Attachment 1 - PWS Cadre Resiliency Overnight Events.pdf

Attachment 1 – Cadre Resiliency Overnight Events – Performance Work Statement (PWS) Page 1 of 16

PERFORMANCE WORK STATEMENT (PWS)

Cadre Resiliency Overnight Events

Attachment 1 – Cadre Resiliency Overnight Events – Performance Work Statement (PWS) Page 2 of 16

TABLE OF CONTENTS

Subject______________________________________________________________________

1. General ------------------------------------------------------------------------------------------------------------- 2

2. Definitions, Acronyms and Terms --------------------------------------------------------------------------- 7

3. Government Furnished Services ---------------------------------------------------------------------------- 8

4. Placing Call Outs ------------------------------------------------------------------------------------------------ 9

5. Invoices ------------------------------------------------------------------------------------------------------------ 9

6. Performance Criteria -------------------------------------------------------------------------------------------- 9

7. Deliverables ------------------------------------------------------------------------------------------------------- 9

8. Government Furnished Items and Services ------------------------------------------------------------- 10

9. Contractor Furnished Items and Responsibilities ------------------------------------------------------- 11

10. Specific Tasks -------------------------------------------------------------------------------------------------- 12

11. Performance Requirements Summary ------------------------------------------------------------------- 13

12. Deliverables Schedule --------------------------------------------------------------------------------------- 14

13. List of Attachments and Technical Exhibits ------------------------------------------------------------- 16

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Part 1 Performance Work Statement Cadre Resiliency Overnight Events

1. GENERAL: This is a Hotel Room Rental BPA for Cadre Resiliency Overnight Event. This Hotel Room Rental for Government personnel will be used in support of teams resiliency training events to provide off-post lodging to Brigade Drill Sergeants and their Families. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide military per diem rate for all personnel, audio/visual equipment, supplies, facilities for meeting/training and childcare space, and other items necessary to perform Hotel Rental Contract for Cadre Resiliency Overnight Event as defined in this Performance Work Statement. The contractor shall perform to the standards in this contract.

1.2 Background: The timing and availability for the normal Army Building Strong & Ready Teams Resiliency Training events is often in conflict with the training schedules and availability of our Brigade Drill Sergeants and their Families. This BPA will allow the Brigade to conduct a resiliency training workshop, with our appropriated funds, that will best fit the needs of our brigade training schedule and timeline.

1.3 Objectives: Contract shall provide all necessary facilities, equipment, food, and supplies coordination to allow the Brigade to host an overnight resiliency event for military families in Bricktown, Oklahoma City, OK.

1.4 Scope: Under this BPA, the hotel will provide within government per diem rate of up to 35 double queen-beds rooms, one conference room, one childcare room, dinner buffet, breakfast buffet, and up to 35 parking spaces. The contractor shall furnish referenced supplies if and when requested by the Contracting Officer or his/her authorized representative during the period specified herein. The Government is obligated only to the extent of authorized orders actually placed against this Blanket Purchase Agreement. The terms and conditions included in this requirement apply to all delivery orders made pursuant to this requirement under any resultant Blanket Purchase Agreement. In the event of an inconsistency between the provisions of the contract and the supplier’s invoice, the provisions of this Performance Work Statement and resultant Blanket Purchase Agreement will take precedence. Contractor shall provide fully-furnished two beds per room in the OKC, Oklahoma area. Contractor shall provide general cleaning daily and bed making three times a week, unless declined by occupant, and meet or exceed industry standards. Health and safety condition of room/s shall meet or exceed city, state and Government standards. Distance of hotel within the 5-minutes of walking proximity to the Chickasaw Bricktown Ballpark in Bricktown, OKC for overnight resiliency event.

Requirement for hotel room/s will be once per each quarter. Projected dates will be listed on Attachment 1. The Government estimates a need for 35 rooms a night per event in quarter, based on participating Soldiers and their Families capacity. This estimate is provided solely as an estimate based on historical need but world events to include budget constraints, travel restrictions and training location changes all affect the room nights per year needed. A minimum of 35 room night shall be put aside at per diem rates, for each quarterly issued delivery order, for 434th Field Artillery Brigade Overnight Resiliency Event.

1.5 Period of Performance: The effective period of the contract is immediately after award. The base year of the BPA will be from 1 August 2024 or date of award through 31 July 2029.

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1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure the facilities and meals requested under a BPA order are provided to industry standard and consistent with the requirements of the BPA order.

1.6.2 Quality Assurance: Quality Assurance shall be conducted during the each event.

Contracts for commercial Services/products rely on a contractor’s existing quality control system as a substitute for compliance with Government inspection and testing before tender for acceptance. Any in-process inspection by the Government shall be conducted in a manner consistent with commercial practice.

1.6.3 Location of Hotels: The facilities from which there will be BPA orders under this BPA.

1.6.4 Type of Contract: The government will award a BPA.

1.6.5 Security Requirements: Not applicable.

1.6.6 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.7 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies;

coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.7 HOURS OF OPERATIONS. Hotels shall have 24 hour/7 days a week check-in service.

Check-in shall be available everyday including holidays. Soldiers attending training will arrive at all times of day and throughout the year.

1.8. PERSONNEL. Contractor shall provide the work force necessary to perform scope requirements and to check guests into the hotel. Personnel performing work under this work

Attachment 1 – Cadre Resiliency Overnight Events – Performance Work Statement (PWS) Page 5 of 16 statement shall remain employees of the contractor and will not be considered employees of the U. S. Government.

1.9. ROOM CHARGES, AMENITIES, AND INCIDENTALS.

1.9.1. ROOM RATE PER DAY: 35 room per night at each hotel shall be set aside at the prevailing per diem rate for the OKC area per night, as specified in each quarterly delivery order that may be issued under this requirements contract. Additional rooms shall be at the regular rate. Contractor shall provide an average rate for additional rooms with their proposal. Additional rooms will be available on a first come-first serve basis and will not be blocked. Contractor shall provide a list of incidental items available and any applicable charge with submitted proposal.

1.9.2. AMENITIES. Amenities for each hotel shall include the following, at a minimum:

a. In room: television with remote, coffeemaker (to include filters & coffee or coffee packs, cups, sugar/sweetener, stirrers), hair dryer, and a desk in good and safe working order.

b. Wake-up Service.

c. Laundry Room on site and operational.

d. Copier and fax services (Personal use of copier and fax services is the responsibility of the Soldier and will be paid by the Soldier).

e. Continental Breakfast.

f. Fitness Center.

g. Vending Machine.

h. Ice machine.

i. Free access to internet/Wi-Fi for Soldiers and families.

1.10 STANDARD SERVICE DEFINITIONS. Hotel rooms shall meet or exceed the following requirements.

1.10.1. Rooms shall at a minimum contain two (2) queen beds, sheets sets, comforters, blankets, pillows, and clock radio with alarm, capable of double occupancy. Rooms shall contain iron & ironing board and all standard utilities, operational individual room thermostat to control heat and air, electrical, water, telephone with voice mail capability; providing this service shall not increase cost to the Government.

1.10.2. Rooms shall have a microwave oven, refrigerator, and in-room safe all in good and safe operating order.

1.10.3. Rooms shall contain two sets of hand/wash/bath towels, for possible double occupancy, shower curtains, bath mats, waste baskets, toilet paper and clean toilet. Rooms shall be appropriately heated or cooled, as weather conditions require.

1.10.4. Rooms shall be clean and free of rodents to include: rats and mice. Rooms shall be free of insects to include: ants, roaches, bed bugs, silver fish, flies, mosquitoes, bees, wasps, spiders, and fleas.

1.10.5. Rooms shall contain a telephone in good working order with free local access. The Soldier occupant is personally responsible for telephone charges exceeding the free local access. Providing this service shall not increase cost to the Government.

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1.10.6. Rooms shall have basic cable/satellite TV included in the cost of the room; purchase of service above base level is the responsibility of the Soldier and shall be paid by the Soldier.

Contractor will provide free internet connection with industry standard connectivity. Providing these services shall not increase cost to the Government. Government shall not be billed for any Pay-per-View service requested by the occupant. This service cost is the responsibility of the individual occupant(s).

1.10.7. For safety and security reasons, rooms shall be accessed via interior corridors only, have clearly marked emergency exits and clearly marked fire extinguisher stations. Door locks should be in operating order, in addition, a swing bar guard or security chain lock type device shall be available on the inside to provide an additional level of security. Room shall have a functional smoke detector.

1.10.8. Contractor shall have lighted, safe, secure parking on hotel grounds.

1.10.9. Contractors with security cameras in and around the hotel will be given higher consideration over offerors without security cameras. Security shall be a key evaluation factor in the selection consideration process. This may lead to the low offerors being removed from consideration and/or award.

1.10.10. Contractor will have dining facilities or food service in the hotel, or allow for non-contractor food delivery service. Contractor hotel located within safe walking distance, not greater than one city block, from a commercial public dining will be given higher consideration over other offers. Food service is at the individual Soldier’s expense and providing this service shall not increase cost to the Government.

1.11 PRICING.

1.11.1. The Supplier agrees that the fixed prices quoted to the Government shall be as low as, or lower than those charged to the Contractors most favored customers, for comparable quantities under similar terms and conditions, in addition to any discounts for prompt payment.

The daily rate of lodging shall not exceed the authorized lodging rate as defined by the U.S.

General Services Administration (GSA) located at https://www.gsa.gov/.

1.11.2. This BPA Contract does not obligate any funds.

1.12. PAYMENTS. All payments for supplies received under this Blanket Purchase Agreement will be paid prior to consolidated occupancy reaching $25,000.00 using the Government Purchase Card. All contractors are required to have the capability of accepting payment via the Government Purchase Card. No other form of payment is authorized.

1.13. CANCELLATIONS/LATE ARRIVALS/EARLY DEPARTURES.

1.13.1. CANCELLATION POLICY. Room cancellations require notice before 6 PM Central Standard Time (CST) on the day of arrival, at no additional fees or charges. If cancelled after 6 PM CST on the day of arrival, rooms may be charged a cancellation fee that is no more than the value equal to the first night’s reserved rate.

1.13.2. LATE ARRIVALS. All room occupants will provide notice to the hotel of arrivals after 6 PM Central Standard Time in the same manner as the CANCELLATION POLICY referenced above.

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1.14. PURCHASE LIMITATION AND CALL OUTS. The Government will award a multiple award requirements contract to the three offerors who present the best value to the Government, in terms of pricing, availability of rooms, and amenities provided by the location. Call outs will be issued to the awarded locations based on the number of rooms needed to accommodate Soldiers and their Families attending the event. Call outs will be billed prior to total occupancy reaching $25,000.00. Call outs billing amounts will be reconciled at the end of each event to adjust estimated dollar amounts with the actual usage of rooms requested at each location for the delivery order period.

1.14.1. No individual call out placed against this contract by a Contracting Officer or an authorized individual assigned to the Contracting Office shall exceed $15,000.00.

1.14.2. No individual call out will be placed against this contract by any individual outside the Contracting Office. A Contracting Officer Representative (COR) will be appointed in writing by the Contracting Officer to coordinate day-to-day operations within delivery order parameters.

1.14.3. The total amount ordered under this contract shall not exceed $250,000.00.

1.14.4. Room occupants will not be allowed to charge incidentals, movies or non-complimentary food or beverages under any requirements contract delivery order issued for this requirement.

1.15. DELIVERY/SHIP TO ADDRESS. Each individual call out will specify the delivery/ship to address.

1.16. EVALUATION OF CONTRACTOR PERFORMANCE. The Government will monitor the Contractor's performance under the terms of these contract procedures as outlined in Federal Acquisition Regulation (FAR) Clause 52.212-4 , Contract Terms and Conditions - Commercial Items. Typical procedures might include random sampling, unscheduled inspections and customer comments. A primary objective of Government quality assurance efforts will be to determine the effectiveness of the Contractor's quality control system. The Contracting Officer, or designated representative, will inspect for compliance with contract requirements. Inspection results will be recorded by the Government. Those inspections indicating deficient performance shall be initialed by the Contractor. The Government will provide a copy of inspections to the Contractor within 10 days after completion of inspection.

2. DEFINITIONS, ACRONYMS AND TERMS.

2.1. GENERAL. The following definitions, acronyms and terms are applicable to this contract. In instances where the definition or acronym listed in the publications referenced above differ from those listed below, the definition or acronym listed below shall apply.

CONTRACT MODIFICATION. Any written alteration in the contract period, price, quantity, or other contract provisions of an existing contract issued by the Contracting Officer.

CONTRACTING OFFICE. Office which awards or executes a contract for supplies or services and performs post award functions not assigned to a contract administration office.

CONTRACTING OFFICER (KO). Any person, either by virtue of his position or by appointment in compliance with procedures prescribed by the FAR, is currently a Contracting Officer with the

Attachment 1 – Cadre Resiliency Overnight Events – Performance Work Statement (PWS) Page 8 of 16 authority to enter into and administer contracts and make determinations and findings with respect thereto, or any part of such authority.

CORRECTIVE ACTION. Consists of those efforts required to correct reported deficiencies and determine that other products are not similarly defective.

DEFICIENT PERFORMANCE. A unit of service which contains one or more deficiencies or nonconformance with specified requirements of the contract.

GOVERNMENT. The term "Government" as used herein includes the Contracting Officer and the Contracting Officer's designated representatives.

INSPECTION. The examination or testing of supplies or services to determine whether they conform to technical requirements and standards.

PROCEDURE. The step-by-step method or way that a policy or plan is to be carried out.

PROPERTY. The terms "Government Property", "Army Property" or "Property" include property, equipment, supplies and vehicles under the control of the Department of the Army.

SHALL. The word "shall" is used in connection with the Contractor and specifies that the provisions are binding.

WILL. The word "will" is used to express a declaration of purpose on the part of the Government.

24-HOUR CHECK-IN SERVICE. A period of time commencing on one workday and ending at the same time the following workday. Example: 9:00 a.m., Tuesday to 9:00 a.m., Wednesday.

2.2. ACRONYMS AND TERMS.

FAR Federal Acquisition Regulation FS Fort Sill GFP Government-Furnished Property KO Contracting Officer

3. GOVERNMENT FURNISHED SERVICES.

3.1. The US Government will provide the following services in support of this contract.

3.1.1. A copy of Appointment Letter for the designated COR will be furnished to the Contractor.

3.1.2. Government will be responsible for transporting student Soldiers from the hotel to the training facilities and back to the hotel.

3.1.3. A list of names of Soldiers who may be occupying the hotel rooms will be furnished to the contractor. Listed names are subject to last minute changes. The Government will first fill student housing on Fort Sill before moving Soldiers off the installation.

4. PLACING CALL OUTS. Call outs will be placed against this contract via email, fax, paper, or oral communications. The following information will be provided:

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a. Base contract award number and applicable delivery order number

b. The unit price and total price established by the awarded requirements contracts with the Supplier; and

c. Dates of occupancy

d. Estimated dollar amount for the call out

5. INVOICES. An itemized, fully summarized invoice shall be submitted once total consolidated amount reaches just under $25,000.00 or upon expiration of the blanket purchase agreement, whichever occurs first, for all deliveries made during a billing period for which payment has not been received. Billing period will be the 19th through the 18th of each month.

5.1.. The requirements of a proper invoice are as specified in the contract in the local clarification section. Invoices are to be sent to the designated COR.

5.2.. All call out summary invoices under this contract must be accompanied by individual occupancy room folios which must contain the following information as a minimum:

a. Name of Supplier

b. Period of Occupancy

c. BPA Contract Number and applicable call out number

d. Occupant’s name per room occupied

e. Unit price per night

f. Total price for each individual room occupant

6. PERFORMANCE CRITERIA. The government shall consider this contract as being successfully met when as a minimum the contractor met the clean, safe, secure room, furnished and equipment to industry standards and FEMA certification requirements. Also having and keeping the rooms insect free will greatly influence a successful rating.

7. DELIVERABLES. The contractor shall furnish deliverables for monthly billing purposes. All deliverables are subject to verification of the Contracting Officer or designated representative.

a. Individual Folio

b. Government Non-Availability Statement

c. Summary Billing

PER MICC POLICY INFORMATION ON FILE – CMRA PARAGRAPH/CLIN/REPORTING IS

NOT REQUIRED UNDER HOTEL ROOM NIGHTS. SERVICE CONTRACT ACT LANGUAGE

AND DEPT OF LABOR WAGE RATES, IS APPLICABLE TO LODGING.

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PART 2

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

2. GOVERNMENT FURNISHED ITEMS AND SERVICES: No Government furnished property, items, or services under this BPA.

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PART 3

CONTRACTOR FURNISHED ITEMS AND SERVICES

3. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

3.1 General: The Contractor shall furnish all supplies, equipment, and facilities required under this contract.

3.2. Materials. The Contractor shall provide lodging rooms with standard amenities for the training attendees. Conference room shall be setup with round tables and chairs, pens and note/paper for the attendees.

3.3. Equipment. The Contractor shall provide projector, screen, and mic in the conference room.

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PART 4

SPECIFIC TASKS

4. SPECIFIC TASKS:

4.1. Basic Items. The contractor shall provide venue for resiliency overnight events located Bricktown, OKC for the 35 Army Families. This includes lodging, conference room equipped with A/V for training, childcare room, meals including dinner and breakfast, and parking spaces for the training event.

4.2. Provide a hotel within the 5-minute of walking proximity to the Chickasaw Bricktown Ballpark in downtown Bricktown, OKC.

4.3. Provide 35 Double Queen Bed rooms for participating Families with standard hotel amenities.

4.4. During the event, provide conference room equipped with Audio and visual equipment, roundtables, and chairs that can accommodate at least 100 personnel.

4.5. Provide unfurnished childcare room that has minimum of 35 occupancy.

4.6. Provide dinner buffet and breakfast buffet for adults and children for approximately 105-110 personnel within the government per diem rate. Group meals are served in the conference room. Be prepared to accommodate dietary restrictions and/or allergy constraints.

4.7. Provide coffee and water during Friday evening and Saturday morning training sessions.

4.8. Provide 35 parking spaces close to the venue for all participants.

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PART 5

PERFORMANCE REQUIREMENTS SUMMARY

5. Performance Requirements Summary:

The contractor requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

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PART 6

DELIVERABLES SCHEDULE

6. DELIVERABLES SCHEDULE:

Deliverable Frequency # of Copies Medium/Format Submit To

PWS 4.2.

The contractor shall provide hotel within the 5-minute of walking proximity to the Chickasaw Bricktown Ballpark in Bricktown, OKC. for overnight resiliency event.

End of the day when event is completed.

1 electronic copy

Email KO/COR

PWS 4.3.

The contractor shall provide 35 double queen bed rooms for participating Families with standard hotel amenities.

End of the day when

PWS 4.4.

The contractor provide conference room equipped with Audio and visual equipment, round tables, and chairs that can accommodate at least 100 personnel

End of the day when

PWS 4.5.

The contractor shall provide unfurnished childcare room that can accommodate minimum of 35 people occupancy for children.

End of the day when

PWS 4.6.

The contractor provides dinner buffet and breakfast buffet for adults and children approximately 105-110 personnel. Be prepared to accommodate dietary restrictions and allergy constraints.

End of the day when

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Deliverable Frequency # of Copies Medium/Format Submit To

PWS 4.7.

The contractor shall provide coffee and water during Friday evening training and Saturday morning training.

End of the day when

PWS 4.8.

The contractor provides 35 parking spaces that is close to the venue for all participants.

End of the day when

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PART 7

LIST OF ATTACHMENTS AND TECHNICAL EXHIBITS

7. LIST OF ATTACHMENTS AND TECHNICAL EXHIBITS:

Attachment 1 PWS-Cadre Resiliency Overnight Events

Technical Exhibit A Projected Dates