PUBLIC WORKS FACILITY OCCUPANCY AND TRANSFER STANDARDS

							PUBLIC WORKS FACILITY OCCUPANCY AND TRANSFER STANDARDS

1. ASSIGNMENTS AND RESPONSIBILITIES

Building and facility assignments are made to battalion S-4’s, activity directors/designates or
Contract Officer Representatives (for buildings occupied by contractors) by the Public Works Real
Property Office, building 330, on a Real Property Hand Receipt. An electronic copy of the Real
Property Hand Receipt can be provided for use in sub-hand receipting the buildings and facilities
at the discretion of the responsible officer. Sub-hand receipts will be the responsibility of the
original hand receipt holder.
Commanders/Directors have the responsibility to assist and cooperate with Public Works in the
assignment and use of buildings and facilities within their command/directorate, assuring that the
buildings and facilities assigned to them are accounted for on a current hand receipt, periodically
conducting inspections to ensure that the facilities are being properly maintained and utilized and
reporting to Public Works any space that they determine is excess to their needs.

2. PROCEDURES FOR TRANSFERING FACILITIES

Building and facility transfers are done through joint inspections between the incoming and
outgoing S-4/responsible officer with assistance from the Public Works Stationing Office as
required. The relinquishing party should make an appointment with the Public Works Stationing
Office for an initial courtesy inspection of their buildings and facilities at the earliest possible date
in order to allow ample time to prepare the buildings and facilities for final transfer. At the
transfer, the incoming S-4/responsible officer should personally inspect the buildings and facilities
that they are preparing to sign for using these guidelines.
    a.       Cleaning Requirements
            Remove all trash and debris.
            Remove all personal property items.
            Remove marks and smudges from ceilings, walls and floors.
            Clean latrines and remove all corrosion, calcium buildup and soap scum.
            Thoroughly clean laundry rooms. Ensure all washers and dryers are clean and
             operational.
            Empty, defrost, and clean refrigerators and leave unplugged with the door open.
            Wipe out microwaves leave unplugged.
            Sweep and mop interior tile floors and remove scuffmarks, dirt and old wax.
            Clean windows, screens and window sills. Replace broken or missing screens.
            Clean and repair or replace vinyl base molding as required.

    b.       Minor Repairs
            Remove all occupant installed nails, wall hangers, screws and anchors. Fill the holes
             with spackle, sand spackling flush, and spot paint or paint as required.
            Fill holes in wood doors with wood putty and sand smooth.
            Replace broken window blinds.
            Use authorized Fort Riley paint colors to paint over any unit logos and mottos.
            Do not paint concrete floors or stairs even if they have been painted before.

    c.       Arms Rooms
            Coordinate with Physical Security to have the arms rooms inspected and closed out.
             The ICIDS must be placed in the extended access mode or deactivated.
            Submit a service order to Public Works to have the vault door combination changed
             to the factory setting. The vault door must open at the transfer or turn in.

    d.       Mail Rooms
            Have mail rooms inspected and closed out by the DOIM Postal Inspector.
    e.       Furniture
            Do not remove FMO furnishings from the barracks and dayrooms.
            Do not remove ICPBO furnishings from administrative areas and motor pool
             buildings.
            Repair or replace all broken furniture prior to turnover.

    f.       Exterior Areas
            Remove trash around the facility.
            Remove all unit and personal property.
            Do not paint stairs or curbs even if they have been painted before.
            Submit a service order for the removal of brush, voluntary saplings and small
             shrubbery that cannot cut by the mowing contractor. The losing unit should provide
             the service order number to Public Works at the time of the transfer if the work has
             not been completed.

    g.       Abandoned Vehicles
            Report abandoned vehicles to the Military Police (traffic section) before the transfer of
             a facility.

    h.       Hazardous Materials
            Remove/properly dispose of all hazardous materials
            Contact Public Works Environmental Division to have motor pools inspected by the
             Compliance Brach prior to scheduling the facility transfer.

3. KEY CONTROL
Accountability for keys is the responsibility of the using unit/activity. All locking mechanisms are
issued with a minimum of four keys. If keys are lost, the lock must be replaced. The unit/activity
should contact the Public Works Real Property Office for the current cost of material and labor to
replace a locking mechanism. A Statement of Charges, Cash Collection Voucher or FLIPL will be
required.
If additional keys are required, the following Memorandum format should be used:

    Commanders will submit a Memorandum through:

         S-4 or Current Building Hand Receipt Holder
         Public Works Real Property, Building 330
         FOR Public Works O&M Center (Locksmith)
         SUBJECT: Request for additional key(s)

         Request (i.e.) one (1) copy of key. The following information is provided:

         a. Activity requesting key(s)
         b. Building Number
         c. Room Number
         d. Number of keys needed
         e. Key serial number
         f. Justification for additional keys
         g. Number of keys currently available for this lock, along with the name and position of
         individuals assigned each key. (NOTE: If there are not four (4) keys on-hand then a
         request for additional keys will NOT be approved - a Statement of Charges, Cash
         Collection Voucher or a Report of Survey must be processed to change the lock due to
         loss of key control/security.)
4. PROCEDURES FOR REQUESTING ADDITIONAL BUILDINGS/FACILITIES

Requests for additional buildings/facilities should be submitted by Memorandum through the
Public Works Stationing Office. The following Memorandum format should be used:

        MEMORANDUM FOR Public Works Stationing Office, Building 330

        SUBJECT: Request for additional building/facility assignment

        Request additional space be assigned to this unit. The following information is provided:

        1. Facility number, square footage, and occupying unit of all currently assigned facilities.

        2. Type and amount of additional space required i.e. Administrative, 5,000 SF

        3. Justification

5. PROCEDURES FOR PROCESSING STATEMENTS OF CHARGES AND FINANCIAL
LIABILITY INVESTIGATIONS OF PROPERTY LOSS FOR REAL PROPERTY THAT IS LOST,
DAMAGED OR DESTROYED
When installation real property is damaged by instances that are other than fair wear and tear,
corrective action with the appropriate supporting documentation must be taken before repairs can
be initiated. In the instance of life safety issues, the unit/activity should immediately document
the damage with photographs for use in the investigation process so that repairs can be made
immediately.
A Statement of Charges or Cash Collection Voucher should be processed if an individual admits
liability for the loss, damage or destruction of real property, to include the loss of keys. The
unit/activity will bring four copies of the completed DD Form 362 to the Public Works Real
Property Office, building 330, for assignment of a document/voucher number in Block #2. For
Statements of Charges, the Public Works Real Property Office will assign the document/voucher
number, and return one copy to the unit/activity. Two copies will be processed through the
Defense Military Pay Office (DMPO) by transmittal from Public Works and one copy will be
retained. A service order will be submitted for the repairs at that time. For Cash Collection
Vouchers, the Public Works Real Property Office will assign the document/voucher number and
return three copies to the unit for processing through the DMPO. The unit should return one
stamped copy to the Public Works Real Property Office. A service order will be submitted for
repairs when the DMPO stamped copy is received in the Public Works Real Property Office.
A FLIPL will be used to document the circumstances for the loss, damage or destruction of real
property when liability is not admitted or other circumstances prevail as outlined in AR 735-5. A
FLIPL will be required at the completion of any 15-6 Investigation concerning real property.

POINTS OF CONTACT

Public Works Real Property Office, Building 330, 293-3861
Public Works Stationing Office, Building 330, 239-6942 or 239-3783
Public Works Service Order Desk, 239-0900
Public Works Operations Center Work Order Desk, 239-3690
Public Works Inspection Branch (Washer/Dryer Repair), 239-2727
Military Police Traffic Section, 239-8921
Defense Reutilization and Marketing Office, 239-0531
Director of Information Mgmt (DOIM Postal Inspector), 239-2228
Physical Security, 239-2975