ANNEX 1402000 SECTION C UNACCOMPANIED HOUSING.docx
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- Solicitation number
- N62473-21-R0020
About this file
This document package contains a solicitation for an Indefinite Delivery Indefinite Quantity (IDIQ) Multiple Award Service Contract (MASC) and an annex related to unaccompanied housing services.
The solicitation is for an 8(a) set-aside IDIQ MASC to provide facility investment, pest control, integrated solid waste management, and grounds maintenance and landscaping services at Marine Corps Base Camp Pendleton, California. The successful offerors must be able to perform multiple task orders in multiple locations simultaneously within the Naval Facilities Engineering Command Southwest area of responsibility, including Arizona, California, Colorado, New Mexico, Nevada, and Utah. The initial task order is for recurring fixed-price services at Camp Pendleton, with additional non-recurring facility investment, pest control, and integrated solid waste management services to be ordered on an IDIQ basis. The response deadline and award dates are not specified.
The annex provides details on required unaccompanied housing services such as front desk operations, reservation services, check-in/out, message and mail services, keys and locking system management, furnishings and equipment management, change of occupancy services, common area maintenance, abandoned property handling, linen services, and storage management. It outlines personnel qualifications, inventory and reporting requirements, performance standards, and definitions and references applicable to the services.
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Text version
1402000 - Unaccompanied Housing
Table of Contents
| Spec Item |
| Title |
| 1 |
| General Information |
| 1.1 |
| Concept of Operations |
| 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 and Mail 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 |
| 3.2.2 |
| Change of Occupancy Services (COS) |
| 3.2.3 |
| Common Use Areas - Exterior |
| 3.2.4 |
| Abandoned Property Management |
| 3.2.5 |
| Linen Services |
| 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 Unaccompanied Housing (UH) services at various locations identified in each Task Order. |
| 1.1 |
| Concept of Operations |
| The Unaccompanied Housing (permanent party barracks for single sailors) Template includes services such as billeting and common operations, storage management, furnishings, appliances and equipment management, and change of occupancy services. |
1402000 - Unaccompanied Housing
| Spec Item |
| Title |
| Description |
| 2 |
| Management and Administration |
| 2.1 |
| Definitions and Acronyms |
| Definitions and Acronyms are listed in Section J of each Task Order. |
| 2.2 |
| Personnel |
| The Contractor shall provide personnel with the qualifications, technical knowledge, experience and skills required to efficiently manage, operate, and maintain Unaccompanied Housing. |
| 2.2.1 |
| Certification, Training, and Licensing |
| The UH Manager shall have a minimum of two years applicable experience in administration of unaccompanied housing operations, appropriated funds, and inventory management. |
The UH Manager shall have completed a minimum of one year of formal education at the college or university level. At least one subordinate, an Assistant UH Manager shall also meet the same qualifications as the UH Manager.
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 UH Manager or Assistant UH Manager to CNIC UH Regional Training in order to update their knowledge about UH Management. The UH Manager or Assistant UH Manager, upon return, will train personnel on the new methods learned. |
| 2.3 |
| Special Requirements |
| Safety requirements, operational restrictions, coordination requirements, workmanship, materials, equipment, and tools. |
| 2.3.1 |
| Management Information Systems |
| Electronic Military Housing (eMH), CNIC Clearinghouse and Microsoft Office Programs (Word, Excel, Powerpoint, Outlook, etc.) will be utilized. |
| 2.3.1.1 |
| System Access |
| The Government will provide access to the following systems Electronic Military Housing (eMH), CNIC Clearinghouse, etc. |
The Contractor shall submit per Section F, a complete List of Personnel Requiring access to Government IT systems. 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. |
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 Section J of each Task Order. |
1402000- Unaccompanied Housing
| Spec 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. |
Management is provided in accordance with DoD 4165.63-M.
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.
The Contractor shall strive for the 5 Star Accreditation Rating and Zumwalt Award for the Unaccompanied Housing Operation at every inspection/review.
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 Section J of each Task Order.
Estimated quantities for UH services are provided in Section J of each Task Order.
UH Personnel Support Equipment (PSE) is provided in Section J of each Task Order.
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.
The Contractor shall obtain at least a 3 Star Accreditation Rating.
| 3.1 |
| Front Desk Operations |
| The Contractor shall provide Front Desk Operation services to ensure resident personnel are accommodated. |
| Front Desk is staffed with at least one qualified cashier, 24 hours per day, seven days a week. |
| Front Desk is attended 100 percent of the time. |
| 3.1.1 |
| Reservation Services |
| The Contractor shall provide reservation services for customers ensuring accurate, prompt, courteous and professional services. |
| The Contractor shall perform UH reservation services, individual and group, in accordance with CNIC Housing Desk Guide. |
The Contractor shall receive and process reservation requests 24 hours a day, seven days a week, including holidays.
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.
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.
Records are accurate without discrepancies.
| 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 CNIC Housing Desk Guide. |
Customers are greeted and provided services within 5 minutes of arrival at desk.
Check-in and Check-out procedures are followed 100% of the time.
| 3.1.3 |
| Message and Mail Services |
| The Contractor shall provide timely and accurate message and mail services for resident personnel. |
| The Contractor shall transfer incoming calls to the correct resident’s room and take messages if voice mail/answering machine is not functioning. When a resident is unreachable to receive messages, it shall be immediately reported to the Housing Officer. |
Emergency messages shall be delivered to the resident’s room within 10 minutes of receipt. When a resident is unreachable to receive messages, it shall be immediately reported to the Housing Officer.
Resident information including room number and phone number shall not be provided without prior approval by the Housing Officer, resident.
Resident mail and/or packages received at the front desk shall be logged with time and date of receipt and securely stored at the front desk for resident pickup. The Contractor shall notify the resident by phone/message that mail and/or package has been received.
Messages are delivered accurately within the specified time.
No instances of lost or missing mail.
| 3.1. 4 |
| Escort Services |
| The Contractor shall provide escort services in accordance with local policy. |
| Non-resident personnel shall be assigned an escort at all times while in the UH area. Provide escort for maintenance personnel during maintenance/repair work requiring access to any occupant assigned room. |
Unauthorized personnel in the UH area shall be reported to installation security.
Escort services shall be available within 20 minutes of personnel arrival.
Personnel are properly escorted in accordance with escort policy.
| 3.1.5 |
| Keys and Locking Systems Management |
| The Contractor shall manage existing UH key and locking systems to ensure resident rooms are secure. |
| The key and locking systems consist of electronic card entry database and one metal key system. There is also a metal key system for non-guest room areas such as maintenance rooms. |
The Contractor shall maintain key control in accordance with CNIC Housing Desk Guide.
Refer to the Housing Officer 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 Housing Officer authorizing the move before being issued another key.
Provide local policy, e.g., Assist occupant in gaining entry if their keys have been lost (after verifying right of entry). Provide an escort for any resident who loses his key or is locked out of his room to his authorized room assignment. This may involve cutting locks or opening locks with master key
The Contractor shall issue and maintain all keys and locking systems. Keys shall be issued to resident and authorized personnel only.
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 upon request.
The Key System shall be 100% Electronic Key Card System. No hard keys, etc.
Keys and locking systems are accounted for and are operational.
No unauthorized access to housing units or common use areas due to Contractor mismanagement of keys or locking systems.
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.
| 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.
Resident issues are managed in accordance with UH policy and resolved within two hours of notification.
The Contractor resolves 95% of resident relation issues.
| 3.2 |
| Support Services |
| The Contractor shall provide support services to ensure personnel and community support and property programs are provided. |
Support Services are provided in a timely manner.
| 3.2.1 |
| Furnishings, Appliances & Equipment (FA&E) Management |
| The Contractor shall manage and maintain all FA&E, warehouse facilities, and inventories to ensure all equipment and facilities are clean, secure and function as intended. |
A list of all current FA&E and Storage Areas are provided in Section J of each Task Order. 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 and warehoused. The FA &E Inventory shall be provided per Section F.
The Contractor shall develop a disposal process that meets all Naval and DoD requirements for FA&E excessed or replaced. Copies of FA & E Disposal Documentation shall be provided per Section F.
The Contractor shall issue and track FA&E. Issuing services shall be performed in accordance with 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 at the Contractors expense.
The Contractor shall use a computer-based program (eMH) to maintain the Furnishing Inventory and provide accountability of furnishings and appliances.
The inventory will include at a minimum: serial #, bar code, make, description, condition, quantity, location, and cost of furniture and equipment.
The Contractor shall tag furniture and appliances as government property. The Contractor shall assemble new furnishings as required.
Inventory and reporting data submitted as required. Inventory is 99% 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.
| 3.2.2 |
| Change of Occupancy Services (COS) |
| The Contractor shall develop and implement a comprehensive 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. |
| The Contractor shall develop a detailed Plan/Schedule of Change of Occupancy Services to meet Government requirements and submit per Section F. |
Tasks may include bathroom cleaning, clean/mop floors, vacuuming, dusting, replenishing supplies, remove and replace soiled linens, empty trashcans 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.
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.
Informational Notes: The Government may inspect any room at any time.
Quarters are clean, disinfected and free of dirt, stains, odors, smears, smudges, streaks, foreign matter, trash and debris and present a fresh appearance.
| 3.2.3 |
| Common Use Areas - Exterior |
| The Contractor 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 fixtures, appliances, furniture, accessories, and common area accessories shall be free of debris and other foreign matter, and present a neat appearance.
Exterior accessories that are defective or inoperable shall be secured and clearly marked.
Provide an Exterior Common Area Cleaning And Maintenance Schedule per Section F.
A list of all Exterior Common Use Areas is provided in Section J of each Task Order.
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 |
| The Contractor shall manage abandoned property to ensure it is stored, secured, and disposed of appropriately. |
| Management is provided in accordance with DoD 4165.63-M |
The Contractor shall retain abandoned property, e.g., deserted, discarded or vacated goods, possessions, belongings or personal items, in safekeeping for 30 days until turn over to the Government or disposed.
Property is stored, secured, and disposed of per local procedures or instructions, regulations or directives identified in each Task Order.
| 3.2.5 |
| Linen Services |
| The Contractor shall provide linen services to ensure an adequate supply of clean linens. |
| At Check-in, the Contractor shall provide fresh linen for each new permanent occupant. Linens shall include four sheets, two pillowcases, one bedspread, one pillow and a mattress pad. Provide blanket upon request. |
The Contractor shall manage the permanent party resident linen exchange processes dirty/clean linen exchange policy for permanent party residents in accordance with local policy.
Linens shall be laundered free of dirt, stains, and discolorations, and have a fresh scent and appearance in accordance with NAVMED P-5010 standard.
The Contractor shall exchange all linens that are worn, torn, ripped, tattered, stained, soiled, discolored, thread bare, frayed or have holes.
Linens are clean and free of damage and stains.
Linen exchanges are provided in accordance with local policy and meet UH demands.
| 3.2.6 |
| Storage Management |
| The Contractor shall establish and implement a process for inventory, storage and security of personal property in order to ensure ample and easy access to items stored by permanent party personnel. |
| The Contractor shall maintain a storage area, storeroom in the registration desk area for permanent party resident personnel. Storage area is intended for resident property not allowed in rooms or when additional space is needed. |
The Contractor shall maintain and operate storage areas in accordance with CNIC Housing Desk Guide.
Access shall be provided 24 hours per day, 7 days per week.
Operation includes, but is not limited to:
· Providing access
· Storage area security
· Prepare identification tags
· Baggage movement and storage
· Assist the owner in locating baggage for removal, etc.
Access to stored items shall be limited to authorized personnel.
Personal items are inventoried and securely stored.
Stored items are accessible to authorized personnel during hours of operation.
There is no validated loss of personnel property.
1402000- Unaccompanied Housing
| Spec 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. |
File details come from the government source that posted it. Updated .