JC_1_1402000 C Unaccompanied Housing.pdf

1402000 – Unaccompanied Housing Table of Contents

Spec Item Title 1 General Information

1.1 Outline of Services

2 Management and Administration

2.1 Definitions and Acronyms

2.2 Personnel

2.2.1 Certification, Training, and Licensing

2.2.1.1 Annual Training

2.3 Special Requirements

2.3.1 Management Information Systems

2.3.1.1 System Access

2.3.1.2 System Training

2.4 References and Technical Documents

3 Recurring Work

3.1 Front Desk Operations

3.1.1 Reservation Services

3.1.2 Check-in and Check-out Services

3.1.3 Message Services

3.1.4 Escort Services

3.1.5 Keys and Locking Systems Management

3.1.6 Resident Relations

3.2 Support Services

3.2.1 Furnishings, Appliances & Equipment (FA&E) Management

3.2.1.1 Loaner Furniture and Appliance Program Management

3.2.1.2 Issuance of Furniture, Fixtures and Equipment (FF&E)

3.2.1.3 Maintenance of Furniture, Fixtures and Equipment (FF&E)

3.2.1.4 Warehouse

3.2.2 Change of Occupancy Services (COS)

3.2.3 Common Use Areas—Exterior

3.2.4 Abandoned Property Management

3.2.5 RESERVED

3.2.6 Storage Management

4 Non-Recurring Work

1402000 - Unaccompanied Housing Spec Item

Title Description

1 General Information

The Contractor shall provide all labor, management, supervision, tools, material, and equipment required to perform property management, berthing, resident services and maintenance for Unaccompanied Housing (UH) at Joint Region Marianas (JRM) Naval Base Guam (NBG). Refer to J-1402000-08, -09, -10, -11, -13, and -30 for Site Maps.

NBG – 20 UH buildings and 1 warehouse Buildings 3, 5, 7, 8, 9, 10, 11, 12, 13, 14, 15, 15A, 16, 17, 18, 19, 20, 22, 23, 24 and Warehouse 72

Apra Palms 50 Units (1, 2, 3, 4, 5, 6, 7, 8, 10, 12, 46, 48, 50, 52, 54, 56, 70, 72, 74, 76, 81, 83, 85, 87, 89, 91, 121, 123, 125, 127, 134, 136, 138, 140, 141, 143, 145, 147, 149, 151, 150, 152, 154, 156, 153, 155, 157, 159, 161, and 163). See J-1402000-34.

Camp Covington – 7 UH buildings Buildings 579, 580, 581, 582, 583, 584 and 585

Naval Base Guam Munition Site Bachelor Quarters (NBGMS BQs) Buildings 401, 769, 859, and supporting facilities such as B-860 (mechanical room, kitchenette, laundry room), and B-711 (Picnic Pavilion).

NAVHOSP – Coral Ridge – 22 UH buildings (44 Units) Duplex Houses Divested to UH Buildings H29, H30, H31, H32, H33, H34, H35, H36, H37, H38, H39, H40, H41, H42, H43, H44, H45, H46, H47, H48, H49, and H50

AAFB – 6 UH buildings (FA&E only) Buildings 25003, 25007, 25009, 25011, 25016, and 25017 AAFB- 2 Warehouse:

Furnishings Management Office (FMO) Building 14530 &Warehouse Building 21005

MARINE CORPS BASE CAMP BLAZ (MCBCB) - BOQ & BEQ Buildings B2140, B1440, B1420, B1430, B2020, B2200, B2030, B2050, B2070, and B2060 Supporting Facilities: Community Core Buildings (CCB) & Recreational Pavilions 2140B, 2140C, 1440A, 1420A, 1430A, 2020A, 2200B, 2200C, 2030A, 2050A, 2070A, and 2060A

See J-1402000-31/-32/-33, and -35

1.1 Outline of

Services

The intent of 1402000 Unaccompanied Housing (UH) (permanent party barracks for unaccompanied Department of Defense (DoD) personnel) is to specify the services required, including services such as billeting and common operations, storage management, furnishings, appliances and equipment management, and change of occupancy services.

Restoration and modernization normally consists of major rehabilitation and capital improvements that are accomplished through other Navy programs. Some major repair, minor construction and stand-alone demolition may be accomplished as part of UH.

The Contractor shall perform all applicable Unaccompanied Housing operations and associated operational requirements, including, but not limited to:

1. Operations and Management of Unaccompanied Housing:

a. Management and front desk operations.

b. Room inspection, assignment, and termination.

c. Correspondence, briefings, data calls, Town Hall meetings

d. Bulletins and notices

e. PAO functions as it relates to Unaccompanied Housing (e.g., Item

Title Description information for press releases, pictures, etc.).

f. Non-availability statements

g. Interview, counsel, and recommendations for TLA eligibility

h. Communications and public relations with Unaccompanied

Housing residents, command representatives, and resident advisors.

2. Other Unaccompanied Housing Support

a. Provide information and data for the long-range development plan, budget, and annual requirements survey

b. Maintenance of all Unaccompanied Housing facilities and equipment warehousing, and assignment and distribution of furniture and appliances.

The Contractor of this contract shall and prepare to deliver all Unaccompanied Housing Operations/Operational requirements as listed in this contract, with due regard to, and accounting for, the following exclusions and exceptions, including, but not limited to:

1. Cash Collection:

a. These requirements are performed under Annex 1401000.

b. Rental and damages charges collected from permanent party operations will be directly deposited into Government accounts.

c. DoD, Navy, CNIC, and local instructions and desk guides define the operations, management and maintenance of Unaccompanied Housing.

2. Government Furnished Property—Vehicles & Fleet Services:

a. The Government will not provide vehicle, fleet, or related items for custody, issuance, or use associated with this contract.

b. The Contractor shall requisition, manage, and provide sufficient quantity and variety of all vehicles required to provide all the services required in this contract.

3. Government Furnished Property—Equipment and Tools:

a. The Government will not provide additional equipment, tools, or related items for custody, issuance, or use associated with this contract other than those Equipment and Tools inventoried in Section J.

b. The Contractor shall requisition, manage, and provide sufficient quantity and variety of all equipment and tools required to provide all the services required in this contract.

c. The Contractor is responsible to ensure all equipment and tools condition and use comply with all applicable regulations including, but not limited to, 29 CFR 1910, 29 CFR 1926, USACE EM 385-1-1, NFPA, NEC and other state, federal and local laws.

4. Facilities Sustainment, Restoration, and Modernization

a. These requirements are performed under Annex 1502000.

5. Custodial Services

a. These requirements are performed under Annex 1503010.

6. Pest Control:

a. These requirements are performed under Annex 1503020.

7. Refuse/Recycle Collection:

a. Refuse/Recycle collection in Unaccompanied Housing areas will be performed by a separate contract, and is outside the scope of this contract.

8. Grounds Maintenance

a. Grounds maintenance services for Unaccompanied Housing will be performed by a separate contract, and is outside the scope of this contract.

Item

Title Description

2 Management and Administration

2.1 Definitions and

Acronyms

Definitions and Acronyms are listed in J-1402000-01.

2.2 Personnel In addition to the Employee Requirements specified in Annex 2, the Contractor shall provide personnel with qualifications specified below.

2.2.1 Certification, Training, and Licensing

The Contractor UH Supervisor shall have a minimum of three years applicable experience in administration of unaccompanied housing operations, property management, facility management, appropriated funds, and inventory management.

The Contractor shall submit proof of all certification, training, and licensing requirements per Section F.

2.2.1.1 Annual Training The Contractor shall be responsible for sending the Contractor UH Supervisor or Assistant UH Supervisor to CNIC UH Regional Training to ensure proficiency, awareness, and knowledge about current best practices on UH Management. The UH Supervisor or Assistant UH Supervisor, upon return and completion of CNIC UH Regional Training, will train personnel on the new methods learned.

2.3 Special

Requirements

2.3.1 Management

Information Systems

All Enterprise Military Housing (eMH) modules, CNIC Clearinghouse, and Microsoft Office Programs, including Word, Excel, PowerPoint, Outlook, etc., will be utilized.

The Government will provide IT support services for Government Furnished Property as listed in J-1402000-15, including Navy computer software(s), and server/site support (not including web site updates) for the Family Housing web site. The Government will provide and replace as necessary all IT equipment for Contractor use in carrying out functions required by this contract.

Any additional IT equipment/Network Connection Drops deemed necessary for Contractor operations shall meet One-Net requirements and shall be at Contractor’s expense. Contractor shall bear all costs for any Contractor-driven relocation of IT and Phone line equipment. The Contractor shall be responsible for daily backup of Unaccompanied Housing databases.

2.3.1.1 System Access The Government will provide access to the following systems:

1. Enterprise Military Housing (eMH)

2. CNIC Clearinghouse

The Contractor shall submit a complete List of Personnel Requiring access to Government IT systems per Section F.

The Contractor shall provide information on each employee as required by Government information technology personnel.

2.3.1.2 System Training The Government will provide one training session, not to exceed three-days, on the systems identified above. In addition, the Government will provide technical assistance to the Contractor’s functional systems manager for five working days prior to full performance start date.

Item

Title Description

Periodically, the Government will provide no-cost training on new systems and system enhancements to a limited number of Contractor personnel who are expected to provide training to remaining Contractor personnel. The Contractor shall send employees to Government-directed training on forthcoming systems either on-site or at a location specified by the Government. All costs of attendance at either on-site or off-site training, including, but not limited to, wages, travel, and per diem shall be borne by the Contractor. Historically, there has been a requirement for approximately five man-days of such off-site training per year.

2.4 References and

Technical Documents

References and Technical Documents are listed in J-1402000-02.

1402000- Unaccompanied Housing

Item

Title Performance Objective

Related Information Performance Standard

3 Recurring Work

The Contractor shall manage, operate, and maintain UH to ensure quality resident services and habitable quarters are available for resident personnel.

Management is provided in accordance with DoD 4165.63-M. and additional policies and guidelines will follow the current DoD 4165-M, CNIC Instruction

11103.5 series, CNIC Desk Guide UH Operations and all other applicable requirements listed in J-1402000-02.

The Contractor shall request and compile input information; participate in budget planning meetings; review input responses and other source data.

The Contractor shall prepare draft submission, coordinate and submit the Budget Submittal per Section F.

Implement Policies And Directives and revise policy directives as directed by the Government. Submit revised directives to the Government for implementation per Section F.

Participate as non-voting member on Quality of Life (QOL) Committee.

The Contractor shall provide support for peak exercise or battle group change periods.

Hours of operation will be as necessary to meet operational requirements and the performance objectives and standards in Spec Item 3.

The UH Facility Description is provided in J-1402000-03.

Estimated quantities for UH services are provided in J-1402000-04.

UH Personnel Support Equipment (PSE) is provided in J-1402000-05.

UH Common Areas are provided in J- 1402000-07.

Unaccompanied Housing facilities and equipment are clean, fully functional, and available for use.

Unaccompanied Housing operations are effectively and efficiently managed, operated, and maintained.

Services are provided within the specified time.

3.1 Front Desk

Operations

The Contractor shall provide Front Desk Operation services to ensure resident personnel are accommodated.

Front Desk hours of operations for NBG UH, Building SB-1:

1. Monday through Friday (excluding

Federal holidays)

2. 0700hrs to 1700hrs, local time.

The front desk is attended 100% of the time during Front Desk hours of operation.

Item

Title Performance Objective

Related Information Performance Standard

MCBCB UH, Building 2140B, 2140C, 1440A, 1420A, 1430A, 2020A, 2200B, 2200C, 2030A, 2050A, 2070A, and 2060A or others building identified:

1. Monday through Friday (excluding Federal holidays)

2. 0700hrs to 1700hrs, local time.

Provide front desk services. Front desk operations include a check-in/check-out function, maintaining records of room and berthing status, maintaining records of residents' status to include a separate file for each resident to include an application for housing, a copy of the conditions of residency agreement and all pertinent correspondence, etc.

The Contractor shall issue Bed in a Bag to each new resident upon Chick-in.

The Contractor shall receive and report service calls to the service desk on behalf of the residents, building managers and custodians.

The Contractor shall respond to and complete service orders in accordance with Annex 1502000 requirements.

Answering machines or any type of voice mail use is prohibited at the Front Desk and Reservation operations during working hours.

The Contractor shall forward all calls to company cell phone when relocating to a temporary location, due to power outage or any type of maintenance that will require temporary relocation.

The Contractor shall utilize eMH to validate room availability for adequacy or inadequacy. Contractor shall initiate a letter Certificate of Non-availability form for Government approval/ disapproval and issue such to the service member.

Inspect all vacant spaces daily to ensure that all rooms are clean, sanitary, fully furnished and ready for occupancy. All discrepancies identified must be

No more than 2 validated customer complaints are received based on customers served per month.

Customer complaints are recorded in eMH and will be responded to within one-hour from the time of receipt and resolved within one business day or as approved by the KO 100% of the time.

Contractor shall ensure eMH is updated 100% of the time, and all data entry is 100% accurate.

Item

Title Performance Objective

Related Information Performance Standard submitted to the appropriate personnel for action to correct prior to occupancy.

Upon arrival to the front desk, the Contractor shall ensure that all customers are registered into the Reception module of the eMH database. The Contractor shall obtain all pertinent information such as name, reason for visit, person requested and check-in/out times.

The Contractor shall assist with Command Inspections as requested of occupied enlisted permanent party rooms. This includes unlocking and opening doors and recording inspection results. Findings shall be provided to Command Representative and Contractor UH Supervisor, providing a “Notice of Entry” form to be left in the room annotating the reason for entry and results of the inspection. Inspection forms shall be uploaded into eMH.

Notice of Entry form is located in J- 1402000-21.

The Contractor shall implement all required deliverables as described in Section C 1501000 specification items 3.1-3.2.3 (Work Control and Infrastructure Condition Assessment Program (ICAP) Services) to ensure proper documentation via NAVFAC

MAXIMO.

Conduct a monthly 100% Command Building Occupancy validation for all occupied units and reflect changes in eMH in accordance with Section F.

Front Desk will escort all new service members to their prospective building and rooms upon completion of check in at the front desk.

The Contractor shall perform services, in accordance with DoD Housing Management 4165.63, CNIC Instruction 11103.5 series, CNIC Housing Desk Guide, UH Operations, and all other applicable requirements as identified in J-1402000-02.

Item

Title Performance Objective

Related Information Performance Standard

The Contractor shall receive and process reservation requests during Front Desk hours of operations for NBG UH, Building SB-1:

1. Monday through Friday (excluding Federal holidays)

2. 0700hrs to 1700hrs, local time.

MCBCB UH, Building 2140B, 2140C, 1440A, 1420A, 1430A, 2020A, 2200B, 2200C, 2030A, 2050A, 2070A, and 2060A or others building identified:

3. Monday through Friday (excluding Federal holidays)

4. 0700hrs to 1700hrs, local time.

Obtain required information (name, rank, status, date of arrival, length of stay, area clearance); obtain copy of Permanent Change of Station (PCS) orders; determine room availability;

confirm reservation (either orally or in writing); process changes or cancellation of previously confirmed reservation.

The Contractor shall determine UH availability, reserve appropriate spaces, issue confirmation numbers, and inform requesters of room rates.

The Contractor shall be responsible for ensuring that eMH is updated with no inaccuracy in data entry at all times.

3.1.1

Reservation Services

The Contractor shall provide reservation services for customers ensuring accurate, prompt, courteous and professional services.

The Contractor shall perform services, in accordance with DoD Housing Management 4165.63, CNIC Instruction 11103.5 series, CNIC Housing Desk Guide, UH Operations, and all other applicable requirements as identified in J-1402000-02.

The Contractor shall receive and process reservation requests during Front Desk hours of operations for

NBG UH, Building SB-1:

1. Monday through Friday (excluding

Federal holidays)

2. 0700hrs to 1700hrs, local time.

Reservation requests are received and processed within 15 minutes of receipt of call or request.

Reservations are scheduled accurately and all documentation is complete.

The reservation desk is attended 100 percent of the time during Front Desk hours of operations.

Item

Title Performance Objective

Related Information Performance Standard

MCBCB UH, Building 2140B, 2140C, 1440A, 1420A, 1430A, 2020A, 2200B, 2200C, 2030A, 2050A, 2070A, and 2060A or others building identified:

3. Monday through Friday (excluding

Federal holidays)

4. 0700hrs to 1700hrs, local time.

Obtain required information (name, rank, status, date of arrival, length of stay, area clearance); obtain copy of Permanent Change of Station (PCS) orders; determine room availability;

confirm reservation (either orally or in writing); process changes or cancellation of previously confirmed reservation.

The Contractor shall determine UH availability, reserve appropriate spaces, issue confirmation numbers, and inform requesters of room rates.

The Contractor shall be responsible for ensuring that eMH is updated with no inaccuracy in data entry at all times.

Records are accurately updated at all times, without discrepancy.

3.1.2 Check-in and

Check-out Services

The Contractor shall provide check-in and check-out services to ensure timely and accurate service to UH customers.

The Contractor shall perform services in accordance with the CNIC Housing Desk Guide Unaccompanied Housing Operations and appropriate instructions, regulations, and directives.

The Contractor shall ensure that all pertinent information is gathered and entered into eMH or other government designated software program during the check-in and check-out process using the software generated forms.

Generate and install door tags to identify personnel to include their first and last name, command, pay-grade, rate, check-in, PRD. Indicate whether the resident is over/under 21 years of age using a color coded system provided by the government within 3 days of check-in date.

Contractor shall perform a joint (resident and UH contactable staff) Unaccompanied Housing room assignment and termination inspection in accordance with the CNIC

Customers are greeted immediately upon arrival and provided services within five minutes of arrival at front desk.

Check-in and Check-out procedures are followed 100% of the time.

No more than two validated customer complaints are received based on customers served per month.

Item

Title Performance Objective

Related Information Performance Standard instructions, and supplemental desk guides and policies associated with UH.

At no time will an inspection be conducted without the resident present.

The Contractor shall ensure that all rooms are clean, sanitary and available for occupancy prior to room assignment.

The word “clean” shall mean free of all dust, dirt, stains, smears, and scuff marks; foreign matter including gum, tar, and grease; trash, mildew, molds or fungus; and standing liquids. Any item damaged by the Contractor during cleaning shall be repaired or replaced at no additional cost to the Government.

The Contractor shall use the Government computer-based program, enterprise Military Housing (eMH) and all modules shall be utilized.

NBG UH Mission Essential Historical Information is provided in attachment J-1402000-17.

AAFB UH Historical Data is provided in attachment J-1402000-26

3.1.3 Message

Services

The Contractor shall provide timely and accurate message services for resident personnel.

The Contractor shall uniformly post on all effected rooms entrance doors, and all UH building bulletin boards all required official bulletins, memos and notices for permanent party residents.

Informational Note:

Permanent party residents will be responsible to arrange for their own personal phone service.

Messages are delivered accurately within the specified time.

Message services are performed with no more than one validated customer complaints based on customers served per month.

3.1.4 Escort

Services

The Contractor shall provide escort services in accordance with local policy.

Non-resident personnel shall be assigned an escort to physically accompany the non-resident throughout the duration while in the UH area.

The Contractor shall provide escort for maintenance personnel during maintenance and repair work requiring access to any occupant assigned room.

Escort services shall be available within 20 minutes of personnel arrival for walk in appointments.

Escort services are immediately available for

Item

Title Performance Objective

Related Information Performance Standard

Informational Note:

Typical approximation of 10 escorts required a day, totaling about six hours of escort work time.

Unauthorized personnel in the UH area shall be immediately reported to installation security.

Authorized escort personnel may include prior approved UH staff, Government personnel, and Contractor agents. Each instance of providing escort services are required to be recorded at the Front Desk.

For each instance that the Contractor’s escort is granted authorized entry into a resident’s vacant room, the Contractor shall leave a “Notice of Entry” form prominently displayed in the room annotating the reason for entry and results. See Attachment J-1402000-21.

Informational Note:

Typical approximation of 10 escorts required a day, totaling about six hours of escort work time.

personnel with scheduled appointments.

Non-resident personnel are properly escorted in accordance with escort policy.

Escort services are provided with no more than one validated customer complaints per month.

All instances of escort services are recorded at the front desk accurately.

No instances of unauthorized personnel discovered in the UH area without immediate reporting to installation security.

3.1.5 Keys and

Locking Systems Management

The Contractor shall manage existing UH key and locking systems to ensure resident rooms are secured.

The key and locking systems for UH consist of:

1. Electronic Card Entry Database.

2. Electronic/Magnetic Key Card

System.

a. Vin Cards

b. Radio Frequency

Identification (RFID) Cards

3. Hard key system (Residential).

a. Metal keys

b. All generated metal keys under this contract for UH units shall have:

i. Stamped serialize numbering system

ii. Stamped “US Government – Do not Duplicate”

Keys and locking systems are accounted for and are operational at all times, and zero instances of failure to control keys without formal written notification documenting the event to the Unaccompanied Housing Manager.

No unauthorized access to housing units or common use areas due to Contractor mismanagement of keys or locking systems.

Item

Title Performance Objective

Related Information Performance Standard

4. Hard key system (Non-Residential Rooms).

a. Metal keys.

b. All generated metal keys under this contract for UH non-residential rooms shall have:

i. Stamped serialize numbering system

ii. Stamped “US Government – Do not Duplicate”

The Contractor shall maintain key control in accordance with CNIC Housing Desk Guide.

Refer to the Unaccompanied Housing Manager or designated Government personnel for policy on lost keys, replacement of keys, door locks, security notification, and lock assembly change.

Provide replacement keys as necessary.

In the event of a room change, resident must provide an approval to move signed by the Unaccompanied Housing Manager authorizing the move before being issued another key.

Assist occupant in gaining entry if their keys have been lost (after verifying right of entry) by issuing a new key 24/7 to their authorized room assignment. The service of cutting locks shall be performed as required to cut residents’ personal locks. This should be completed within 30 minutes of notification. The Contractor shall escort each resident who loses their key or is locked out of their room to authorized room assignment.

The Contractor shall issue and maintain all keys and locking systems. Keys shall be issued to resident and authorized personnel only. The Contractor shall re-key all rooms, if and when any master key is not accounted

All master keys and master key cards are logged in/out and inventoried on a daily basis 100% of the time.

Inventory of all metal and mechanical card room keys are conducted at least three times per week.

Item

Title Performance Objective

Related Information Performance Standard for, the Contractor shall bear all labor and material costs associated with the key control failure.

The Contractor shall inventory all metal and mechanical card room keys in accordance with CNIC Desk Guide Unaccompanied Housing Operations.

The key inventory report will be submitted in accordance with Section F.

Contractor shall notify the Government of key control failure (lack of accounting for any master key at any time) within one hour.

Inventory all metal and mechanical card room keys in accordance with CNIC Desk Guide Unaccompanied Housing Operations. The key inventory report will be submitted in accordance with Section F.

All Contractor personnel managing and servicing keys and locking systems shall be fully trained. The Contractor shall provide a list of trained personnel and the training curriculum to the KO/COR or designated Government personnel upon request.

3.1.6 Resident

Relations

The Contractor shall enforce local UH resident relation policies to resolve resident issues.

The Contractor is the point of contact for all resident issues and performs as liaison for the Navy.

The Navy will assume responsibility of resolution for issues that cannot be resolved by the Contractor. The Contractor shall notify the Housing Officer if the Contractor cannot resolve an issue.

The Contractor shall identify resident policy improvements and recommend changes of the policy to the Housing Officer.

The Contractor shall prepare, coordinate, and distribute residents’ notifications of disruptions outages, or services including but not limited to base power outages, boil/clear water notices, blocked access, pest control

Resident issues are managed in accordance with UH policy and resolved within two hours from the time of receipt.

The Contractor resolves 100% Of resident relation issues in a timeframe not to exceed two business days, unless otherwise authorized and specified by the

KO.

The Contractor resolves 100% of resident relation

Item

Title Performance Objective

Related Information Performance Standard spraying, radon testing/certification, housing projects, MEC, etc., The Contractor shall coordinate with Public Affairs Office (PAO) to disseminate the information to all residents that will be affected upon Government direction.

Coordinate, conduct, and attend Housing related meetings monthly, and Welcome to Guam/Smooth Move monthly.

The Contractor shall use the Government computer-based program, enterprise Military Housing (eMH). All modules shall be utilized.

The Contractor shall enforce local UH resident relation policies in accordance with DoD Housing Management 4165.63-M, CNIC Instruction 11103.5 series, CNIC Housing Desk Guide, UH Operations, and all other applicable requirements as identified in Attachment J-1402000-02 to resolve resident issues.

issues unless a Government designated representative is required for intervention.

3.2 Support

Services

The Contractor shall provide support services to ensure personnel and community support and property programs are provided.

The Contractor shall provide a full range of labor, material and support services to operate the NBG Unaccompanied Housing Program on Guam.

Contractor shall provide and implement a Training Plan for all Contractor employees in accordance with Section F.

An adequate management staff shall be provided with the necessary expertise to ensure services are performed in accordance with sound and efficient management practices.

Prepare, update, and submit to the Government the weekly situational report (SITREP) per Section F.

Contractor shall build and maintain a QR code that is posted in each room for service calls from residents.

Support Services are provided in a timely manner.

100% of Contractor personnel receive at least forty (40) hours of customer service and forty

(40) hours of UH specific training related to their position annually.

Reports are provided accurate and on time 100% of the time.

No more than two validated customer complaints are received based on customers served per month.

Item

Title Performance Objective

Related Information Performance Standard

The Contractor shall provide personnel with assistance to evaluation and comment forms, provided in attachment J-1402000-22.

Completed forms shall be submitted directly to the KO/Government designated representative.

Prepare, verify and correct as necessary Building Manager Reports and provide to the Government on a weekly (or upon request) basis listing any discrepancies (maintenance/ furniture/material conditions) and cleaned available rooms/spaces per Section F.

Maintain Navy Unaccompanied Housing Annual Utilization Report/IUS within the eMH program and provide to the Government upon request per Section F.

Contractor shall implement all required deliverables as described in Section C 1501000 specification items 3.1-3.2.3 (Work Control and Infrastructure Condition Assessment Program (ICAP) Services) to ensure proper documentation via NAVFAC

MAXIMO.

Discrepancies (maintenance/ furniture/material conditions) and cleaned available rooms/spaces.

Maintain Navy Unaccompanied Housing Semi-annual Utilization Report/IUS within the eMH program and provide to the Government upon request per Section F. Discrepancies (maintenance/furniture/material conditions) and cleaned available rooms/spaces.

Contractor shall prepare, update, and submit to the Government Vacancy, Occupancy, Utilization, Waitlist Building Manager Reports per Section F.

3.2.1 Furnishings, Appliances

The Contractor shall manage and

A list of all current FA&E and Storage Areas are provided in J-1402000-06.

Inventory and reporting data

Item

Title Performance Objective

Related Information Performance Standard

& Equipment

(FA&E)

Management maintain all FA&E, warehouse facilities, and inventories to ensure all equipment and facilities are clean, secure and function as intended.

Warehouse and storage areas are for receiving and control of FA&E only.

Services include proper storage techniques, security, and safety.

FA&E shall be stored and maintained in accordance with the manufacturer’s recommendations and standard commercial practices.

The Contractor shall maintain an accurate inventory list of all FA&E in-place (individual living units on-base, off-base, and in storage) and warehoused. The FA&E Inventory shall be provided per Section F.

The Contractor shall develop a disposal process that meets all NBG and DoD requirements for FA&E excessed or replaced. Copies of FA&E Disposal Documentation shall be provided to the Unaccompanied Housing Manager per Section F. See J-1402000-27 Furnishings Inventory Summary (Not GFP); J-1402000-28 for AAFB UH Appliances Inventory (Not GFP); J- 1402000-29 for AAFB UH/DORM Ice Machine Inventory (Not GFP).

The Contractor shall issue and track FA&E. Issuing services shall be performed in accordance with CNIC desk guide, DoD Manual 4145.19-R-1.

Appliances and equipment requiring replacement shall be issued within one day of notice.

The Contractor shall repair or replace inoperable appliances and equipment at the Contractor’s expense.

The Contractor shall use Navy’s Government computer-based program (eMH and NAVFAC MAXIMO) to maintain the Furnishing Inventory and provide accountability of furnishings and appliances.

submitted as required. Inventory is 100% accurate.

FA&E is free of dirt, smudges, stains, foreign matter, debris, odors, and is in normal working condition.

Disposal services are performed as required and all documentation is completed in a timely and accurate manner.

All property is issued in a timely manner, tracked and documented.

No instances of unapproved disposal of furnishings and appliances.

Item

Title Performance Objective

Related Information Performance Standard

The FA&E inventory shall accurately capture and record, at least, the following information:

Serial number Bar code Make/Model Description Condition Quantity Location Acquisition Cost Depreciation Cost/ Current Market Value Replacement Cost

The Contractor shall tag and barcode all FA&E as UH Government property.

The Contractor shall assemble new furnishings as required.

The Contractor shall assist residents calculate and understand applicable liabilities, such as repair and replacement.

The Contractor shall assemble new furnishings as required prior to delivery.

Contractor shall implement all required deliverables as described in Section C 1501000 specification items 3.1-3.2.3 (Work Control and Infrastructure Condition Assessment Program (ICAP) Services) to ensure proper documentation via NAVFAC

MAXIMO.

3.2.1.1 Loaner

Furniture and Appliance Program Management

The Contractor shall manage and maintain UH Loaner Furniture and Appliance Program while maintaining accountability for Government Furnished Property.

Contractor shall manage the following programs to include inventory management and accountability:

1. Government Furnished, Government Use Loaner Furniture

2. Government Furnished, Government Use Supplemental Furniture

3. Government Furnished Property

The Contractor shall use Navy’s Government computer- based program, enterprise Military Housing (eMH) to maintain inventory and

Malfunctioning or inoperable FA&E is repaired in accordance with Annex 1502000 requirements.

100% of assembled FA&E are bar coded at all times.

All property is issued in a timely manner, tracked and documented.

Item

Title Performance Objective

Related Information Performance Standard provide accountability of furniture and appliances.

The Contractor shall maintain and continuously update an accurate inventory of all FA&E in the warehouse and individual living units, on-base, off-base, and in-storage.

See attachments J-1402000-14 for Office Furnishings and Equipment;

J-1402000-18 for UH Loaner Furnishings and Appliances; and J- 1402000-19 for UH Supplemental Furnishings.

The Contractor shall take a sample inventory of 10% of the inventory line items monthly and provide that sample inventory to the Government.

Sample inventory shall include:

1. Serial number

2. Make/Model

3. Description

4. Condition

5. Location

6. Address

7. Bar code.

The Contractor shall implement all required deliverables as described in Section C 1501000 specification items 3.1-3.2.3 (Work Control and Infrastructure Condition Assessment Program (ICAP) Services)to ensure proper documentation via MAXIMO.

Develop and submit Unaccompanied Housing 5-Year Cycle Loaner Furnishings Replacement Plan, per Section F.

Develop and submit Unaccompanied Housing 8-Year Cycle Supplemental Furnishings Replacement Plan, per Section F.

Maintain a sufficient number of loaner FA&E and make them available for authorized residents.

Notify the Government within 1 hour of loss, damage, theft to FA&E.

No instances of FA&E being improperly stored.

No instances of FA&E awaiting disposal creating an unsightly, unsanitary, or unsafe condition.

Inventory and reporting data submitted to the Government as required.

Inventory is 100% accurate 100% of the time.

Monthly Sample Inventory performed containing with all required information, and the original copy submitted to the Government.

No instance of loaner FA&E issued over 90 days, unless approved by the Government.

Not more than two validated customer complaints are received based on customers served for the month.

Documentation of reported problems will contain solution and time to resolve.

Documentation will be current 100% of the time.

Item

Title Performance Objective

Related Information Performance Standard

The Contractor shall develop a disposal process that meets all Navy and DoD requirements for FA&E.

The Contractor shall provide copies of disposal documentation shall be provided to the COR on a monthly basis or as requested.

Malfunctioning or inoperable FA&E shall be assessed by qualified personnel. If repair requires more than a day, replacement FA&E will be issued within same day. Repairs for changed out equipment will be in accordance with Annex 1502000 requirements. Properly report any change outs to the Government.

3.2.1.2 Issuance of

Furniture, Fixtures and Equipment

(FF&E)

Contractor shall issue and track

FF&E.

Contractor shall issue and track FF&E per CNIC instruction and Desk Guides.

Contractor shall deliver appliances to residents on the economy off-base as needed using contractor vehicles.

Must be able to lift heavy equipment up to 75 pounds.

The Contractor shall repair damages to residents’ home caused by the Contractor during the delivery and/or pickup of FF&E at no additional cost to the government.

The Contractor shall use the Government computer-based program, enterprise Military Housing (eMH) and all modules shall be utilized.

Issuing services are performed in a timely manner. Not to exceed three regular working days upon receipt of request.

Tracking shall be inventoried and validated 100% of the time.

3.2.1.3 Maintenance

of Furniture, Fixtures and Equipment

(FF&E)

Contractor shall develop and implement a maintenance and replacement program for FF&E.

The Contractor shall:

1. Notify the Government when

FF&E has reached its useful life or has been damaged beyond threshold limit to repair.

2. Maintain warehoused FF&E in accordance with manufacturer recommendation and standard commercial practices.

3. Develop and implement a maintenance and replacement program.

FF&E are maintained in a safe, sanitary, visually attractive, and operable manner.

Exchange of customer's malfunctioning, inoperable or damaged FF&E is

Item

Title Performance Objective

Related Information Performance Standard

4. Exchange of customer's malfunctioning, inoperable or damaged FF&E.

5. Perform preventative maintenance (PM) only the Government furnished appliances to residents on the economy.

The Contractor shall use the Government computer-based program, enterprise Military Housing (eMH). All modules shall be utilized.

Informational Note:

Repair and replacement will be done under Annex 1502000.

completed within one working day of receipt of notification (with exception of refrigerators which is required to be delivered same day).

No more than two validated customer complaints are received based on customers served per month.

Documentation of reported problems will contain solution and time to resolve.

Documentation will be current 100% of the time.

3.2.1.4 Warehouse Manage and operate

warehouse and storage operations.

The Contractor shall operate unaccompanied housing furnishings warehouse during the following:

NBG Furniture Warehouse, Building 72 and Warehouse working hours:

1. Monday through Friday (excluding

Federal holidays)

2. 0730hrs to 1630hrs, local time.

MCBCB Furniture Warehouse, working hours:

3. Monday through Friday (excluding Federal holidays)

4. 0730hrs to 1630hrs, local time.

AAFB Furnishings Management Office (FMO) 14530 and Building 21005 working hours:

5. Monday through Friday (excluding

Federal holidays)

6. 0730hrs to 1630hrs, local time.

The Contractor shall pickup and deliver FF&E, and protect in-transit FF&E from damage, dirt, dust, and weather.

No instances of furniture and appliances being improperly stored.

Documentation is current and available for Government review.

No more than two customer complaints are received based on customers served per month.

Disposal completed appropriately as to ensure no instances of FF&E awaiting disposal creating an unsightly, unsanitary, or unsafe condition.

Item

Title Performance Objective

Related Information Performance Standard

The Contractor shall follow highest industry standards at all times performing warehousing operations, including separating, storing, and maintaining furnishings, equipment, and appliances.

The Contractor is responsible for receiving and issuing Bed in A Bag to the Front Desk Operations.

Protect warehoused items from dust, water, and damage at all times.

Sanitize, steam clean cushions, and upholstered furniture and maintain in a clean, sanitary, and slightly manner.

Assemble new FF&E as required.

Work with individual customers and establish pickup/delivery schedules convenient to the customers no later than three working days. The contractor may be required in urgent situations to deliver/pickup FF&E after hours or on weekends and/or Holidays.

Maintain separate storage areas for serviceable, unserviceable, repairable, and non-repairable furnishings and appliances.

Operate Unaccompanied Housing Furnishings Warehouse during regular working hours.

Maintain a sufficient number of loaner furnishings and make them available for authorized residents.

Notify the Government within 24 hours of loss or damage to, or theft of furnishings.

The Contractor shall use the Government computer-based program, enterprise Military Housing (eMH). All modules shall be utilized.

All documentation is current.

3.2.2 Change of

Occupancy Services

(COS)

The Contractor shall develop and implement a comprehensive

The Contractor shall perform associated tasks including bathroom cleaning, sweep and mop floors, vacuuming, dusting, replenishing supplies, remove

Quarters are clean, disinfected and free of dirt, stains, odors, smears, Item

Title Performance Objective

Related Information Performance Standard

COS program that will ensure quality housing is available to meet the needs of the Government in a timely manner.

The Contractor shall ensure that quarters are clean, fully equipped, operable and habitable.

and replace soiled linens, empty trashcans, and glass and mirror cleaning.

The FA&E typically found in a UH room are bed(s), chest of drawers, sofa, lamps, desk, chair, television, clock radio, microwave, and refrigerator.

The Contractor shall repair or replace inoperable FA&E per CNIC Housing Desk Guide, and applicable directives.

Furniture and other items moved during performance shall be returned to its original position.

During performance of a COS, the Contractor shall perform an inspection of the overall condition of quarters.

The Contractor shall provide the Government a detailed report for the resolution of any major repairs or maintenance required at the completion of each COS.

Tasks to be performed during Change of Occupancy detailed in J- 1402000- 23, Change of Occupancy and Maintenance Service Checklist in J-1402000-24, and J-1402000-25 Standard Operating Procedures.

The Contractor shall implement all required deliverables as described in Section C 1501000 specification items 3.1-3.2.3 (Work Control and Infrastructure Condition Assessment Program (ICAP) Services) to ensure proper documentation via NAVFAC

MAXIMO.

The Contractor shall use the Government computer-based program, enterprise Military Housing (eMH). All modules shall be utilized.

The Government may inspect any room at any time, without notice.

smudges, streaks, foreign matter, trash and debris and present a fresh appearance.

Item

Title Performance Objective

Related Information Performance Standard

3.2.3 Common

Use Areas— Exterior shall clean and maintain exterior UH accessories to ensure they are clean and in normal working condition.

Unaccompanied Housing accessories include, but are not limited to, recreation facilities and equipment, BBQ grills, picnic tables, smoking/picnic gazebos, and trash cans.

Exterior accessories that are defective or inoperable shall be secured and clearly marked and reported to the Government housing representative for DRMO or ultimate disposal.

Provide an Exterior Common Area Cleaning And Maintenance Schedule per Section F.

A list of all Exterior Common Use Areas is provided in J-1402000-07.

Outdoor furnishings are free of dirt and food residue.

Equipment and accessories are in normal working condition.

Services are performed per the accepted schedule

3.2.4 Abandoned

Property Management shall manage abandoned property to ensure it is stored, secured, and disposed of appropriately.

The Contractor is responsible for notifying the Government upon discovery of all abandoned property.

The Contractor shall confer with the Government to obtain proper authorization and guidance regarding the disposition of abandoned property.

The Contractor shall be responsible for the retainer or custody of abandoned property, as directed, and may be required to ensure safekeeping of such items (e.g., deserted, discarded, or vacated goods, possessions, belongings or personal items) for a period not to exceed 30 calendar days, wherein the items’ proper disposition must be obtained from the Government.

Abandoned property management is provided in accordance with Government guidance, instructions, regulations, and directives, including DoD 4165.63-M.

Government is informed immediately upon discovery of all abandoned property.

Abandoned property items are identified, inventoried, stored, secured, and disposed in accordance with requirements identified in Related Information.

Abandoned items are identified, inventoried, stored, and secured.

3.2.5 RESERVED

3.2.6 Storage

shall establish and implement a process for inventory, storage and security of personal property in

The Contractor shall maintain a storage area, room in the baggage storage for UH permanent party resident personnel.

Storage area is intended for resident property not allowed in rooms or when additional space is needed.

Personal items are inventoried and securely stored.

Stored items are accessible to authorized

Item

Title Performance Objective

Related Information Performance Standard order to ensure ample and easy access to items stored by permanent party personnel in accordance with the

CNIC

Unaccompanied Housing Operations Desk Guide.

The Contractor shall maintain and operate storage areas in accordance with CNIC Housing Desk Guide.

Access shall be provided during normal working hours. Contractor shall post and make available hours of access.

The Contractor shall perform storage management operation responsibilities, that include, but is not limited to:

1. Providing access

2. Storage area security

3. Prepare identification tags

4. Baggage movement and storage

5. Assist the owner in locating baggage for removal, etc.

Access to stored items shall be limited to authorized personnel.

The Contractor shall use the Government computer-based program, enterprise Military Housing (eMH) and all modules shall be utilized.

NBG UH Storage and Janitor Rooms Inventory is provided in attachment J- 1402000-16.

personnel during prescribe hours of operation.

There is no validated loss of personnel property.

Item

Title Performance Objective Related Information Performance Standard

4 Non-Recurring Work

Non-Recurring work may be ordered utilizing the DoD FEDMALL in accordance with Section H or on a task order in accordance with the

PROCEDURES FOR

ISSUING ORDERS clause in Section G. The order will specify the exact locations and types of work to be accomplished. The period of performance will be specified in each order.

Refer to non-recurring ELINs for task listings, descriptions and related requirements. All periods of performance are measured from issue date of order to acceptance of the work.

Performance Standards for non-recurring work will be the same as those in Spec Item 3 where applicable.

1402000 – UNACCOMPANIED HOUSING

SECTION F: DELIVERIES OR PERFORMANCE

DELIVERABLES

Annex/ Spec Item

Form

Attachment Number

Deliverable Title

Date(s) of Submission

Distribution

Frequency

Original

Copies (including original)

1402000/ 2.2.1

N/A Certification and Licenses

Within 15 days after award or as requested by the KO

KO 1 Once for initial submittal, then As Requested

1402000/ 2.3.1.1

N/A List of Personnel Requiring access to Government IT systems

30 days after award

KO 2 One time & As required

1402000/

N/A Budget Submittal As requested KO 2 Semi-annually

1402000/

N/A Policies And Directives

As requested KO 2 Semi-annually

1402000/ 3.1

N/A Command Building Occupancy Validation

No later than the last business day of each month

KO 2 Monthly

1402000/3.

1.5

N/A Key Inventory No later than the last business day of each month

COR 2 Monthly

1402000/3.

N/A Training Plan First work day of each fiscal year

COR 2 Annually

1402000/ 3.2

N/A Support Services

SITREP

No later than 12:00 noon the first business day of each week.

KO 2 Weekly & As Requested

1402000/ 3.2

N/A Vacancy, Occupancy and Building Manager Reports

No later than 12:00 noon.

Include Saturday and Sunday reports on Monday

COR 2 Weekly & As Requested

1402000/ 3.2

N/A Annual UH Inventory and Utilization System (I&U) Report

October 10 of each year

COR 2 Annually

1402000/ 3.2

N/A Semi-Annual Inventory and Utilization

April 30 of each year

COR 2 Semi-annually

1402000 –…