USAG ST BASOPS FY26 Annex C_UH_13APR2026_PWS.docx
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About this file
This is a Performance Work Statement (PWS) for Base Operations Facility Management services for Unaccompanied Personnel Housing (UPH) at USAG Stuttgart, effective April 14, 2026. The Contractor shall provide comprehensive maintenance, repair, and facility management services for all Government-owned UPH barracks buildings, common areas, and associated structures across the installation. Key service requirements include: unscheduled maintenance and repair (DMOs) for emergency and routine issues; preventive maintenance coordination; unit inspections (clearing inspections pre-turnover and turn-back inspections post-turnover); common area services including weekly spot cleaning and semi-annual technical inspections; and a comprehensive Between-Occupancy-Maintenance (BOM) program for housing unit turnover. All work must comply with AR 420-1, Army habitability standards, and applicable U.S. and Host Nation laws. The Contractor is required to obtain access to the Enterprise Military Housing (eMH) system within 30 business days and maintain records in both eMH and the General Fund Enterprise Business System (GFEBS).
The BOM program requires Contractor performance on a Firm-Fixed-Price (FFP) basis with standard completion within two (2) business days, with approved extensions of up to five (5) business days for major work such as interior painting or floor replacement. All BOM work must include deep cleaning to "Move-In Ready" standards per defined checklists (TE-C-02 and TE-C-03), including removal of all dirt, dust, stains, and foreign matter from all surfaces, fixtures, and components. The Contractor is responsible for post-work site cleanup at no additional cost, lock and key management with delivery of complete labeled key sets to unit leadership, and pest extermination prior to cleaning. Work authorization for BOM operations added after initial PWO release requires documented written COR concurrence via email using a standardized subject line and single continuous email chain per PWO. Ad-hoc reports are due within two (2) business days of request, and inspection documentation must be uploaded to the designated system within two (2) business days of completion. Performance standards allow zero percent defects per month with invoice deductions of 1% for every percentage point above specified acceptance quality levels (AQL).
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Text version
Annex C
Performance Work Statement (PWS) Base Operations (BASOPS) Facility Management for Unaccompanied Housing (UPH)
14 April 2026
Table of Contents
| 1 | General Information. | 3 |
| 1.1 | Overview. | 3 |
| 1.2 | Work Management and Control | 3 |
| 1.2.1 | Primary Systems of Record | 3 |
| 1.2.2 | Compliance and Governing Standards | 3 |
| 1.2.3 | BOM Work | 4 |
| 1.2.4 | Reporting Requirements | 4 |
| 1.2.5 | Response Times | 4 |
| 1.2.6 | Post-Work Site Cleanup | 4 |
| 2 | Description of Services | 5 |
| 2.1 | Unscheduled Maintenance and Repair (DMOs) | 5 |
| 2.2 | General Work and PM Requirements | 5 |
| 2.3 | Unit Access and Customer Notification | 5 |
| 2.4 | Appliance Repair Coordination | 6 |
| 2.5 | UPH Room Inspections | 6 |
| 2.5.1 | Clearing Inspection (Pre-BOM) | 6 |
| 2.5.2 | Turn-Back Inspection (Post-BOM) | 6 |
| 2.5.3 | Common Area Service Program | 6 |
| 2.5.4 | Documentation (Deliverable C-003) | 7 |
| 2.6 | Between-Occupancy-Maintenance (BOM) Program for UPH | 7 |
| 2.6.1 | General | 7 |
| 2.6.2 | BOM Pricing and Execution | 7 |
| 2.6.3 | BOM Period and Timelines | 8 |
| 2.6.4 | Scope of Work | 8 |
| 2.6.5 | Documentation | 8 |
| 2.7 | UPH BOM Cleaning and Finalization | 9 |
| 2.8 | Locks and Keys | 9 |
| 3 | Performance Requirements Summary (PRS) Matrix. | 10 |
| 4 | Deliverables | 11 |
| 5 | Technical Exhibits. | 12 |
| 5.1 | TE-C-01 –UPH Inventory and Space Assignment | 12 |
| 5.2 | TE-C-02 – Standard UPH BOM Task List | 13 |
| 5.3 | TE-C-03 – UPH BOM Cleaning and Finalization Standards | 14 |
| 5.4 | TE-C-04 – BOM Pricing and GFEBS Execution Model | 16 |
| 5.5 | TE-C-05 – Contractor Work Authorization and COR Concurrence Procedure for UPH BOM PWOs | 17 |
General Information.
Overview.
All Unaccompanied Personnel Housing (UPH) at USAG Stuttgart is Government-owned. This encompasses all barracks buildings, associated interior and exterior facilities (such as day rooms, laundry facilities, and common areas), utility connections to each building, and facilities supporting administrative functions.
The Contractor is responsible for inspecting, repairing, and maintaining all existing UPH barracks rooms and structures, as documented in real property records.
UPH barracks stock varies, with buildings constructed between the 1950s and 2016, and many rooms and common areas have undergone renovations ranging from minor repairs to major overhauls.
Housing consists primarily of individual barracks rooms with shared common areas.
Services include maintenance and repairs performed during Change-of-Occupancy-Maintenance (COM) periods.
This requirement does not apply to Army Family Housing (AFH) or General Flag Officer Quarters (GFOQ).
Work Management and Control Primary Systems of Record The Contractor shall prepare, submit, and maintain all records in two primary systems:
· Enterprise Military Housing (eMH): The Army's official housing database. The Contractor shall use eMH for all housing-specific actions, including retrieving inspection schedules and resident contact information.
· General Fund Enterprise Business System (GFEBS): The official system for all work orders and financial transactions.
The Contractor is responsible for obtaining access to eMH within 30 business days and adhering to all data entry requirements for both systems as defined in the Overarching PWS and its TEs.
Compliance and Governing Standards The Contractor shall comply with all applicable U.S. and Host Nation laws, as well as Army regulations such as AR 420-1. All other governing publications are listed in the Overarching PWS.
BOM Work All Between-Occupancy-Maintenance (BOM) work shall be initiated, priced, and executed in accordance with the procedures detailed in Section 2.7 - Between-Occupancy-Maintenance (BOM) Program.
Reporting Requirements
· Ad-Hoc Reports (Deliverable C-001): For any reporting requirement not covered by another deliverable, the Contractor shall provide the requested data to the COR NLT two (2) business days after the request.
· Standard Documentation: All work performed, whether as a BOM or a standard DMO, shall be documented in GFEBS and on the GSP in accordance with the standard procedures detailed in TE-A-09 and TE-A-11.
Response Times All response and work completion times shall be governed by the standards set forth in the Overarching PWS.
Post-Work Site Cleanup The Contractor shall be responsible for performing cleanup of the work site after the completion of any and all maintenance or repair tasks performed under this contract.
a. Standard of Cleanliness: At a minimum, the work area shall be restored to a condition equal to or better than its pre-work state. This includes, but is not limited to, the removal of all associated tools, equipment, packaging, scrap materials, dust, and debris generated by the work.
b. Included Cost: This post-work cleanup is considered an integral and non-severable part of the maintenance or repair task itself. The Government will not issue a separate work order or make any additional payment for post-work site cleanup. The cost for performing these cleanup activities is included in the Firm-Fixed-Price for the associated task.
c. Work Completion: A work order shall not be considered complete, and is not eligible for closeout, until all required post-work site cleanup has been performed to the satisfaction of the Government.
Description of Services Unscheduled Maintenance and Repair (DMOs) The Contractor shall perform all unscheduled maintenance and repair services for Unaccompanied Personnel Housing (UPH) in response to a Demand Maintenance Order (DMO).
· Scope: The scope includes, but is not limited to, emergency LHS conditions within individual barracks rooms or common areas (e.g., no heat, major leaks), routine repairs (e.g., clogged drains, broken fixtures), and component replacements (e.g., light ballasts, fans, cabinetry).
· Governing Procedures: All response times, work procedures, and documentation for these tasks shall be performed in accordance with the standards established in the Overarching PWS and its associated Technical Exhibits.
General Work and PM Requirements The Contractor shall perform all required maintenance to keep barracks rooms and common areas in a serviceable and habitable condition, in accordance with AR 420-1.
· Preventive Maintenance: All recurring Preventive Maintenance (PM) for UPH facilities shall be performed in accordance with the approved PM Program (Deliverable A-015). To minimize occupant disruption, the Contractor shall schedule and perform all possible PM tasks in conjunction with the Between-Occupancy-Maintenance (BOM) period.
· Coordination: When multiple trades are required for a single service order, the Contractor shall coordinate their work to be performed at the same time to minimize disruption to the occupants.
Unit Access and Customer Notification
a. No Access Procedure: When access to an occupied barracks room is unavailable, the Contractor shall affix a "Not at Home" Notice to the front door. This notice must detail the date/time of the attempt, the work order number, and clear instructions for the resident to reschedule. After three unsuccessful attempts, the Contractor shall notify the COR and the responsible Barracks Manager/Unit Leadership for guidance.
b. Unaccompanied Access: The Contractor will have unaccompanied access to all vacant rooms and common areas to complete required work.
Appliance Repair Coordination This section is typically not applicable to UPH, as major appliances are generally located in common areas and maintained differently.
UPH Room Inspections The First Sergeant or Barracks Manager is typically responsible for scheduling clearing inspections for departing Soldiers. The Contractor shall perform all required inspections as notified by the Government.
Clearing Inspection (Pre-BOM)
· Purpose: To assess the condition of a Soldier's room prior to their final departure, identify necessary repairs, and document any occupant-caused damage.
· Procedure: The Contractor shall perform this inspection with the departing Soldier and/or a representative from their Unit leadership (e.g., Squad Leader, Platoon Sergeant).
· Damage Identification: For any damage exceeding fair wear and tear, the Contractor's sole responsibility is to document the damage with detailed notes and photographs. This documentation shall be provided immediately to the attending Unit leadership, who are responsible for initiating any required Statement of Charges or FLIPL action against the Soldier.
Turn-Back Inspection (Post-BOM)
· Purpose: To serve as the Government's Quality Assurance inspection of the Contractor's completed BOM work.
· Procedure: The Government (either a COR, Barracks Manager, or designated Unit representative) will conduct a Turn-Back Inspection after the Contractor reports that all BOM work is complete.
· Acceptance: The BOM period is not considered complete until the Government formally accepts the room at this inspection. If the inspection fails, the Contractor shall remedy all deficiencies at no additional cost.
Common Area Service Program The Contractor shall perform two distinct types of services for UPH common areas.
a. Weekly BOM Readiness Service:
To ensure common areas are maintained to a functional and clean standard, the Contractor shall perform a weekly service of all common areas (laundry rooms, day rooms, kitchens, latrines). The scope of this service includes:
1. Spot Cleaning: Wiping down countertops, cleaning up minor spills, and emptying overflowing trash receptacles.
2. Appliance Check: Verifying that all common area appliances (stoves, microwaves, washers, dryers) are powered on and appear to be operational. Any non-functional appliance shall be reported via a DMO.
3. Fixture Check: Visually checking all common area plumbing fixtures (sinks, toilets, showers) for active leaks or major clogs.
4. Safety Check: Checking for safety hazards and replacing any burned-out light bulbs in common areas.
This recurring service is priced as a separate FFP line item. It is distinct from any janitorial contract and does not fulfill the scope of the Semi-Annual Technical PM Inspection.
b. Semi-Annual Technical PM Inspection:
The deep, technical inspection of the entire building structure and its systems shall be performed on a semi-annual basis, in accordance with the specific tasks detailed in TE-08, Task ID 650. This is a separate and distinct requirement from the weekly habitability check Documentation (Deliverable C-003) All inspection results, checklists, and supporting documentation shall be prepared and maintained in the Government-designated housing management system of record. The current system is the Government SharePoint (GSP); however, the Government reserves the right to migrate to a different system, such as the Enterprise Military Housing (eMH) system, during the life of this contract. The Contractor shall be required to use whichever system is designated by the Government.
For any inspection performed, the Contractor shall upload all required documentation to the designated system within two (2) business days of the inspection.
Between-Occupancy-Maintenance (BOM) Program for UPH General The Contractor shall execute a comprehensive BOM program to prepare all vacant Unaccompanied Personnel Housing (UPH) rooms for re-occupancy, ensuring they meet Army habitability standards.
The Contractor shall perform housing turnover work in accordance with TE-C-05, Contractor Work Authorization and COR Concurrence Procedure for UPH BOM PWOs, and all requirements of that Technical Exhibit are hereby incorporated into this PWS.
BOM Pricing and Execution All Between-Occupancy-Maintenance (BOM) work shall be executed on a Firm-Fixed-Price (FFP) basis. The specific pricing structure, which defines which tasks are included in the base per-unit FFP and which are priced as separate "add-on" line items, is detailed in the Contract FFP Price Book. All work will be authorized via a single GFEBS work order for each housing unit turnover, in accordance with the model defined in the Price Book.
BOM Period and Timelines
a. Standard Duration: In accordance with Army standards for UH, the Contractor shall complete all standard BOM tasks and have the room ready for the Government's Turn-Back Inspection within two (2) business days.
b. Approved Time Extensions: If major, non-routine work is required, the BOM period may be extended with prior COR approval. The following extensions are not cumulative; the single longest applicable extension will apply:
| Additional Task Required |
| Additional Business Days Allowed |
| Total Allowable BOM Time |
| Complete Interior Painting (of the room) |
| 3 Days |
| 5 Days |
| Complete Floor Replacement |
| 2 Days |
| 4 Days |
c. Start Time: The BOM period begins immediately upon notification from the Barracks Manager or Unit leadership that a room has been cleared and is ready for turnover.
Scope of Work The scope of work for each BOM includes all maintenance and cleaning required to bring a housing unit to a "Move-In Ready" standard. The work is categorized as follows:
· Standard Tasks: These include all tasks on the Standard BOM Checklist (TE-C-02) and the BOM Cleaning and Finalization Standards (TE-C-03).
· Major Repair Tasks: These are significant, non-routine repairs, such as floor replacement or the replacement of major components (e.g., faucets, toilets).
· Painting Exclusion: Interior painting is managed directly by the Government and is not part of the standard BOM scope. If required, it will be ordered via a separate and distinct work order outside of the BOM process.
The Contract FFP Price Book is the authoritative document that specifies which of the above task categories (Standard and Major Repair) are included in the base FFP and which are priced as separate, individually authorized line items.
Documentation The scope of work for each BOM includes all maintenance and cleaning required to bring the room to a "Move-In Ready" standard. This standard meets or exceeds the general guidelines found in DA PAM 420-1-1, Table 2-4.
The definitive, mandatory, and complete list of required tasks is detailed in TE-C-02, "Standard UPH BOM Task List," and TE-C-03, "UPH BOM Cleaning and Finalization Standards." In any case of a perceived conflict, the requirements of the Technical Exhibits in this contract shall take precedence.
UPH BOM Cleaning and Finalization
a. General: As a core component of all UPH BOM work, the Contractor shall perform a complete, top-to-bottom "deep clean" of the barracks room and its associated common areas to bring the space to a "Move-In Ready" standard.
b. Governing Standards: The specific, mandatory tasks and standards for all cleaning, extermination, and finalization activities are detailed in TE-C-03, "UPH BOM Cleaning and Finalization Standards." The term "clean" is defined within this TE as being free of all dirt, dust, stains, grease, mildew, and any other foreign matter.
c. Pricing: All tasks described in this section and its associated TE are included in the single Firm-Fixed-Price (FFP) per room for a standard BOM. The Government will not provide separate reimbursement for cleaning tasks.
Locks and Keys The Contractor is responsible for the repair and replacement of all locks and keys for
The Contractor is responsible for the repair and replacement of all locks and keys for barracks room doors, wall lockers, and any other assigned locked storage associated with the housing unit.
Upon completion of the Between-Occupancy-Maintenance (BOM), the original lock core for the main barracks room door must be replaced or re-keyed. The Contractor shall deliver a complete, labeled set of all required keys to the Barracks Manager or designated Unit representative. This set shall include, at a minimum:
· Four (4) keys for the re-keyed primary room lock.
· Two (2) keys for each assigned wall locker or storage cabinet.
The Contractor shall immediately notify the COR and the Barracks Manager via email if a Master Key or an original core lock is lost. (Deliverable C-006)
Performance Requirements Summary (PRS) Matrix.
Required Services/ Performance Object
| PWS Paragraph Number |
| Performance Standard |
| Maximum Allowable |
Degree of Deviation from Requirement (AQL Level)
Deduct Schedule
Annex A – See para 3.
Annex C
Work Management and Control eMH Access
| 1.2 |
| Use eMH to pull inspection schedule, plan BOM work accordingly and upload inspections documents to eMH and SharePoint |
| No more than zero (0) percent defects per month allowed. |
| 1% deduction from monthly invoice for every % above 5% of incorrectly submitted invoice documentation |
BOM Pre-Termination Inspection
2.5.1
Document any damaged furnishings or appliances.
Notify the Government regarding damaged items that may require replacement.
Advise residents with appliance issues to submit a work request directly to the appliance contractor for repair prior to the final inspection.
| No more than zero (0) percent defects per month allowed. |
| 1% deduction from monthly invoice for every % above 1% of incorrectly submitted invoice documentation |
| BOM Turn-Back Acceptance |
| 2.5.2 |
| Notify the Housing Office NLT 1400 hours, the day prior to the completion of cleaning, to schedule an acceptance inspection of dwelling. BOM is not complete until accepted by housing. |
| No more than zero (0) percent defects per month allowed. |
| 1% deduction from monthly invoice for every % above 1% of incorrectly submitted invoice documentation |
| BOM Maintenance/Repair and Cleaning Requirements |
| TE-C-02 and TE-C-03 |
| Perform all listed BOM tasks/cleaning standards IAW PWS |
| No more than zero (0) percent defects per month allowed. |
| 1% deduction from monthly invoice for every % above 1% of incorrectly submitted invoice documentation |
Annex C - Unaccompanied Housing Management Service PWS, Stuttgart BASOPS
Annex C (200) – Facility Management for UPH PWS, USAG Stuttgart
Deliverables
| DELIVERABLE # |
| PWS PARAGRAPH |
| DELIVERABLE DESCRIPTION |
| FREQUENCY |
| DUE DATE |
| MEDIA |
| SUBMIT TO |
| REMARKS/SUBMISSION METHOD |
| C-001 |
| 1.2.4 |
| Ad-Hoc Data Reports |
| As Required |
| NLT 2 business days after request |
| Email / MS Excel |
| COR |
| Used for any data requests not covered by a standard report. |
| C-003 |
| 2.5.4 |
| Completed Inspection Checklists (when performed by Contractor) |
| As Required |
| Within 2 business days of inspection |
| eMH / PDF |
| MHO / COR |
| Applies only when the Contractor performs an inspection on behalf of the Government. |
| C-006 |
| 2.8 |
| Lost Master Key or Core Lock Notification |
| As Required |
| Immediately upon discovery |
| MHO / COR |
| Critical security notification. |
Technical Exhibits.
TE-C-01 –UPH Inventory and Space Assignment
1.0 Purpose
This Technical Exhibit provides the official inventory and space assignment details for all UPH units covered under this Performance Work Statement (PWS).
2.0 Content and Format
The complete data for this exhibit is contained in the separate file titled "TE-C-01_UPH_Inventory_and_Space_Assignment.xlsx".
This file contains two tabs:
· Tab 1 - Space Assignment: This sheet provides additional details regarding the assignment of specific spaces within the housing footprint.
· Tab 2 - UPH Inventory: This sheet provides a comprehensive list of all UPH units.
3.0 Use and Application
The data contained in the referenced file serves two primary purposes:
· Scope Definition: It definitively establishes the complete scope of facilities that require maintenance and repair services under this Annex.
· Pricing Basis: This inventory, along with historical data, shall be used by the Contractor as the basis for developing their Firm-Fixed-Price (FFP) proposals for recurring services, such as the per-unit price for Between-Occupancy-Maintenance (BOM).
The Government makes no guarantee as to the number of units that will become vacant or require service in any given period. The inventory represents the total population of units, not a forecast of workload.
TE-C-02 – Standard UPH BOM Task List
1.0 Purpose
This Technical Exhibit provides the master checklist of all standard tasks that must be completed during every Between-Occupancy-Maintenance (BOM) period. The completion of every applicable task on this list is included in the single, all-inclusive Firm-Fixed-Price (FFP) for a standard BOM turnover.
2.0 General Standard of Performance
All tasks listed below shall be performed to bring the housing unit to a "Move-In Ready" standard, as defined in this PWS and its associated documents. For all tasks marked "Clean," the Contractor shall adhere to the detailed procedures and quality standards outlined in TE-C-03, "UPH BOM Cleaning and Finalization Standards."
3.0 Standard BOM Checklist
| Category |
| Task ID |
| Task Description |
| 1.0 GENERAL & SAFETY |
| 1.1 |
| Verify smoke detector is functional and replace battery. |
| 1.2 |
| Test exhaust fan(s) to ensure proper function and airflow. |
| 1.3 |
| Replace all non-functional light bulbs. |
| 1.4 |
| Remove all nails, hangers, and screws from walls, doors, and furniture. |
| 2.0 ROOM FURNITURE & FIXTURES |
| 2.1 |
| Wall Lockers/Wardrobes: Clean all surfaces. Verify hinges, locks, and hardware are functional. Perform minor repairs. |
| 2.2 |
| Doors/Windows: Wash doors, jambs, and hardware. Clean window glass, frames, and tracks. Verify all handles and locks are functional. |
| 2.3 |
| Blinds: Clean all venetian/mini-blinds and related hardware. |
| 3.0 FINISHES |
| 3.1 |
| Walls/Ceilings: Clean surfaces to remove minor smudges and dirt. Patch minor nail holes and perform touch-up painting. |
| 3.2 |
| Floors: Deep clean all flooring (vinyl, tile, etc.). Steam clean any carpeting. |
| 3.3 |
| Caulking: Completely remove and replace all caulking around any sinks or fixtures within the room. |
4.0 BOM Types and Checklists
The Government will authorize one of two types of BOMs for UPH suites, each with its own FFP value and scope of work.
4.1 Full UPH BOM (Vacant Suite)
This BOM applies when the entire suite is vacant. The scope of work is defined by the complete checklist in this Technical Exhibit, including the deep cleaning and full servicing of the shared bathroom.
4.2 Partial UPH BOM (Occupied Suite)
This BOM applies when only one room in a shared suite is being turned over. The scope of work is modified as follows:
· Vacant Bedroom: All standard checklist items apply.
· Shared Bathroom: The Contractor shall perform a "Minor Service and Spot Clean" only. This includes a surface wipe-down of fixtures and a check for leaks. It does not include deep cleaning, scrubbing, or major disinfection.
TE-C-03 – UPH BOM Cleaning and Finalization Standards
1.0 Purpose:
This Technical Exhibit provides the detailed, mandatory cleaning and finalization standards for all Between-Occupancy-Maintenance (BOM) work. The requirements herein define the "Move-In Ready" condition that the Contractor must achieve for every housing unit.
a. General Standard For the purpose of this contract, the term "clean" is defined as being completely free of all dirt, dust, lint, stains, streaks, film, tape residue, grease, mildew, food particles, fingerprints, and any other foreign matter. All work shall result in a uniform, aesthetically pleasing appearance.
b. Detailed Task Standards The Contractor shall perform all cleaning and finalization tasks in accordance with the detailed procedures listed in the sections below.
2.0 Initial Procedures
· Bulk Item Removal: The Contractor shall remove all items left in the quarters by the vacated resident and dispose of them at the nearest trash island. This includes the storage lockers/cages, common areas in basements, stairwells, attics, porches, patios and balconies.
· Initial Pest Extermination: All insects will be exterminated by the contractor prior to cleaning. The Contractor shall remove any dead insects found during cleaning, which includes removal of drawers and shelving, and use of a vacuum cleaner. The Contractor shall immediately notify the COR if live insects are found.
· Garbage and Recycling Bins: Trash cans inside the unit shall be emptied and cleaned with a disinfectant solution. Exterior trash cans and enclosures shall be cleaned of all dirt, debris, mold, and organic materials.
3.0 Room Surfaces and Components
· Cabinets, Closets, Shelves, Countertops: All surfaces shall be washed and cleaned. Drawers shall be completely removed to allow cleaning of frames and rollers. All old shelf paper, tape, staples, and tacks shall be removed.
· Kitchen, Bathrooms, Laundry Rooms: All fixtures (bathtubs, sinks, medicine cabinets, toilets, showers, drains, mirrors, towel holders, etc.) and wall/floor tiles shall be cleaned of stains, lime, and soap residue without scratching. Surfaces shall be disinfected and polished.
· Mold and Mildew: Remove build-up from ceilings and walls by washing with a biocide solution (1:10), following the USAG Stuttgart SOP "Counter Mold."
· Ceiling/Wall Fans: Thoroughly clean, secure, and ensure they are fully functional, including remote controls and bulbs.
· Walls and Ceilings: Remove all cobwebs, dust, smudges, crayon marks, and other stains.
· Doors and Intercoms: Wash all interior and exterior doors, frames, glass, hardware, and tracks. Clean all intercom units and empty/clean mailboxes.
· ACs, Radiators, and Pipes: Dust and wash all radiators, AC units, and associated piping and covers, including cleaning inside radiator fins with brushes. Insulated pipes shall be cleaned.
· Windows and Treatments: Clean all inside/outside surfaces of windows, glass doors, gaskets, frames, tracks, and sills. Remove, clean, and reinstall all window screens and Government-provided blinds. Ensure safety guards are functional.
4.0 Floors and Baseboards
· General: Move all furniture to allow for cleaning and place back in original position.
· Hardwood: Polish and buff with a manufacturer-approved emulsion polish.
· PVC, Linoleum, Vinyl: Clean with a manufacturer-recommended cleaning emulsion.
· Baseboards: Remove all wax and clean to remove marks.
· Tile Floors: Clean to remove all wax, grease, and stains.
· Basement/Balcony: Damp mop painted floors and clean all floor and balcony drains.
5.0 Caulking
· Units occupied > 12 months: The Contractor shall completely remove and replace all caulking around tubs, showers, and sinks.
· Units occupied < 12 months: The Contractor shall clean all caulk with an industrial-strength cleaner to remove all grime, rust, and mildew.
TE-C-04 – BOM Pricing and GFEBS Execution Model
1.0 Purpose
This Technical Exhibit defines the high-level pricing principles and the mandatory GFEBS execution model for all Between-Occupancy-Maintenance (BOM) performed under this Annex.
2.0 BOM Pricing Principle
All BOM work shall be executed on a Firm-Fixed-Price (FFP) basis. The Contract FFP Price Book is the single, authoritative document that defines the specific pricing structure. The Price Book will specify which tasks are included in the base per-unit FFP for a turnover and which tasks, if any, are priced as separate, "add-on" FFP line items.
3.0 GFEBS Execution Model
All BOM work shall be managed and documented in GFEBS in accordance with the following model:
a. Work Order Structure: A single GFEBS work order shall be created for each housing unit turnover. The work order will be structured with a separate Operation for each distinct FFP line item authorized for that specific turnover.
b. Governing Procedure: All closeout actions, including Time Confirmations (IW44) and Goods Receipts (MIGO), shall be performed in strict accordance with the mandatory FFP closeout procedures detailed in the Overarching PWS, TE-A-09, "GFEBS and ArMA Process and Data Entry."
TE-C-05 – Contractor Work Authorization and COR Concurrence Procedure for UPH BOM PWOs
1.0 Purpose.
This Technical Exhibit establishes the mandatory contractor procedure for entry, review, concurrence, documentation, and performance of housing BOM operations in GFEBS under a Government-issued Preventive Work Order (PWO). This procedure is intended to establish a clear work authorization standard for operations entered after initial release and to create a documented record supporting performance, acceptance, payment review, and auditability.
2.0 Applicability.
This Technical Exhibit applies to all housing BOM work performed under released PWOs, including standard recurring work, pre-priced repair items, and approved banded work established under applicable Directorate of Maintenance Operations (DMO) pricing structures.
3.0 General Rule of Authorization.
The Contractor shall perform work only as authorized under the applicable PWO and this contract. Operations included within the original released scope of the PWO may be performed in accordance with the released order. Any operation entered into the PWO after the initial release of the order shall be treated as proposed only unless and until the COR provides written concurrence in accordance with this Technical Exhibit. Entry of an operation into GFEBS, by itself, shall not constitute Government authorization to perform that operation.
4.0 One Operation Per Item.
For pre-priced work, each operation entered into the PWO shall constitute one single pre-priced item. The Contractor shall not combine multiple distinct pre-priced items into a single operation in a manner that obscures scope, pricing, or Government review. Where banded work has been established and approved under applicable DMOs, the Contractor may use separate operations for such banded work, provided that each operation corresponds to one discrete banded work item and remains identifiable, reviewable, and traceable to the approved pricing basis.
5.0 Contractor Request for COR Concurrence.
When the Contractor enters one or more operations into a released PWO after the initial release, the Contractor shall request written COR concurrence before performing the added operation or operations. The request shall be submitted by email and shall identify, at a minimum, the PWO number, functional location, unit or quarters identifier if applicable, operation number, operation description, basis for the added work, pricing basis, and amount if applicable.
6.0 Standardized Subject Line.
The standardized subject line for all concurrence requests shall be COR CONCURRENCE REQUEST – PWO [PWO Number] – FUNC LOC [Functional Location]. This subject line shall be used for the initial request and retained for the continuous email chain for the life of the PWO. Optional additional identifiers, such as building number or unit designation, may be appended after the required information when useful for Housing Office coordination.
7.0 Single Email Chain Requirement.
For each PWO, the Contractor shall maintain one continuous email chain for all requests for COR concurrence on operations added after the initial release. The same email thread shall be used throughout the life of the PWO so that all proposed operations, COR responses, concurrences, non-concurrences, and follow-on clarifications are captured in a single chronological record. This requirement is intended to reduce confusion, prevent fragmented documentation, and ensure there is one complete approval history for the BOM action. If a new email must be started because of technical issues or message length limitations, the Contractor shall use the standard subject line, reference the prior thread, and preserve continuity of the record.
8.0 COR Response.
The COR shall respond in writing by email with CONCUR or DO NOT CONCUR for the identified operation or operations. Written concurrence applies only to the operation or operations expressly identified in the COR response. The Contractor shall not treat silence, system status, verbal communications, or informal coordination as authorization to perform added operations.
9.0 Risk of Performance Prior to Concurrence.
If the Contractor performs a later-added operation before written COR concurrence is received, the Contractor does so at its own risk. In such cases, the Government shall have no obligation to accept or pay for the work solely because the operation was entered into GFEBS or performed before concurrence. If the COR provides written concurrence and the Contractor performs the work in reliance on that concurrence, the written approval shall serve as the documented authorization for the identified operation or operations.
10. Attachment to GFEBS Record.
Upon completion of the BOM action, the Contractor shall attach the complete final email chain documenting all concurrence and non-concurrence actions for the applicable PWO in GFEBS. The attached record shall include the full history of Contractor requests, COR responses, and related clarifications necessary to show what operations were proposed, what operations were authorized, what operations were denied, and when each decision occurred. The Contractor shall ensure that the attached record is complete, legible, and traceable to the applicable PWO.
11. Disapproved Operations.
Operations not approved by the COR shall not be performed. Such operations may be dispositioned in GFEBS in accordance with local process, including use of deletion indicators or equivalent administrative treatment, as applicable. Administrative retention of a disapproved operation in GFEBS for historical or recordkeeping purposes shall not constitute authorization to perform the work.
12. Sample Contractor Email Format.
Subject: COR CONCURRENCE REQUEST – PWO [PWO Number] – FUNC LOC [Functional Location]
Dear COR, Pursuant to this Technical Exhibit, the Contractor has entered the operation or operations identified below into the released PWO and requests written concurrence prior to performance.
PWO Number: [Insert] Functional Location: [Insert] Unit or Quarters Identifier: [Insert, if applicable] Operation Number: [Insert] Description: [Insert] Basis for Work: [Insert] Pricing Basis: [Pre-priced item / banded DMO item / other authorized basis] Amount: [Insert, if applicable]
Please indicate CONCUR or DO NOT CONCUR for the identified operation or operations by reply email.
Respectfully, [Name] [Company] [Title] [Contact Information]
13. Sample COR Reply Format.
If approved:
The Government CONCURS with performance of the following added operation or operations under PWO [number]:
[Operation number or numbers] This concurrence applies only to the operation or operations identified above.
If not approved:
The Government DOES NOT CONCUR with performance of the following added operation or operations under PWO [number]:
[Operation number or numbers]
Do not perform the non-concurred operation or operations unless subsequent written direction is provided.
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