PWS-Furnishings Management-Revised.pdf

Performance Work Statement (PWS)

Furnishings Management Services at

Mountain Home AFB, Idaho

22 Feb 2022

DRAFT

Furnishings Management Services

Table of Contents

1.Vision Statement 4

1.1 Reserved 4

1.2. Reserved 4

1.3 Scope 4

2 General Requirements 7

2.1 Non-Personal Services 7

2.2 Business Relations 8

2.3 Contract Administration and Management 8

2.3.1 Contract Management 8

3.2 Contract Administration 8

2.3.3 Personnel Administration 8

2.4 Subcontract Management 8

2.5 Location and Hours of Work 9

3. Performance Requirements 9

3.1 Accountability and Inventory Control 9

3.2 Back Up Stock 10

3.3 Warehouse Operations 10

3.4 Material Handling 11

3.5 Scheduling 11

3.6 Deliveries 12

3.7 Pickups and Removal 12

3.8 Service Calls 12

3.9 Furniture Repair 12

3.10 Appliance Repair 13

3.11 Appliance Cleaning 13

3.12 Environmental Controls 13

4 Special Requirements 21

4 Government Furnished Materials 21

4.4 Materials 22

4.5 Records Management 23

5 Quality Assurance 23

6 Periodic Progress Meetings ………………………….…………………………………………….24

7. Continuation of Essential Department of Defense Services During Crisis Declared by the National Command Authority or Overseas Combatant Commander

8. Insurance

Appendix A Dormitory Campus Map 25

Appendix B Fire Stations (6300 & 203) and FMS Warehouse 26

Appendix C Incidental Government Furnished Equipment (Room Furnishings) 27

Appendix D. Estimated Dormitories and Warehouse Inventories 28 DRAFT

Furnishings Management Services

1. Vision Statement

Provide first class customer service to the unaccompanied airmen and Airman Dorm Leaders (ADLs) assigned to the 366th Fighter Wing (FW) without mission degradation.

1.1. Reserved

1.2. Reserved

1.3 Scope

The contractor shall provide all personnel, equipment, tools, materials, supplies, supervision, fuels, and transportation except those specified as government furnished necessary to operate the Furnishings Management Section (FMS) IAW with this performance of work (PWS) and Air Force instruction 32-6000 as noted herein. Tasks include responsibility and accountability of assets located in all dormitories (7), and other approved locations (2), on Mountain Home AFB (MHAFB). A quarterly Preventative Maintenance Service of washers, tumble dryers, and Ice machines, laundry rooms and other areas as required. Repair, maintenance, and cleaning service shall be conducted on site when practical. The contractor shall ensure performance of all repairs, testing, and cleaning of appliances IAW commercial standards and as outlined in AFI 32-6000.

1.3.1 The contractor shall provide routine upkeep, cleaning, and minor maintenance for the government-furnished facility. Housekeeping of the administrative and warehouse areas shall be in strict compliance with all OSHA, AFOSH, and warehouse management standards of occupational safety and cleanliness.

1.3.2 Office and warehouse safety practices shall be in compliance with all OSHA, AFOSH, and warehouse management standards of occupational safety.

1.3.3 Warehouse will be maintained IAW AFJMAN 23-210, Joint Service Manual (JSM) For Storage and Materials Handling and The Air Force Housing Support Facilities Guide, Chapter 4, Furnishings Management Warehouse.

1.3.4 The contractor shall manage and perform all areas identified as the responsibility of the furnishings management function and perform all procedures and tasks IAW AFI 32- 6000 chapter 9 and all other applicable instructions, manuals, or guidelines associated with the safe operation of warehouse and office environment.

1.3.5 The contractor must be able to gain a Common Access Card (CAC) in order to have access to the Air Force Enterprise Military Housing (eMH) information technology system.

The process for CAC involves background checks and minor investigation process Access to eMH is required to account for furnishings, equipment, and appliances in each unaccompanied housing facility, to include the warehouse. The computer generated bar code system shall be used to identify and account for all government assets in the warehouse and all other government facilities under the control of the Housing Manager.

The contractor is the primary custodian for all Unaccompanied Housing furnishing assets.

Complete an inventory and assessment of all FMS assets and issued furnishings within 30 calendar days after contract award.

1.3.6 Maintain a clear and defined audit trail of all furnishings transactions using an AF Form 228, (Furnishing Receipt and Condition Report) or eMH equivalent document.

Maintain a master inventory, AF Form 228, reflecting total furnishings issued to each customer. The contractor has full responsibility for accountability for all furniture, equipment, and appliance items located in the warehouse. Accountability of all items issued to the dorms on the master AF Form 228 belongs to the senior Dormitory Leader (ADL). However; FMS must conduct an annual review of at least 30 percent of member account files by comparing the AF FM 228 to the assets issued.

1.3.7 Receive inventory, unload, store, and sign documentation of all furnishings at the FMS facility. Inspect received property to ensure that items received match the descriptions and quantities ordered. Inspect for damage to include warranted items for the equipment label.

FMS Manager shall maintain all factory purchase warranties and track any recalls on appliances.

1.3.8 Ensure there is 3 percent back-up stock IAW AFI-32-6000, paragraph 9.12. Project requirement in the budgeting phase for back-up stock, notify Superintendent, Dormitory Management, and Housing Manager when approaching the standard.

1.3.9 Contractor shall be responsible for uploading, downloading, and replacement of furnishings into new or renovated dormitories, accept requests, issue furnishings, and eMH.

Within three (3) workdays of receipt of the request, the contractor shall deliver, unpack, inspect, and assemble the furnishings and place them in the location required. This function shall include removal of all packing material. The manhour rate shall be established in the schedule and payment shall be made based on the actual quantity of man-hours used. The rate in the Schedule of Supplies/Services shall include labor for removal, installation, and disposition of existing furnishings, transportation, and all other associated costs for a complete job. See Service Delivery Summary. The contractor shall submit all requests for extra hours to the Contracting Officer (CO) for approval before any extra hours are worked. Time sheets shall be submitted with any invoice for extra hours and must match the extra hours request submitted by the contractor to the Contracting Officer Representative (COR) in order to validate the number of hours actually worked.

1.3.10 Make data entries in eMH upon receipt of turn-in request and actual receipt of furnishings. The contractor shall coordinate the date and time of pick up (pick up shall be within three (3) workdays after notification by the government).

1.3.11 Furnishings that are turned in/condemned, the contractor shall make arrangements to turn them in to Defense Reutilization Management Office (DRMO). The contractor shall maintain all necessary documents to reflect final disposition of all government assets turned in to DRMO. The contractor shall report excess furniture to the Housing Manager so they can notify 3366 FW A4/A4CF for final disposition instructions of excess furnishings.

1.3.12 SCHEDULING: The ADL Office staff shall routinely provide the FMS with a list of deliveries and pickups two (2) working days in advance of the required delivery and/or pick up date. The scheduled time for deliveries and pick up are between the hours of 0700- 1600. It is the FMS’s responsibility to ensure all scheduled deliveries/pick-ups are made within the allotted time-frame.

1.3.13 DELIVERY OF FURNITURE AND INSTALLATION OF APPLIANCES: All furniture and appliances shall be loaded at the FMS warehouse and delivered to the customer. All furniture items shall be assembled and placed in the customer’s residence. Appliances shall be installed and tested according to the manufactures instruction manual. In the event the contractor is unable to complete any installation or where the contractor encounters problems, they are to contact the ADL and COR immediately from the customer’s residence and advise the ADL and COR. The contractor is responsible for ensuring all components, parts, and accessories (i.e. vent hoses, fill pipes, shelves, rails, legs etc.) are present, assembled, and delivered. The contractor shall provide all necessary protection to keep appliance, furniture, and the residences free from damage during movement from FMS to the customer’s residence by protecting items loaded onto vehicles during transit. The contractor is responsible for any theft, damage, or loss of government property at any time when the item(s) are considered under the care and possession of the contractor.

Contractor shall not redeliver furniture and appliances collected while en route. A new AF Form 228 shall be generated using eMH and submitted to the ADL by 0800 the following work day. All deliveries shall be completed IAW the schedule.

1.3.14 PICK-UP AND REMOVAL OF FURNITURE AND APPLIANCES: All furniture items shall be collected and disassembled where applicable and returned to the FMS warehouse.

Appliances shall be disconnected at the source by FMS personnel. All government assets collected shall be returned to the FMS warehouse by close of business that working day.

The contractor shall provide all necessary protection to keep appliances and furniture free from damage. This includes during movement from all government buildings back to the FMS warehouse by protecting items loaded onto vehicles during transit. A new AF Form 228 shall be generated using eMH and submitted to the ADL by 0800 the following work day. All pick-ups shall be completed IAW the schedule.

1.3.15 SERVICE CALLS: The contractor’s service call program will be from 0800-1600, Monday – Friday. The contractor’s program shall have the capability to complete a service call immediately for all emergency requests and three (3) working days for all other types of service calls. Upon FMS notification, all appliance malfunctions shall be considered an emergency and replaced immediately.

1.3.16 FURNITURE, APPLIANCE REPAIR AND MAINTENANCE PROGRAM: IAW AFI

32-6000, paragraph 9.11. 9.13., the contractor shall establish and maintain a repair program. All repairs shall be conducted in the FMS Warehouse facility and/or the dormitories. The contractor shall ensure appliances are maintained IAW the manufacturer’s recommended actions. The contractor shall collect upon request from the ADL the furniture, appliances, and equipment which require repair. If a suitable replacement is in the warehouse, the requested item shall be replaced. The item(s( which require maintenance shall be worked on by FMS personnel unless the work required is beyond their expertise in which case FMS personnel will obtain (3) three quotes from vendors for repair and report their findings to the Superintendent and Housing Manager. Upon return of furnishing item to the ADL, a new AF Form 228 will be generated using eMH and submitted to the ADL by 0800 the following work day.

1.3.17 Establishment of a Preventative Maintenance (PM) Program is governed by AFI 32- 6000, paragraph 9.11.2. The contractor shall provide a monthly PM service of washers, dryers, and ice machines located in dormitory laundry rooms and other areas. The minimum PM program service for washers shall consist of a full minimum cycle check, hot and cold water hose inspection. PM Service of dryers shall include removal of lint from exhaust system, internal building vent system, and internal appliance electrics, oiling of all components as required and replacement of vent hoses if necessary. The minimum service for ice machines shall consist of internal cleaning and filter replacement IAW manufactures specifications. Appliances may require stripping down in order to gain access to these areas. A cycle test shall be required upon service completion of all appliances. Appliances assessed as requiring repair and/or replacement shall be reported to the Superintendent and the COR immediately after FMS personnel have determined it is in the best interest of the government to repair and/or replace using the criteria outlined in paragraph 9.11. If the appliances require removal from the building due to replacement, a new AF Form 228 will be generated using eMH and submitted to the ADL by 0800 the following work day.

1.3.18 REPLACEMENT PARTS: The contractor shall have full responsibility for replacement parts and shall maintain an adequate system to provide the COR with data reports of all parts used and on order. Notwithstanding any other provisions of the contract, the contractor shall be reimbursed upon submission of the paid invoice for the parts indicated on the accompanying copy of the service call. The contractor shall notify the Superintendent and the ADL when any replacement part must be ordered and repair delays are expected. The contractor shall not exceed established repair cost limits without prior approval by the Superintendent as established in AFI 32-6000, paragraph 9.11.3. FMS personnel shall identify unserviceable furnishings, equipment, or appliances and cannibalize all serviceable parts. These parts shall then be used on appliance repairs and annotated accordingly on repair work orders.

1.3.19 DOCUMENTATION: AF Form 228 (Furnishing Receipt and Condition Report): FMS personnel are responsible for generating an AF Form 228 for every furnishing, appliance, and equipment transaction with the ADLs. All documentation is subject to the Privacy Act of 1974 and shall be treated accordingly. The contractor shall hand the ADL an FMS Customer Critique for all transactions when completing pick-up and deliveries. The ADLs will fill out the critique and forward all critiques to the COR every Friday by 1500.

2 General Requirements This section describes the general requirements for this effort. The following sub-sections provide details of various considerations on this effort.

2.1 Non-Personal Services

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the COR and CO immediately.

2.2 Business Relations

The contractor shall successfully integrate and coordinate all activities needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

2.3 Contract Administration and Management

The following subsections specify requirements for contract, management, and personnel administration.

2.3.1 Contract Management: The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the support operations and the contractor's corporate offices.

2.3.2 Contract Administration: The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions in a timely fashion. The contractor shall have a point of contact between the Government and Contractor personnel assigned to support contracts or task orders. The contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

2.3.3 Personnel Administration: The contractor shall make available employees during designated Government non-work days or other periods where Government offices are closed due to weather or security conditions. The contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the PWS requirements. The contractor shall make necessary travel arrangements for employees.

The contractor shall provide necessary infrastructure to support contract tasks. The contractor shall provide administrative support to employees in a timely fashion (time keeping, leave processing, pay, emergency needs).

2.4 Subcontract Management

The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The contractor shall manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations.

The contractor may add subcontractors to their team after notification to the PCO or COR.

Cross teaming may or may not be permitted.

2.5 Location and Hours of Work

Normal workdays are Monday through Friday except US Federal Holidays. FMS Office operating hours are from 0700 - 1600. Under certain situations the contractor shall be required to work other than normal hours to include emergency or special events.

3 Performance Requirements The following section specifies the Performance Objectives and Performance Elements for the contract.

3.1 Accountability and Inventory Control

3.1.1. FMS will maintain control of all government owned furnishings, to include hard and soft goods (furnishings), and appliances/equipment. FMS shall update inventory in eMH based on initial acquisitions, transfers, issues/turn-ins, annual assessments and/or final disposition of furnishings items.

Performance Standards

a) Standard (STD): Accurate, Complete, and Timely

Acceptable Quality Level (AQL): 95%

3.1.2. FMS shall ensure all serialized and non-serialized assets are barcoded and captured in eMH. Stock Number, Make, Model, Serial Number (as applicable), date of purchase, cost, values, and quantities will be entered into eMH. The barcode label shall be affixed neatly to the backside of all items.

Performance Standards

a) STD: Accurate, Complete, and Timely

AQL: 95%

3.1.3. FMS shall process all transactions in eMH. Other forms of documentation shall not be accepted for inventory assessment and certification purposes.

Performance Standards

a) STD: Accurate, Complete, and Timely

AQL: 95%

3.1.4 The contractor shall conduct a semiannual physical inventory and condition assessment of furnishings, equipment and appliances. The CO shall be notified of any inventory discrepancies and initiate a Report of Survey for loss, damage or destruction of property IAW DoD 7000.14-R, DoD Financial Management Regulation, Volume 12, Chapter 7, Financial Liability for Government Property Lost, Damaged, Destroyed, or Stolen, update eMH and issue each agency a new master eMH-generated Delivery Order.

Performance Standards

a) STD: Accurate, Complete, and Timely

AQL: 95%

3.2 Back Up Stock

3.2.1. Installations may maintain back-up stock for all non-GOQ furnishings and appliances but may not exceed 3 percent per item. Purpose of back-up stock is to provide replacement for items being repaired or out-of-cycle condemned goods. Installations shall not include requirements for scheduled replacement for the end of life-cycle in the calculation of back-up stock level. The Commander must submit a waiver request for requirements exceeding 3percent through AFCEC/CI to AF/A4C for approval.

Performance Standards

a) STD: Satisfactory / Unsatisfactory

AQL: No more or less than 1% deviation of total inventory per building

3.3 Warehouse Operations

3.3.1. Furnishings management facilities should meet or exceed standards set in AFJMAN 23-210, Joint Service Manual for Storage and Materials Handling, and the Air Force Housing Support Facilities Guide, Chapter 4, Management Warehouse (Attachment 15.19). (T-1) Refer to Chapter 11 regarding warehouse storage facilities.

Performance Standards

a) STD: Accurate, Complete, and Timely

AQL: 95%

3.3.2. A staging area for processing inbound and outbound furnishing. A small workshop for minor maintenance and repair of furniture items.

Performance Standards

a) STD: Accurate, Complete, and Timely

AQL: No more than 1% deviation per month

3.3.3. A secured/locked storage area within the FM warehouse for high value or pilferable items IAW AFJMAN 23-210, AFMAN 32-1084, Standard Facility Requirements, and the Air Force Housing Support Facilities Guide.

Performance Standards

a) STD: Accurate, Complete, and Timely

AQL: No more than 1% deviation per month

3.3.4. A segregated storage area to separate O&M and FH appliances and furnishings.

Performance Standards

a) STD: Accurate, Complete, and Timely

AQL: No more than 1% deviation per month

3.4 Material Handling

3.4.1. The FMS shall follow established safety procedures and comply with required Occupational Safety and Health Administration laws and regulation, as applicable. (T-0) They must coordinate with the 366 FW Safety Office on all matters relating to safety and accident prevention.

Performance Standards

a) STD: Accurate, Complete, and Timely

AQL: No more than 1% deviation per month

3.4.2. Stack mattresses and box springs in a manner that prevents safety hazards or damage to the assets. Observe manufacture recommend stacking limitations.

Performance Standards

a) STD: Accurate, Complete, and Timely

AQL: No more than 1% deviation per month

3.4.3. 1). Block refrigerator doors open when storing used refrigerator for air circulation to prevent odors and mildew. New refrigerators may be stored with doors closed in its original packaging (or repacked after labeling) for protection. 2) Use furniture pads or paper wrapping materials to protect furnishings while transporting, unless they are already packed in corrugated or plastic shipping containers. 3) Cover items that are not in boxes or containers. 4) Inspect, service and then store returned assets to the back of the stock so that the assets are rotated and used for the fullest extent of life expectancy. 5) Verify the identification, quantity, and condition of furnishings and immediately report any damages or poor quality to the COR. 6) Use the date of receipt to determine depreciation allowances on statements of charges, cash collection vouchers, deficiency reports, and reports of survey and the date of receipt for furnishings replacement. (T-1)

Performance Standards

a) STD: Accurate, Complete, and Timely

AQL: No more than 3% deviation per month

3.5 Scheduling

3.5.1. The Contractor shall provide to the FMS office the schedule accomplished from the UHO list for that day's service.

Performance Standards

a) STD: Accurate, Complete, and Timely

AQL: No more than 1% deviation per month

3.6 Deliveries

3.6.1 The Contractor shall ensure all deliveries are complete with all component parts present and item placed and completely installed to customer's and ADL satisfaction with paperwork submitted to ADL by 0800 of the next working day.

Performance Standards

a) STD: Accurate, Complete, and Timely

AQL: No more than five (5) defects per month

3.7 Pickups and Removal

3.7.1 The Contractor shall completely disconnect, disassemble, and remove all furniture and appliances for all pick-up and removal requests. When requested by ADL an exchange of appliance shall be carried out.

Performance Standards

a) STD: Accurate Complete, and Timely

AQL: No more than five (5) defects per month

3.8 Service Calls

3.8.1. The Contractor shall complete all service requests and annotate all requests on a service call sheet within four hours for all service calls.

Performance Standards

a) STD: Accurate, Complete, and Timely

AQL: No more than five (5) defects per month

3.8.2. The Contractor shall correctly test and adequately document all appliances connected for all service calls.

Performance Standards

a) STD: Accurate, Complete, and Timely

AQL: No more than two (2) defects per month

3.9 Furniture Repair

3.9.1. The FMS shall must determine whether furnishings require repair or replacement due to fair wear and tear or negligence and inform members of personal liability. (T-1) Local processes for receiving and delivery of repair requirements should be established based on repair programs.

Performance Standards

a) STD: Accurate, Complete, and Timely

AQL: No more than two (2) defects per month

3.10 Appliance Repair

3.10.1. The Contractor shall correctly test, repair, document, affect a certificate of serviceability, and return all appliances to UHO within thirty-five (35) calendar days for all appliance repairs.

Performance Standards

a) STD: Accurate, Complete, and Timely

AQL: No more than two (2) defects per month

3.11 Appliance Cleaning

3.11.1. The Contractor shall clean to standard, document, affect a certificate of serviceability, and return all appliances to UHO within five (5) working days for all appliance cleaning.

Performance Standards

a) STD: Accurate, Complete, and Timely

AQL: No more than two (2) defects per month

3.12 Acquisition of Materials

3.12.1 The contractor shall acquire items from a variety of commercial vendors, industrial vendors (including small and local businesses within 75 miles from MHAFB).

3.12.2 The contractor shall bill for reimbursement once items are received by the government.

3.12.3 Provide current and accurate status of all orders (includes backorders) upon request. The contractor shall respond within two (2) business days for routine requests, four (4) hours for emergency and/or urgent requests with pricing and availability of orders.

3.13 Environmental Controls

3.13.1 Hazardous Material Inventory and Safety Data Sheets: SDS are required as specified in the latest version of Federal Standard No. 313 for all potentially hazardous materials. SDSs must be submitted by the Contractor upon contract award to the CO, COR, and Hazardous Materials Program Manager (366 FW/A7IE) at 208-828-1684/6351 for a determination of whether or not a product is a HAZMAT and what additional requirements may be applicable/necessary. Approval is required before bringing any hazardous materials (HAZMAT) onto the installation. The government (HAZMART personnel) shall inventory all chemicals which the Contractor brings onto MHAFB. Any products that meet the criteria of “Hazardous Waste” must be bar coded and tracked until permanently removed from MHAFB. The inventory shall be performed prior to commencement of work.

Criteria for identifying hazardous waste, is contained in Subpart C of 40 CFR, Part 261.

3.13.2 Material Storage and Use. The contractor shall follow manufacturer's guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling, this includes hazardous materials.

3.13.3 Notification of Environmental Spills. If a spill occurs, the person discovering the spill shall make every effort to stop the product flow, when possible, warn personnel, shut off ignition sources, contain the spill, make notifications, and begin cleanup. If the spill is considered an emergency and there is a potential life, health, fire, or other safety hazard, the MHAFB Fire Department shall be notified IMMEDIATELY. The contractor shall be responsible for cleaning up small spills safety and within their capabilities to do so.

Generally, a spill of only a few gallons shall be recovered by the contractor using absorbent materials or a spill kit. Recovered product and contaminated materials shall be packaged and staged for disposal IAW MHAFB hazardous waste procedures. Contact the Environmental Office (208-828-6351) for guidance. The liability for the spill or release of such substances rests solely with the contractor and its agent.

3.13.4. Waste. Identify, label, handle, store, and dispose of hazardous waste or debris IAW federal, state, and local regulations. Ensure all waste has undergone the appropriate hazardous waste determination and documentation is retained for these determinations. Do not dispose of hazardous waste on MHAFB. Do not discharge any waste to a sanitary sewer, storm drain, or to surface waters or conduct waste treatment or disposal on Government property without written approval of the CO. Consult with the Hazardous Waste Program Manager (366 FW/A7IE) at 208-828-1684/6351 prior to disposal of any waste.

Service Summary (SS) Furnishings Management Services

Statements Standards/AQLs Inspection Method

1.3.1 Housekeeping Visual

1.3.1 The house

keeping of the administrative and warehouse areas shall be in strict compliance with all OSHA, AFOSH, and warehouse management standards of occupational safety and cleanliness.

a) Daily

AQL: 95%

Weekly perform visual walk thru by FMS Contractor and COR to verify housekeeping of the administrative and warehouse areas shall be in strict compliance with all OSHA, AFOSH, and warehouse management standards of occupational safety and cleanliness.

Statements Standards/AQLs Inspection Method

1.3.2 Safety Daily visual inspection

1.3.2 Warehouse safety

practices shall be in compliance with all OSHA, AFOSH,

b) Daily AQL: No more than 1% deviation per month

FMS Contractor to Perform daily walk thru of all areas of responsibility to determine if area is in compliance with and warehouse management standards of occupational safety.

all OSHA, AFOSH, and warehouse management standards of occupational safety.

Statements Standards/AQLs Inspection Method

1.3.3 Warehouse

Management Monthly walk thru by FMS Contractor

1.3.3 Warehouse will be

maintained in accordance with all commercial warehouse management practices.

c) Daily AQL: No more than 1% deviation per month

Monthly perform visual walk thru of warehouse to ensure it is maintained in accordance with all commercial warehouse management practices.

Statements Standards/AQLs Inspection Method

3.1 Inventories Report generated monthly

3.1.1 3.1.1. Maintain and update inventory list in eMH based on initial acquisitions, transfers, issues/turn-ins, annual assessments and/or final disposition of furnishings items.

a) Accurate, Complete, Timely AQL: No more than 1% deviation per month

Contractor to provide monthly inventory from eMH based on initial acquisitions, transfers, issues/turn-ins, annual assessments and/or final disposition of furnishings items.

Statements Standards/AQLs Inspection Method

3.2 Back Up Visual/eMH Report

3.2.1 Maintain

furnishing back-up stock not to exceed maximum allowance of three-percent of all furnishings

a) Satisfactory / Unsatisfactory AQL: No more or less than 1% deviation of total inventory per building

Visual inspection performed using inventory to verify 3% stock for backup is maintained.

items.

Statements Standards/AQLs Inspection Method

3.3 Deliveries Visual Daily Inspection

3.3.1 The FMS must

ensure that the warehouse meets or exceeds the standards outlined in AFJMAN 23- 210, Joint Service Manual (JSM) For Storage and Materials Handling, and the Air Force Housing Support Facilities Guide, Chapter 4, Furnishings Management Warehouse.

a) Accurate Complete Timely AQL: No more 5 defects per month

FMS contractor will need to inspect the warehouse to ensure the warehouse adheres to guidelines outlined in AFJMAN 23-210, Joint Service Manual (JSM) For Storage and Materials Handling, and the Air Force Housing Support Facilities Guide, Chapter 4, Furnishings Management Warehouse.

Statements Standards/AQLs Inspection Method

3.3 Deliveries Visual Daily Inspection

3.3.2 FMS will ensure

there is a staging area for processing all inbound and outbound furnishings.

Separate areas will be maintained for minor maintenance and repair of furniture items to ensure there is no co-mingling of serviceable and unserviceable items.

a) Accurate Complete Timely AQL: No more 5 defects per month

FMS Contractor will inspect area of responsibility to ensure there is a staging area for processing all inbound and outbound furnishings. Separate areas will be maintained for minor maintenance and repair of furniture items to ensure there is no co-mingling of serviceable and unserviceable items.

Statements Standards/AQLs Inspection Method

3.3 Deliveries Visual Daily Inspection

3.3.3 FMS will secure all

high value or pilferable items in a secure/locked storage area at all times.

a) Accurate Complete Timely AQL: No more 5 defects per month

Daily performed by FMS contractor.

Statements Standards/AQLs Inspection Method

3.4 Material Handling Visual Monthly Inspection

3.4.1 FMS will follow all

established safety procedures and comply with Occupational Safety and Health Administration laws and regulation.

a) Accurate Complete Timely AQL: No more 1% defects per month

FMS Contractor will perform a visual inspection monthly to ensure safety procedures and compliance with Occupational Safety and Health Administration laws and regulation is being maintained.

Statements Standards/AQLs Inspection Method

3.4 Material Handling Visual Daily Inspection

3.4.1 FMS will follow all

established safety procedures and comply with Occupational Safety and Health Administration laws and regulation.

a) Accurate Complete Timely AQL: No more 1% defects per month

FMS Contractor will ensure daily operations follow all established safety procedures and comply with Occupational Safety and Health Administration laws and regulation.

Statements Standards/AQLs Inspection Method

3.4 Material Handling Visual Inspection

3.4.2 Stack mattress

and box springs in a manner that prevents safety hazards or damage to assets..

a) Accurate Complete Timely AQL: No more 1% defects per month

FMS Contractor will stack mattress and box springs in a manner that prevents safety hazards or damage to assets, this in accordance with AFI-32-6000 Furnishings Management Program 18 March 2020.

Statements Standards/AQLs Inspection Method

3.4 Material Handling Visual—Daily Inspection

3.4.3 1) Block refrigerator doors open when storing used refrigerator for air circulation.

2) Use furniture pads or paper wrapping materials to protect furnishings during

a) Accurate Complete Timely AQL: No more 3% defects per month

FMS Contractor is to ensure to: 1) Block refrigerator doors open when storing used refrigerator for air circulation. 2) Use furniture pads or paper wrapping materials to protect furnishings during transport.

transport. 3) Cover items that are not in boxes or containers while in warehouse. 4) Inspect service and store returned assets to the back of the stock, ensuring that they are rotated. 5) Verify the identification, quantity, and condition of furnishings that are received into the warehouse.

Report damage immediately to the COR. 6) Maintain records on the date of delivery on furnishings items.

7) Determine depreciation allowances for cash collection vouchers, reports of surveys, and deficiency reports.

8) Maintain appliance warranty data via AF Form 4302, Appliance Warranty and affix to the back of each appliance.

3) Cover items that are not in boxes or containers while in warehouse. 4) Inspect service and store returned assets to the back of the stock, ensuring that they are rotated. 5) Verify the identification, quantity, and condition of furnishings that are received into the warehouse. Report damage immediately to the COR. 6) Maintain records on the date of delivery on furnishings items. 7) Determine depreciation allowances for cash collection vouchers, reports of surveys, and deficiency reports. 8) Maintain appliance warranty data via AF Form 4302, Appliance Warranty and affix to the back of each appliance..

Statements Standards/AQLs Inspection Method

3.5 Scheduling Check Daily With ADL

Office

3.5.1 The Contractor

shall provide to the FMS office the schedule accomplished from the UHO list for that day's service.

a) Accurate Complete Timely AQL: No more 1 defects per month

FMS Contractor will be provided a daily schedule based on daily activities of the Airman Dormitory office.

3.6 Deliveries COR will ensure and inspect

all deliveries for accuracy of delivery.

3.6.1 The Contractor

shall ensure that all deliveries are complete with all component parts present and item placed and completely installed to customer's and ADL satisfaction with paperwork submitted to ADL by 0800 of the next working day

a) Accurate Complete Timely AQL: No more than five (5) defects per month

The Contractor shall ensure that all deliveries are complete with all component parts present and item placed and completely installed to customer's and ADL satisfaction with paperwork submitted to ADL by 0800 of the next working day.

Statements Standards/AQLs Inspection Method

3.7 Pickups and

Removal Daily monitored by FMS Contractor. COR or ADL will pass on this type of request.

3.7.1 The Contractor

shall completely disconnect, disassemble, and remove all furniture and appliances for all pick-up and removal requests.

When requested by ADL an exchange of appliance will be carried out.

a) Accurate Complete Timely AQL: No more than five (5) defects per month

The Contractor shall completely disconnect, disassemble, and remove all furniture and appliances for all pick-up and removal requests. When requested by ADL an exchange of appliance will be

Statements Standards/AQLs Inspection Method

3.8 Service Calls Visual status report of

service call

3.8.1 The Contractor

shall complete all service requests and annotate all requests on a service call sheet within four hours for all service calls.

a) Accurate Complete Timely AQL: No more than five (5) defects per month

The Contractor shall complete all service requests and annotate all requests on a service call sheet within four hours for all service calls.

3.8 Service Calls Visually by COR or ADL

3.8.2 The Contractor

shall correctly test and adequately document all appliances connected for all service calls.

a) Accurate Complete Timely AQL: No more than two (2) defects per month

The Contractor shall correctly test and adequately document all appliances connected for all service calls.

Statements Standards/AQLs Inspection Method

3.9 Furniture Repair Visual Inspection of repair

by COR.

3.9.1 The Contractor

shall correctly test, repair, document, affect a certificate of serviceability, and return all furniture to UHO within five (5) working days for all repaired furniture items

a) Accurate Complete Timely AQL: No more than two (2) defects per month

The Contractor shall correctly test, repair, document, affect a certificate of serviceability, and return all furniture to UHO within five (5) working days for all repaired furniture items

Statements Standards/AQLs Inspection Method

3.10 Appliance Repair Visual inspection by COR or

ADL after repair is completed.

3.10.1 The Contractor

shall correctly test, repair, document, affect a certificate of serviceability, and return all appliances to UHO within thirty-five

(35) working days for all appliance repairs.

a) Accurate Complete Timely AQL: No more than two (2) defects per month

The Contractor shall correctly test, repair, document, affect a certificate of serviceability, and return all appliances to UHO within thirty-five (35) working days for all appliance repairs.

Statements Standards/AQLs Inspection Method

3.11 Appliance

Cleaning Visual inspection after cleaning performed this to be checked by COR or

ADL.

3.11.1 The Contractor

shall clean to

a) Accurate Complete Timely The Contractor shall clean standard, document, affect a certificate of serviceability, and return all appliances to UHO within five (5) working days for all appliance cleaning.

AQL: No more than two (2) defects per month to standard, document, affect a certificate of serviceability, and return all appliances to UHO within five (5) working days for all appliance cleaning.

SERVICE DELIVERY SUMMARY.

Performance Objective POW Para Performance Threshold

Furnishings Management:

Contractor provides furnishings in a timely manner. Furnishings provided by the contractor are in good repair, clean, and serviceable.

1.3.9 No more than three

customer complaints per month.

Mass Moves

1. 11-26 rooms in 2 business days

2. 27-64 rooms in 5 business days

3. 65-90 rooms in 7 business days

4. 91-140 rooms in 10 business days

1.3.9 95 % of moves accomplished within time line allowance.

Control Furnishings Inventory:

Inventory records are accurate and current. Furnishings are properly stored. Customer satisfaction with pickup and delivery of furnishings and appliances

1.3.13 No more than three

customer complaints per month.

4 Special Requirements This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort.

4.3 Incidental Government Furnished Materials

The Government shall provide, without cost, the facilities, equipment, materials, and/or services listed below.

Facilities: Building 1320 (FMS Warehouse)

4.3.1 PROPERTY:

4.3.2 Property: The Government shall provide the contractor the appliances and furnishings that are needed to satisfy the requirements of this contract except for any repair/spare parts that are required to be purchased. All property will be either new or used and in operational condition.

Unique-item identifier or equivalent:

All items will be tracked using stock numbers and Government eMH program.

NOTE: The contractor/FMS will be responsible for all property control records.

4.3.3 Property Accountability: The contractor shall be liable for any loss or damage caused to Government Furnished Property by the contractor personnel. Compensation to the government shall be effected either by withholding amounts owed to the contractor or by direct payment by the contractor, the method to be determined by the CO. All property in need of repair/maintenance shall be repaired by the contractor within 30 calendar days of discovery. All repair/maintenance not performed by the contractor shall be done at the governments option and at the contractors expense.

4.3.4 In the case of damaged property, the amount of compensation due to the government by the contractor shall be the actual cost of repair, provided such amount does not exceed the economical repair value (75% of the costs to replace such item). In the case of items lost or damaged beyond economical repair the amount of the contractors liability shall be the full replacement value of the item. Any failure of the contractor to agree with such determination shall be treated as a dispute pursuant to the terms and conditions of this contract.

4.3.5 Theft, Damage, and Loss: The contractor is responsible for any theft, damage or loss of government property at any time when the item(s) are considered under the care and/or possession of the contractor. The contractor shall replace the item(s) with the same or similar item(s) of equal or greater value and of equal or greater operating capabilities.

4.3.6 Disposition of Property. When government furnished property is determined to be beyond economical repair it shall be certified by the COR as condition condemned and reported to the FMS Property Administrator for disposition. Upon completion of the contract all government property will be returned to the FMS Property Administrator.

4.4 Materials:

4.4.1 Replacement Parts: The contractor shall have the full responsibility for replacement parts and shall maintain an adequate system to provide the FMS with data reports of all parts used and on order. Notwithstanding any other terms or conditions of the contract, the Government shall reimburse upon submission of the paid invoice for the parts indicated on accompanying copy of the service call. The contractor shall submit an estimate for approval to the COR before purchasing any replacement parts. Replacement parts exceeding $1,000 shall have (3) three estimates provided to the CO for approval. The contractor shall submit all receipts for approved replacement part purchases prior to submitting any invoice for reimbursement. The contractor shall not exceed established repair cost limits (on file at ADL/COR) without prior approval by the CO.

4.4.2 The contractor agrees that replacement parts or services furnished under this contract shall be covered by the most favorable commercial warranties the contractor gives to any customer for such supplies or service.

4.4.3 The rights and remedies provided herein are in addition to and do not limit any rights afforded to the government by any other clause of this contract.

4.4.4. Key Control: The contractor shall establish and implement methods of making sure all keys issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons. The contractor shall not duplicate any keys for housing units without COR approval.

4.4.4.1. The contractor shall immediately report to the COR any occurrences of lost or duplicated keys.

4.4.4.2. In the event keys, other than master keys, are lost or duplicated, the contractor may be required, upon written direction of the CO; to re-key or replace the affected lock or locks without cost to the government. The government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the government and the total cost deducted from payment due the contractor.

4.4.4.3. The contractor shall prohibit the use of keys, issued by the government, by any persons other than the contractor's employees and the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in performance of contract work.

4.4.4.4 The ADL Staff will provide resident information for all unaccompanied housing rooms. This information, which contains the occupant’s name, address, and other personal information, are provided pursuant to this contract and shall not be released to any individual or agency without the approval of the CO. Releasing this information without approval is in violation of the Privacy Act of 1974.

4.5 RECORDS MANAGEMENT

4.5.1 RECORDS, FILES, DOCUMENTS, and WORK PAPERS: All records, files, documents, and work papers provided by the government remain government property and shall be maintained and disposed of per AFI 37-138, Table 64-1 Rule 2.

4.5.2 FORMS AND PUBLICATIONS: The government will provide forms expressly required to perform the work in this PWS. All other publications can be obtained via the internet.

4.5.3 FMS TRAINING: One class shall be provided to the contractors via the Air Force Institute of Technology via Distance Learning. A Common Access Card (CAC) shall be required in order to register and access the course on the approved government system.

5 QUALITY ASSURANCE

5.1. The government shall evaluate the contractor’s performance to ensure services are received IAW requirements set forth in this contract. The COR shall periodically check by watching actual task performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise assessing the task or its results to determine whether or not the performance meets the standards contained in this PWS. When a performance threshold has not been met the contractor shall be notified by the CO with instructions for responding to the discrepancies identified. Additionally, any performance element which has a rating below satisfactory shall require an immediate Multi Functional Team (MFT) meeting.

5.2. The Contractor shall develop and maintain a quality program to ensure integrated ISWM is performed IAW commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non- recurrence of defective services. At a minimum the contractor shall develop quality control procedures addressing the areas identified in paragraph 2 of this PWS.

6. PERIODIC PROGRESS MEETINGS

6.1. Meetings. The CO, Functional Commander, COR, ADL, and other government personnel as deemed by the CO, and the Contractor shall periodically, but no less than semi-annually, meet to discuss the Contractor’s performance. The following issues shall be discussed: opportunities to improve the contract, required contract modification(s), unsatisfactory inspections and trends against each performance objective observed, positive performance and steps taken by the Contractor to prevent unsatisfactory occurrences in the future. The Contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends.

6.2. Meeting Minutes. The minutes of these meetings shall be reduced to writing, signed by the CO, and any other signatures as deemed appropriate, distributed to the functional area and the Contractor. Should the Contractor not concur with the minutes, the Contractor shall provide a written notification to the CO identifying areas of non-concurrence for resolution.

7.0 CONTINUATION OF ESSENTIAL DEPARTMENT OF DEFENSE SERVICES DURING

CRISIS DECLARED BY THE NATIONAL COMMAND AUTHORITY OR OVERSEAS

COMBATANT COMMANDER. IAW Department of Defense Instruction (DoDI) 3020.37.

Continuation of Essential Contractor Services During Crisis, and the Air Force implementation thereof, unless otherwise directed by an authorized government represenative, it is determined Elevator Maintenance services under this PWS are essential and must be performed during a crisis. The Contractor shall continue providing service to the requesting organization 24 hours a day until the crisis is over. The contractor shall submit a contingency plan for operating under said conditions.