118th UTA Lodging PWS.docx

PERFORMANCE WORK STATEMENT

118th WING AIR NATIONAL GUARD COMMERCIAL LODGING

1. SCOPE OF WORK:

1.1 To provide lodging accommodations for authorized Air National Guard (ANG) personnel of the 118th Wing, Tennessee Air National Guard located at 240 Knapp Blvd., Nashville, TN 37217, while in a duty status for training on a rental basis. The performance standards and requirements for these services include the following responsibilities:

The 118th Wing has a requirement for lodging accommodations to be available during the Regular Scheduled Drill (RSD) periods that are outlined in the schedule below under the Performance Period section of this document. A minimum of two hotels are required to satisfy overall requirement for total rooms in a year. The 118th Wing typically performs RSDs on the first weekend of each month being Friday night through Sunday; however, in some cases, due to holidays and super drill (four day RSD), this may not be the case. Traditionally, there will be one super drill per year which will be performed on a Friday, Saturday, Sunday, and Monday; therefore, rooms will be required for Thursday night through Monday morning. We reserve the right to use rooms during weekdays leading up to RSD or after RSD if prior notice is given in time. Review the provided RSD schedule for exact dates. Rooms will be purchased in blocks as described in this contract. See Description of Required Services for details.

1.2 SCHEDULE: The yearly schedule will be provided upon awarded contract so hotels can see when rooms will be needed each month. The only month not scheduled for training is July. The lodging manager will notify and provide the lodging facility with an updated schedule in the event of a schedule change.

1.3 PERFORMANCE PERIOD:

30 Apr 2021 – 29 Apr 2022 (Base Year Option), 30 Apr 2022– 29 Apr 2023 (1st Year Option), 30 April 2023 – 29 Apr 2024 (2nd Year Option)

1.4 DESCRIPTION OF REQUIRED SERVICES:

Non-Pandemic Description Days/Nights Number of Rooms

**Note: Super Drill Thursday will be booked the same as a traditional Friday night.

Pandemic Description Days/Nights Number of Rooms

**Note: Super Drill Thursday will be booked the same as a traditional Friday night.

2. PURPOSE:

2.1 The 118th Wing Contracting Office is looking to award Multiple Award Indefinite Delivery Indefinite Quantity (IDIQ) contracts to provide quality single and double occupancy lodging accommodations placed by the 118th Wing Contracting Officer or designated representative.

3. LOCATION:

3.1 Contract Quarters must be within a 15 mile radius of 240 Knapp Blvd Nashville, TN 37217.

4. REQUIREMENTS:

4.1 The contractor shall furnish all labor, equipment and materials required to operate and maintain each room and common areas used under this contract. Standard commercial practices are required under this contract.

4.2 ROOM:

4.2.1 Each single (SGL) occupancy room will contain an overall living and sleeping area having a minimum of 250 square feet. Not more than one person will be assigned to each SGL room, not more than one person per bathroom (SGL occupancy). Single Room at minimum must have one (1) Queen size bed or larger

4.2.2 Each double (DBL) occupancy room will contain an overall living and sleeping area having a minimum of 250 square feet. No more than two persons will be assigned to each DBL room or more than two persons per bathroom. (DBL occupancy) Double rooms must have at least two (2) queen size beds or larger. **Pull out sofas are not acceptable as 2nd bed**

5. FACILITIES AND APPEARANCE STANDARDS:

5.1 Room and bathroom facilities will be constructed and finished to provide light when occupied. Bathroom will be provided with hot and cold running water that is maintained for bathing.

5.2 Living quarters will be heated, air-conditioned, and ventilated to the extent necessary to maintain proper health, safety and comfort standards.

5.3 All electrical equipment, switches and plugs must be up to building code.

5.4 All entrance doors to rooms will have double locks, one of which will insure that entry cannot be gained from outside while room is occupied and all windows will have a locking device (sticks and item foreign to window construction are not acceptable).

5.5 All rooms shall be accessed from an interior hallway entrance of the lodging facility only.

5.6 Each room will have an operative smoke detector and operative heat sensitive sprinkler system as well as throughout the facility. 118th Wing Safety will inspect locations after solicitation ends to ensure meeting codes in accordance with 29 CFR 1910-OSHA Standards and NFPA Life Safety Code. **if found inoperable by 118th Safety office, this is not a contingent fix for award. Safety of our Airmen is our number one priority**

5.7 Exit signs must properly be displayed and visible. 118th Wing Safety will inspect all exit signs to ensure properly installed with proper directional knockouts (if required). **if found that exit signs are not properly placed, or not properly visible, this is not a contingent fix for award. Safety of our Airmen is our number one priority**

5.8 Windows will have blackout capability or adequate light reduction for day sleepers. No room containing broken windows or broken window panes will be occupied at any time.

6. HOUSE KEEPING STANDARDS

6.1 Room carpet must be clean and free of dirt. Walls must be clean and free of dirt, peeling wallpaper, or cracks. Bathroom floors will be cleaned and sanitized daily. Floors will be free of cracks, loose tile or grime build-up in corners and around commode.

6.2 Trash containers will be provided (1 in bedroom and I in bathroom) and lined with clean plastic bags. Trash will be removed from room on a daily basis.

6.3 All rooms, bedding and furniture will be free of insect pest, rodents and or reptilian infestation. (Visible rodent droppings, chewing of furniture/wiring)

6.4 Commodes will be cleaned and sanitized daily. No stains, odors, or residue are allowable. Sinks/tubs/showers will be cleaned daily. No soap scum, mineral deposits, shaving cream or toothpaste deposits are allowable.

7. FURNITURE EQUIPMENT AND STORAGE

7.1 Furnishings and equipment must be clean and in good repair.

7.2 A minimum of 24 linear inches of hanging space per person will be provided in either a closet or in a dressing room.

7.3 A minimum of one desk or wring table, one desk chair and an operable desk lamp.

7.4 Mirror: 1 per sleeping room.

7.5 A minimum of one dresser or dresser/deck which contains one drawer per person for storage of garments will be provided in each. Night stand and desk drawer are not considered adequate. Drawers will be in good operating order.

7.6 Chair, occasional: 1 per room.

7.7 A queen or larger bed will be supplied for each person. Mattresses, mattress covers and box springs are required and will be free of tears, odors, insects, and stains. Mattresses will be firm, free of lumps and will not sag. Beds are to have headboard, bed-frame, and a mattress pad.

7.8 One night stand will be provided for each bed.

7.9 Reading lamp or overhead lighting provide with each bed.

7.10 Adequate lighting will be provided in each room to include:

7.10.1 An entry switchable light or lamp

7.10.2 A desk or writing table light or equivalent

7.10.3 Night stand and bed reading light

7.10.4 Bathroom light

7.11 Bathroom must be constructed to provide convenient sanitary facilities. Wash basin and shower tub areas shall have a vanity table, a mirror, stopper devices, soap dishes, towel bars/hooks, and grounded electrical outlets conveniently located for use of electrical razors, hair dryers, etc. Bathrooms must have a working exhaust fan. The shower/tub combination shall have shower doors or curtains. Loose, Missing or badly worn/damage wall tiles, fixture or accessories are unacceptable. Fixtures controlling flow of water must not be cracked or leaking.

7.12 Rooms must be equipped with a minimum of a 19 Inch Color Television with cable or antenna that has access to local TV stations

8. Specific Tasks

SERVICES: The contractor shall provide the following services:

8.1 ASSIGNMENT OF QUARTERS/ROOMS: The Contracting Officer or designated representative is responsible for designating the Government personnel to occupy the contractor’s facility.

8.2 When two (2) persons are assigned to a double room and one individual checks out prior to the second individual, then the charge for the second individual reverts to the single occupancy rate. Individuals of the same sex designated for double room occupancy shall be billeted in rooms with two (2) beds. If two beds are not available for double room occupants, then single rooms shall be provided for each. Transient personnel married to each other may be roomed together upon request.

8.3 CHECK-IN/OUT SERVICE: The contractor must provide a 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/out simultaneously, and sufficiently staffed with trained personnel. Contractor agrees to inform all government personnel assigned accommodations under this agreement of the required check-in/out time. Check-out must be prominently posted. Government personnel, 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.

8.4 EXTRA SERVICES: All extra services not specified in this Performance Work Statement, or not normally included in the room rate, shall be paid by the individual(s) requesting and receiving the extra service.

8.5 DINING FACILITIES: (If Applicable) On site facilities under contractor’s control providing breakfast, lunch and dinner menus, must be clean and post a current grade “A” Health Certificate. **118th Wing Public Health will inspect to ensure cleanliness of food service areas as well as food storage, such as refrigerators and/or freezers are storing foods at proper temperatures**

8.6 FITNESS AREA/SWIMMING POOL (if applicable): Fitness area must provide a safe location with all working equipment for members to use. If equipment is broken or malfunctioning, must be notated or removed for non-use. Also must have cleaning items for members or other guests to use to clean equipment after every use. Swimming pools must not have any tripping hazards (uneven surfaces) and must contain proper level of chlorine to ensure no irritation to skin or eyes. Public Health and Safety will inspect at site visit to ensure safety and health conditions are met.

8.7 CUSTODIAL/SANITATION SERVICES: Daily services include, but are not limited to, room cleaning (to include vacuuming, emptying trash and dusting), bed making, linen change (as required), adequate quantities of towels and wash cloths. These requirements are minimum requirements per person. Toilet Paper is to be supplied per bathroom.

8.8 LINEN SERVICES: Linen service shall be provided at least twice per week or when occupancy changes, whichever occurs first, and whenever necessary due to guest personnel requirements. Additional blankets shall be clean, freshly laundered without any objectionable odors, and in good condition, free from tears, rips, holes, stains, and extensive wear.

8.9 COMMON USE AREAS: The contractor shall keep all hallways, corridors, grounds, and other adjacent areas under the contractor's control in a clean, neat, and safe condition, and free from unpleasant smells. Sprinkler system through common use areas must be operable. 118th Wing Safety Office will inspect and will need to see most recent fire safety inspection for entire facility

8.10 “DO NOT DISTURB" SIGNS: All rooms shall have such signs available. Contractor employees shall respect them when displayed.

8.11 INFORMATION SERVICES: Desk clerks shall be able to explain to occupants miscellaneous charges not covered by this performance work statement, for example, telephone charges. The contractor shall provide information on bus schedules, taxis, and other local transportation, dining facilities and locations, and commercial telephone directory services.

8.12 LAUNDRY OPTIONS: A coin-operated laundry service must be available on the premises. Such facilities, when under the contractor's control, must be clean and in good repair at all times.

8.13 SECURITY: For security reasons, a safe/ safe deposit box shall be provided within the rooms or at the registration desk for protecting valuables. Must have a solid core wood door or metal exterior door w/ security devices: Swing bar door lock w/ edge guard or chain door lock, dead bolt, and peephole are required.

8.14 UTILITIES: Contractor shall furnish all utilities including heating and air-conditioning in season and hot and cold running water. In addition, hot water must be continuously available to all occupants. If utilities fail, due to other than a service-wide failure, for more than (4) hours, the Contracting Officer may require the contractor to relocate all guests for which accommodations have been obtained, to another hotel/motel of equal or better quality at the contractor's expense.

8.15 COMMUNICATION: A telephone must be furnished in each room provided under this contract. Room occupants will personally pay for all long distance calls. Billing for this service must be presented to the individual prior to his/her departure. FREE WI-FI (wireless internet) will be supplied.

8.16 WAKE-UP SERVICES: A wake-up service will be provided (if requested by occupant) 24 hours a day, seven (7) days per week.

8.17 LOBBY/GUEST RECEPTION AREA: Entrance to hotel must have a sensor-operated door (automatic). A public restroom is to be provided w/ separate male and female individual stalls. The restroom also needs to have handicap access.

8.18 SUPERIOR ON DUTY: The premises is to have a Manager/Supervisor on duty w/ proper identification at all times.

8.19 PARKING: Parking will be available at no costs to the members staying at facility as part of the contract

9. SECURITY:

9.1 Fully functioning, user owned, video surveillance for the following areas: 100% coverage of main desk, 100% coverage of entry ways and doors, 80% minimum coverage of parking lots/spaces (100% law enforcement video surveillance is acceptable in lieu of user owned camera coverage of the parking lots). 7 day minimum monitoring/recording/playback capability. Capabilities must be available for verification by 118th Wing Anti-Terrorism Office (ATO) **This will be inspected at site visit after solicitation date has ended by 118th Security Forces and Anti-Terrorism Officer**

9.2 Licensed contract security or POST certified law enforcement personnel on site during hours of darkness when contract is active (i.e. IDT weekends). This is in lieu of not having working parking lot cameras. **MUST SHOW IN PROPOSAL PLAN FOR SECURITY** **this will be inspected at site visit after solicitation date has ended by 118th Security Forces and Anti-Terrorism Officer**

9.3 Working emergency notification system. **This will be inspected at site visit after solicitation date has ended by 118th Security Forces and Anti-Terrorism Officer**

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

9.5 Employee’s will report suspicious activities related to guest inquiries to base Lodging Manager or Security Forces immediately.

10. QUALITY ASSURANCE:

10.1 Contractor agrees that an inspection of the premises may be conducted at the discretion of the Contracting Officer at any reasonable time.

10.2 Any discrepancy noted during an inspection will be made known to the Contractor, who will in turn acknowledge notice of the discrepancy and annotate the inspection sheet with their concurrence or nonoccurrence and make any other comments they may desire.

11. SANITATION:

11.1 Sanitation requirements will be prescribed by local, state, and federal laws and regulations. A copy of the latest inspection report prepared by a duly appointed state inspector in the performance of their official duties be available to representative of the Contracting Office.

12. AUTOMATIC CANCELLATION/LATE ARRIVALS PROVISIONS

12.1 If the occupant has not been registered, or advance reservations have not been confirmed by 6:00 p.m. (1800 hours), (date of arrival), reservations are to be considered as canceled.

13. OVERBOOKING

13.1 In case of overbooking by contractor, personnel will be transported to, and accommodated in another lodging facility of equal or higher quality standards at no additional expense to the individual or the Government.

14. DISORDERLY CONDUCT

14.1 Incidents of disorderly conduct on the part of 118th Wing personnel occupying the rental accommodations shall be reported by telephone to the Contracting Officer or designated representative. An itemized list of damages caused by personnel in the assigned rooms will be submitted to the Contracting Officer giving the specifics of the incident, occupants name and room number for referral to appropriate persons; however, the Government does not assume liability for any damage cause by personnel acting outside the scope of their employment. Such damage will remain the responsibility of the individual(s) causing damage.

15. APPLICABLE FORMS

15.1 The 118th Wing Lodging Office will provide the Contract Quarters Location with a Computerized Contract Quarters Authorization listing or a locally developed form by hard copy, phone fax, or e-mail with the name of the individuals authorized contract lodging, confirm the room rate, call number, and authorize billing to the 118th Wing Services Lodging Office. The Contract Quarter Authorization listing, whether form or computerized, is required to be attached to the direct billing invoices identifying by call number to confirm utilization of quarters.

15.2 The 118th Wing Lodging Office will provide travelers going to contract quarters a briefing concerning the use of government contracted quarters, standard of conduct, etc. Also, an open line of communication is offered to the contractor to report and resolve problems concerning our travelers.

16. RESERVATIONS:

16.1. LODGING MANAGER. The Lodging Manager will provide a Contract Quarters Authorization listing containing the names of the individuals authorized lodging at the contracted lodging facility.

16.2 LODGING FACILITY. The lodging facility will provide accommodations that meet or exceed the requirements as outlined in the PWS.

16.3 LODGING FACILITY. The lodging facility will ensure all members authorized lodging at the Governments expense sign in at the time of check in and out at the time of check out utilizing the Contract Quarters Authorization Listing.

16.4 LODGING FACILITY. To receive payment the lodging facility will provide an itemized bill and the Contract Quarters Authorization Listing containing sign in/out signatures to the lodging manager within five business days of the lodging event.

16.5 LODGING MANAGER. The lodging manager will reconcile the itemized bill with the Contract Quarters Authorization Listing to verify charges. Any discrepancies will be resolved prior to payment being made. If no discrepancies exist, Lodging Manager will inform Vendor that invoice can be submitted in Wide Area Workflow (WAWF). WAWF is mandatory Department of Defense (DoD) invoicing system. Once invoice is approved in WAWF by the Lodging Manager, Payment will be submitted to the bank account listed in System of Award Management (SAM) registration by the Defense Finance and Accounting Services (DFAS). **NOT OPTIONAL**.

16.6 CANCELLATIONS: The lodging manager will notify the lodging facility of cancellations within 24hrs. The Government will not be subject to or charged a cancellation fee.

17. DEFINITIONS

17.1. LODGING MANAGER. An officer, noncommissioned officer, or civilian responsible to the Base Support Group Commander for matters relating to lodging of military and government personnel.

17.2 LODGING OFFICE. The lodging office is responsible for providing housing/lodging to the authorized transient and local government employees and military personnel.

17.3 CONTRACTING OFFICER. A person with the authority to enter into, administer, or terminate contracts for the Government and make related determination and findings.

17.4 DESIGNATED REPRESENTATIVE OF THE CONTRACTING OFFICER. The individual (s) designated in writing to the contractor as being authorized to assign lodging, place calls, and make advance reservations for lodging. This is usually personnel from the Lodging Office, and written designation must be issued and executed by the Contracting Officer.

17.5 LODGING FACILITY A hotel, motel, or inn, which provides sleeping accommodations to the traveling public.

17.6 QUALITY ASSURANCE EVALUATOR. (QAE). The representative of the Contracting Officer who performs technical surveillance of the contract.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The government will monitor the Contractor’s performance under this contract using the quality assessment and improvement procedures established by the 118th Wing Air National Guard and pursuant to FAR 52.246-4, Inspection of Services. Additionally, the Contractor’s performance is subject to scheduled and unscheduled review by quality assessment personnel as defined by the 118th Wing performance standards.

QASP Monitors are as follows:

The requirements in the Performance Work Statement (PWS), includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Quality Level Method of Surveillance

Furnished Rooms

Maintenance

Dining Area (If Applicable)

Facility

Management and Security

semi-annually

The Customer must identify what component of the deliverable and/or service requires attention.

The Customer must identify what component of the deliverable and/or service is below the minimum AQL.

QUALITY ASSURANCE SURVEILLANCE PLAN WORKSHEET

Performance Rating

Deliverable/Service

Each single (SGL) and double (DBL) occupancy room will contain an overall living and sleeping area having a minimum of 250 square feet.

Yellow

Red

Carpet, Paint, Drapes, Windows, Furniture, Bathroom, and Trash Cans shall be cleaned in accordance with PWS

Yellow

Red

All rooms, bedding and furniture shall be free of insect pest, rodents and or reptilian infestation.

Yellow

Red

On Site facilities under contractor's control providing breakfast, lunch and dinner menus must be clean and post a current grade "A" Health Certificate.

Yellow

Red

A copy of the latest sanitation inspection report prepared by a duly appointed state inspector in the performance of their official duties.

Yellow

Red

Compliance with structural components and security system.

Yellow

Red

Provide safe parking/Working security camera system in lobby, entrance way and least 80 percent of parking lot with playback feature or onsite hired security team

Yellow

Red

QUALITY ASSURANCE SURVEILLANCE PLAN WORKSHEET

Period of Performance: From _______________to_________________

Approved by: ___________________________ Date: _________________