Sec_C-5.9_SELF-HELP_SERVICES.pdf

Functional Area 5.9

SELF-HELP SERVICES

5.9.1 INTRODUCTION

The Contractor shall operate a Self-Help program under the guidance of the Government. The Self-Help program provides Installation military and civilian units with the training, tools, and supplies needed to maintain, repair, and perform minor construction on buildings. The intent of the program is to involve occupants in the preservation and upgrade of their premises. Qualified personnel in accordance with applicable laws, regulations, and documents in Section C-6, including TRADOC Regulation 420-5, shall perform operation of the Self-Help program. Technical Exhibits provide expanded information for this Functional Area.

5.9.2 SCOPE OF SERVICES

5.9.2.1 Work Area and System Description

Self-Help services shall include the training of potential users of the Self-Help program in basic skills required to utilize the materials and tools available through the program. At any given time, the Self- Help Center maintains approximately $85,000 of expendable stock items.

5.9.2.2 Work Management and Control

5.9.2.2.1 Reporting Requirements. The Contractor shall prepare, submit, and maintain all records and reports as specified herein and in accordance with the Contract Data Requirements List (CDs) in Technical Exhibit 1-004.

5.9.2.2.2 Publications and Forms. Specific publications and forms required for the accomplishment of work described in this Functional Area are listed in Section C-6.

5.9.2.2.3 Self-Help Guides. Guides for Self-Help repair and maintenance tasks are shown in TM 5-610, Preventive Maintenance for Facilities, Engineering, and Buildings and Structures. The term "customers" throughout this Functional Area shall mean Installation Self-Help program customers.

The Contractor shall release only those items authorized for Self-Help issue to qualified customers who are in the Self- Help Center database.

5.9.2.2.3.1 Building Coordinators. Unit Commanders will designate individuals on DA Form 1687, Signature Card, individuals who are authorized by the Government to request and accept Self-Help materials for buildings and units. The Government will provide the names and signatures of these individuals to the Contractor. The Contractor shall ensure that the using unit’s building coordinator signs all non-housing requests for Self-Help items.

5.9.2.2.4 Self-Help Center Warehousing. The Contractor shall maintain warehouse space for Self-Help supplies and materials in accordance with TM 743-200-1 and TM 743-200-2. The Contractor shall keep an updated central locator file of all supplies and materials. The central locator file shall include the following information for each item in stock: nomenclature, current location(s), unit cost, and quantity on hand.

5.9.2.2.4.1 Labeling of Supplies. The Contractor shall prepare, apply, and maintain item storage identification labels, tags, or placards to provide item identification of supplies. The Contractor shall use an approved locator and bin Card, for all small item locations of supplies and materials.

5.9.2.2.4.2 Center and Warehouse Environment. The Contractor shall maintain the Self-Help Center and warehouse in a clean, secure, hazard-free storage environment to preclude pest infestation, water damage, fire hazard, and wind or storm damage to supplies and materials.

5.9.2.3 Pest Control Report for Units. The Contractor shall prepare and submit the monthly Pest Control Report for Units to the KO (CD 509R001). The report shall detail the military units that have been issued insect and rodent control items, the quantity of items, description of item type, and the unit building number.

5.9.3 SCHEDULED TASKS

5.9.3.1 Operation of the Self-Help Center

The contractor shall provide high quality customer service at all times. The Contractor shall stock and operate the Self-Help Center 52 weeks a year, Monday through Friday, except Federal holidays, from 0800 to 1600 or as directed by the KO. Operating hours shall be displayed prominently both outside and inside the facility. Any changes to the hours of operation shall be approved by the KO and published in the Fort Benning Bayonet no later than one week prior to implementation.

5.9.3.1.1 Store Stock. The Center shall supply parts and materials for users of the Self-Help program. A recommended stockage list of Self-Help Center items is provided in Technical Exhibit 5.9-001.

5.9.3.1.1.1 Stockage List. The Contractor shall develop a list of Self-Help Center items, to include stockage levels, and shall submit the list to the KO for approval prior to 30 calendar days before Contract start date (CD 509R002). Unless otherwise approved by the KO, stockage levels shall not exceed ten working days and shall be based on historical customer demand. In addition, at any given time, the Contractor shall be able to provide 90% of the requested items at the time of the request.

5.9.2.1.1.2 Stockage Levels. The Contractor shall maintain the stockage level for required items in the Self-Help Center at the level approved in the stockage list, unless otherwise approved or directed by the KO.

5.9.3.1.2 Database Software. The Contractor shall use contractor provided software to maintain a database of customer files, account for all issues and returns, monitor equipment repair, monitor customer usage, control Self-Help Center inventory, and generate reports as required.

5.9.3.1.2.1 Customer Files. The Contractor shall maintain current files of all authorized Self-Help program users. A database of Self-Help customer files will be turned over to the Contractor at the start of the Contract. The Contractor shall use this database as the basis for initial Self-Help Store customer files and shall update the database with all new Self-Help program users upon completion of Self-Help program training. On a weekly basis, the Contractor shall monitor the individual Self-Help limits of each customer. The Contractor shall return the files (including new Self-Help customers) to the Government at Contract completion or termination.

5.9.3.1.3 Issue of Items from Self-Help Center. The Contractor shall issue Self-Help supplies and materials to authorized customers upon request. If the requested item is not available for issue, the Contractor shall inform the customer of the approximate date the item will be available, and notify the customer when the item is available for issue. Type of paints and pest control items must be coordinated with the KO as to what type of item should be stocked.

5.9.3.1.3.1 Required Identification. Only authorized users with current Self- Help cards may sign for issues of materials. Self-Help facility personnel are not permitted to sign for persons that do not possess a Self-Help card.

5.9.3.1.3.2 Issue of Material. The Contractor shall only issue materials on the approved Self-Help Center item list.

a. Items not Approved. The Contractor shall not issue items that are not approved for across the counter issue until the customer presents a FB(DPW) Form 17-2 which has been submitted to and approved by the

KO.

b. Construction Material and Material Exceeding $100. Material for construction projects and any project that exceeds $100 requires a Government-approved DA Form 4283.

5.9.3.1.3.3 Transaction Records. The Contractor shall maintain records by facility number of all items issued. Records shall reflect facility number, date of issue, individual item name, individual item number, number of items issued, quantity of issue, initials of authorized user receiving the materials, and user’s self-help card number, TE 5.9- 002.

5.9.3.1.3.4 Self-Help Supplies and Materials Inventory. At the end of each fiscal year, the Contractor shall perform an inventory of Self-Help supplies and materials, to include reconciliation, as required by AR 420- 18 and AR 735-5. The Contractor shall submit a copy of the inventory to the KO within 15 calendar days of the end of the fiscal year (CD

509R003). The Contractor shall prepare adjustment documents to inventories as required by AR 735-5 and as directed by the KO.

5.9.4 UNSCHEDULED TASKS

5.9.4.1 Troop Self-Help Training

The Contractor shall provide Troop Self-Help training to authorized units in accordance with United States Army Infantry Center (USAIC) Regulation No. 11-27, Energy Conservation Program, TRADOC Reg. 420-5, and all other applicable regulations and standards. Additionally, Troop Repairs and Upgrades (R&U) training will consist of one or two classes a month, for troop self-help classes. These sessions would be arranged at the unit level. The classes shall consist of instructions on painting preparatory work and type of paint and primer to be used in different cases interior, as well as exterior surfaces, how to replace filters and what types, e.g.

pleated or medal. Also, subjects covered would be how to replace floor tile, cover base and how to replace ceiling tile and ceiling grids. If needed, how to hang dry wall, measure and cut dry wall accurately for switches, receptacles, and other obstacles. How to finish seams from taping through final sanding for a professional looking results, as well as repair holes in existing dry walls using various methods.

Such things as replacing a faucets and toilets, unclogging drains, replacing light switches, caulking tubs, repairing shower heads and leaky faucets will also be taught.

How to lie out and build wall will also be covered. These would be supplemented on an as needed basis when requested by the unit.

5.9.4.1.1 Course Content. Participating units and troops shall be trained in areas to include, but not limited to, the following:

5.9.4.1.2 Troop Self-Help Training. The Contractor shall provide all troops with an introduction to the Troop Self-Help program at Fort Benning. As part of the introduction the Contractor shall instruct troops on subjects to include, but not limited to:

• interior and exterior painting

• Repairs and Upgrades (R&U)

• minor carpentry

• minor construction

• minor electrical and plumbing repairs

• minor phases of insect and rodent control.

5.9.4.2.1.2 Kitchen Equipment Training. The Contractor shall provide troops with detailed training in the operation and function of all kitchen equipment located in mess halls at Fort Benning when requested by the

KO.

5.9.4.2.1.3 Energy Conservation Training. In accordance with USAIC Reg. 11-

27, the Contractor shall provide troops and units with training in energy conservation to reduce energy consumption at Fort Benning and at supported facilities to ensure the availability and supply of energy consistent with established missions, priorities, and combat readiness goals when requested by the KO.

5.9.4.2.1.4 Certification of Training. The Contractor shall prepare and present cards to those personnel who attended and successfully completed training to certify that they are qualified to perform Self- Help tasks in these areas.