19AQMM26R0167 RFP - Permanent Change of Station - PCS Lodging Program CO signed06022026.pdf

Document Number: 19AQMM26R0167 PROCESSED Page 1 of 92

SOLICITATION, OFFER, AND AWARD 1. This Contract is a Rated Order under the Defense Priorities and Allocations System (DPAS) - Code of Federal Regulations - at 15

CFR 700.

RATING PAGE OF PAGES

1 92

2. CONTRACT NUMBER 3. SOLICITATION NUMBER

19AQMM26R0167

SEALED BID (IFB) INVITATION

FOR BID

X NEGOTIATED (RFP)

REQUEST FOR PROPOSAL

4. TYPE OF SOLICITATION 5. DATE

ISSUED

06/08/2026

6. REQUISITION/PURCHASE NUMBER

CODE GAAM_

BUREAU OF GLOBAL ACQUISITIONS (GA)

1200 Wilson Blvd., SA-6B

ATTN: GA

ARLINGTON, VA 22209

7. ISSUED BY 8. ADDRESS OFFER TO (If other than Item 7)

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SOLICITATION

10:00 ET 07/08/2026

(Hour) (Date)

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision Number 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

9. Sealed offers in original and ____________ copies for furnishing the supplies or services in the Schedule will be received at the place specified in item 8, or if hand carried, in the depository located in ______________________________________________________ until ________________ local time _________________

10. FOR

INFORMATION

E-MAIL:

A. NAME

Lesley A Stewart 771-204-3496

B. TELEPHONE (NO

COLLECT CALLS)

C. E-MAIL ADDRESS

StewartLA@state.gov

11. TABLE OF CONTENTS

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. DESCRIPTION PAGE(S)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

A SOLICITATION/CONTRACT FORM X I CONTRACT CLAUSES

X B SUPPLIES OR SERVICES AND PRICES/COSTS PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

X C DESCRIPTION/SPECIFICATIONS/WORK STATEMENT X J LIST OF ATTACHMENTS

X D PACKAGING AND MARKING PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE X K REPRESENTATIONS CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORSX F DELIVERIES OR PERFORMANCE

X L INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORSX G CONTRACT ADMINISTRATION DATA

X M EVALUATION FACTORS FOR AWARDX H SPECIAL CONTRACT REQUIREMENTS

OFFER (Must be fully completed by offeror) NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

In compliance with the above, the undersigned agrees, if this offer is accepted within _______________________ calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

12.

13. DISCOUNT FOR PROMPT PAYMENT (See Section I, Clause No. 52.232-8)

10 CALENDAR DAYS(%)

0.00 %

20 CALENDAR DAYS(%)

0.00 %

30 CALENDAR DAYS(%)

0.00 %

0 CALENDAR DAYS(%)

0.00 %

14. ACKNOWLEDGEMENT OF AMENDMENTS (The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated):

AMENDMENT NUMBER DATE AMENDMENT NUMBER DATE

15A. NAME AND

ADDRESS OF

OFFEROR

CONTACT: UEI: 16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN

OFFER (Type or Print)

15B. TELEPHONE NUMBER

AREA CODE NUMBER EXTENSION

15C. CHECK IF REMITTANCE ADDRESS IS

DIFFERENT FROM ABOVE - ENTER SUCH

ADDRESS IN SCHEDULE.

17. SIGNATURE 18. OFFER DATE

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

10 U.S.C. 3204(a) 41 U.S.C. 3304(a) ( )

22. AUTHORITY FOR USING OTHER THAN FULL OPEN COMPETITION: 23. SUBMIT INVOICES TO ADDRESS SHOWN IN (4 copies unless otherwise specified)

ITEM

CODE24. ADMINISTERED BY (if other than Item 7) CODE:25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print) Lesley A Stewart

(Signature of Contracting Officer)

27. UNITED STATES OF AMERICA 28. AWARD DATE

06/08/2026

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (REV. 12/2022)

Prescribed by GSA - FAR (48 CFR) 53.214(c)

Document Number: 19AQMM26R0167 PROCESSED Page 2 of 92

Section A - Solicitation/Contract Form Line Item Summary

Solicitation Number:

19AQMM26R0167

Contract Number: Title:

Lodging for Interns and Foreign Svc Program

Date of Solicitation:

06/08/2026

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: V999

PSC Description: TRANSPORTATION/TRAVEL/

RELOCATION- OTHER: OTHER

Type of Contract Pricing: Firm Fixed Price

1.0 EA $0.00 $0.00

Description: CLIN 0001 (Base Year) Extended Stay/Corporate Accommodations

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: V999

PSC Description: TRANSPORTATION/TRAVEL/

RELOCATION- OTHER: OTHER

Type of Contract Pricing: Firm Fixed Price

12.0 MO $0.00 $0.00

Description: CLIN 0002 (Base Year) Shuttle Services

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: V999

PSC Description: TRANSPORTATION/TRAVEL/

RELOCATION- OTHER: OTHER

Type of Contract Pricing: Firm Fixed Price

1.0 EA $0.00 $0.00

Description: CLIN 1001 (Option Year 1) Extended Stay/Corporate Accommodations

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: V999

PSC Description: TRANSPORTATION/TRAVEL/

RELOCATION- OTHER: OTHER

Type of Contract Pricing: Firm Fixed Price

12.0 MO $0.00 $0.00

Description: CLIN 1002 (Option Year 1) Shuttle Services

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: V999

PSC Description: TRANSPORTATION/TRAVEL/

RELOCATION- OTHER: OTHER

Type of Contract Pricing: Firm Fixed Price

1.0 EA $0.00 $0.00

Description: CLIN 2001 (Option Year 2) Extended Stay/Corporate Accommodations

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: V999

PSC Description: TRANSPORTATION/TRAVEL/

RELOCATION- OTHER: OTHER

Type of Contract Pricing: Firm Fixed Price

12.0 MO $0.00 $0.00

Description: CLIN 2002 (Option Year 2) Shuttle Services

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Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: V999

PSC Description: TRANSPORTATION/TRAVEL/

RELOCATION- OTHER: OTHER

Type of Contract Pricing: Firm Fixed Price

1.0 EA $0.00 $0.00

Description: CLIN 3001 (Option Year 3) Extended Stay/Corporate Accommodations

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: V999

PSC Description: TRANSPORTATION/TRAVEL/

RELOCATION- OTHER: OTHER

Type of Contract Pricing: Firm Fixed Price

12.0 MO $0.00 $0.00

Description: CLIN 3002 (Option Year 3) Shuttle Services

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: V999

PSC Description: TRANSPORTATION/TRAVEL/

RELOCATION- OTHER: OTHER

Type of Contract Pricing: Firm Fixed Price

1.0 EA $0.00 $0.00

Description: CLIN 4001 (Option Year 4) Extended Stay/Corporate Accommodations

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: V999

PSC Description: TRANSPORTATION/TRAVEL/

RELOCATION- OTHER: OTHER

Type of Contract Pricing: Firm Fixed Price

12.0 MO $0.00 $0.00

Description: CLIN 4002 (Option Year 4) Shuttle Services

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: V999

PSC Description: TRANSPORTATION/TRAVEL/

RELOCATION- OTHER: OTHER

Type of Contract Pricing: Firm Fixed Price

1.0 EA $0.00 $0.00

Description: CLIN 5001 (Six-Month Option to Extend Services) Extended Stay/Corporate Accommodations

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: V999

PSC Description: TRANSPORTATION/TRAVEL/

RELOCATION- OTHER: OTHER

Type of Contract Pricing: Firm Fixed Price

6.0 MO $0.00 $0.00

Description: CLIN 5002 (Six-Month Option to Extend Services) Shuttle Services

CLIN Funding: Cost:

Base Totals: $0.00 $0.00

Exercised Options Totals: $0.00 $0.00

Unexercised Options Totals: $0.00 $0.00

Base and Options Totals: $0.00 $0.00

Document Number: 19AQMM26R0167 PROCESSED Page 4 of 92

52.252-2 - Clauses Incorporated by Reference (Feb 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/ these address(es):

http://acquisition.gov/far/index.html DOSAR clauses may be accessed at:

http://statebuy.state.gov/dosar/dosartoc.htm [Insert one or more Internet addresses] (End of clause) Clause Title Fill-ins

52.203-3 Gratuities (Apr 1984)

52.204-27 Prohibition on a ByteDance Covered Application (Jun 2023)

52.215-19 Notification of Ownership Changes (DEVIATION FEB 2026)

52.224-1 Privacy Act Notification (Apr 1984)

52.224-2 Privacy Act (Apr 1984)

52.229-3 Federal, State and Local Taxes (Feb 2013)

52.232-1 Payments (Apr 1984)

52.232-8 Discounts For Prompt Payment (Feb 2002)

52.232-9 Limitation on Withholding of Payments (Apr 1984)

52.232-18 Availability of Funds (Apr 1984)

52.232-23 Assignment of Claims (May 2014)

52.232-25 Prompt Payment (Jan 2017)

52.242-13 Bankruptcy (July 1995)

52.243-1 Changes-Fixed-Price (DEVIATION JUL 2025)

52.244-2 Subcontracts (Jun 2020)

52.246-25 Limitation of Liability-Services (Feb 1997)

52.249-2 Termination for Convenience of the Government (Fixed-Price) (Apr 2012)

52.253-1 Computer Generated Forms (DEVIATION FEB 2026)

B-001 - SUPPLIES OR SERVICES AND PRICES/COSTS

Part I: The schedule

SECTION A - SOLICITATION/CONTRACT FORM

Standard Form (SF)-33 is attached.

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 Overview

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The Contractor shall support the Department of State (DOS) Permanent Change of Station (PCS) Lodging Program by providing long-term, temporary, fully furnished lodging in the Washington, D.C.–Maryland–Virginia (DMV) area for DOS-sponsored personnel, as defined in Section C.1. This includes, but is not limited to:

1. DOS-sponsored personnel assigned for training at the National Foreign Affairs Training Center (NFATC), located at 4000 Arlington Boulevard, Arlington, VA 22204;

2. DOS-sponsored personnel on medevac orders to the Washington, D.C. area; and

3. Other DOS-sponsored personnel lodging needs in the Washington, D.C. area, as requested by the Contracting Officer’s Representative (COR).

The Contractor shall also provide shuttle transportation services for DOS-sponsored personnel between the Contractor’s proposed residential properties and the training sites identified at the task order level. In addition, upon request, the Contractor shall provide shuttle transportation between the residential properties and DOS Headquarters at 2201 C Street NW, Washington, D.C. 20520, for the first day of new employee orientation classes and for special occasions, not to exceed two trips per incoming class.

B.2 Type of Contract (small business set-aside)

a. This is a multiple-award indefinite-delivery, indefinite-quantity (IDIQ) contract, as defined in Federal Acquisition Regulation (FAR) 16.504 (Indefinite-Quantity Contracts).

b. This contract is for commercial products and commercial services, as defined in FAR

2.101 (Definitions) and as described in FAR part 12 (Acquisition of Commercial Products and Commercial Services).

c. Specific tasks or work to be performed will be identified at the task order (TO) level.

Note: “TO” is used predominantly throughout this contract. However, the Government reserves the right to issue delivery orders, also. Where a contract term or condition references “TO,” such term or condition shall apply, also, to “delivery order.”

d. Subject to the limitations identified in FAR 12.207 (Contract Type) for commercial products and commercial services and this contract, the TO type(s) for an individual TO will be one or a combination identified in FAR part 16 (Types of Contracts), and Section B.3 of this contract, depending on one or more of the factors identified in FAR 16.104 (Factors in Selecting Contract Types). Currently, the following types are permissible:

a. 1. 1. Firm-Fixed-Price [FAR 12.207(a) and FAR 16.202]

2. Fixed-Unit-Price [B.3]

a. If a TO will be performance-based, as described in FAR subpart 37.6 (Performance-based Acquisition), its requirements will be conveyed and administered at the TO level.

B.3 Fixed-Unit-Price Contract Type Description

a. Definitions for the purposes of this Fixed-Unit-Price Contract.

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a. 1. Fixed-Unit-Price means the price(s) prescribed in the contract for payment for room nights that meet(s) the qualifications specified in the contract that are- Performed by the contractor;

2. Performed by the subcontractors; or

3. Transferred between divisions, subsidiaries, or affiliates of the contractor under a common control.

Room Night means lodging accommodations provided to individual travelers, and their families, in accordance with the requirements of this contract and the Federal Travel Regulation and DOS standardized regulations.

Traveler means an employee or intern of the Department of State, and eligible family members (see 14 FAM 511.3), traveling to the Washington DC metro area to receive professional training.

b. Description. For the purposes of this contract a Fixed-Unit-Price contract type provides for acquiring supplies on the basis of a fixed-unit-price per Room Night that includes direct expenses, overhead, general and administrative expenses, and profit.

c. Fixed-Unit-Price This contract shall specify a fixed price per Room Night in the schedule.

B.4 Contract Line-Item Number (CLIN) Structure The following is the list of CLINs, which will be used, as applicable, at the task order level.

Any additional CLINs will be established at the task order level and/or IDIQ level.

CLIN Description Contract Reference X001 Extended Stay, Corporate

Accommodations

X002 Shuttle Services

B.5 PERCENTAGE DISCOUNT PRICES/COSTS

a. The fixed daily rate for the room nights for the Base year and Option years shall be expressed as a percentage discount from the monthly Washington DC/VA per diem rate published by GSA. The discount shall apply for the Base year and all Option years.

b. The room rate for each contract year will be adjusted on October 1st of that year by applying the contractually established discount to the published GSA lodging rate for each month. The Fixed-Unit-Price per room night shall be adjusted based upon the GSA per diem rates published each year.

c. The negotiated lodging prices are located in Section J’s Attachment A (Lodging Pricing Table).

B.6 Minimum and Maximum Contract Quantities

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a. Pursuant to FAR 16.504(a)(4)(ii) (Indefinite-Quantity Contracts), the contract’s minimum quantity is $10,000.00 (inclusive of all direct costs, indirect costs, and profit/ fee). The Government shall meet the minimum quantity through the issuance of task order(s) within the contract’s period of performance. The exercise of a contract option or extension period does not re-establish the minimum quantity. The minimum quantity applies to each contract.

a. Pursuant to FAR 16.504(a)(4)(ii) (Indefinite-Quantity Contracts), the contract’s maximum quantity is $200,000,000.00 (inclusive of all direct costs, indirect costs, and profit/fee). The maximum quantity is cumulative among Task Orders and their periods of performance, including any extension periods.

B.7 Selected Cost/Price-Related Laws

a. This contract is not subject to the Service Contract Labor Standards (SCLS) statute (41 U.S.C. Chapter 67), because the principal purpose of the contract is not to furnish services in the United States through the use of service employees.

However, the SCLS statute may apply, in part or entirely, to a given TO. In such a case, the TO solicitation will identify such applicability. If the TO solicitation does not identify that the SCLS statute applies in part or entirely, but the Contractor disagrees, the Contractor, within five business days of its receipt of the TO solicitation, shall notify the Contracting Officer in writing of anticipated SCLS-covered labor (from the Contractor or any proposed subcontractor).

a. The Truthful Cost or Pricing Data statute (41 U.S.C. Chapter 35) did not apply for award of this contract. The Government did not require and rely upon certified cost or pricing data, as described in FAR subpart 15.4 (Contract Pricing), for award of the contract because the contract is for commercial products and commercial services [reference FAR 15.403-1(b)(3)]. Instead, where applicable, the Government required and relied upon data other than certified cost or pricing data.

b. Pursuant to 48 CFR 9903.201-1(b)(6) (CAS Applicability), this contract is not subject to the Cost Accounting Standards (41 U.S.C. chapter 15).

B.8 Advance Understanding

a. At the TO level, when payment is made based on actual hours or costs incurred (i.e., labor-hour type, time-and-materials type, fixed-price with economic price adjustment type when payment adjustments based on actual costs of labor or material), the Government will not reimburse costs for cost elements for which there were no estimated costs. Exceptions must be issued in writing by the Contracting Officer.

A “cost element” is “a cost that is directly associated with a monetary flow and captured in the contractor's cost accounting system.” For example, the name of a specific labor category (e.g., Business Analyst), direct material (e.g., training materials), ODC (e.g., DBA insurance), and indirect cost rate description (e.g., fringe benefits), rather than a category (e.g., Labor, Direct Materials, ODCs, Indirect Costs), would be considered a cost element.

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a. The negotiated prices for each TO shall include all costs associated with local laws. If a change in a local law(s) or new local law(s) occurs after TO award, the Government may consider a request for equitable adjustment.

Any adjustment will be limited to reflect the Contractor’s actual increase or decrease in applicable wages and other costs to the extent that the increase is made to comply with the changed or new local law(s), or the decrease is voluntarily made by the Contractor while complying with the changed or new local law(s), respectively.

For example, the prior year local law required a minimum wage rate of $4.00 per hour. The Contractor chose to pay $4.10 per hour. The changed local law increases the minimum rate to $4.50 per hour. Even if the Contractor voluntarily increases the rate to $4.75 per hour, the allowable price adjustment is $0.40 per hour ($4.50 minus $4.10).

a. While compensation costs and compensation-related taxes that are a liability of the Contractor are generally allowable, income taxes on compensation costs are unallowable when such taxes are a liability of the employee and not the Contractor.

For example, if Contract Year 1 is February 1, 2024, through January 31, 2025, and TO Year 1 is June 1, 2024, through May 31, 2025, Contract Year 1’s pricing information will be used in the TO from June 1, 2024, through January 31, 2025, and Contract Year 2’s pricing information will be used for the remainder of TO Year 1 (from February 1, 2025, through May 31, 2025).

a. If any TO effective period exceeds the expiration date of the contract, the Government will pay the rates and percentages negotiated in the TO for such period. However, the Government will pay during such period any labor rates or prices that have been adjusted in accordance with any applicable terms contained in this contract.

b. The Contractor shall be solely responsible for payment of any and all taxes, duties, storage, and other charges that are assessed as a result of the Contractor’s fault, negligence, or failure to follow the instructions provided by the Contracting Officer or authorized representative.

c. Any direct costs associated with TO preparation are unallowable.

d. Any direct costs incurred prior to or after the TO effective period are unallowable.

e. The Contracting Officer’s determination of the allowability of training costs shall be governed by the applicable sections in the FAR (e.g., FAR 31.205-44, FAR 31.205-43).

The Contractor shall provide fully trained employees capable of successfully performing all tasks assigned to them under each TO. The Contractor shall obtain advance written approval from the Contracting Officer for any training that will be directly charged to any TO issued under this contract.

f. The Contractor shall be responsible, at its own expense, for loss and/or damage to Government property or Government personnel resulting from Contractor fault or negligence, or from the fault or negligence of any Contractor personnel.

g. Costs arising from damage to Government property, including repairs of damage to Government-owned or leased vehicles (GOV), arising from Contractor neglect, accident, or abuse while using the GOV, shall be the responsibility of the Contractor.

Such costs are unallowable.

h. The Contractor personnel under this contract are not considered “federal employees” for purposes of the Federal Tort Claims Act (28 U.S.C. chapter 171 and 28 U.S.C. 1346).

All third-party tort claims relating to Contractor use of Government-owned or leased

Document Number: 19AQMM26R0167 PROCESSED Page 9 of 92 vehicles (GOV) shall be the sole responsibility of the Contractor, and the DOS will pass such claims to the Contractor for disposition. Costs in such claims are unallowable.

i. The Government shall have no responsibility or liability for payment of any wages or benefits to Contractor employees. The Government, its agencies, agents, and employees shall not be part of any legal action or obligation regarding these benefits, which may subsequently arise.

(END OF SECTION B)

C-001 - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 BACKGROUND

Department of State personnel with or without family members (henceforth referred to as DOS-sponsored personnel) who do not ordinarily reside in the DMV are regularly required to spend time in the DMV for training, pre-departure, medical reasons, evacuation status, or other reasons. DOS-sponsored personnel require temporary lodging during these times. The Program, established to facilitate provision of temporary lodging is the Permanent Change of Station (PCS) Lodging Program.

The Department of State Program Office for the PCS Lodging Program at the Department of State is the PCS Office, (henceforth referred to as the "PCS Office").

C.2 PURPOSE

The primary purpose of this contract is to obtain temporary lodging for DOS-sponsored personnel assigned to training, prior to departing for an overseas tour of duty, during transition to a domestic assignment, or temporarily in the DMV to receive medical treatment or on evacuation orders from an overseas post, as well as any other needs in the DMV as requested by the Contracting Officer’s Representative.

The expected outcome of this contract is to reduce financial burden on DOS-sponsored personnel who are authorized lodging per diem according to Department policy and to provide quality temporary lodging at the best possible price. This program will eliminate the financial disincentive that would otherwise accompany lengthy training programs, assignment transitions, or temporary stays in the DMV area for medical or other reasons.

The contractor shall provide a Fixed-Unit-Price room rate per night, at a suggested percentage of 35 percent of the prevailing monthly lodging per diem rates established by GSA for the Non- Standard Area of Washington, DC. Length of stay may vary from one night to 365 nights.

C.3 SCOPE OF SUPPORT - GENERAL

C.3.1 Provision of Lodging Accommodations

The Contractor shall provide all lodging necessary as identified in Section B of this contract.

It is anticipated that the Contractor will subcontract with other small or large businesses to provide the full range and numbers of room nights required.

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C.3.2 Suitability of Housing

The Contractor shall provide suitable temporary lodging as listed in the paragraphs below. Lodging must meet all the requirements as stipulated in the underlying Scope of Work.

C.3.3 Reservations, Check-in, and Reports

a. Reservations:

- The Contractor shall provide a web-based reservation service for use by DOS-sponsored personnel which will be backed up by email and US-wide toll-free telephone service.

- The Contractor shall respond to all reservations and inquiries within one (1) business day.

- The Contractor shall provide a central office responsible for processing reservations from DOS-sponsored personnel.

- The Contractor shall confirm reservations by email at the Fixed-Unit-Price room rate per night provided in Section B only via PCSLodgingProgram@state.gov.

- The Department of State will only honor reservations which are authorized to the vendor via PCSLodgingProgram@state.gov.

- The following steps constitute an authorized reservation:

- The DOS-sponsored personnel informs the Contractor of check-in date, family size, and length of stay;

- The Contractor verifies the information via PCSLodgingProgram@state.gov.

- The PCS Office confirms the authorized check-in date, family size, and authorized unit size, and authorized length of stay.

- The PCS Office establishes the unit size criteria (e.g., studio, one bedroom, two bedroom, three bedroom) as a point of policy for DOS-sponsored personnel and may amend these criteria at any time. The PCS Office will provide updated unit size criteria to the Contractor as needed, and the Contractor shall provide DOS-sponsored personnel with the unit-size requested by the PCS office.

The Contractor shall maintain sufficient inventory to offer all required unit sizes identified in this contract. When the PCS Office specifies a particular unit size for a DOS sponsored traveler, the Contractor shall provide that unit size unless it is temporarily unavailable due to documented lack of inventory. In such cases, the Contractor shall:

1. Immediately notify the PCS Office of the unavailability; and

2. Propose a larger unit size, at a rate not to exceed CLIN X001, lodging rate, for PCS

Office approval. The Contractor shall not decline to provide a required unit size as a matter of policy or preference.

Reservations may be amended during the term of stay as authorized via PCSLodgingProgram@state.gov.

b. Check-in:

- The Contractor shall inform DOS-sponsored personnel of their obligation to self-pay for any unauthorized dates. Unauthorized dates subject to self-pay are any days for which DOS-sponsored personnel do not have a Travel Authorization (commonly referred to by DOS-sponsored personnel as TMFOUR, E2, or Orders), weekdays on which DOS-sponsored personnel are not enrolled in and attending training in accordance with 14 FAM 574.5-2

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Leave of Absence. For DOS-sponsored personnel on medical or evacuation travel (commonly referred to as MEDEVAC, and AD/OD respectively), unauthorized dates are any dates which do not fall within the authorized medical evacuation or other evacuation period. The Department of State bears no responsibility for a) making payment for dates which are unauthorized and subject to self-pay; and b) collecting or assisting the Contractor in collection efforts for dates which are unauthorized and subject to self-pay.

- The Contractor shall require DOS-sponsored personnel to execute a lease agreement which must stipulate that:

a. Only authorized leasing costs will be direct-billed to the Department of State.

b. DOS-sponsored personnel are financially responsible for any dates that are agreed upon in advance as unauthorized dates subject to self-pay, and any dates that are subsequently determined by the PCS Office to be unauthorized and subject to self-pay.

c. DOS-sponsored personnel are financially responsible for any additional fees levied by the Contractor such as for early check-in or late check out, for parking, housekeeping, or any other fees that the Contractor has made the DOS-sponsored personnel aware of in advance.

d. DOS-sponsored personnel are financially responsible for any property damages according to the written procedure of the Contractor and as described in Section C.8.3. of this RFP.

e. DOS-sponsored personnel are financially responsible for any pet deposit levied by the Contractor in accordance with C.6.3.

• The Contractor shall obtain from the DOS-sponsored personnel records of a credit card and authority to charge the credit card for any of the fees and charges detailed above

c. Reports and Procedures The Contractor shall provide periodic reports on reservation status to the Government Technical Monitor (GTM), Government Program Manager (GPM), Contracting Officer’s Representative (COR), or his/her designee (as described in Section F.2 of this RFP). After contract award, the Contractor shall provide the GTM, GPM, COR, or his/her designee, with the reservation procedures in writing (described in Section F.7.1 of this RFP).

C.3.4 Contractor Contact Information The Contractor must provide contact support during initial reservation and occupancy stages. Contractor support must be available via telephone, website, and email and shall provide an emergency toll free (within the U.S.) number for all problems related to reservation and occupancy of lodging. The Contractor shall have emergency contact personnel available 24 hours a day, 365 days a year.

C.3.5 Reservation and Billing Procedures The Contractor shall provide written procedures for initial contact, reservation, safeguarding of DOS-sponsored personnel information, and billing. All financial activities must be auditable to ensure the negotiated rate and services are provided. The Contractor shall provide one consolidated monthly invoice for all lodging provided within the preceding month.

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C.3.6 Lodging Demand The Contractor will be expected to fill a daily average, including potential growth, of up to 750

– 900 daily room nights during the initial year of this contract. These numbers in the Base year and subsequent Option years can be expanded as stated in Section B.

The Contractor shall be responsible for providing temporary lodging as specified in this contract. The total program requirement for temporary lodging is estimated at up to 750–900 daily room nights during the initial year of the contract.

The Department of State reserves the right to award up to 3 IDIQ contracts to fulfill the total program requirement. The Department of State reserves the right to make fewer than 3 awards, a single award, or no award, as determined to be in the best interest of the Department of State. The Contractor shall be prepared to provide the number of room nights specified in the individual task order(s) or contract award, which may represent a portion of the total program demand.

The Department of State reserves the right to adjust the allocation of room nights among contractors based on program needs, occupancy rates, and contractor performance. The total number of room nights required in the Base year and subsequent Option years may be expanded in accordance with Section B.

C.3.7 Unit Size Allocation The Department of State will determine unit size criteria according to which DOS-personnel are authorized lodging. The Department of State may amend the unit size criteria at any time without prior notice to the Contractor, but shall provide the Contractor the amended criteria on request. For the purpose of this Contract, a bedroom is defined as a room with a minimum of 80 square feet floor space for single occupancy and an additional 50 square feet per additional bedroom occupant, ceiling height of at least 7 feet, have an unobstructed window or door to the outside with a minimum of 5.7 square feet (legal egress), a permanent heat source and natural ventilation, and cannot be entered through another bedroom.

The estimated percentage of room types based on historical data is as follows:

• Studios: 15%

• One Bedroom: 45%

• Two Bedrooms: 30%

• Three Bedrooms: 10%

The Contractor shall provide corporate-style apartment units in quantities sufficient to meet the room night requirements specified in this contract or in individual task orders. For planning purposes, the Department of State estimates that total annual program usage may be approximately 250,000 to 293,000 room nights, based on historical demand across all vendors. The Contractor shall be prepared to provide any quantity of room nights, up to and potentially exceeding the total program estimate, as directed by the Department of State. The Department of State does not guarantee any maximum allocation of room nights to any individual contractor; however, each Contractor shall be required to provide a minimum of 6,700 room nights per year. Actual requirements may vary and will be determined by program needs, occupancy rates, and contractor performance.

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C.3.8 Length of Stay and Seasonality The Contractor must accommodate stays from one night to 365+ nights. The requirement for lodging is approximately the same year-round. With the exception of a slight reduction in demand for the two weeks around the Christmas/New Year’s holidays in December; there is little or no seasonal fluctuation.

C.4 QUALITY

C.4.1 Minimum Mandatory Requirements Minimum mandatory requirements for the Contractor for lodging shall meet all the criteria listed in Section C.5 of this RFP.

C.4.2 Scope of Work—Facility Requirements In accordance with Section C.5 the minimum mandatory requirements are inclusive in the terms and conditions of any resultant contract. In addition to the minimum mandatory requirements, this scope of work describes the requirements that shall be met prior to commencement of work under the term of a resultant contract.

C.4.2.1 Facility Description All facilities shall possess or meet all the criteria as stated in C.5. The Contractor shall provide a block of lodging units in a facility which is currently operating as a lodging facility and business or apartment complex. Contracted units will be conveniently located in relation to the George P. Shultz National Foreign Affairs Training Center, Arlington Hall, 4020 Arlington Boulevard, Arlington, Virginia 22204. Normal rush hour commute time to this facility will not exceed 30 minutes.

Facilities shall be consistent with that defined in the industry as limited service and shall be convenient to quality dining facilities serving breakfast, lunch, and dinner.

C.4.2.2 Disabilities The Contractor shall be in compliance with Federal, State, and Municipal Health Codes. When presented with a request from the PCS Office, the Contractor shall make reasonable accommodations for disabilities. DOS-sponsored personnel directly requesting reasonable accommodations of the Contractor shall be referred to the PCS Office and/or the Office of Accessibility and Accommodations at the Department of State for an official decision on a request for a reasonable accommodation.

C.4.2.3 Certificate of Occupancy The Contractor shall be in possession of a current, valid certificate of occupancy for each property used.

C.4.2.4 Federal Emergency Management Agency (FEMA) All properties will be in full compliance with the Hotel and Motel Fire and Safety Act of 1990 throughout the term of the contract. If a property is grandfathered, the reason(s) for noncompliance will be specified and what remedial action is being taken. The Department of State reserves the right to disqualify any property that is not in full compliance after review.

C.4.2.5 The System for Award Management (SAM)

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The Contractor shall maintain a current registration with the System for Award Management (SAM) system throughout the term of the contract.

C.4.2.6 Security/Safety The Contractor shall provide an environment that is in compliance with all safety codes required by law. At a minimum, the Contractor will be required to have the following:

a. An Electronic Key Lock system or normal key locks on guest room access doors and all other primary guest entrances and exits in all buildings. The Contractor shall ensure limited controlled access to secondary, or doors limited to essential staff entry/exit only.

b. A Fire Protection policy which includes a written plan reviewed by the local fire department, and the Contractor shall rehearse this plan with its entire staff at least semi-annually for all buildings.

c. A minimum of one staff member in each facility where DOS-personnel are lodged who can handle security and emergency issues at every property.

d. Adequate onsite front desk and/or security personnel 24 hours per day, seven days per week. The personnel will be capable of handling check-ins, departures, and emergency situations.

e. A designated security manager who shall maintain ongoing dialogue with police or equivalent to stay aware of threat/crime in the area. This may include, but not be limited to, video coverage and surveillance of entrances/exits.

f. View ports, deadbolts, and secondary locks on guest room doors.

g. Self-closing guest room doors.

h. Units in which each bedroom meets the following mandatory requirements:

i. contains a minimum of 80 square feet floor space for single occupancy and an additional 50 square feet per additional bedroom occupant;

i. have a ceiling height of at least 7 feet;

i. have an unobstructed window or door to the outside with a minimum of 5.7 square feet

(legal egress);

i. have a permanent heat source and natural ventilation; and

i. cannot be entered through another bedroom.

C.4.2.7 Non-Smoking Units All units shall be non-smoking.

C.4.3 Scope of Work—Quality

C.4.3.1 Quality Assurance (QA) The Contractor shall provide its Quality Assurance Plan and shall implement it to meet or exceed the quality standards described in this section. According to this plan, the Contractor shall administer a quality assurance program and shall provide examples of its successful

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The Contractor shall have a quality assurance program that inspects all apartments prior to the arrival of new DOS-sponsored personnel to assure all systems are working properly and the apartment, furnishings and appliances meet the highest standards of cleanliness and serviceability. The Contractor shall also have a mold and pest abatement program to ensure that all apartments are free from these hazards.

The Contractor share ensure reports of mold or pests are immediately assessed by a certified technician who will provide written assurance that the problem has been properly addressed. Any unit reported to have mold will be removed from use until a certified technician has provided written guarantee that the apartment is free of harmful levels of mold. The Department of State will not be responsible for any additional charges due to this program.

The records of inspections, customer satisfaction forms and customer complaint forms shall be kept and made available to the Department of State throughout the base year and through all option years until final settlement of any claims under this contract. At that time, the Contractor shall turn over these records to the Department of State as requested. Customer satisfaction shall be above the 90th percentile in all customer satisfaction instruments utilized.

C.4.3.2 Renovation The Contractor shall have and adhere to an established renovation plan for continued maintenance and upkeep of the facility and units. The plan should at a minimum include room furnishings, facility support system (heating, ventilation, and air conditioning), and appearance of public areas. The Contractor shall adhere to all terms and conditions of the contract during all renovations occurring during the performance of the base year and all subsequent option years. All permits and certificates of occupancy will be the responsibility of the Contractor.

The Department of State will not be responsible for any additional charges due to this renovation plan.

Guest Accommodation during Renovation: DOS-sponsored personnel shall not be assigned to guest rooms undergoing renovation other than routine preventive maintenance. At no time will renovation or preventive maintenance commence in a guest room occupied by DOS-sponsored personnel without 48 hour prior notification to that person. The Contractor shall also inform the GTM and the COR, or designee, of planned renovations. The Contractor will provide alternate accommodations to long-term (over one month) DOS-sponsored personnel if major renovations are required on their units during their term of occupancy. When such relocation is required for renovation, the Contractor shall provide sufficient notice and moving assistance.

C.4.3.3 Customer Service The Contractor shall provide quality customer service for the duration of this contract. The Contractor shall sustain its customer service philosophy and carry on its customer service practices for addressing and responding to customer complaints and providing feedback in a timely manner.

The Contractor shall meet or exceed the quality standards put forth in its management policies and procedures for ensuring high quality customer service and resolving customer complaints.

The Contractor shall inform the GTM and the COR of any customer complaints along with the

Document Number: 19AQMM26R0167 PROCESSED Page 16 of 92 remedy and time it took for the corrective action to occur. The Contractor will endeavor to resolve all customer complaints expeditiously and judiciously to avoid the involvement of the Department of State’s GTM, GPM, or COR in the customer complaint resolution process.

C.4.3.4 Customer Feedback The Contractor shall host two feedback sessions per fiscal year and invite all DOS-sponsored personnel to participate. These sessions will include DOS Contract (GTM, CPM, COR, etc.) personnel as well as Contractor management personnel and will be an important part of assessing the performance of the Contractor.

C.4.3.4 Amenities In addition to normal lodging, sleeping room furniture, fixtures and equipment (FF&E), the Contractor shall provide Smart TVs, desk, in-room high-speed data port internet connectivity, alarm clock/radio, hairdryer, iron, ironing board, toaster, security safe or lock box, and coffeemaker. Units shall have all the amenities listed.

C.4.3.5 Additional Charges Long distance telephone charges, housekeeping services, parking, pet deposit fees, late arrival penalties, early check-in and late check-out fees, extra key fees, self-pay nights, and other lodging or non-lodging related charges will be billed directly to DOS-sponsored personnel and will not be the responsibility of the DOS. The vendor will charge DOS-sponsored personnel at the prevailing market rate for the additional charges. Any days not authorized by the PCS Office will be billed directly to DOS-sponsored personnel at the contracted nightly rate. Damages to furnishings, appliances and facility may be charged directly to DOS-sponsored personnel; for this purpose, the Contractor will require DOS-sponsored personnel to certify the condition of the property and furnishings upon arrival.

C.5 ADDITIONAL CORPORATE LODGING AND EXTENDED STAY FACILITY

REQUIREMENTS

C.5.1 Minimum Amenities Required Assigned housing must have amenities suitable for DOS-sponsored personnel. These amenities will be at no additional charge and shall, at a minimum, include the following:

a. General

- Property managers, or their representatives, must be readily accessible at all times to address needs or requests.

- All property staff must conduct business in a professional and ethical manner providing attentive, conscientious service.

b. Facility:

- Shall be in compliance with all local, state and federal codes, including but not limited to applicable jurisdictional housing codes.

- Shall have nearby access to public transportation, supermarkets, dry cleaning, department stores, restaurants, schools, recreational opportunities (e.g. gym, park, playground, etc.).

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- Shall be clean and well-maintained throughout.

- Shall have on-site laundry facilities, ideally within the unit or at a minimum within the building.

- Shall have an elevator for public use in multi-story buildings.

- Shall have adequate illumination in all public areas including all corridors, stairways, landings, and parking areas.

- Shall have good curb appeal with all exterior elements of the property, good building structure and design, and a variety of landscaping.

- All public areas shall have good, comfortable décor with coordinated furniture, fixtures, and equipment that reflect current industry trends. They shall have good quality floor coverings coordinated with the overall décor with good overall lighting that provides good illumination.

- Corridor walls shall be painted, stuccoed, or have vinyl wall coverings with vinyl or carpeted floors; ceilings shall be painted plasterboard or have an enhanced, textured finish.

c. Safety:

- Each individual unit entry door must have a viewport or window convenient to the door.

- Each individual unit door must be equipped with both a primary lock and a secondary deadbolt lock.

- A primary lock is defined as a device that permits entry to a unit using some form of key and allows the door to be locked while the unit is occupied and on leaving the unit. Pass keys assigned to appropriate staff members will function to operate only these locks.

- A secondary lock is defined as a deadbolt-locking device with a throw that extends at least one inch from the edge of the door. Deadbolt master keys will only be available to top management and security personnel.

- An operational, single station smoke detector is required in each guest unit. Hard- wired smoke detectors are preferred. When battery-operated detectors are used, there must be an adequate maintenance program to routinely test and replace batteries. Properties must meet all federal, state, and local fire codes.

- Safes or lock boxes shall be available inside each apartment.

d. Apartments Shall Have:

- All furniture, furnishings, linens (bedding, towels), refrigerator, stove, dishwasher, toaster, microwave, dishes, cookware, tableware, serving pieces, iron, ironing board, hair dryer, wastepaper basket, vacuum cleaner, mop, broom, dishcloth or sponge, alarm clock/radio, and all utensils needed in a kitchen for everyday cooking. Sufficient quantities of dishes and tableware will be available for the number of occupants and occasional guests.

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- A start-up supply of toilet paper, hand and bath soap, shampoo, and dishwasher detergent to last at least one week.

- Heat and air conditioning controls within the unit.

- Smart TVs with basic channels, and two T.V. sets.

- Reliable high speed internet access.

- Be thoroughly cleaned and inspected with complete bed and bath linens changed between stays.

- Adequate shades, drapes, or blinds to cover all windows or other glass areas with semi- or full blackout capability to provide privacy.

- A level of soundproofing adequate to muffle outside noises and normal sounds in adjacent units and public areas.

- Good-sized, well-proportioned rooms with adequate good quality furniture that fits the overall décor. Unserviceable furniture will be exchanged within two working days of it being reported.

- Clean, quality floor coverings.

- Sufficient number of comfortable beds for each occupant, with mattress pad, two sheets, blanket, suitable bedspread, pillows, and pillowcases and spare change of linens. Additional beds, cribs, or sofa-beds will be available upon request at no additional cost.

- A nightstand or equivalent by each bed and drawer space adequate for the number of occupants. At least one dresser, credenza or armoire with an active light switch at the main entry for each bedroom and at least one enclosed clothes closet with 10 detachable wood or plastic hangers.

- A dining table sufficient to accommodate the number of occupants in the apartment.

- At least one private bathroom with commode, sink, a well-lighted mirror, convenient electrical outlet, adequate shelf space, and a tub or shower with a non-slip surface. All bathroom floor surfaces must be easily cleaned. Carpeting is not acceptable in the commode area.

- The living-room area will be furnished comfortably in a conversational arrangement and one that is conducive to television viewing; including armchairs and sofa of fabric upholstery with padded seats, side tables and coffee table. Televisions will be located on a credenza top or in an armoire or wall mounted.

- A good-sized writing desk or table with adequate lighting, electrical outlet, high-speed internet connection and an appropriate office chair.

e. Environmental Leadership:

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The Contractor shall act in an environmentally, economically, and fiscally-sound manner that is efficient and environmentally sustainable. During contract performance, the Contractor shall provide goods and services that minimize solid waste, prevent pollution, save energy and other resources, and reduce greenhouse gas emissions. This includes purchasing efficient (Energy Star or Federal Energy Management Program (FEMP) designated), water-efficient, bio-based, environmentally preferable (e.g., Electronic Product Environmental Assessment Tool (EPEAT) certified), non-ozone depleting, contain recycled content, or are non-toxic or less toxic alternatives, whenever such products and services meet the performance requirements. This requirement is based upon a variety of laws, statutes, regulations and policies including:

- Resource Conservation and Recovery Act, (RCRA);

- Farm Security and Rural Investment…