Attach 4. PWS Lodging 21 Dec.pdf

Performance Work Statement Lodging, Virginia Air National Guard

21 December 2021

A. General.

1. The Virginia Air National Guard (VaANG) requires commercial lodging support for four (4) geographically separated areas within Virginia (Hampton Roads, Chester, Sandston, and Richmond). The 192d Lodging Program is an essential part mission readiness and retention. Therefore, the VaANG is seeking quality lodging for authorized 192d Wing personnel with flexibilities to allow for unexpected or unforeseen change.

The intent of this Performance Work Statement (PWS), and associated contract, is to communicate the expectations/requirements of our contracted service provider, to include managing consolidated monthly lodging request, secure bookings, provide confirmation numbers, and facilitate potential changes with the intent of minimizing cost to the Government.

2. Lodging requirements surge once a month during the Regularly Scheduled Drill (RSD) weekend; however, includes lodging requirements outside RSD weekends, and occasionally short notice requests to facilitate immediate mission needs. The total estimated number of lodging rooms and nights required is 525 rooms and 1000 room nights (reference Attachments 3, 4, and 5.

3. The physical location of lodging facilities shall be within the proximity identified below:

Hampton Roads – Within 15 miles of: 210 Sweeney Blvd, Hampton, VA 23665 Sandston – Within 10 miles of: 5901 Beulah Rd, Sandston, VA 23150 Chester – Within 10 miles of: 8000 Jefferson Davis Hwy, Richmond, VA 23297 Richmond – Within 10 miles of: 5001 Waller Rd, Richmond, VA 23230

4. The Contractor shall provide all personnel, management, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to provide lodging and associated service in accordance with this PWS and the terms and conditions listed in the associated contract.

B. Duration, Deadlines, and Rates:

1. Duration: 1 January 2022 to 31 March 2022

2. Room Rates. Lodging rates are intended not to exceed GSA established Fiscal Year 2022 maximum lodging per diem rates associated with the physical location of the lodging facility. These rates can be located at https://www.defensetravel.dod.mil/site/lodging.cfm.

C. Facility/Lodging Room Standards:

1. Lodging facilities and rooms shall meet the minimum standards outlined in the Department of Defense Lodging Adequacy standards (Attachment 1). https://www.defensetravel.dod.mil/site/lodging.cfm, https://www.defensetravel.dod.mil/Docs/ILP_Lodging_Standards.pdf.

D. Facility Assignments:

1. The Contracting Officer (KO), or designated representative, is responsible for providing a list of government personnel authorized to occupy the contracted lodging under this contract utilizing Attachment 2. This listing will be finalized no later than seven (7) business days before the first of each Month.

2. The list, provide by the Government, will contain at a minimum the person's full name, rank, check-in/out dates, and number of nights authorized, as well as the shared cost amount, if applicable.

https://www.defensetravel.dod.mil/site/lodging.cfm https://www.defensetravel.dod.mil/site/lodging.cfm https://www.defensetravel.dod.mil/Docs/ILP_Lodging_Standards.pdf

i. Shared cost: The 192d Wing has implemented a shared cost approached. Authorized members have opted to pay the associated room cost listed below, depending on their rank and room preference. Members are categorized in two groups: Single Occupancy or Double Occupancy, (see column F of Attachment 2). The Contractor shall establish a process to ensure payments by individual members are obtained.

a) Single occupancy: At or before check-in, members are responsible to pay $48.00 per a night, which shall be deducted from the total room rate charged to the Government.

b) Double occupancy: At or before check-in, members holding the rank of E-7 to E-9, and all commissioned officers (O-1 thru O-9) are responsible to pay $24.00 per a night, which shall be deducted from the total room rate charged to the Government.

Members holding the rank of E-1 to E-6 shall not be billed for their lodging. Direct Billing, Contractor is responsible for entire cost/rate of the room depending on members rank.

3. Within 3 business days from receiving the finalized list, the Contractor shall complete columns Q, R and S with member’s assigned lodging facility and reservation confirmation number.

4. Personnel who do not appear on the government listing shall not be lodged under the associated contract, unless specifically authorized by the KO.

5. The Contractor shall honor roommate assignments provided within the government listing.

6. The finalized list will contain three (3) double-occupancy overflow rooms per month during the associated

RSD weekend. These rooms may be used at the discretion of the KO/designated representative for overflow purposes.

E. Coordination. In addition to the services required by attachment 1, the Contractor shall provide the coordination efforts. Contractor will provide open communication during normal Government business hours during contract periods. (Monday- Friday 0700 – 1500) via email, and/or telephone, to KO or designated representative. The Contractor shall provide an after hour point of contact reachable during RSD scheduled weekends, Friday 1500 - Sunday 1600 via telephone and email. The point of contact shall have the authority and process Government approved lodging changes, new bookings, and cancelations.

F. INCIDENTAL EXPENSES. The Contractor shall establish a process to ensure payments owed by individual members are obtained. Incidental personal expenses such as room service, telephone calls, movies, game rentals, snacks/meals shall not be charged to the Government. These expenses are responsibility of the individual member and shall be billed accordingly. Services and/or supplies not specified in this PWS, or attachments, are not authorized under this contract and shall not be charged to the Government. Additionally, the Contractor shall ensure a system is in-place to notify individual members of potential charges bill directly to them.

G. CANCELATIONS. The KO or designated representative may cancel the individual reservation(s) at least 24 hours prior to the scheduled check-in without being charged a cancelation or penalty fee. This includes cancelation of the overflow rooms listed paragraph D.6.

H. FORCE PROTECTION REQUIRMENTS.

1. The VAaNG Contracting Office reserves the right to disqualify properties that do not meet their lodging physical security requirements. The appropriate selection of lodging facilities greatly reduces personnel threat exposure while enhancing force protection considerations. It is paramount that an assessment of potential lodging areas be conducted prior to establishing an award or contract. This may be conducted in conjunction with assessments from Unit Points of Contact and Contracting Officer knowledge of the lodging facility. Security requirements are primarily based on historical police reports and criminal activity. Therefore, properties shall be in a low crime area, free of drugs, prostitution, and other criminal activity.

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

Attachments:

1 – DoD Lodging Standards 2 – Template, Authorized Lodging List 3 – Summary, January 2022 Lodging Requirement 4 – Summary, February 2022 Lodging Requirement 5 – Estimated Summary, March 2022 Lodging Requirement

END OF PERFORMANCE WORK STATEMENT