying surface is clean and free of moisture and grime before applying new caulk. The Contractor shall apply new caulk around the tub and fixtures per the manufacturer’s instructions.

1.5.2. Replacement of Items. The COM work order may include replacement of missing or broken telephone or coaxial cable cover plates, electrical outlet or light switch covers, missing or inoperable light bulbs in ceiling fan, living area, vanity area and bathroom light fixtures.

Missing or inoperable towel bars, soap trays, toilet paper holder and toilet seats shall be replaced with items matching those in use.

1.6. REQUIRED REPORTS. All reports listed below shall be turned into the COR and any other designated office within the required time listed. Forms may be accomplished by using any Microsoft Office 2010 product (or compatible). If a specific form or format is required, the COR shall provide the form to the Contractor. A list of required Contract Data can be found in Appendix D.

1.6.1. Employee Listing. A listing of all contract employees shall be provided to the CO and COR within 30 days of the start of the contract. The Site Manager and Alternate information shall include after hour contact information and email on this report. This list shall be submitted any time there is a change to employee information. Electronic copies are preferred.

1.6.2. Monthly FMS Report. The Contractor shall submit, to the COR, a monthly report summarizing all issues, turn-ins, repairs and disposal transactions from the prior month no later than the 5th business day of the following month. The report shall include the service request number, dorm number, room number and the quantity of furnishings moved (in and/or out of a room) and the number or furnishing repairs completed. Electronic copies are preferred. A sample of the report is listed in Appendix G

1.6.3. Monthly COM Report. The Contractor shall submit, to the COR, a monthly report summarizing all COM work orders completed from the prior month no later than the 5th business day of the following month. The report shall include the work order number, CLIN, quantity of each CLIN performed, dorm and room number. Electronic copies are preferred. A sample of the report is listed in Appendix H

1.6.4. Monthly Hazardous Materials Usage and Purchase Report. The Contractor shall submit a monthly hazardous material use and purchase report to the COR and Environmental Element within five (5) duty days of the end of the month. The Environmental Element shall provide the Contractor with a blank form for this report. The report shall include the name of the chemical, amount used or purchased, use concentration, amount used, date and detailed location of use. Months without usage or purchase of hazardous materials still require a report be submitted and annotated accordingly. Electronic copies are preferred.

1.6.5. Environmental Self-Inspection Checklist. The Environmental Self-Inspection Checklist must be submitted quarterly to the Environmental Element. The form shall be given to the Contractor by the Environmental Element. Electronic copies are preferred.

1.6.6. Initial, Semi-Annual and Annual Inventory Report. The Contractor shall provide a signed consolidated furnishings inventory report from eMH to the COR within 10 business days of inventory completion. Scanned electronic copy is allowed.

2. SERVICE SUMMARY. The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The Services Summary (SS) and the contractor’s Quality Control Plan provide information on contract requirements, the expected level of contractor performance and the expected method of government validation and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, shall be used to remedy all deficiencies.

SERVICE SUMMARY – TABLE 1:

Performance Objective

PWS Section Reference

Performance Threshold (per month)

Performance Remedy

Method of Surveillance

FMS – Perform accurate initial warehouse inventory within 30 days of contract award.

Perform semi-annual and annual inventories IAW

PWS.

1.1.4. and 1.1.4.1.

Excellent: 0 Deficiency Correction completed within 2 days of notification, unless written extension by COR

Periodic Surveillance Very Good: 1 Deficiency

Satisfactory: 4 Deficiencies Marginal: 5 Deficiencies Unsatisfactory: More than 5 Deficiencies

FMS – Barcode all furnishings and ensure the eMH/AF Form 228 are up-to-date. Replace missing barcodes.

1.1.2. Excellent: 0 Deficiency Correction

completed within 2 days of notification, unless written extension by COR

Periodic Surveillance Very Good: 1 Deficiency

Satisfactory: 4 Deficiencies Marginal: 5 Deficiencies Unsatisfactory: More than 5 Deficiencies

FMS – Complete regular Issue and Turn-In of furnishings and update eMH within 3 days of completing FMS Service Request

1.1.6. to 1.1.6.3.

inclusive

Excellent: 0 Deficiency Correction completed within 1 day of notification, unless written extension by COR

Periodic Surveillance Very Good: 1 Deficiency

Satisfactory: 4 Deficiencies Marginal: 5 Deficiencies Unsatisfactory: More than 5 Deficiencies

Performance Objective

PWS Section Reference

Performance Threshold (per month)

Performance Remedy

Method of Surveillance

COM – Perform required dorm room painting, exterior door painting, cleaning and/or minor repairs within 3 days of COM work order issuance by COR

1.2.1., 1.3. to 1.3.5.

inclusive, 1.4.

and 1.5.

Excellent: 0 Deficiency Correction completed within 1 day of notification, unless written extension by COR

100% Surveillance and Valid Customer Complaints

COM – Perform required common area painting, and/or minor repairs within 7 days of COM work order issuance by COR

1.2.1., 1.3.4.,

1.3.6. and 1.5.

Excellent: 0 Deficiency Correction completed within 2 days of notification, unless written extension by COR

100% Surveillance and Valid Customer Complaints

Required Reports received on time IAW

PWS

1.6. to 1.6.6.

inclusive

Excellent: 0 Deficiency Correction completed within 1 day of notification, unless written extension by

COR

100% Surveillance Very Good: 1 Deficiency Satisfactory: 4 Deficiencies Marginal: 5 Deficiencies Unsatisfactory: More than 5 Deficiencies

Note: Each objective shall be independently assessed.

2.1. CONTRACTOR QUALITY CONTROL. The Contractor shall submit a written quality control plan (QCP) to include identification of the commercial practices and manufacturer recommendations. Include the inspection system requirements of FAR 52.246-4, Inspection of Services – Fixed Price, in this document. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur. The QCP shall be submitted to the CO and COR for review and feedback and shall be submitted no later than the pre-performance conference. The plan shall specifically address the Contractor’s strategy to provide quality performance of services, continual process improvement and a plan for correcting deficiencies as required.

2.2. COR QUALITY ASSURANCE. The COR shall inspect and evaluate the Contractor’s performance to ensure services are received IAW requirements set forth in this contract. The COR shall create a Quality Assurance Surveillance Plan (QASP) prior to contract award. The COR shall inspect by validating actual work performance, physically checking an attribute of the completed task issued on a request form or work order, checking a management information report, investigating customer complaints, conferring with facility managers or otherwise inspecting the task or its results to determine whether or not performance meets the standards and performance objectives contained in this PWS. Results of the surveillance then become the official Air Force record of the Contractor’s performance.

2.2.1. Performance Assessment. The COR may use several methods for performing assessments.

• A Periodic “spot check” Surveillance. These assessments shall be conducted and may be adjusted based on quality trends or defects found during inspection.

• 100% Surveillance – this is usually performed for high visibility areas and “as required” FMS service requests and COM work orders.

• Customer Complaints – Customer complaints shall be reviewed by the COR and discrepancies annotated for correction.

2.2.2. Unsatisfactory Performance. Unsatisfactory performance of FMS service requests shall be recorded as a deficiency. COM work orders shall be allowed one-“punch list” per work order for correction without a recorded deficiency (standard business practice). Any unsatisfactory inspection of the punch list shall be recorded as a deficiency. When a performance threshold has not been met or Contractor performance has not been accomplished according to the Contractors schedule (and COR has not been notified of delays), the COR shall initiate a written Corrective Action Report (CAR) and give a copy to the Contractor for action.

2.2.2.1. CAR Types. The CAR shall indicate if the CAR type is major or minor. A major deficiency is defined as indicator of potential for safety related problems, reliability related issues or a quality control system failure (repeat write up for same deficiency). All major CARs shall also be forwarded to the CO. A minor deficiency is defined as a single lapse of performance requiring correction action with the exception of safety related issues. Both types of CARs require the Contractor to respond in writing and correct the deficiency. The COR shall keep a copy of all CAR response.

2.2.3. Multi-Functional Team (MFT) Meetings. The CO may call mandatory meetings to include contracting, the Functional Commander/Director, COR, the Service Provider, and any other government personnel as appropriate to discuss the Service Provider’s performance. Typical issues to be discussed include: opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and trends against each Performance Objective observed, positive performance and steps taken by the Service Provider to prevent unsatisfactory occurrences in the future. The Service Provider shall be required by the CO to provide insight into any identified adverse trends and corrective actions. The minutes of these meetings will be reduced to writing, signed by the CO and any other signatures as deemed appropriate, distributed to the functional area and the Service Provider. Should the Service Provider not concur with the minutes, the Service Provider shall provide a written notification to the CO identifying areas of non-concurrence for resolution.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

3.1. FACILITIES. The Government shall provide the facilities, identified below, for Contractor use in support of the requirements of this contract. The facilities are provided “as is.”

No alterations to the space shall be made without the specific written permission from the Civil Engineer Squadron (CES) and the CO, as coordinated and approved via a TRIRIGA work request. Such changes shall be at no cost to the Government unless otherwise approved by the CO. The Contractor shall ensure facilities are maintained in a neat, clean and professional manner. The Contractor shall notify the COR immediately of any damages to Government buildings, equipment or vegetation (such as rutting) caused by Contractor employees during the execution of contract services. The Contractor shall also notify the COR of any damage to the facility provided to the Contractor. The CO reserves the right to reallocate and relocate assigned facilities during the term of the Contract. Upon completion or termination of this Contract, or upon such reallocations or relocations, return facilities to the Government in the same condition as received, with the exception of fair wear and tear and approved modifications.

3.1.1. Interior Facilities. Contractor will share a building area with another contractor at building 369. The Contractor has approximately 4580 square feet of floor space provided for warehouse and locked storage and 145 square feet of office space. On the exterior of the building, a 2300 square foot loading dock is shared by both contractors. Shared areas of the interior of the building include a break area and restrooms. A Facility Map is located in Appendix C.

3.1.2. Property Keys. The Contractor shall be issued keys for building 369. The Contractor shall established and implement a key inventory and control procedures in the QCP to ensure keys issued are properly safeguarded and not used by unauthorized personnel. A copy of the key inventory shall be given to the COR within 30 days after contract award and as changes are made. Contractor employees shall not use keys to open work areas for personnel other than Contractor employees engaged in the performance of duties. The Contractor shall NOT duplicate keys issued by the Government. Lost keys shall be reported immediately to the COR.

The Government replaces lost keys or performs re-keying. The total cost of lost keys, re-keying or lock replacement may be deducted from the monthly payment due to the Contractor. An inventory of keys shall be done jointly with the contract site manager and the COR.

3.2. UTILITIES. The Government shall furnish electricity, water and sewage as necessary for accomplishment of work in accordance with this contract. The Contractor shall not change or modify any utility system or component or connect any Contractor property, equipment or system without prior Civil Engineer Squadron and CO review and approval. The Contractor shall practice energy conservation in the Government provided facilities.

3.3. GOVERNMENT FURNISHED EQUIPMENT AND MATERIALS. The Government shall provide the equipment and materials listed in Appendix A.

3.4. SECURITY, FIRE AND MEDICAL SERVICES. The Government shall provide police and fire protection on Altus AFB. In the event of a medical emergency, call “911” for transportation of an injured employee to the local hospital. The Government shall provide emergency medical treatment on site for life-threatening emergencies only until a civilian ambulance arrives.

3.5. COMMUNICATIONS. The Government shall provide one (1) telephone line in the Government provided facility for the Contractor use in making local commercial calls and on base calls in support of contract requirements. Long distance calls and toll calls are not authorized on Government phones.

3.5.1. Long Distance Calls, Internet and Fax. The Contractor is responsible for providing long distance service, fax and internet service. Internet service IS REQUIRED to perform the FMS portion of this contract. These services shall be at the Contractor’s expense.

3.6. REFUSE COLLECTION. The Government shall provide refuse collection service for the Contractor’s on-base work site. The base shall provide refuse collection containers in accordance with the base’s Integrated Solid Waste Management (ISWM) Contract. Pickup frequency shall also be in accordance with the ISWM Contract. Refuse Collection identified here applies only to waste generated by operation at the Contractor’s work site. It does not apply to any service generated waste generated during performance of the requirements of this contract PWS. The Contractor may take recyclable items to the Recycle Center on base.

3.7. POSTAL DISTRIBUTION. On-base mail and distribution services shall be provided to the Contractor for pickup and delivery at the COR’s office in Bldg. 358.

3.8. INSECT AND RODENT CONTROL. Insect and rodent control shall be provided by the Government when the need is identified by the Contractor and substantiated by the COR. The COR shall submit a work request in TRIRIGA for services and/or SHARP supplied materials.

3.9 FACILITY MAINTENANCE. The Contractor shall be listed as a facility manager for building 369. The COR shall be the alternate facility manager. The Contractor is responsible for minor maintenance of their portion of building 369. This includes light bulb replacement. The Contractor is also responsible to supply ice melt and remove snow and ice from sidewalks and access areas to the immediate furnishing’s storage areas. Wearhouse interior/exterior is maintained in an orderly fashion.

3.9.1. Building 369 Facility Maintenance. Maintenance other than minor in nature, shall be submitted to the COR to submit a work request to the facility manager.

3.9.2. Dorm Facility Maintenance. The Contractor shall inform the facility manager of the dorm building about any required facility maintenance that is not performed under this contract.

The dorm facility manager shall be responsible for submitting a work request in TRIRIGA.

4. GENERAL INFORMATION.

4.1. CONTRACT PERSONNEL.

4.1.1. Contract Site Manager. The Contractor shall provide a Site Manager and alternate who shall be responsible for the performance and execution of this contract. The Contractor shall maintain an office on base in the Government provided building. The contract Site Manager and Alternate must be designated in writing to the CO and COR within 30 days of contract award and as any changes are made to those positions (see Appendix D). The contract Site Manager and alternate(s) must be able to read, write, speak and understand English, or an interpreter must be provided to work alongside the contract site manager or alternate(s) at no additional cost to the Government. The contract Site Manager or alternate shall be available during normal duty hours to meet, on the installation within 1 hour, with the COR to discuss problem areas. The contract Site Manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract.

4.1.2. Additional Contact Information. The Contractor shall provide the COR with names, telephone number(s) and addresses for all employees. Additional information is required for the Site Manager and alternate and includes an after business hour phone and/or cell number and email addresses where validation results and complaints can be reported. This information shall be kept updated by the Contractor on the employee listing (paragraph 1.6.1).

4.1.3. Personnel. Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing or hats bearing the company name or logo. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection.

4.1.4 Employee Restrictions. The Government is authorized to restrict the employment under the contract of any Contractor employee or prospective Contractor employee who is identified as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

4.1.5. General Job Knowledge. Contract personnel should have a general knowledge of storeroom/warehouse and inventory practices. Computer knowledge to include barcode management systems is helpful. Site Manager should have warehouse experience and previous inventory experience. Driver’s license is required for all contractor personnel.

4.1.6 Ensuring Personnel Are Trained. The Service Provider’s employees must be qualified to perform all tasks in this performance work statement. Only licensed Refrigeration Service Technicians shall be allowed to service refrigeration systems. The Service Provider must submit a copy of the current license for each employed Refrigeration Service Technician to the CO prior to contract start. The Service Provider must provide qualified personnel to operate forklifts in accordance with (IAW) AFI 24-301.

4.2. CONTRACTOR SUPPLIED EQUIPMENT.

4.2.1. Vehicles. The Contractor shall provide and maintain vehicles for furnishings and appliance transportation to meet the requirements of this contract. All Contractor vehicles used in the performance of this contract shall be readily identified as property of the company and be maintained to present a professional appearance at all times. Any vehicles requiring repair, must be repaired off base.

4.2.2. Required Computer and Optional Printing Equipment. The Contractor shall supply a computer or laptop equipped with Windows 10 or higher software and Office 10 or higher in order to interface with Government computer systems and access the eMH system. The computer/laptop is also required to have a network connection port and a USB port in order to be compatible with the Government provided barcode reader and barcode printer. Office software is required to for compatible report submissions. The COR shall issue the eMH barcode scanner and barcode printer to the Contractor for duration of the contract.

4.3. CONTRACTOR MANPOWER REPORTING. The Contractor shall report all Contractor labor hours (including sub-Contractor labor hours) required for performance of services provided under this contract for “U.S. Air Force” via a secure data collection site. The Contractor is required to completely fill in all required data fields using the following web address http://www.ecmra.mil. Reporting inputs shall be for the labor executed during the period of performance during each Government fiscal year (FY), which runs from October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the electronic Contractor Manpower Reporting Application (eCMRA) help desk.

4.4. HOURS OF OPERATION. During the growing season, perform grounds maintenance services in the hours between 7:30 a.m. to 4.30 p.m., Monday through Fridays, excluding federal holidays.

4.4.1. Federal Holidays. The Contractor is not required to provide service on federal holidays, except in emergency situations, as determined by the CO. The holidays are:

New Year’s Day - 1 January Martin Luther King Day - 3rd Monday in January President’s Day - 3rd Monday in February Memorial Day - last Monday in May Juneteenth Day – 19th of June Independence Day - 4 July Labor Day - 1st Monday in September Columbus Day - 2nd Monday in October Veteran’s Day - 11 November Thanksgiving Day - 4th Thursday in November Christmas Day - 25 December

NOTE: If a holiday falls on a Saturday, the preceding Friday shall be observed. If a holiday falls on Sunday, the following Monday shall be observed.

4.4.2. Base Closures. Work scheduled but not accomplished because of base closure due to exercises or real-world events shall be accomplished as soon as possible after reopening the base.

4.5. PERFORMANCE OF SERVICE DURING CRISIS OR HEIGHTENED

SECURITY. Services at Altus AFB are considered mission essential and limited service shall continue in the event of a crisis or heightened security caused by a national emergency, natural disaster or other cause, as necessary, in support of the Air Force mission. Contractor employees shall be allowed access to the base for performance of work, except during “Charlie” conditions.

If the “Charlie” condition exists for an extended duration, some services may be required. The CO may direct that services continue on a case-by-case basis.

4.6. SECURITY REQUIREMENTS. Contractor employees shall comply with Altus AFB security requirements. These regulations are available for review in the contracting office. The Contractor shall comply with all Altus AFB policies regarding entry to the installation, rules of the road, contingency operations compliance and photography prohibitions.

http://www.ecmra.mil/

4.6.1. Base Access. Contractor employees shall provide information to assist in the completion of background checks for employees requiring access to Altus AFB. This information shall consist of, but is not limited to: full name (first, middle, last), social security number, date of birth, address, driver’s license number and state of issue, number of years residency in the state of Oklahoma and Jackson County. This information shall be protected under the procedures listed in the Privacy Act of 1974. A background check must be completed prior to access to Altus AFB. If the background check reveals a Contractor employee or prospective employee with an adverse criminal history or as a potential threat to the health, safety, operational mission of the installation, then the Government reserves the right to restrict or deny access to Altus AFB for that individual.

4.6.2. Badge Issuance. The Contractor shall…