J-1402000 Unaccompanied Housing.pdf

SECTION J - 1402000

UNACCOMPANIED HOUSING

Attachment Number Attachment Title

J-1402000-01 Definitions and Acronyms J-1402000-02 References and Technical Documents J-1402000-03 Sample Bachelor Quarters Customer Evaluation/Comment Form J-1402000-04 Historical Data UH Change of Occupancy Service J-1402000-05 Kitchen Equipment Inventory J-1402000-06 Inventory of Furnishings, Appliances and Equipment (FA&E) J-1402000-07 FA&E Handling, Cleaning and Maintenance Procedures J-1402000-08 Inventory of Furnishings, Fixtures and Equipment (FF&E)

ATTACHMENT J-1402000-01

DEFINITIONS AND ACRONYMS

Definition/Acronym Description

Appliances Fixed and removable items associated with quality of life, including washers and dryers, stoves, microwaves, refrigerators and dishwashers.

Abandoned Property Deserted, discarded, or vacated goods, possessions, belongings or personal items.

Clean Free of dirt, smudges, stains, foreign matter, debris and odors.

Unaccompanied Housing

Permanent or temporary housing provided to unaccompanied military and government personnel while permanently stationed or on temporary duty assignment.

CDO Command Duty Officer

CNA Certificate of non-availability

Common Use Areas Interior areas not assigned to residents, e.g., halls, entranceways, lobbies, public restrooms, lounges, conference rooms, balconies, stairwells, storerooms, offices and closets.

Change of Occupancy Services (COS)

COS is performed during the period of time after a resident checks out of assigned UH quarters and prior to a new resident taking occupancy ensuring the quarters are clean, fully equipped, operable and habitable.

DLA Disposition Services

Agency that disposes of excess Government property after offering property for re-use. Formerly known as DRMO (Defense Reutilization Marketing Office).

Downtime The time in which a service or a piece of equipment is not operational or is not functioning at a level commensurate with its intended use.

Equipment Accessories, attachments, machinery or devices provided to support operations or habitability of a facility.

FH Family Housing

FA&E Furnishings, Appliances and Equipment; also known as Loaner Furniture and Appliances.

FA&E Program Program which provides, maintains, and stores ‘loaner’ furniture, appliances and equipment for temporary use by authorized military and civilians during their tour of duty at NSA Souda Bay pending receipt of their household goods shipment. The Government will provide training on use of the Enterprise Military Housing (eMH) Asset Management Module.

FF&E Furniture, Fixtures and Equipment provided in a facility or unit.

Fully Functional Quarters are considered fully functional when all facilities, furnishings, appliances, equipment, utility service outlets and fixtures operate as intended.

Housing Officer The Government designated point of contact for all Unaccompanied Housing issues.

Linens Items including, but not limited to, sheets, pillows, pillowcases, mattress covers, blankets and bedspreads.

Pleasing Appearance Appearance similar to the original finished appearance with only minor, unobjectionable deterioration resulting from normal use.

SOPs Standard Operating Procedures

ATTACHMENT J-1402000-02

REFERENCES, INSTRUCTIONS, AND DIRECTIVES

The Contractor shall adhere to the applicable portions of the following publications and directives in performing the services required under this contract. This list shall not be considered all-inclusive and does not release the Contractor from all obligations that must be fulfilled in the observance and execution of this contract.

When U.S., European and/or Greek directives, instructions and industry standards are applicable to the work to be performed under this contract, the most stringent directives, instructions and industry standards shall govern.

Reference Title

DoD 4165.63-M Department of Defense Manual-DoD Housing Management CNIC Notice 11103 Unaccompanied Housing Inspection Program

CNIC 11103.6B Navy Housing Furnishings Program CNIC 11103.12 Navy Housing and Intra-Station Moves CNIC 11103.10 Navy housing Requirements & Inventory Management Program OPNAVINST 5009.1 Responsibility for Navy Housing and Lodging Programs CNIC Housing Desk Guide Furnishings Management

Housing Learning Center (HLC) Housing Requirements and Inventory Management Intra-Station Moves

CNIC M-11103.2 Unaccompanied Housing Operations

NAVSUPPACTSOUDABAYINST

11100.2B

Organization, Administration, and Regulation of Unaccompanied Housing

CNIC NOTE 1500 Implementation of Standardized Unaccompanied Housing New Resident Orientation

CNIC Unaccompanied Desk Guides/Manuals/SOPs

NAVSUPPACTSOUDABAYINST

11000.12A Mod A00025

Building Monitor Program

ATTACHMENT J-1402000-03

SAMPLE BACHELOR QUARTERS CUSTOMER EVALUATION/COMMENT FORM

BACHELOR QUARTER CUSTOMER EVALUATION/COMMENT FORM

Use a rating scale of 1 to 5, where 5 is “Excellent” and 1 is “Unsatisfactory”.

Rating Factor

1. Satisfaction of Bachelor Quarters Management

Rate the Contractor’s management, services, responsiveness, and the overall resident morale of the quarters. If a new resident, comment on the condition of the quarters upon check-

Rating _____

in. Rate the initial visit to the Housing Office and ease of the assignment process.

2. Resident Relations Rate the Contractor’s ease of contact when questions or problems arise. Does the Contractor satisfactorily resolve resident/personnel issues and problems? Consider the quality of problem resolution follow-up to ensure satisfactory completion. Does the Contractor provide adequate contact and communications?

Rating _____

3. Quality of Quarters Rate the condition of the quarters when you first moved in and the quality of workmanship performed to maintain the unit.

Consider the quality of appliances provided, serviceability of the home, and yard area landscaping.

Rating _____

4. Quality of Facilities Appearance

Rate the visual condition and appearance of facilities and common use areas including perimeter grounds.

Rating _____

5. Administration and Management

Rate your satisfaction of the Contractor’s front desk operations, e.g., courtesy of reception personnel and responsiveness. Responsiveness and appearance of service personnel. Are service commitments met. Does the Contractor provide follow-up on maintenance requests to ensure satisfaction.

Rating _____

6. Quality of Work Rate quality, timeliness, and workmanship of performance of maintenance including communications and responsiveness.

Rating _____

ATTACHMENT J-1402000-04

SAMPLE HISTORICAL DATA UH CHANGE OF OCCUPANCY SERVICE

Unaccompanied Housing

Check-In/Check-Out Historical Data

OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP TOTAL

FY 2020

13/13 3/4 7/8 9/11 6/4 6/1 3/13 16/20 4/3 12/18 12/16 12/17 103/128

FY 2021

29/20 7/12 6/17 18/14 4/7 18/3 9/7 15/7 11/9 12/7 7/9 10/13 146/125

FY 2022

5/14 11/11 7/10 5/9 7/10 11/12 7/6 16/11 13/4 11/17 7/13 8/8 108/125

FY 2023

5/9 11/11 13/13 13/13 12/6 9/8 9/16 10/12 11/15 10/12 10/7 5/2 118/124

ATTACHMENT J-1402000-05

KITCHEN EQUIPMENT INVENTORY

Building

No.

Quantity Item Description

11 1 Microwave 1 Electric Range / Oven 1 Kitchen Hood

1 Refrigerator

ATTACHMENT J-1402000-06

INVENTORY OF FURNISHINGS, APPLIANCES AND EQUIPMENT (FA&E)

Item Description Quantity

Bed Frame Metal Double 70 Box Spring Fabric Double 234 Chair Fabric Sofa 208 Chair Kitchen 918 Dehumidifier 392 Desk 191 Dresser 166 Dryer 350 Lamp Desk 230 Mattress Double 224 Microwave 349 Mirror 199 Refrigerator 247 Sofa 194 Stove 172 Table Coffee 209 Table End 401 Table Kitchen 202 Table Nightstand 243 Table TV Stand 170 Transformer 1,032 Voltage Regulator 459 Washer 272 Decoders 229 Smoke Detectors 497

Current Total: 7,858

ATTACHMENT J-1402000-07

FA&E HANDLING, CLEANING AND MAINTENANCE PROCEDURES

HANDLING:

Moving Service Response:

The Contractor shall respond to all moving service requests on the date and time frame scheduled. When the customer is not at home, the Contractor shall notify the Government's Representative immediately and wait 30 minutes. After 30 minutes, the Contractor shall leave a "notice of missed appointment" card of attempted moving service at the residence. When this occurs, the trip is considered completed.

Delivery:

1. The Contractor is responsible to review the appointments’ calendar daily.

2. The Contractor is responsible that he has enough inventory prior to delivery.

3. The Contractor shall notify the Government when stocked furnishings or appliances reach 20% of the entire inventory level.

4. The Contractor shall transport, deliver, and connect FA&E, e.g., ranges, refrigerators, washers, dryers, microwaves, dehumidifiers, transformers, to the existing utility connections and ensure all appliances and equipment are in operating condition before departing the customer’s premises.

a. FA&E shall be moved into the individual rooms, as requested by the customer.

b. The Contractor shall provide all necessary equipment, material, connectors and electrical plugs needed to attach appliances including washer hoses, dryer vent tubes up to three meters to the nearest exterior window, and any other items needed to complete the connection.

c. The Contractor shall modify connectors or whatever is necessary to hook up the ranges (including adapting structural connections). Any modifications and connections made shall be within applicable regulations and codes.

Pick-Up:

1. The Contractor is responsible to review the appointments’ calendar daily.

2. The Contractor shall provide a form to the customer at pick-up confirming receipt of the items and condition of the items picked-up. The Contractor shall issue one copy of the form to the customer, one copy to the Housing Facility Manager, and the Contractor shall retain one copy.

3. The Contractor shall pick-up, transport and deliver FA&E back to its warehouse.

CLEANING:

1. If the FA&E is not clean and free of dust when picked up from customers, the Contractor shall pick up the items and shall notify the Housing Facility Manager of the condition of the FA&E.

2. The Contractor shall clean all items that are noticeably soiled or stained by the user. If an item is so badly soiled or stained that it is non-serviceable, the Contractor shall notify the Housing Facility Manager.

3. The Contractor shall clean and sanitize mattress fabrics. Following sanitizing, the mattresses shall be stored and delivered in an individual mattress bag. The Contractor shall provide mattress bags as required.

4. Upon pick-up, if the FA&E are not clean and free of dust, the Contractor shall notify the Housing Facility Manager of the condition of the FA&E, and clean the FA&E. Cleaning includes removing dust and dirt from the backside/underside coils of refrigerators and freezers, and undersides of washers and dryers.

MAINTENANCE:

The Contractor shall respond to all appliance service orders on the date and timeframe scheduled by the Housing Department. No changes can be made to the existing schedules without approval from the Housing department.

When the resident is not at home, the contractor shall notify the Government's representative immediately and wait 30 minutes. After 30 minutes, the contractor shall leave a "Not Home Notice" card of attempted service at the residence. When this occurs, the service order will be considered completed and closed out accordingly in eMH.

The Contractor shall maintain and repair FA&E to include replacement of missing knobs, replacement of defective hoses, repair of loose furniture arms and legs, repair of defective dresser drawer guides, and repair of appliances.

ATTACHMENT J-1402000-08

INVENTORY OF FURNISHINGS, FIXTURES AND EQUIPMENT (FF&E)

Item Description Quantity

DESK CHAIR 132

DINING CHAIR LOUNGES 25

LOUNGE CHAIR 2

CHEST OF DRAWERS 264

COUNTER/STOOL LOUNGES 16

DEHUMIDIFIER 131

DESK 133

FLOOR LAMP 2

TABLE LAMP 132

MATTRESS SINGLE 266

MEDIA CHEST 131

MICROWAVE 135

MIRROR (FRAMED) 121

RANGE LOUNGES 2

REFRIGERATOR LOUNGES 2

REFRIGERATOR ROOMS 131

SINGLE BED 266

SOFA/COUCH LOUNGES 4

TABLE, COFFEE LOUNGES 2

DINING TABLE LOUNGES 2

END TABLE LOUNGES 2

NIGHTSTAND 131

TELEVISION LOUNGES 2

TV STAND LOUNGES 2

WASHER/DRYER COMBO 22

DRAPERY WINDOW COVERINGS 262

Current Total: 2,316