189AW Lodging PWS June 2021.docx.pdf

PERFORMANCE WORK STATEMENT

FOR

UTA TROOP HOUSING

30 June 2021

TABLE OF CONTENTS

SECTION I Background

SECTION II Scope of Work

SECTION III Performance Requirements

SECTION IV Government-Furnished Property and Services

APPENDIX A Applicable Publications

I. BACKGROUND

1. The contractor shall, except as specified in this Performance Work Statement (PWS) as government furnished property or services, provide all personnel, supervision, and any items and services necessary to provide commercial lodging for authorized 189th Airlift Wing (Wing) and Arkansas Air National Guard (AR ANG) unit personnel on

Unit Training Assembly (UTA)/Inactive Duty Training (IDT) status only as defined in this PWS. Lodging is provided to Wing members on UTA Status at the Little Rock Air Force Base (LRAFB), Jacksonville, Arkansas, in support of monthly UTA training requirements. The Base Contracting Officer is the final authority for all matters pertaining to this agreement. The Government (189thAW) intends to enter into a Firm Fixed Price Contract that will consist of a six (6) month contract, with two (2) optional years.

Initial Period of Performance: Date of contract award until December 31, 2021.

Option Year 1: January 1, 2022 – December 31, 2022

Option Year 2: January 1, 2023 – December 31, 2023

6 Month Option: January 1, 2024 – June 30, 2024

The Contract POP shall not exceed three (3) years from the date of award.

An annual review of the Contract will be conducted in accordance with FAR 13.303-6 to include a review of the

System of Award Management (SAM) to ensure an active registration without exclusions. Any updates needed should be addressed at this time.

II. SCOPE OF WORK

A. Hotel/Motel Property Room Use Description: The AR ANG has a primary requirement for commercial lodging and associated support services to house AR ANG personnel on UTA status. UTA status may fall on any day of the month for select individuals; generally, the requirement for lodging exists over the course of one (1) weekend each month. The average “UTA weekend” typically requires 60 to 80 nights of lodging in the Jacksonville and North Little Rock, AR area for 30 to 50 personnel. Required nights of lodging for eligible personnel may increase or decrease significantly, depending on mission requirements. As previously identified, requirements may exist for lodging military members in a UTA status outside of the primary UTA weekends throughout the course of any given month. The contractor shall provide lodging upon request by the Government.

B. The purpose of this contract is to provide hotel/motel rooms and associated (authorized) services for the

AR ANG in the local Jacksonville and North Little Rock, AR area while achieving the best terms, conditions and pricing. The physical address of any property for any requirement for lodging in the

Jacksonville and North Little Rock must be within 15 driving miles of the LRAFB.

C. Due to Antiterrorism/Operations Security requirements, limited dates for required lodging will be provided in this PWS for predetermined UTA training periods; additional dates shall be provided at the time of any resultant award to an interested party who provides a successful offer.

D. Initial dates required for lodging begin the first of the month following contract award. Specific dates for future requirements shall be provided in any resultant award.

CONTRACTOR FURNISHED ITEMS

The (Hotel/Motel Property) shall furnish the following:

A. ROOMS. Provided upon request by the Government based on room availability at the predetermined price that is dictated by the Approved Price List in place upon issuance of a “reservation request.” The contractor shall provide clean and smoke free single and double occupancy hotel/motel rooms in accordance with industry and Federal Emergency Management Agency (FEMA) standards.

1. LIVING SPACE.

a. Each room shall contain living and sleeping areas in accordance with (IAW) industry standards.

Beds, linens and additional equipment provided by the Hotel/Motel Property shall also be IAW industry standards.

b. Double rooms shall occupy two (2) people and both occupants will share a bathroom. Double rooms shall also contain two (2) beds (King, Queen, Double or Twin) so that each member occupying the room will each have their own bed. Roll-away beds and pullout sofas cannot be considered as double occupancy rooms.

c. Rooms shall include all standard accommodations found within the commercial market place for

“Midscale” hotel/motel services. Midscale Hotels typically include but not limited to a telephone, internet access, a refrigerator, a microwave, television with cable access, iron and iron board, and an alarm clock.

d. Rooms shall also comply with all Municipal, State and Federal environmental, health and safety standards.

B. SECURITY. The contractor will ensure a safe and crime free environment.

1. GUEST ROOMS.

a. The guest rooms shall be secured and access limited to occupants, cleaning staff, and management in case of emergencies.

b. All entrance doors to guest rooms shall have interior security locks, either deadbolt or double locking locks, and an entrance peep hole. If the guest room has sliding glass or French doors they shall be equipped with an effective locking device.

c. Each room occupant will be provided a room key.

d. No ground floor exterior doors to any room housing AR ANG personnel are permitted.

2. EXTERIOR.

a. All doors for main building entrances shall have controlled secured access.

b. Each parking lot shall be equipped with enough lighting to ensure the safety of the members and their belongings.

3. 189th SECURITY FORCES SQUADRON FORCE PROTECTION REQUIREMENTS.

a. The 189th AW Security Forces Squadron (189th AW/SFS) reserves the right to disqualify properties that do not meet their off-base lodging physical security assessment checklist. The appropriate selection of off-base lodging facilities greatly reduces personnel threat exposure while enhancing force protection considerations. It is paramount that an assessment of potential lodging areas be conducted prior to establishing an award or contract. This may be conducted in conjunction with assessments from additional agencies to include, but not limited to the following offices under either the 19th AW or the 189th AW, 19th AW/SFS, 19th AW/Services, 189th AW

Services/Flight, Public Health Office, Safety Office, and the 19th AW Anti-Terrorism Office.

Security requirements are primarily based on historical police reports and criminal activity.

Therefore, properties shall be in a low crime area, free of drugs, prostitution, and other criminal activity.

b. The 189th AW/Services Flight currently has a policy stating the 189th AW members shall be distributed among no less than two (2) hotels, preferably three (3) or more hotels each UTA weekend. This is implemented from risk management strategies and vulnerability assessments.

C. HEATING, AIR CONDITIONING AND VENTILATION. Living quarters shall be provided with heating and air conditioning (in season) and ventilation necessary to maintain comfort for guests.

D. SAFEGUARDING VALUABLES. The (Hotel/Motel Property) must provide a means of storing and safeguarding, in a safe or vault, small high-value personal property of the occupants. Receipts for the stored items must be furnished to the guest. Any cost shall be paid by the individual, not the Government.

E. TELEPHONE. A telephone in good working order with free local access and voicemail capability shall be provided in each room. The occupant is personally responsible for telephone charges exceeding the free local access. The government shall incur no liability for telephone calls.

F. “DO NOT DISTURB” SIGNS. All rooms shall have such signs available. (Hotel/Motel Property) employees shall respect them when displayed.

G. BATHROOMS. Bathrooms shall be in sanitary condition. Bathrooms shall contain a shower and/or tub combination with a wash basin, a properly functioning toilet, and a mirror. Additionally, bathrooms must have adequate lighting and grounded electrical outlets for use of electrical razors, hair dryers etc. The shower or shower/tub combination shall have shower doors or curtains.

SPECIFIC TASKS TO BE COMPLETED BY CONTRACTOR

The Contractor will ensure the Hotel/Motel Property will provide the following services:

A. RESERVATION/ASSIGNMENT OF QUARTERS/ROOMS.

1. The Contracting Officer’s Designated Government Representative(s) (Wing Lodging Representative

(WLR)) of the 189th Services Flight is responsible for identifying 189th AW personnel who require lodging. Each month, the WLR shall document the names of 189th AW personnel on a Reservation

Request Sheet, which the WLR will submit as an initial Reservation Request for rooms to the contractor not later than 15 days prior to first check-in date.

2. 189th AW personnel shall not be lodged under this Contract unless such authorization (the Reservation

Request Sheet) is presented to the contractor.

3. Single rooms shall be used unless double occupancy is requested by the WLR. 189th AW personnel who are married to each other may occupy the same hotel/motel room (single room) upon request and will be noted on the Reservation Request Sheet.

4. The Contractor will honor roommate assignments provided by the WLR via the Reservation Request

Sheet for double rooms.

5. Once the Hotel/Motel confirms reservations, the Contractor will add the confirmation data to the

Reservation Request Sheet and return updated information to the WLR within four business (4) hours of receipt.

B. RESERVATION REQUESTS AND MODIFICATIONS AFTER 15-DAY CUT-OFF. The Contractor will book Reservation Requests submitted after the 15-day initial submission up to 12:00 hours on date of check-in.

C. CHECK IN PROCEDURES.

1. The Contractor will ensure the Hotel/Motel Property must provide a check in/out service on a 24-hour basis, 7 days a week.

2. The Contractor will ensure the Hotel/Motel will verify all 189th AW personnel via valid identification

(Military ID, Driver’s License, Passport, etc.) against the final Reservation Request Sheet or other pre-approved/authorized method. The Hotel/Motel shall not rely on wear of military uniform as an indicator of military status or authorization to receive lodging under the Contract.

3. The Hotel/Motel will be responsible for collecting payment from any member who is required to make full or partial payment due to special requests for rooms other than those authorized (i.e. members with families, request for single room when double is authorized, etc.).

4. The Contractor will ensure the Hotel/Motel will not allow anyone not listed on the Reservation

Request Sheet to check in if they are not named on the Reservation Request Sheet. The Contractor shall not be responsible for payment of accommodations provided to any individuals that checks into a property without being listed in the final roster or previously communicated by the WLR. Any member who requests lodging under this contract who is not listed on the final roster or previously communicated by the WLR shall be responsible for standard room rates and any applicable taxes.

5. 189th AW personnel who fail to meet the required checkout time will be held financially liable for all incurred costs. The Government incurs no liability for a late checkout.

D. CANCELLATION. The WLR shall be allowed reservation cancellations up to 18:00 hours the night of check-in without charge to the Government.

E. NO-SHOWS. The Government accepts responsibility for collection of payment when 189th AW Personnel fail to cancel reservations prior to the above period. The Contractor will bill the Government with a note on the bill for each NO-SHOW.

F. CUSTODIAL/SANITATION SERVICES. The contractor shall ensure a clean and healthy environment.

All custodial/sanitation services shall be in accordance with commercial standards.

G. LINEN SERVICE. Shall be in accordance with industry standards. General daily housekeeping, to include making beds, replacing towels, emptying trash receptacles, cleaning floors and sanitizing bathrooms shall also be in accordance with these standards.

H. INFORMATION SERVICES. Desk clerks shall be able to explain to occupants miscellaneous charges not covered by this Performance Work Statement, for example, telephone charges.

I. ADDITIONAL AMENITIES/SERVICES. All facilities and courtesies customarily extended to occupants without charge (i.e. pools, lounges, parking areas, etc.) shall also be made available without additional charge to the Government under this Contract. 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).

Food service is neither requested nor required in this Contract. The contractor shall provide concierge, shuttle, or extra services at no cost if provided to other guests.

J. LIABILITY / MISCELLANEOUS SERVICES. The government will not be responsible for any miscellaneous charges/damages incurred by travelers. The contractor shall explain to each service member that miscellaneous charges (such as telephone charges, pay-per-view movies, room service, meals, smoking in the facility, damage charges, etc.) are not covered by this Contract and will be charged to and paid by the individual. This will be part of the check-in procedures listed in the paragraph listed above. The front desk should explain this to 189th AW Personnel upon check-in. The contractor shall provide information to the travelers on services available that are not inclusive.

ADDITIONAL REQUIREMENTS

In addition to the requirements listed above, the following shall apply to this Contract:

A. SUBCONTRACTING. The Contractor shall furnish lodging in an establishment or at a location agreed to by the Contracting Officer. The Contractor shall not subcontract to any other establishment or any other location not specified in the contract without prior written approval from the Contracting Officer.

Establishments proposed for subcontracting shall meet all of the terms, conditions, and specifications of services in this Contract.

B. ILLEGAL ACTS. The contractor shall not reserve lodging at an establishment where illegal acts are knowingly condoned on the premises.

C. QUALITY ASSURANCE. The Contracting Officer’s Designated Government Representative (WLR) will monitor the contractor’s performance and may use command surveys to solicit feedback from occupants to ensure terms, conditions, and specifications of services are met. The Government reserves the right to perform an inspection to verify hotel services meet the government requirements identified in this PWS and/or other factors that may impact service to Government Personnel. If discrepancies are noted, the contractor will be notified and/or requested to attend meetings to discuss/resolve those discrepancies.

Inspections shall be performed as needed either scheduled or unscheduled throughout the POP. The

Inspection team may consist of all individuals who are associated to this requirement. The will be used by

189AW WLRs to randomly assess the quality of the lodging provided by the contractor and ensure that standards are met on yearly basis.

D. EVALUATION OF CONTRACT PERFORMANCE. The Government may issue out command surveys from the command team to 189th AW personnel whom have occupied rooms of the facility. The comments from the surveys will be evaluated against the requirements of the Contract.

E. SYSTEM FOR AWARD MANAGEMENT (SAM). In order for a contractor to be eligible to conduct business with the Government, the contractor must be registered on the System for Award Management website (https://www.sam.gov/portal/SAM/) and keep their registration current by renewing the registration annually. Vendor shall provide their CAGE code, DUNS Number, and Federal Tax ID

Number with their quote.

III. PERFORMANCE REQUIREMENTS

1. Contractor Management. The contractor shall provide the name of a manager who shall be available and responsible for the performance of work under this Contract. The Contract manager and alternate shall have full authority to act for the contractor on all matters relating to the performance of this agreement. The Contract manager or alternate shall be available to meet with government personnel designated by the contracting officer to discuss problem areas.

2. No government (189th AW) personnel, other than the Contracting Officer, shall change the terms of this

Contract.

IV. GOVERNMENT-FURNISHED PROPERTY AND SERVICES.

1. The US Government shall not provide any equipment, facilities, labor or services for this requirement.

2. The US Government will provide the following in support of this Contract:

A. If established, a copy of the Contract.

B. If a Contract is established, a copy of Appointment Letter identifying all designated Contracting Officer’s

Designated Government Representatives (Wing Lodging Representatives) who are authorized to purchase/issue Reservation Requests against the Contract. This will be updated and provided to the contractor on an as-needed basis.

C. If a Contract is established and pricing accepted, a Price List identifying a priority listing of properties based off of predetermined rates for single and double rooms for a predetermined period of time shall be provided to the contractor. This will be updated and provided to the contractor on an annual or “as needed” basis.

D. If a Contract is established, a listing of known required dates of lodging for UTA Training periods for a time period in length not to exceed one (1) year from the time of Contract establishment, and updated annually.

E. If a Contract is established, Reservation Request Sheets to the Contractor shall be provided by the

Contracting Officer’s Designated Government Representative as Reservations Requests are issued.

V. DEFINITIONS.

A. CONTRACTOR: The term as used in this requirement refers to the primary (prime) contractor or vendor.

B. CONTRACTING OFFICER: The government official who has authority to enter into contract, administer or terminate contracts. He/she can make related determinations and findings on behalf of the government. The Contracting Officer is the ONLY individual who can legally bind the government.

C. CONTRACTING OFFICER’S DESIGNATED GOVERNMENT REPRESENTATIVE: The 189th

AW Wing Lodging Representative (WLR) of the 189th Services Flight appointed by the Contracting

Officer to authorize the commitment of government funds for lodging reservations.

D. The GOVERNMENT. 189th FSS/FSV, Base Services Manager, 189th FSS/FSV, Superintendent, Services

Flight.

APPENDIX A

APPLICABLE PUBLICATIONS

A. General. Publications that apply to the PWS are listed below.

DEPARTMENT OF DEFENSE and AIR FORCE PUBLICATIONS:

Number Title Date

AFMAN 34-135 Air Force Lodging Program 01 July 2019