Atch 1 PWS for Leisure Travel r.pdf

Attachment 1 Solicitation: FA5209-24-Q-0046

PERFORMANCE BASED WORK STATEMENT

FOR

LEISURE TRAVEL SERVICES

FOR

YOKOTA AIR BASE, JAPAN

22 Apr 24

Solicitation : FA5209-24-Q-9046

PERFORMANCE WORK STATEMENT

1. DESCRIPTION OF SERVICES/GENERAL INFORMATION:

The Contractor shall provide all management, tools, supplies, equipment, and labor necessary to operate and maintain commercial travel office at Yokota Air Base, Japan for unofficial travel services as defined in this Performance-Based Work Statement (PWS) except as specified in Section 3, Government Furnished Property and Services. The requiring activity for this requirement is the Force Support Squadron (FSS)/Information, Tickets and Travel (ITT)

1.1. OBJECTIVES OF LEISURE TRAVEL SERVICES: The objective of commercial leisure travel services is to provide state-of-the-art travel services at the lowest price available. The Nonappropriated Fund Instrumentality (NAFI) expects the Contractor to consistently achieve the highest standards in delivering quality services to customers. The Contractor is required to develop an effective approach to marketing its services. The NAFI expects the Contractor to retain and, where possible, expand the customer base by offering the most economical and convenient services available.

1.2. SPECIAL REQUIREMENTS:

1.2.1. DOMESTIC TOUR PACKAGES WITHIN JAPAN: The Contractor will offer domestic tour/vacation packages. FSS, through ITT, may also be offering similar domestic tour packages.

Both the Contractor and ITT may offer their own domestic tour packages to customers without limitation. In addition to providing self-initiated tours/vacation packages, the Contractor shall provide specific tour/vacation packages requested by the Government Representative (GR), if such packages are requested at least 90 days in advance. If the Contractor cannot or chooses not to provide a requested package, the ITT may provide the package through other commercial sources or from in-house capabilities. Common FSS/ITT local tours are listed in APPENDIX B.

1.2.2. CONTRACTOR WORK AREAS: The Contractor shall ensure that any Government facility it occupies is maintained in a clean and orderly manner consistent with building standards. The Contractor shall maintain Government facilities to be in compliance with OSHA and other applicable laws and regulations to include modifications of the facility performed by the Contractor or as well as to preclude damage to the facility. Custodial service is not included in this requirement.

1.2.3. CUSTOMER SERVICE HOURS: The Contractor shall provide a full range of travel services Monday through Friday, 10 am to 6 pm, Saturday, 10am to 3 pm, except the following holidays:

End of Year and New Year's Holidays 31 Dec through 3 January Martin Luther King's Birthday Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Juneteenth 19 June Independence Day 4 July

Labor Day First Monday in September Columbus Day Second Monday in October Veterans' Day 11 November Thanksgiving Day Fourth Thursday in November Christmas Day 25 December

If the holiday falls on Saturday, it is observed on Friday. If the holiday falls on a Sunday, it is observed on Monday.

Contractor will be closed for business when ITT is closed in support of base event.

1.2.4. The Contractor shall obtain the best possible travel arrangements at the lowest available price.

1.2.5. The Contractor and its employees shall ensure the confidentiality of all customer transactions and shall not disclose any information pertaining to the customer without his/her permission.

1.2.6. The Contractor shall use its best reasonable efforts on the customer’s behalf to resolve any dispute or claim between the customer and any principal with whom the Contractor may have arranged travel or other accommodations.

1.2.7. The Contractor shall adhere to a policy of guaranteeing customer satisfaction. Contractor shall respond in writing to all customer complaints and claims and forward them to the Contracting Officer, whose decision will be final and subject to the Disputes clause, If Contractor receives a customer complaint or claim based on services performed by a predecessor contractor, the contractor shall refer the matter to the Contracting Officer.

1.2.8. CUSTOMER PAYMENTS:

1.2.8.1. The Contractor shall accept all major credit cards. The Contractor shall accept, as a minimum, Master Card and Visa and may honor other credit cards customarily accepted in the Contractor's commercial trade. The Contractor alone shall be responsible for the payment of any fees, charge backs, and other arranged costs levied by the charge card-issuing companies.

1.2.8.2. The Contractor may require customer deposits in the amount required by the firm with which the travel arrangements of accommodations are made. Contractor shall inform the customer of cancellation penalties or nonrefundable deposits, at the time travel arrangements are first discussed. The Contractor shall include this information specifically on the reservation order form.

1.2.8.3. The Contractor shall refund customer payments and deposits if the terms of the sale provide for a refund and if the customer cancels the reservations within the time frame specified in the reservation form. The Contractor is not required to pay a fee on canceled reservations for which refunds are made to customers.

1.2.9. The Contractor shall obtain a written confirmation from the traveler that none of the travel for which tickets reservations, or any other travel and tour services being requested from the unofficial travel facility, is being performed pursuant to official travel.

1.2.10. SCHEDULE OF SERVICES The Contractor shall provide and schedule travel services.

The Contractor shall make all travel arrangements, at the lowest possible costs, to include, but not limited to the following:

1.2.10.1. Domestic Services:

1.2.10.1.1. Scheduled airline tickets.

1.2.10.1.2. Bus tickets

1.2.10.1.3. Train tickets

1.2.10.1.4. Ship tickets to include cruises, and ferries

1.2.10.1.5. Hotel/motel reservations

1.2.10.1.6. Car, motor-home and other vehicle rental arrangements in conjunction with other travel arrangements.

1.2.10.1.7. Complete package and custom-tailored domestic tours/vacations.

1.2.10.2. Overseas/International Services:

1.2.10.2.1. Visa/passport information

1.2.10.2.2. All airline tickets of regularly scheduled carriers

1.2.10.2.3. Regularly scheduled passenger ships/Cruises

1.2.10.2.4. Hotel Information

1.2.10.2.5. Complete tours/vacation packages including car rental

1.2.10.2.6. Travel insurance

1.2.11. RESERVATIONS:

1.2.11.1. The Contractor shall make confirmed reservations for a complete range of travel services including all commercial travel, hotel/motel accommodations and vehicle rental.

1.2.11.2. If the travel or the accommodations sold are not honored as reserved, the Contractor shall arrange for like travel and/or accommodations without additional cost to the customer or shall reimburse the customer for reasonable expenses incurred by the customer to obtain substitute travel and/or accommodations. Contractor warrants that prices for accommodations at the time of booking transportation and other services are the lowest available in the recreation services area for comparable services consistent with the customer-requested travel schedule and availability of service.

1.2.11.3. The Contractor shall furnish the customer with a written confirmation of the reservation. The reservation confirmation form shall include the following:

1.2.11.3.1 Name and location of transportation/accommodation

1.2.11.3.2. Name or ID of person who confirmed the reservation and reservation number

1.2.11.3.3. The customer’s name and number of people covered by the reservation

1.2.11.3.4. Type reservation (tour, air, hotel, car rental, etc.)

1.2.11.3.5. Inclusive dates of reservation

1.2.11.3.6. List all charges/rates for each type of reservation

1.2.11.3.7. Total price and amount collected from the customer

1.2.11.3.8. Cancellation limitations

1.2.11.4. The Contractor shall use prenumbered reservation forms with a separated prenumbered series for each location, shall establish numbering sequences to preclude repetition during the term of the contract, and shall use forms in serial number order.

Contractor shall annotate each void reservation form with the number of the ticket used to replace it and process it as a complete transaction.

Contractor shall retain completed reservation forms in the originating activity for 90 days after scheduled date for completion of travel. After this period, the Contractor will move completed forms from the concession activity to the Contractor’s records storage area where they will be maintained for three (3) years after final payment under the contract.

1.2.12. TICKETS: The Contractor shall charge the traveler only the actual price charged by the carriers for tickets issued. Any other compensation for the service hereunder shall be in the form of commissions and other consideration received by the Contractor from carriers and providers of accommodations with which the contractor makes arrangements, in accordance with general practice in the trade. Responsibility for arrangements and collection of any such commissions or other consideration shall rest with the Contractor. The Government shall bear no responsibility of liability for, and offers no guarantees with respect to, the payment of such commissions to be presented to the Contractor.

1.2.13. FINANCIAL REQUIREMENTS

1.2.13.1. The Contractor shall pay promptly and in accordance with the terms of this contract for all fees and other indebtedness incurred in connection with performing the contract. If the Contractor fails to pay the Government/NAFI any amounts due under this contract, by the due date, the CO will, at the request of the 374 FSS/FSBI, direct by written change order that daily receipts be turned over to the 374 FSS/FSBI until all amounts owed the 374 FSS/FSBI are paid, and the Contractor shall comply with that order.

1.2.13.2. The Contractor shall pay to the 374 FSS/FSR in U.S. dollars by check, cash or Credit Card. Contractor shall pay said fees by the 7th of the month following the month in which the applicable sales occurred.

The 374 FSS/FSR will charge the Contractor for dishonored checks received from the Contractor, except when the bank acknowledges the return to be the result of bank error or the return is the result of Government error. The 374 FSS/FSR will not charge the Contractor more than administrative amount the 374 FSS/FSR normally charges customers for dishonored checks.

The Contracting Officer will, at his option, require payment to be made in cash, certified check, or cashier’s check.

The Contractor alone shall be liable for all taxes applicable to its property, its income, and all transactions arising out of or in connection with its performance of this contract. The Government shall not reimburse the Contractor for any direct or indirect tax imposed on it by reason of this contract or otherwise. Where a stated law imposes a sales tax on the sale of the item and/or service by the Contractor to the authorized customer, the sales tax shall be stated separately from the sales price, added to the sales prices, and collected from the customer.

1.2.14. PROHIBITED PRACTICES

In the performance of this contract, the Contractor and its affiliates, employees, sales representatives and agents shall not engage in:

1.2.14.1. Soliciting customers who are not authorized to use NAF facilities and programs

1.2.14.2. Using any high pressure sales or hawker-type sales tactics

1.2.14.3. Procuring or attempting to procure and/or supplying roster listing of authorized NAF

1.2.14.4. program customers for the purpose of soliciting sales

1.2.14.5. Offering unfair, improper or deceptive inducements to purchase

1.2.14.6. Using any manipulative, deceptive or fraudulent device, scheme or artifice, including

1.2.14.7. misleading advertising and sales literature

1.2.14.7. Entering into any unauthorized or restricted areas

1.2.14.8. Knowing and willful violations of federal or stated Truth-In-Lending laws

1.2.14.9. Any other illegal or unethical practices

1.2.15. MANAGEMENT CONTROLS:

1.2.15.1. The Contractor is responsible for establishing effective management controls, for exercising sound management practices, for establishing internal control procedures consistent with the provisions of this contract, and for providing a complete and accurate accounting of all transactions.

1.2.15.2. The Contractor shall establish procedures for a complete and accurate accounting of all transactions. The Contractor shall record each sales transaction (cash, charge card or check) at the time it makes the transaction.

1.2.15.3. The Contractor shall use an adjustment voucher to record necessary refunds and ensure that it is signed by the customer and the Contractor.

1.2.15.4. The Contracting Officer or his/her designee will conduct periodic audit of the Contractor’s records on this contract. The Contractor shall cooperate fully with auditors and make all pertinent records conveniently available to the CO.

1.2.16. MANAGEMENT REPORTS The Contractor shall prepare the following travel management reports:

1.2.16.1. Air Travel Sales. The Contractor shall provide 374 FSS a monthly Summary Managem ent Report of complete Air Travel Sales arranged.

1.2.16.2. Non-air Sales. The Contractor shall provide 374 FSS a monthly summary Managemen t Report on all Components arranged (lodging, car rental, rail, bus, ship and tours).

1.2.16.3. Total Monthly Sales Report. The Contractor shall provide 374 FSS a monthly report, b y category (Air and Non-Air) the gross dollar sales transacted under this contract, together with t he agreed concession fee, by the 7th day of the month following the month in which the applicabl e sales occurred.All the above monthly reports shall include a daily itemized listing of revenue.

1.2.17. MARKETING OF LEISURE TRAVEL SERVICES.

All marketing materials and supports must be coordinated through the GR.

1.2.18. LEISURE TRAVEL-RELATED SERVICES

1.2.18.1. For leisure travel the Contractor shall provide amenities and travel related services requested by eligible patrons and which are generally provided by leisure commercial travel offices serving the private sector.

1.2.18.2. As required by the GR, the Contractor shall provide travel assistance to extended family members and friends of military personnel in conjunction with authorized visitations within the contract area. The commercial transportation assistance provided shall consist of accepting, changing or making reservations, ticketing and delivery of tickets (limited to addresses within the contract region), and local arrangements requiring the assistance of a Commercial Travel Office (CTO). The Contractor shall arrange lodging and ground transportation on or near the installation if requested, and any other amenities as requested by the customer and authorized by the GR. The services may be arranged with the CTO by the eligible customer, via mail, facsimile, or telephone.

1.2.18.3. For leisure travel, the Contractor shall be prepared to operate weekend and/or expanded weekday hours at the request of the GR to accommodate seasonal travel, payday, or other exigency travel. The extended hours shall continue for the period that sales volume justifies staffing and operation. The Contractor shall notify the leisure GR when extended operations are no longer profitable. After the Contractor has determined extended operating hours are not profitable, the GR shall be notified of the last date extended operating hours shall be maintained. In event of dispute between the Contractor and the GR, the issue shall be forwarded to the CO for resolution.

1.2.18.4. For leisure travel, the Contractor shall make available a comprehensive range of standard commercial tour packages and services to include deluxe, standard and budget accommodations, as well as custom tailored tours and vacations of all types.

12.18.5. The Contractor shall offer complete car rental information and reservation support at the lowest cost available. This service shall include reservations and annotation of the itinerary/invoice.

1.2.18.6. The contractor shall ensure that individuals who are requesting rental vehicles possess valid driver's license which meets their requirements of the locality that the vehicles are being rented.

1.2.18.7. The Contractor shall advise travelers of requirements and assist them to obtain any necessary documentation or travel clearances such as visas, required in conjunction with personal travel arrangements made by the Contractor.

1.2.19. LEISURE TRAVEL TICKETING:

1.2.19.1. For leisure travel, the Contractor shall issue tickets for all regularly scheduled domestic and international flights including IATA and non-IATA carriers, American and major foreign flag carriers. The Contractor shall not discriminate against foreign carriers in applying the low cost fare guarantee.

1.2.19.2. The Contractor shall issue tickets, Itineraries/Invoices, advance seat assignments, boarding passes, and other travel documents for all commercial modes of travel (i.e., air, bus, rail, water), at request of eligible patrons. The service shall include complete arrangements for all classes of travel, including premium accommodations, requested by travelers.

1.2.19.3. For leisure travel, tickets or e-tickets, subject to the requirements of carriers for which the ticket is issued, shall be issued or confirmed at time of purchase.

1.2.19.4. The Contractor shall not charge leisure customers a higher rate for travel services than would have been charged if the requested service had been obtained directly from the carrier or other travel service provider used. The Contractor shall warrant that prices for accommodations at the time of ticketing transportation and other services are the lowest available in the region for comparable services, consistent with the customer's requested travel schedule and availability of service.

1.2.19.5. The Contractor shall immediately advise the traveler at the time of reservation, if any discount fare, and/or ancillary services have cancellation charges, penalty charges, or non-refundable deposits, including time frames and other conditions. The Itinerary/Invoice shall specify this information.

1.2.19.6. The Contractor shall provide information and assistance to eligible patrons in arranging and booking charter flights for leisure travel.

1.2.19.7. Upon request, the Contractor shall provide travelers with required forms to enroll in airline frequent flyer programs. The Contractor shall also assist travelers, when requested, by maintaining personal frequent flyer account numbers and automatically notifying carriers of said account numbers when travel is reserved. The Contractor, upon request and when allowed by the airlines concerned, shall make reservations, issue upgrades, and provide delivery of free tickets earned from a frequent flyer program.

1.2.19.8. The Contractor shall offer assistance in making reservation for foreign passenger rail tickets if needed. The Contractor shall book passage for regularly scheduled passenger ships, including ferry crossings.

1.2.19.9. The Contractor shall arrange complete package trips, including car rental or other ground transportation arrangements, at customer's request. Meal plans, accommodations, and special arrangements needed to customize tour or travel arrangements to the customer's specific needs.

1.2.20. TRAVEL INSURANCE:

For leisure travel, the Contractor shall make available all types of travel insurance for purchase at the customer’s option. Insurance coverage offered shall include arrangements for accident, lost or damaged luggage, cancellation, and any other types of coverage, which may be available to protect the traveler. Cancellation insurance provision will be tailored to special requirements of military family members and customers.

1.3. GENERAL INFORMATION:

1.3.1. SECURITY REQUIREMENTS:

1.3.1.1 Anticipate delays in getting commercial vehicles on base and allow time for commercial vehicles to reach their destination by driving designated routes at posted speed limits throughout the base. Procedures for commercial vehicle access to the base are subject to change without prior notice.

1.3.1.2. ID Passes, Badges and Vehicle Pass: The contractor is responsible to obtain such clearances and/or passes as required for his/her employees to enter military installations on Yokota prior to start to work. The contractor shall be responsible for all passes issued to his/her employees under this contract. Applications shall be coordinated through the Contracting Officer or designated representative. At the time of application, Security Forces may conduct a background check on employees. Upon termination of employment, the contractor shall be responsible for returning identification cards and base passes to Security Forces within 24 hours.

1.3.2. PHYSICAL SECURITY:

1.3.2.1. The contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, government facilities, property, and materials shall be secured.

1.3.3. KEY CONTROL:

1.3.3.1. The contractor shall establish and implement methods of ensuring that all keys/key cards issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons. (NOTE: ALL REFERENCES TO KEYS ALSO INCLUDE KEY CARDS.

NO KEYS ISSUED TO THE CONTRACTOR BY THE GOVERNMENT SHALL BE

DUPLICATED. THE CONTRACTOR SHALL DEVELOP PROCEDURES COVERING KEY

CONTROL. SUCH PROCEDURES SHALL INCLUDE TURN-IN OF ANY ISSUED KEYS BY

PERSONNEL WHO NO LONGER REQUIRE ACCESS TO LOCKED AREAS).

1.3.3.2. The Contractor shall immediately report any occurrences of a lost or duplicate key to the

CO.

In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon written direction of the CO, re-key or replace the affected lock or locks; however, the government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the government and the total cost deducted from the monthly payment due the contractor.

1.3.3.3. The contractor shall prohibit the use of keys issued by the government by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor’s employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.3.4. CONSERVATION OF UTILITIES: The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions which prevent the waste of utilities which include the following:

1.3.4.1. Lights shall be used only in areas where and when work is actually being performed.

1.3.4.2. Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by the contractor or by contractor employees unless authorized.

1.3.4.3. Water faucets or valves shall be turned off after the required use has been accomplished.

1.3.4.4. Government telephones shall be used only for official government business.

1.3.5. RECORDS: The Contractor shall maintain separate records of all leisure travel arrangements made pursuant to the contract. This documentation shall be made available, upon request by the CO, GR, or other authorized representative, within 2 working days during the term of the contract.

1.3.6. SAFETY REQUIREMENTS In performing work under this contract, the contractor shall:

1.3.6.1. Conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work.

1.3.6.2. Perform work in a safe manner as required by OSHA 2206, General Industry, Occupational Safety and Health Standards (29 CFR 1910) and Japan Environmental Governing Standards (JEGS) by US Force Japan.

1.3.6.3. Provide protection to government property to prevent damage during the period of time the property is under the control or in possession of the contractor.

1.3.6.4. Record and report promptly (within one hour) to the contracting officer or designated government representative (GR), all available facts relating to each instance of damage to government property or injury to either contractor or government personnel.

1.3.6.5. In the event of an accident/mishap, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the accident/mishap investigative authority through the contracting officer.

1.3.6.6. If the government elects to conduct an investigation of the accident/mishap, the contractor shall cooperate fully and assist government personnel in the conduct of investigation until the investigation is completed.

1.3.7. SPECIAL QUALIFICATIONS:

1.3.7.1. Travel Business Registration in Japan: The Contractor shall be registered at the District Office or concerned agency of Government of Japan in accordance with the Article 29 of Japanese Travel Agency Act. The Registration Category for Travel Business must be one of the Classes 1 thru 3.”

1.3.7.2. The Contract Manager and Alternate(s): The Contract Manager and Alternate(s) shall be able to read, write, speak, and understand English. Required English Skills are defined as attaining Eiken Level 2 or better or scoring more than 730 points on a TOEIC examination or achieving an equivalent score or rating on another internationally recognized English language test. The Contract Manager and Alternate(s) shall have at least three years prior experience in the travel industry and least one year’s experience in travel management position.

1.3.7.3. Contractor Employees: Employees shall be capable and qualified in the field of commercial leisure travel and be able to read, write, speak and understand English. Required English Skills are defined as attaining Eiken Level 2 or better or scoring more than 730 points on TOEIC exam or an equivalent score or rating on an internationally recognized English language test.

1.3.8. CONTINUATION OF ESSENTIAL DOD CONTRACTOR SERVICES DURING:

CRISIS IAW DoDI 3020.37.

IAW DoDI 3020.37 this requirement is not considered mission essential.

1.3.9. PHASE OUT:

1.3.9.1 If there is a change in contractor or if the operation reverts to in-house, the incumbent contractor will provide familiarization, to the government or the follow-on contractor, whichever the case may be. During the phase-out familiarization period (30 days), the incumbent will be fully responsible for the operation of Leisure Travel Services.

1.3.9.2. The Contractor shall provide phase-in and phase-out of travel operations, to include base closures, realignments, facility closures, down-sizing, termination or normal expiration of the contract. The Contractor shall take all actions necessary for a smooth transition of the contracted operations at locations identified in section “Government Provided Facilities”. The Contractor transition operations shall not interfere with ongoing performance of services. Problems encountered in coordinating transition of travel services with the predecessor or successor Contractor shall be immediately reported to the CO. Customers making arrangements in which reservations, deposits, payments, and pickup of tickets may bridge a transition period between the Contractor and a successor contractor or the NAFI shall be informed of any special requirements such as delivery/pickup procedures. The GR shall be provided these procedures prior to notifying the customer. The Contractor shall have in place a transition plan to assure an efficient and thorough transfer of data to/from a successor or predecessor contractor or the NAFI.

1.3.9.3. For leisure travel, the Contractor shall book all requests received prior to expiration of the contract, regardless of the date of commencement of travel. Tickets for travel commencing after the expiration of the contract shall be delivered to the customer before close of business on the last workday of the contract. If tickets have not been paid for, or if, for any reason, tickets cannot be delivered to the customer, the Contractor shall provide an option to the customer for full refund prior to the expiration of the contract. The Contractor remains liable to pay monies for any reservations made by customers, during the performance period of the contract. The Contractor’s obligation to pay LEISURE TRAVEL CONCESSION FEES, to the NAFI extends until final customer payment is made, even if payment is made after the expiration date of the contract, when initial arrangements were made while the contract was in force. Applicable payments shall be based on the total price paid by the customer (less taxes and refunds), to include any commissions subsequently paid to the Contractor as a result of such arrangements.

1.3.9.4. All passenger name records (PNRs), associated with the contract, shall be retained in the Contractor's commercial reservation system (CRS) for conversion by the successor Contractor to its CRS. During transition, the Contractor shall provide any assistance and necessary authority for the release of data to the successor Contractor.

1.3.9.5. The Contractor shall allow the successor contractor access to the existing (CTO) not less than 60 days prior to contract expiration for purposes such as taking measurements, locating electrical outlets, and taking photographs of facilities. These visits, by the successor Contractor, shall be scheduled in advance with the CO so as not to interfere with normal operations.

1.3.9.6. The departing Contractor shall cease operations and vacate all facilities by 12:00 midnight on the last day of contract performance unless other mutually agreeable arrangements have been made in advance with the CO. Facilities shall be left in good order, as coordinated with the GR, to include removing all Contractor materials and trash. The successor contractor shall have access to assigned facilities beginning at 12:01 a.m. on the morning of the first day following the termination of the Contractor's performance at the designated site(s).

1.3.9.7. The Contractor shall provide an orderly and timely transfer of responsibilities in support of leisure travel services from the incumbent Contractor to the successor Contractor.

1.3.9.8. Telephone numbers used by the Contractor at on-base travel offices shall not be transferred to off-base locations upon expiration of the contract. Any telephone numbers used for off-base service centers, such as a regional reservation center, and which are promoted to the military community under the contract, shall be terminated upon expiration of the contract.

Telephone number(s) shall not be reactivated without specific approval by the CO.

1.3.9.9. The government reserves the right to conduct site visits in all contractor operated facilities in conjunction with the solicitation of offers for the follow-on contract. In the event the follow-on contract is awarded to other than the Contractor, the Contractor will cooperate to the extent required to permit an orderly change over to the successor contractor. With regard to the successor contractor’s access to incumbent employees, a recruitment notice may be placed in each facility.

1.3.10. CONTRACTOR PERSONNEL:

1.3.10.1. The Contractor shall provide a Contract Manager (CM) who shall be responsible for the performance of work covered by this contract. The name of this person and an alternate(s), who shall act for the Contractor when the CM is absent, shall be designated in writing to the CO upon contract award.

1.3.10.2. The contract manager and alternate shall have full authority to act for the contractor on all contract matters relating to daily operations of this contract.

1.3.10.3. The Contractor shall have communications available to the staff of Force Support Squadron ITT Office (FSS/FSBI) 24 hours a day, seven days per week for emergency. This requirement can be met by cell phone.

1.3.10.4. Contractor Employees: the contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the CO as a potential threat to the health, safety, security, general wellbeing or operational mission of the installation and its population.

1.3.10.5. The Contractor personnel shall present a clean, neat appearance. Contractor shall make their employees easily recognizable, by their wearing either distinctive clothing bearing the name of the company or appropriate badges which state the company name, employee’s name, and the words “Commercial Leisure Travel Office” in English. This identification badge must be worn above the waist on the wearer’s right breast area where the customer can easily see it.

1.3.10.6. The contractor shall not employ any person who is an employee of the U.S. Government if employing that person would create a conflict of interest. Additionally, the contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to DOD 5500-7-R Joint Ethics Regulation. The contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies in AFI 64-106.

1.3.10.7. The contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours or deployment.

Military Reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the contractor’s ability to perform;

however, their absence at any time shall not constitute an excuse for nonperformance under this contract.

1.3.10.8. Third Country Nationals (TCN): The Security Forces on each base control entry to the base. Under certain circumstances, a TCN might be denied entry. It is the Contractor’s responsibility to coordinate with the Security Forces at each base when there is a question about a particular circumstance.

2. SERVICES SUMMARY.

The Contractor service delivery requirements are summarized into performance objectives that relate directly to standards of performance required to meet mission essential needs. For the performance objective to be met, service delivery must be in substantial compliance with applicable performance standards. The performance threshold describes the minimum overall levels of service delivery required for acceptable quality control. Failure to meet these performance thresholds means that Contractor quality control is unacceptable.

Performance Objective PWS Para Performance Threshold Leisure Travel Services 1.2.5. 3 deficiencies per quarter Report Submittal 1.2.11. 1 deficiency per quarter

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES:

The Government shall provide, without cost, the facilities, materials and services listed below.

3.1. PROPERTY:

3.2. FACILITIES: The Government shall furnish or make available office space within Bldg 327, Yokota Air base, Japan as stated in Appendix C, Floor Plan.

3.2.1. Facilities have been inspected for compliance with the Occupational Safety and Health Act (OSHA). No hazards have been identified for which workarounds have been established.

The Government corrects OSHA hazards in accordance with base-wide Government-developed plans of abatement taking into account safety and health priorities. A higher priority for correction will not be assigned to the facilities provided hereunder merely because of this contracting initiative. The fact that no such conditions have been identified does not warrant or guarantee that on possible hazard exists, or that workaround procedures will not be necessary or that the facilities, as furnished, will be adequate to meet the responsibilities of the Contractor.

Compliance with OSHA and other applicable laws and regulations for the protection of employees is exclusively the obligation of the Contractor, and the Government will assume no liability of responsibility for the Contractor’s compliance or noncompliance with such responsibilities, with the exception of the aforementioned responsibility to make corrections in accordance with plans of abatement subject to base-wide priorities.

3.2.2. Before the Contractor modifies the facilities in any way, the Contractor must notify the C O and provide documentation describing in detail the modification requested. Contractor shall not alter the facilities without specific written permission from the CO; however, in the case of alterations necessary for OSHA compliance and occupant medical necessity, such permission shall not be unreasonably withheld.

3.2.3. The Contractor shall return the facilities to the Government in the same condition as received, fair wear and tear and approved modifications excepted. These facilities shall be for performance of the contract only.

3.3. UTILITIES: The Government will provide water, electrical and gas required in the Government facility described above where the Contractor’s personnel are working. The Contractor shall use these utilities only for work performed IAW requirements of this contract.

3.4. TELEPHONE: The Government will provide the following existing phone lines and instruments.

3.4.1. Two Defense Switched Network (DSN – Class A) military phone lines that are capable of calling both on and off base.

3.4.2. One internet line.

3.4.3. Two Telephone Instruments for DSN

3.5. CUSTODIAL SERVICES The government will not provide custodial services for the provided space.

3.6. REFUSE-COLLECTION The Government will furnish refuse pick-up and disposal services at existing, established pick-up locations for on-base facilities.

3.7. INSECT AND RODENT CONTROL The Government will provide insect and rodent control services for on-base facilities.

3.8. SECURITY POLICY AND FIRE PROTECTION The Government will provide security police and fire protection services for on-base facilities. The base Security Police and Fire

Department telephone numbers will be provided to the Contractor at the pre-performance conference.

3.9. FURNITURE The Contractor may use the existing Government furniture as stated in the Appendix C, Floor Plan.

4. CONTRACTOR FURNISHED ITEMS AND SERVICES:

4.1. GENERAL: Except for those items or services specifically stated in Section 3 to be Government-furnished, the Contractor shall furnish everything required to perform all tasks and responsibilities mentioned in this statement of work.

4.1.2. COMMERCIAL RESERVATION SYSTEM: (CRS) The Contractor shall provide total and direct access to at least one CRS operated for or by a major U.S. air carrier. The lease between the Contractor and the CRS Company will cover the entire period of agreement between the Contractor and the Government. The CRS vendor must have at least 3 years’ experience offering a complete range of travel services (an exception will be made if CRS systems, both meeting the criteria outlined, have combined systems in a joint venture). The contractor shall provide a sufficient number of reservation/ticketing sets and personnel so a walk-in customer will not have to wait more than 15 minutes under normal circumstances.

The CRS shall be capable of providing lowest-cost fare evaluations, reservations, ticketing and related travel and accessorial services. The CRS shall also be capable of providing a “shoppers quote” of fares by category (GSA, city-pair, Category Z, military furlough, etc.). The Contractor shall employ a computer software program system with the capability to audit reservations, as soon as they are booked, for the lowest cost routing and it will be reconfirmed periodically up to the time of ticketing.

The Contractor shall provide the necessary computer software and hardware required to implement the reservation, ticketing, and management report requirements contained in this PWS. Contractor shall provide an automation software package that interfaces with the CRS, to generate accounting and reporting programs for the Accounting Finance Office. The successor Contractor shall obtain all information necessary to allow system changeover from the incumbent contract, to include information about the type of hardware and software currently being used, the successor Contractor shall use this information to transfer reservation data from the incumbent Contractor’s system to the system the successor Contractor will use.

4.1.3. COMMUNICATION LINES AND EQUIPMENT:

4.3.1. The Contractor shall provide sufficient commercial telephone/fax lines and instruments other than the items listed in the paragraph 3.1.5. above to maintain the levels of service required by this PWS.

4.3.2. The Contractor shall bear all costs such as telephone calls, Internet, etc. for communication lines required to provide leisure travel services under this contract. The Contractor shall, as determined by the GR and based on the local situation, either provide commercially procured telephone lines or lease available Government provided lines at the standard rates. Any costs associated with maintenance, activation, or deactivation of lines in connection with services required of the Contractor shall be borne by the Contractor.

4.4. SIGNS: The Contractor shall provide a sufficient number of signs clearly identifying each service provided (i.e. reservation, ticketing, etc.). These signs shall be located in the Contractor’s service areas where they can be clearly seen by travelers. Signs will be consistent with local installation policies on size, placement, etc.

4.5. EQUIPMENT MAINTENANCE: The Contractor alone is responsible for all maintenance and security on Contractor-furnished equipment.

4.6. WORLD WIDE WEB:

4.6.1. The Contractor may develop, maintain, and update/keep current a dedicated world wide web (www) page to sell leisure travel, with a redirection link back to the originating leisure travel main page (Note; Web page shall be in English Language). If the Contractor chooses to develop or use a web page for performance of this contract, the Contractor's page shall be hosted and edited by the Contractor, but shall not be linked to the Contractor's main page. The Contractor shall provide the exact URL address for the linked pages. At the option of the GR, the Contractor's web site may be linked to one or more military MWR or U.S. Government web sites.

4.6.2. The Contractor shall structure any web site developed for performance of this contract to inform browsers of notable price savings and travel services that are currently available. The Contractor shall provide descriptions and post prices, if allowed by suppliers, for available cruises and other vacation packages. Payment process via commercial credit card shall be secure.

4.6.3. All presentations to be linked with military MWR or other U.S. Government web sites shall be approved by the GR before they are made available via the electronic links. The Contractor shall not represent in any manner, expressly or by implication that the products and services provided under this agreement and via the web site are endorsed by any element of the United States Government or any DOD NAFI.

5. APPENDICES

A. Estimated Workload Data

B. List of Local Tour Packages provided by FSS/ITT

C. Floor Plan

APPENDIX A

ANNUAL WORKLOAD ESTIMATE

Airline Ticket Sales

Month # of Airline Tickets Issued (Average of the past three years)

Estimated Annual Amount (Average of the past three years) Oct 15 Nov 10 Dec 21 Jan 23 Feb 16 Mar 19 Apr 18 May 38 Jun 37 Jul 25 Aug 14 Sep 10 Total 246 $200K

International: 70% Domestic 30%

Non-Air Sales (International Tour Packages, Hotel Booking, VISA Services)

About 50 – 80 customers request price quotes for International Tour Packages such as China, Thailand, Guam, Australia in Asia via phone and e-mail every month. Quite a number of travel requests from Yokota Residents (about 8,000 people) are being anticipated during Spring-break, Thanksgiving, and holiday season.

APPENDIX B

List of Local Tour Packages provided by FSS/ITT (i.e. sightseeing, shopping, and sports.

Cultural, theater, cruises, and the like).

Local Bus Tours

Frequently/Sightseeing:

Kamakura, Enoshima, Mt. Fuji, Tokyo Disneyland and Disney Sea, Yokohama, Hakone, Tokyo Tower, Tokyo Sky tree, Odaiba, Monkey Park, Shosenkyo Gorge, Wine Factory, Festivals:

Sapporo Snow Festival, Fertility Festival, Nikko Spring/Autumn Festival, Kumagaya Night Festival, Kawagoe Festival, Chichibu Night Festival, Mt Takao Fire Walking Ceremony, Fuji Yoshida Fire Festival, Samurai Festival in Kofu

Overnight:

Kyoto, Hiroshima, Kanazawa, Shimoda, Sapporo Snow Festival

Event/Sport:

Sumo Tournament, Japanese Baseball Game at Seibu dome/Tokyo Dome, NFL, WWE, NBA, NHL, MOTO GP,MLB, Big Artists Concerts, Cirque Du Soleil, Circus, Disney on Ice, Tokyo Motor Show, Broadway Musical, Japanese Festivals at Tokyo Dome, Amusement Park/Theme Park Tokyo Disney Resort, Fujikyu Highland, Yomiuriland, Nikko Edo Village, Sanrio Puroland, Hakone Yunessun, Safari Park, Tama Zoo, Ueno Zoo, Yokohama Zoorasia, Hakkeijima Sea Paradise, Kids Ninja Village

Cultural:

Castle, Temple, Shrine, Kimono Experience, Fish Market, Taiko Show, Kabuki, Shopping:

Yokosuka Shopping, IKEA Shopping

APPENDIX C Floor Plan

Building 327, Yujo Community Center

ITT Details are shown below

Storage

Closet

Closet

Closet

Closet

Front Desk

USO

Yokota ITT

G&R

WilTec Insurance

Men’s Room

Mechanical Room

Ladies Room

IT Room

Airmen’s Lounge

Yujo office

USO

office Theater

Room

C3

Desk

Cabinet

Desk

Desk

Cabinet

Yokota ITT Office : Contractor may use the existing 3desks, 6 chairs, and 2 small cabinet

The colored area is for the contractor (7630mm x 2900mm)