118th Lodging PWS and PRS.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

118th Wing Drill Lodging Services

1.0 General:

1.1 Scope: The contractor shall furnish lodging accommodations (single occupancy, non-smoking rooms) for authorized 118 Wing Air National Guard (TNANG) unit personnel while performing duty on Regularly Scheduled Drill (RSD) and Rescheduled Drill (RD) training status. RSD/RD status may fall on any day of the month for select individuals, but generally the requirement for lodging exists over the course of (2) days per month. Occasionally four (4) consecutive days of lodging are typically required to accommodate super drills. Super drills are the combination of two (2) months of drills. When this occurs the lodging for another month during the period of performance will be used consecutively. The lodging accommodations shall contain living and sleeping areas in accordance with Federal, State, Local, and commercial standards. No more than one person shall be assigned to a single occupancy room (room with 1 bed). No more than two people shall be assigned to a double occupancy room (room with 2 beds)

1.2 Background: The Wing Commander of the 118th provides a lodging program for members that perform Regularly Scheduled Drills located outside a set commuting distance from the 118th Wing and Joint Force Headquarters-TN. Due to number of rooms required each RSD it’s fully expected to have multiple awards.

1.3 Period of Performance (PoP): The Period of Performance shall be 1 Base Year of 12 months and one (1) 12-month option year.

Base: 30 April 2024-29 April 2024 Option 1: 30 April 2025-29 April 2026

1.4 General Information:

1.4.1 Place and Performance of Services: Please see drill schedule below for required dates of service. The contractor shall always maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

4/5 May 2024 8/9 Jun 2024 July No Drill 3/4 Aug 2024 14/15 Sept 2024 17/18/19/20 Oct 2024

2/3 Nov 2024 7/8 Dec 2024 Jan 2025 No Drill **JFHQ may have drill this period Feb 2025

*TBD

*TBD

*Calendar Year 2025 Drill Schedule will be published June 2024 and dates will be provided for scheduling purposes.

**JFHQ-TN may drill off schedule than 118th Wing. Schedule for JFHQ-TN will be provided separately.

1.4.2 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

1.4.3 Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.5.10 Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (DoDD) 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals whose PII has been compromised.

1.4.6 Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.9 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.11. Combating Trafficking in Persons: The United States Government has adopted a zero-tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.4.14 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

2.0 Definitions and Acronyms:

2.1 Definitions:

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

2.1.3 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.4 Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.5 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.6 Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.7 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.8 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.9 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 Acronyms:

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract: Not Applicable

4.0 Location of Bases:

4.1 118th Wing Berry Field, 240 Knapp Blvd, Nashville, TN 37217

4.2 Joint Force Headquarters (JFHQ) 3041 Sidco Dr. Nashville, TN 37204

4.3 Lodging Facility must be within the below mileage radius. Use the addresses identified in to calculate distances from bases to lodging property. Mileage can be calculated using any driving direction website (i.e. Google Maps)

4.3.1 Maximum Distance from 118th Wing is within 20 miles.

4.3.2 Maximum Distance from JFHQ is within 10 miles.

5.0 Requirements: The contractor shall:

5.1 Lodging: Provided upon request by the Government based on room availability. The contractor shall provide clean and smoke free single and double occupancy hotel rooms in accordance with industry standards and the standards outlined in this PWS. Rooms will be required on 2nd floor or higher. No first-floor rooms. Members authorized two (2) nights for regular 2-day Drill will check in the Friday night before drill begins. During Super Drill, those authorized four (4) nights will check in the night before Super Drill begins. Members authorized only one (1) night during regular 2-day drill will check in the Saturday night of drill. During Super Drill, these members will be authorized three (3) nights, and check in will be on the night of first day of drill.

5.2 Assignment of rooms: The Contracting Officer’s Representative (COR) of the 118th Wing Services Team is responsible for identifying government personnel who require lodging. The COR documents the names of 118th Wing and JFHQ-TN personnel on a roster, which the COR submits to the contractor. 118th Wing and JFHQ-TN personnel shall not be lodged under this contract unless such authorization (the roster) is presented to the contractor. Single rooms shall be used unless double occupancy is requested by the 118th Wing Services Team. 118th Wing and JFHQ-TN personnel who are married to each other may occupy the same hotel room upon request.

5.3 RESERVATIONS: The COR shall submit room reservations 10 days prior to check- in on a excel spreadsheet to the vendor which will be guaranteed by the contractor. Double occupancy rooms will have roommates identified on the submission to the vendor. Contractor shall provide reservation confirmation information to the COR 5 days prior to check-in.

5.3.2 Contractor may accept reservations with less than 3 days prior to check-in; in this case contractor are not required to provide alternate lodging if no rooms are available.

5.3.3 Reservations may be cancelled by the COR, Unit Lodging Representatives, or the individual for which the reservation is made. All reservations may be cancelled by giving the lodging facility notice not later than 24 hours before the time the reservation would begin. Reservations cancelled within this specified time will not be charged to the Government. Reservations cancelled after this period will be charged to the Government.

5.3.4 In case of an unforeseen circumstances the lodging facility shall notify the COR and take action to relocate all guests affected by the unforeseen circumstance to another lodging facility of equal or better quality at no expense to the Government or the guests. If guests are moved to another lodging facility, the lodging facility must notify the Contracting Officer or the Government Designated Representative.

5.3.5 In case of overbooking, guests shall be accommodated in another lodging facility arranged by the contractor, of equal or better quality at no additional expense to the guests or the Government. If guest has no personal vehicle, they shall be transported to the other lodging facility at no additional expense to the guests or the Government. If guests are moved to another lodging facility, the contractor must notify the COR.

5.4 Living space: Each room shall contain living and sleeping areas in accordance with industry standards. Beds, linens, and addition equipment provided by the Hotel Property shall also be in accordance with industry standards. If Double rooms are required, they shall occupy no less than two people and both occupants will share a bathroom. Double rooms shall also contain two standard sized beds (King, Queen, Double) so that each of the two members occupying the room will each have their own bed. ROLL away beds and pullout sofas cannot be considered as double occupancy rooms. Two standard beds must be included within a “double” room.

5.4.1 Standards: Rooms shall include all standard accommodations found within the commercial marketplace for “Midscale” hotel services. Midscale Hotels typically include but not limited to internet access, a refrigerator, a microwave, television with cable access, Iron and iron board, and an alarm clock. Rooms shall also comply with all Municipal, State and Federal environmental, health and safety standards.

5.4.2 Hotel room entry doors shall be entered through an interior hallway. Entrance doors to guest rooms shall be equipped with both a primary lock and a secondary deadbolt lock. 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.

5.5 SECURITY: Past and current Criminal activity in the locale that constitutes danger to any member of the 118th Wing, whether within the contractor’s ability to control, shall be considered in the evaluation of proposals. This information will be verified by the 118th Security Forces Squadron (SFS) by utilizing reports/data from local law enforcement agencies, and/or other means of verification such as the ADT statistical crime map at https://www.adt.com/crime during the technical evaluation process. It’s the right of the 118th SFS to make the determination that areas are deemed unsafe due to high crime. If that determination is made, the proposed facility will not be considered for award.

5.5.1 Fully functioning, user owned, video surveillance for the following areas: 100% coverage of main desk, and entry ways and doors.

5.5.2 Fully and well-lit parking lots.

5.5.3 Controlled Area (Key access only) for exterior doors during Sleeping Hours (preferably 11:00 PM to 6:00 AM)

5.5.4 Employees will safeguard reservations sign-in sheets with un-marked coversheets so guest names are not visible to non-employees.

5.6 RECORD KEEPING: Contractor will collect a signature from individual(s) as proof of occupancy. Contractor has latitude of how this will be completed. If multiple days/nights are used concurrently, one signature is acceptable for the entire period.

5.6.1 Contractor shall submit to COR an itemized monthly statement. Monthly statement(s) will indicate individual name(s) for every room that is invoiced.

5.6.2 Monthly statement must be certified by COR. Certification can be completed by any reasonable means (email concurrence, digital signature). Monthly statement is created by the vendor, but will include at minimum, the date. Vendor determines the format of the monthly statement.

5.6.3 COR have (3) three business days to return the certified statement to the vendor.

5.6.4 Invoice submittal is mandatory utilizing Wide Area Workflow (WAWF) https://piee.eb.mil/.

5.6.5 Invoice will be submitted in WAWF no later than 10 days after the conclusion of the scheduled drill period.

5.6.6 WAWF invoice will include as an attachment the monthly certified statement.

5.7 FIRE AND SAFETY REQUIREMENTS: Each room will have an operative smoke detector and operative heat sensitive sprinkler system as well as throughout the facility. 118th Wing Safety will ensure facilities are meeting codes in accordance with 29 CFR 1910-OSHA Standards and NFPA Life Safety Code

5.8 GUEST ROOMS: Standard guest rooms shall be a minimum of 270 sq. ft.

5.8.1 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.

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

5.8.3 Windows overlooking a common walkway 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.

5.8.4 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.

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

5.8.6 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.

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

5.8.8 Each room occupant will be provided a room key.

5.8.9 Room Reservations will be on the second floor or higher.

5.9 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. Free parking shall be available for guests.

5.10 LODGING FACILTY SERVICES: The following shall be offered:

5.10.1 The lodging facility shall provide check in/out service on a 24-hour basis, 7 days a week. The desk area shall be clean 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.

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

5.10.3 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.

5.10.4 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.

5.10.5 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.

5.10.6 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.

5.10.7 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.

5.11 HOUSEKEEPING SERVICES

5.11.1 Guest Room. All surfaces shall be clean and stain, dust, and mildew free, including but not limited to floors, walls, ceiling, doors, windows, windowsills, 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.

5.11.2 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.

5.11.3 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.

5.11.4 LINEN SERVICE: Bed sheets and pillowcases 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.

5.12 CREDIT CARD AT CHECK-IN: Credit cards may be placed on file in compliance with standard commercial practices to fund incidentals and damage. Member’s credit cards SHALL not be charge for any reason other than incidentals or damage. It is not the member responsibility to pay for canceled rooms, or room fees that have not been paid by the contract holder.

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

Federal Acquisition Regulation https://www.acquisition.gov/?q=browsefar

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html or https://www.acquisition.gov/dfars

Federal Information Processing Standards (FIPS) Publication 201-2 Personal Identity Verification (PIV) of Federal Employees and Contractors (paragraph 9) August 2013 http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf

https://www.esd.whs.mil/Directives/issuances/dodm/

DoDI 5400.11 Department of Defense Privacy and Civil Liberties Programs 01/29/2019 https://www.esd.whs.mil/Directives/issuances/dodi/

DoD 5400.11-R Department of Defense Privacy Program 05/14/2007 https://www.esd.whs.mil/Directives/issuances/dodm/

DoDD 8140.01 Cyberspace Workforce Management

10/05/2020 https://www.esd.whs.mil/Directives/issuances/dodd/

DoD 8570.01-M Information Assurance Workforce Improvement Program 12/19/2005 (Change 4: 11/10/2015) https://www.esd.whs.mil/Directives/issuances/dodm/

DoD 5220.22-M National Industrial Security Program Operating Manual (NISPOM) 02/28/2006 (Change 2: 05/18/2016) https://www.esd.whs.mil/Directives/issuances/dodm/

AFI 10-245

Antiterrorism 03/28/2013 (Certified current 03/30/2017) https://www.e-publishing.af.mil/Product-Index/#/?view=pubs&orgID=10141&catID=1&series=-1&modID=449&tabID=131

AFI 31-101

Security Forces Standards and Procedures 08/18/2020 https://www.e-publishing.af.mil/Product-Index/#/?view=pubs&orgID=10141&catID=1&series=-1&modID=449&tabID=131

AFMAN 31-113

Security Forces Standards and Procedures 03/05/2013 Change 1:

12/02/2015 https://www.e-publishing.af.mil/Product-Index/#/?view=pubs&orgID=10141&catID=1&series=-1&modID=449&tabID=131

AFPD 17-1

Information Dominance Governance and Management 04/12/2016 https://www.e-publishing.af.mil/Product-Index/#/?view=pubs&orgID=10141&catID=1&series=-1&modID=449&tabID=131

AFMAN 17-1301

Computer Security (COMPUSEC) 02/12/2020 https://www.e-publishing.af.mil/Product-Index/#/?view=pubs&orgID=10141&catID=1&series=-1&modID=449&tabID=131

AFI 10-701

Operations Security 7/24/2019 (Change 1:

06/09/2020) https://www.e-publishing.af.mil/Product-Index/#/?view=pubs&orgID=10141&catID=1&series=-1&modID=449&tabID=131

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

5.3 Reservations

5.6.5 Invoicing

5.7 Fire and Safety

End of PWS Ver. October 2022