USAG ST BASOPS FY26 Annex I_AFH GFOQ_13APR2026_PWS.docx

Annex I

Performance Work Statement (PWS) Base Operations (BASOPS) Facility Management for Army Family Housing (AFH)

12 April 2026

Table of Contents

General Information.

Overview.

All Family Housing at USAG Stuttgart (including units at Panzer Kaserne, Patch Barracks, Robinson Barracks, and Kelley Barracks) is Government-owned. This encompasses all housing units, associated exterior facilities (such as playgrounds and recreation areas), utility connections to each building, and facilities supporting administrative or commercial functions.

The Contractor is responsible for inspecting, repairing, and maintaining all existing Family Housing units and structures, as documented in real property records. This includes General Flag Officer Quarters (GFOQ).

Housing stock varies, with buildings constructed between the 1950s and 2016, and many units have undergone renovations ranging from minor repairs to major overhauls.

Housing consists of both apartment buildings (the majority) and single-family homes.

Services include maintenance and repairs performed during Between Occupancy Maintenance (BOM) periods.

This requirement does not apply to Unaccompanied Housing (UH).

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 I-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 Army Family Housing (AFH) and General Flag Officer Quarters (GFOQ) in response to a Demand Maintenance Order (DMO).

· Scope: The scope includes, but is not limited to, emergency LHS conditions (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 Dwelling Units (DUs) in a serviceable and habitable condition, in accordance with AR 420-1.

· Preventive Maintenance: All recurring Preventive Maintenance (PM) for housing units 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

· No Access Procedure: When access to an occupied DU 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 for guidance.

· Unaccompanied Access: The Contractor will have unaccompanied access to all vacant DUs to complete required work.

Appliance Repair Coordination Standard appliances (refrigerators, washers, etc.) are maintained under a separate contract. The Contractor-operated Help Desk shall direct customers to the appropriate service provider for all routine appliance repair requests.

Vacant Unit Inspections The Contractor shall inspect vacant quarters/buildings to identify any issues affecting their operation, condition, habitability, and occupancy. The ACOR/Housing representative will provide a list of units to inspect and will release keys to the Contractor.

The Contractor must complete inspections for up to ten (10) vacant units within five (5) business days. All inspections shall be scheduled and documented within the electronic Maintenance Housing (eMH) system, utilizing the eMH-generated checklist. Supporting documentation will be uploaded to eMH with each inspection record.

Any deficiencies discovered during inspections must be reported to the ACOR/Housing representative within two (2) days of the inspection.

Housing Unit Inspections The Contractor shall perform all required pre-termination, final termination, and assignment inspections as scheduled by the Military Housing Office (MHO) in the Enterprise Military Housing (eMH) system. The Contractor must be capable of completing at least twenty-five (25) inspections per day during peak season.

General Scheduling and Capacity

· Scheduling Authority: The MHO is responsible for scheduling all inspections in eMH.

· Standard Hours: Inspections will be scheduled between 0800 and 1530 hours, Monday through Friday.

· Performance Capacity: The Contractor must be capable of completing at least twenty-five (25) AFH/GFOQ inspections per day during the peak season (May-September).

· Missed Appointments: If an inspection appointment is missed, the Contractor is responsible for rescheduling with the resident and notifying the MHO NLT 1400 hours on the same day.

Pre-Termination Inspection (PTI)

· Purpose: The Contractor shall conduct a PTI with the resident present to assess the unit's condition, identify necessary repairs, and document any occupant-caused damage.

· Procedure: All PTIs shall be conducted using the official checklist generated within eMH. The Contractor shall bring a list of all open GFEBS work orders for the unit to the inspection to prevent duplication of effort.

· Damage Identification: For any damage exceeding fair wear and tear, the Contractor shall document the damage with detailed notes and photographs. The contractor's responsibility is to identify and report the damage to the Government.

Final Termination and Turn-Back Inspections

· Final Inspection: The Contractor shall perform the Final Termination Inspection on behalf of the Government if a Government representative is unavailable.

· Turn-Back Inspection: The Government will conduct a Turn-Back Inspection after all BOM work is complete. The BOM period is not complete until the Government formally accepts the unit. If the inspection fails, the Contractor shall remedy all deficiencies at no additional cost, and the BOM clock will continue to run.

Assignment Inspection The Contractor shall perform the Assignment (Move-In) inspection with the new resident, documenting the unit's condition on the official eMH checklist.

Vacant Unit Inspections The Contractor shall inspect other vacant quarters as directed by the COR to identify any maintenance issues, completing up to ten (10) such inspections within five (5) business days of tasking.

Documentation (Deliverable I-003) For any inspection the Contractor performs on behalf of the Government (e.g., when a Government rep is unavailable), the Contractor shall complete all required checklists and upload them to both eMH and the GSP within two (2) business days of the inspection.

Between-Occupancy-Maintenance (BOM) Program General The Contractor shall execute a comprehensive BOM program to prepare all vacant Army Family Housing (AFH) and General Flag Officer Quarters (GFOQ) for re-occupancy, ensuring they meet the habitability standards of AR 420-1.

The Contractor shall perform housing turnover work in accordance with TE-I-05, Contractor Work Authorization and COR Concurrence Procedure for Housing 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

· Start: The BOM period begins at 0730 hours on the business day following the Government's Final Termination Inspection.

· Standard Duration: The Contractor shall complete all standard BOM tasks within ten (10) business days.

· Approved Time Extensions: If major, non-routine work is required, the BOM period may be extended with prior COR approval, in accordance with DA PAM 420-1-1. The following extensions are not cumulative; the single longest applicable extension will apply:

· d. Other Extensions: Any other circumstances requiring an extension, such as asbestos abatement, require formal, written approval from the KO/COR.

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-I-02) and the BOM Cleaning and Finalization Standards (TE-I-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.

Integration of Preventive Maintenance To minimize occupant disruption, the Contractor shall perform all due recurring Preventive Maintenance (PM) tasks for the unit during the BOM vacancy period. If the Contractor identifies any repair work that exceeds the scope of the standard PM task during this process, they shall immediately report the findings to the COR and submit a Report of Findings (ROF).

Exterior Openings and Fire Extinguishers

· Exterior Openings: As part of the BOM, the Contractor shall ensure all exterior openings are properly closed and sealed against weather and pests. Any temporary closures shall be replaced with permanent closures.

· Fire Extinguishers: The inspection and replacement of fire extinguishers is not part of the BOM scope. This service is governed by PWS Annex H (Facility Maintenance).

Documentation All work performed during a BOM, including all standard tasks and any additional priced repairs, shall be documented against the single GFEBS work order for that unit. All documentation shall be uploaded to the GSP in accordance with TE-A-11.

Cleaning Standards and Tasks.

As a core component of all BOM work, the Contractor shall perform a complete, top-to-bottom "deep clean" of the entire housing unit to bring it to a "Move-In Ready" standard.

All cleaning, transport and disposal of items will be IAW the local and host nation laws. Cleaning material must meet WRMG (Wasch- und Reinigungsmittelgesetz), EG648/2004.

For the purpose of the cleaning standards under this contract, the term “clean” is defined as free of dirt, dust, lint, stains, streaks, film, tape (adhesive), grease, mildew, foodstuff, fingerprints, remove paint residues including old paint, cleaning material, mineral deposits and all other foreign matter.

The Contractor shall repair or replace any items damaged by the Contractor during the Quarters Cleaning process at no extra charge to the Government.

If unit fails turn back inspection, the Contractor shall remedy all deficiencies immediately at no extra charge to the government.

The Government shall have access to all units during cleaning “Government’s Access”. When the ACOR/COR/HSG Office is unable to predict category surplus and the unit has been cleaned already, the ACOR may order extra cleaning if the unit has been unoccupied for a longer period of time.

The specific, mandatory tasks and quality standards for all cleaning and finalization activities are detailed in TE-I-03, "BOM Cleaning and Finalization Standards." Adherence to the procedures in this Technical Exhibit is a material contract requirement.

Locks and Keys The Contractor is responsible for the repair and replacement of all locks and keys for doors, windows, and mailboxes associated with the housing unit.

Upon completion of the Between-Occupancy-Maintenance (BOM), the original lock core for the main dwelling unit door must be replaced or re-keyed. The Contractor shall deliver a complete, labeled set of all required keys to the Military Housing Office (MHO).

This set shall include, at a minimum:

· Four (4) keys per re-keyed primary lock.

· Two (2) mailbox keys.

· One (1) key for each locking window.

· Two (2) keys for each balcony door.

· One (1) key for the master bedroom door.

The Contractor shall immediately notify the MHO via email if a Master Key or an original core lock is lost. (Deliverable I-006)

Performance Requirements Summary (PRS) Matrix.

Required Services/ Performance Object

Degree of Deviation from Requirement (AQL Level)

Deduct Schedule

Annex A – See para 3.

Annex C

Work Management and Control eMH Access

BOM Pre-Termination Inspection

2.6.2

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.

Annex C - Unaccompanied Housing Management Service PWS, Stuttgart BASOPS

Annex I (414) – Facility Management for AFH PWS, USAG Stuttgart

Deliverables

Technical Exhibits.

TE-I-01 – Army Family Housing (AFH) Inventory and Space Assignment

1.0 Purpose

This Technical Exhibit and its associated data file provide the official inventory for all Army Family Housing (AFH) and General Flag Officer Quarters (GFOQ) covered under this Annex.

2.0 Content and Format

The complete data is contained in the separate file titled "TE-I-01_AFH_Inventory_and_Space_Assignment.xlsx". This file details the comprehensive list of all housing units by building, location, and type, and provides additional details regarding space assignments.

3.0 Use and Application

This inventory serves as the definitive scope of all facilities covered under this Annex and shall be used by the Offeror as the primary basis for developing their Firm-Fixed-Price (FFP) proposals for all recurring services, including the per-unit price for Between-Occupancy-Maintenance (BOM).

Disclaimer: The Government makes no guarantee, express or implied, regarding the actual number of units that will require service in any given period. The inventory represents the total population of assets, not a forecast of future workload. The Offeror is responsible for pricing the inherent risk of workload variability.

TE-I-02 – Standard 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-I-03, "BOM Cleaning and Finalization Standards."

3.0 Standard BOM Checklist

1. General Scope of Work This Firm-Fixed-Price per Square Meter (/SQM) rate shall be an all-inclusive price for the complete surface preparation and application of a high-performance, two-part epoxy coating system on a concrete garage floor, typically for a GFOQ unit. The offeror's proposed price must encompass all labor, materials, equipment, and supervision required to deliver a finished, durable, and professionally coated surface.

2. Measurement Protocol The billable quantity for this line item shall be the total physical floor area (length × width) of the garage, measured in Square Meters.

The "Measure-Once" Rule shall apply:

a) The total SQM quantity is to be measured and agreed upon in writing by the Contractor and the Contracting Officer's Representative (COR) prior to the commencement of any work.

b) This agreed-upon quantity is final. No upward adjustments shall be made for the number of coats applied, material consumption, or preparation activities. The price per SQM is inclusive of the entire process.

3. The All-Inclusive /SQM Price INCLUDES:

A. Comprehensive Surface Preparation:

Cleaning & Degreasing: Removal of all surface contaminants, including oil, grease, tire marks, and other fluids, using industrial-grade degreasers and mechanical scrubbing or power washing.

Concrete Surface Profile (CSP): Profiling the concrete to achieve the coating manufacturer's required surface texture for proper adhesion. This may be achieved via mechanical means (e.g., diamond grinding) or chemical means (e.g., acid etching), at the contractor's discretion, to meet the specified outcome.

Minor Concrete Repair: Repair of minor cracks up to 5mm in width and patching of small areas of spalling or pitting.

B. Material and Application:

Moisture Testing: Performing a moisture test on the concrete slab to ensure it is within the coating manufacturer's tolerance for application.

Application of a Two-Coat System:

One (1) full coat of a compatible epoxy primer/base coat.

One (1) full coat of a government-approved, high-solids, two-part epoxy or polyurethane top coat in the specified color.

4. The /SQM Price EXCLUDES:

Repair of major structural cracks (wider than 5mm), foundation settlement issues, or widespread, significant concrete spalling. These shall be identified and priced under a separate repair line item.

The application of decorative elements such as vinyl color flakes or quartz aggregate, unless specified and priced as a separate line item.

Painting of any vertical walls, stem walls, or other surfaces within the garage.

5. Quality & Performance Standard The final coated surface shall be uniform in color and texture, free of defects (peeling, bubbling, fish-eyes), and fully adhered to the concrete substrate. All work must be performed in strict accordance with the coating system manufacturer's written instructions.

TE-I-03 – 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 Appliance and Fixture Standards

· Stove/Cooktop: Accessible areas shall be cleaned inside and outside to remove grease, dust, rust, and food. The double pane glass of the oven door shall be opened to clean both glasses in and outside. The appliance will be moved to clean the areas under, behind, and on either side.

· Refrigerator: Exterior and interior surfaces, including accordion door folds, shall be free of grease, food particles, and stains. The front kickplate/grate shall be removed to clean dust and debris from underneath.

· Dishwasher: Dishwashers shall be emptied and cleaned inside and outside, particularly the gaskets. All components that can be removed without tools shall be removed, cleaned and remounted.

· Washer and Dryer: Washers and dryers shall be cleaned to remove dust and lint. Components that can be removed without tools shall be removed, cleaned, and remounted. The Contractor shall also clean valves and cords and ensure all are leak free. All lint and debris shall be removed from vent and tubing using professional vent cleaning equipment.

· Appliance Connections: All appliance connections shall be secure and leak-free.

4.0 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.

5.0 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.

6.0 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.

7.0 GFOQ-Specific Tasks

In addition to all requirements above, the following tasks shall be performed for all GFOQ units:

· Area Rugs: Thoroughly clean all area rugs using a carpet shampooing system, including deodorizing and steam cleaning.

· Exterior Structure: Remove mud, visible stains, and cobwebs from the exterior.

· Paved Surfaces: Remove oil spots from driveways/patios and remove all weeds from pavers.

· Power Washing: Power wash all sidewalks, driveways, patios, garage doors, and fences.

· Curtains: Dry-clean all curtains during every BOM period.

TE-I-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-I-05 – Contractor Work Authorization and COR Concurrence Procedure for 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.

60. 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, 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 turnover 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 turnover 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.