200_FBVA_Unaccompanied_Furnishing_Mgmt_Attachment.docx

Attachment #1- 200

Unaccompanied Furnishing Management Operation

13 December 2017

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Table of Contents

1.0 General Information.

1.1 Overview. The Contractor shall provide asset management of the Unaccompanied Housing (UH) programs at services on Fort Belvoir, Virginia (FBVA). The work shall include providing efficient and timely processing of room assignment, measuring resident satisfaction, stakeholder, inventory, and resource management, oversight of facility footprint, assignment/termination processes, key control, quarters inspection, and other associated work as directed by the Contracting Officer’s Representative (COR) or Alternate Contracting Officer’s Representative (ACOR). The Contractor shall maintain entry logs and comply with all physical security measures for all UH buildings and warehouse that are in controlled areas with highly pilferable items. List of Barracks Buildings is referenced in TE UPH1. The Contractor shall do a pre inspection of barracks 30 days prior to Service Member moving out of barracks and then do an inspection the day the Service Member moves out of barracks. The Contractor has 5 business days to perform change of occupancy (maintenance) requirements by adhering to the checklist in TE UPH2. Change of Occupancy Maintenance and Repair Requirements is referenced in TE UPH2. The Contractor shall input change of occupancy maintenance and repair requirements into GFEBS as part of the PM Program.

2.0 Description of Services.

2.1 Property Accountability.

2.1.1 Document Government Property. The Contractor shall prepare for service members (SM) signature, a DD Form 1131 (Cash Collection Voucher), DD Form 362 (Statement of Charges/Cash Collection Voucher), or DA Form 4697 (Report of Survey), as prescribed by AR 735-5, Property Accountability Policies. These documents are required to account for lost, damaged, or destroyed Government property, and shall be completed by the Contractor within one (1) working day of UH termination or to collect monies owed to the government for cleaning, rent, etc.

2.2 Furnishings Management.

2.2.1 Personnel Furnishings. The Contractor shall, IAW AR 420-1 and DA PAM 710-2-1, Using Unit Supply System, request, store, issue, turn-in, indicate with approved markings, transport, transfer, and account for all UH Fixture, Furniture, and Equipment (FFE). The Contractor shall provide monthly furniture status reports to the Contracting Officer (KO) and the housing office. The Contractor shall submit an operating plan for furnishings management to the KO for approval thirty (30) days after contract start date. The FMO is responsible for all furnishing operation and is required to utilize Enterprise Military Housing (eMH) furnishing module.

2.2.2 Property List. The Contractor shall maintain expendable and non-expendable property lists. The Contractor shall also include all expendable and non-expendable furnishing items costing less than $2,500 in the eMH inventories, regardless of cost. The Contractor shall maintain separate hand receipt files (DA Forms 2062, Hand Receipt/Annex Number) for UH furnishings. UH FFE shall be stored separately and issued on a first-in-first-out basis. The Contractor shall account for all property issued and turned in on a hand receipt (which are tracked in eMH).

2.2.3 Furniture Accountability. The Contractor shall sub-hand receipt, to each individual, all FFE needed and appropriate for authorized living space IAW CTA 50-909, Field Garrison Furnishings and Equipment. The Contractor shall retain the hand receipt in the Contractor's Furnishings Management Office. FFE shall be placed in rooms to accommodate designated SM(s). SMs will be held responsible for all FFE contained in the room within their assigned space. Personnel in Grade E-5 shall be held responsible for FFE when they are the sole occupant.

2.2.3.1 Furniture Delivery. The Contractor shall deliver furniture to the barracks, assemble furniture; pick up unserviceable furniture and turn in to DLA or MWR, separate furniture in the warehouses by AFH and UH, barcode new furniture, update hand receipts, initiate turn in, and issue documents to include, but not limited to, furniture delivery, DLA documents, turn in documents, and statement of charges. The Contractor shall report the furnishing services in the eMH Furnishing Module and update as required for accuracy. The Contractor shall be responsible for providing qualified personnel, equipment, vehicles, tools, materials, supervision, customer service, and any other items necessary to perform furniture delivery.

2.2.4 Annual Inventory. The Contractor shall conduct an annual inventory IAW AR 420-1, AR 735-5, and DA PAM 710-2-1 each year, which shall be coordinated with the Property Book Officer (PBO). The Contractor shall maintain the Furnishing Management Module of eMH. The Contractor shall maintain accurate and current records of property usage in eMH as a basis for developing experience factors. The Contractor shall, IAW AR 735-5, reimburse the Government for all Government property lost, damaged, or stolen while in the control of the Contractor. The Contractor shall coordinate with the unit and the PBO to complete the annual furniture accountability inventory.

2.2.4.1 Lost or Damaged Furniture. All lost or damaged furniture shall be reported and reconciled for discrepant balances in the furnishing module of eMH. The Contractor shall ensure accuracy in eMH, e.g., all serial numbered items are accounted, discrepancies noted, and adjustments made if necessary in order to match the balance with the actual inventory count.

2.2.5 Replacement Schedule. The Contractor shall maintain data on the age of FFE on hand and develop a replacement schedule based on life expectancy standards. The Contractor shall submit this plan, along with updated current replacement costs, to the KO annually by 1 February. The Contractor shall coordinate with the garrison UH manager or their representative for all replacement furnishings at least fourteen (14) months prior to benefit of occupancy date. The Contractor shall provide a furniture order form from the US Army Corps of Engineers Huntsville Center Furnishing program (HNC) with the required furnishings authorized.

3.0 Regulations.

3.1 Regulations, Policies and US codes. The regulations, policies, and US codes required for furnishings are:

a. Title 10 USC 2775

b. AR 420-1, Army Facilities Management, Chapter 3, Section IX, Furnishings

c. Federal Acquisition Regulation, Part 46, Quality Assurance

d. CTA 50-909, Field and Garrison Furnishings and Equipment

e. AR 735-5, Policies and Procedures for Property Accountability

f. CTA 50-909, Common Table of Allowance

g. CTA 50-970

h. AR 420-1