PWS_ORARNG_Yellow_Ribbon_Event_Lodging,_Clackamas,_OR.pdf

PERFORMANCE-BASED WORK

STATEMENT PWS

LODGING SERVICES – May 31, 2019 For the

Oregon Army National Guard Yellow Ribbon Reintegration Program

1.0 Description of Services: The contractor shall furnish double occupancy, non-smoking rooms, for the Oregon Army National Guard Service Member and Family Support (SMFS) Yellow Ribbon Reintegration Program (YRRP) Pre- Deployment Event and Resource Fair in Clackamas, Oregon. The lodging accommodations shall contain living and sleeping areas in accordance with Federal, State, Local, and commercial standards. The performance standards and requirements for the lodging facility include the following:

Check In Date Duration Description Quantity May 31, 2019 One Night Double Rooms 35

2.0 Definitions and Acronyms

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2 Contracting Officer (KO): A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government.

Note: The only individual who can legally bind the government.

2.1.3 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.4 Commercial Lodging Facility: A Contractor/Business, hotel, motel, or inn which provides sleeping accommodations to the traveling public.

2.2 Acronyms: (List all acronyms used in the PWS and what they represent. At a minimum, insert the acronyms provided below.)

CMRA Contractor Manpower Reporting Application KO Contracting Officer POC Point of Contact PWS Performance Work Statement

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S):

Not applicable to this requirement.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.0.

4.1.1 FIRE AND SAFETY REQUIREMENTS. Lodging accommodations shall meet fire and safety requirements per the National Fire Protection Association (NFPA) Code 10, Code 70, Code 101 and Code 96. All contracted quarters shall conform to applicable Oregon Department of Public Health regulations, and Oregon Fire & Safety regulations.

4.1.2 GUEST ROOMS. Standard guest rooms shall contain at minimum:

4.1.2.1 Rooms shall be constructed and finished to provide good light illumination, reflection and sound attenuation. All piping and wiring shall be enclosed. Sufficient electrical outlets and light switches shall be provided. All electrical cords, bulbs, lights, outlets, and switches shall be in good, operational condition.

4.1.2.2 Rooms shall be free of damage and all floors, ceilings, and walls shall be clean and in good, serviceable condition.

4.1.2.3 Entrance doors to guest rooms shall be equipped with both a primary lock and a secondary deadbolt lock (See Appendix A for definitions). If the guest room has sliding glass or French doors they shall be equipped with an effective locking device. Doors to connecting guest units or maintenance corridors shall be equipped with a deadbolt lock. The entrance door to the guest room shall be equipped with a view port or window convenient to the door. All doors, exterior and interior, shall be free from holes, dents, or other physical defects. Emergency procedures, exit diagram and location of fire extinguishers shall be posted on entrance doors (applies only to lodging facilities with interior rooms).

The room number shall be posted on or near the entrance door.

4.1.2.4 Windows overlooking a common walkway or in a ground floor room shall be equipped with a functional lock. Windows shall be well maintained, with no cracks or other defects. Drapes with blackout lining, shades or blinds shall be provided. If only drapes are provided, they shall screen out light. All window coverings shall be in good serviceable condition, free from tears or excessive wear.

4.1.2.5 Individual room-controlled heating/air conditioning units with the necessary ventilation to maintain comfort for occupants. Air filters shall be free from damage, the proper size, and be replaced or cleaned in accordance with manufacturer’s recommendations.

4.1.2.6 Adequate closet or hanger space and a dresser or drawer space. At least one luggage rack or equivalent bench space.

4.1.2.7 Means for occupants to indicate when they are not to be disturbed, for example, a “Do Not Disturb” sign. The lodging facility employees shall respect the signs when displayed.

4.1.2.8. Double occupancy rooms shall contain at least 2 beds. Each bed shall have a firm mattress with box springs, mattress pad or cover, two pillows, and sufficient bed linens.

4.1.2.9. A mirror

4.1.2.10 A telephone in good, operational condition with emergency numbers posted on or near it.

4.1.2.11 At least one television with remote control (TV directory)

4.1.2.12 Alarm clock

4.1.2.13 Private bathroom. The bathroom shall have a fully functioning tub and/or shower, toilet and sink in good, operational condition. The tub and/or shower shall have a door or curtain. The tub and/or shower shall have a non- slip surface or a rubber mat shall be provided for use on any non-skid resistant surface.

Hooks or racks shall be provided for robes or clothing. Adequate shelf space shall be provided for toiletries on or near the sink. A large mirror (minimum 18” x 30”) with ample light for shaving/make-up shall be provided over the sink. There shall be a GFI electrical outlet convenient to the mirror. All fixtures shall be in good repair. Fixtures that control the flow of water shall not be cracked or leaking and shall operate properly to maintain a constant and adequate flow of water without sudden surges or temperature changes. The quantity of hot water provided by the facility shall be adequate for the maximum number of guests. The bathroom shall have proper ventilation by an exhaust fan, a window or a vent. The window shall be of frosted glass or a curtain shall be provided for privacy. The bathroom floor shall be in good condition. Grout, tile, and linoleum shall be in good condition, maintained properly, and be free of major tears or excessive staining. Toiletries such as bath soap, toilet tissue, facial tissue, bath towels, hand towels, washcloths, shall be provided.

4.1.3 PARKING FACILITY. Parking facilities shall be paved, marked and adequately lighted.

Each parking space shall receive at least indirect light. Adequate parking spaces shall be available for all guests. Parking shall be provided to guests at no additional charge.

4.1.4 SIGNAGE. All property signage shall be legible and visible as appropriate. The lodging facility shall have directional signs on each floor depicting room number locations. It shall have directional signs for common use areas such as the dining, lobby, laundry, etc.

4.1.5 INDOOR COMMON USE AREAS (LOBBY AND PUBLIC RESTROOM). Indoor common use areas shall be well maintained and free from damage. All furnishings shall be comfortable and well maintained. Available seating should be appropriate for size of property and typical number of guests.

4.1.6 PROPERTY EXTERIOR. The exterior of the facility shall be clean, no peeling paint, broken windows or shutters, excessively dirty areas, or wood/brick/masonry deterioration. The grounds and gardens shall be well maintained. The exterior shall be well illuminated.

4.2 LODGING FACILITY: The following services shall be offered:

4.2.1 The lodging facility shall provide check in/out service on a 24 hour basis, 7 days a week.

The desk area shall be clean, efficiently designed to process multiple check-in/outs simultaneously, and sufficiently staffed with trained personnel. The lodging facility shall inform all government guests assigned accommodations under this contract, of the required check out time. Government guests, who incur another day's charge because of failing to meet the required check out time, do so at their own expense. The Government incurs no liability in this instance.

4.2.2 The lodging facility shall provide wake-up and message service on a 24 hour basis, 7 days a week.

4.2.3 The lodging facility shall provide a means of storing and safeguarding guest valuables.

Safety deposit boxes may be provided at the front desk or in each guest room. If safety deposit boxes are in the front desk, a receipt for the stored items shall be furnished to the guest.

4.2.4 The lodging facility shall be equipped to provide a means of storing and securing luggage for guests when ready rooms are not available or at checkout. A receipt for the stored items shall be furnished to the guest.

4.2.5 The lodging facility shall provide upon request an ironing board and iron if not available in the guest room. They shall have a first aid kit at the front desk in case of emergencies.

4.2.6 The lodging facility shall provide upon request an information packet that contains information about local restaurants, shopping areas, and entertainment. They shall provide upon request a commercial telephone directory. Desk clerks shall be able to explain to guests miscellaneous charges not covered by the PWS, for example, long distance personal phone charges.

4.2.7 The lodging facility shall provide management and staff personnel that present a neat appearance and operate ethically and professionally. They shall provide attentive, conscientious attention to guest service.

4.2.8 HOUSEKEEPING SERVICES.

4.2.8.1 Guest Room. All surfaces shall be clean and stain, dust and mildew free, including but not limited to floors, walls, ceiling, doors, windows, window sills, baseboards, chair rails, heating/air conditioning systems, vents, blinds, ceiling fans, light fixtures, switch plates, furniture, upholstery, knick-knacks, decorative items, silk and real plants, etc. Rooms shall be fresh smelling, free of odors from dirt, mildew, mold, poor sanitation, or heavy deodorizers. Rooms and furniture shall be free from insects, rodents and other pests. Daily services include, but are not limited to: room cleaning, bed making, linen change if required, and replenishment of amenities, toiletries, and supplies.

4.2.8.2 Bathrooms shall be clean with no mildew, dust, rust, soap scum, stains, or grimy film on fixtures, ceiling, walls, or floors. The wastebasket shall be lined and emptied daily. Bathroom shall be fresh smelling, free of odors from dirt, mildew, mold, poor sanitation, faulty plumbing, or heavy deodorizers.

4.2.8.3 OTHER AREAS (RESTAURANT, DINING AREA, SWIMMING POOL, SPAS,

FITNESS CENTER, LAUNDRY ROOM, ICE MACHINES, VENDING MACHINES, ETC).

These areas are not a requirement; however, if on premises, they must be well maintained and meet general standards of safety, quality, and cleanliness.

4.2.9 LINEN SERVICE. Bed sheets and pillow cases shall be washed at least once per week or when occupancy changes, whichever occurs first, and whenever necessary due to guest personal requirements.

They shall be in good repair, free from tears, rips, holes and extensive wear. All blankets, mattress covers, and bedspreads shall be clean, without any objectionable odors, and in good repair, free from tears, rips, holes, stains, and extensive wear. Additional blankets shall be provided if requested by guest. Freshly laundered bath and hand towels and wash cloths shall be provided daily. Dirty linen must not contaminate the facility or clean linen when it’s handled, stored, and transported. The lodging facility shall follow the following procedures:

4.2.9.1 Clean and dirty linen shall be kept separate on housekeeper carts.

4.2.9.2 Clean and dirty linen shall be kept separate within linen room.

4.2.9.3 Linen handling is located as to prevent steam, odors, lint, and objectionable noises from reaching personal living and guest rooms.

4.2.10 SECURITY. The contractor must provide security within commercial standards.

4.2.11 ADDITIONAL SERVICES. All additional services not specified in this PWS, or not included in the standard commercial room rate, shall be paid by the guest requesting and receiving the extra service.

5.0 Lodging Requirement:

5.1 The contractor shall provide rooms in the following quantities and dates:

- 35 Double Rooms, Check In: 31 May 2019, Check Out: 1 June 2019

5.2 Location: Within 10 Miles of Oregon City, OR 97045

5.3 A name roster will be provided to the hotel for personnel to accept rooms and will be used to verify charges shown on the invoice. Rooms will be provided to only those individuals that appear on the rooming list or as provided by the contracting officer or contracting specialist. The contractor will indicate the date the name roster is required as part of their quote.

5.4 Nightly rate must be at or below DoD/Government/GSA rate for Portland, Oregon which can be found here: https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-lookup

5.5 The government may modify the contract to increase or decrease the number of rooms depending upon the availability of the lodging facility and the cancellation policy of the facility.

Changes will be coordinated no later than 21 May 2019. Room quantities will not be increased or decreased without an official modification issued by the contracting officer. Only the contracting officer can make changes to the terms and conditions of the contract.

5.6 Federal government employees are exempt from state lodging taxes. Proof of federal employment will be provided by each individual upon check in.

5.7 In case of emergency, the contractor will be permitted to move Soldiers to another room, or extreme case, to another facility or hotel. This will be permitted on an emergency basis only and requires prior approval by the KO. If the emergency is such that prior approval cannot be obtained, the contractor shall notify the KO as early as possible on the following work day. Over booking by the hotel does not constitute an emergency. Examples of what constitutes an emergency are as follows:

5.8 The government will not be responsible for any miscellaneous charges incurred by Soldiers.

The contractor shall explain to each person that miscellaneous charges (such as telephone charges, pay-per-view movies, room service, meals, etc.) are not covered by the contract and will be charged to and paid by the individual.

5.9 Accompanying Personnel. Service members are expected be sharing lodging with family members to include spouse, children or designated individual.

6.0 Contractor Manpower Reporting Application (CMRA):

6.0.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the National Guard Bureau (or your organization) via a secure data collection site.

6.0.2 The contractor shall completely fill in all required data fields using the following web address:

http://www.ecmra.mil/. Reporting inputs shall be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2019. Contractors may direct questions to the help desk at http://www.ecmra.mil.

6.0.3 Unit Identification Code (UIC) for the Requiring Activity: W8BAAA