B08 Att 1 PERFORMANCE WORK STATEMENT (PWS).pdf

RIANG LODGING BPA

PERFORMANCE WORK STATEMENT

13 April 2026

PART 1: GENERAL INFORMATION

1.1. Background: The Rhode Island Air National Guard (RIANG) has a requirement to obtain lodging for non-local Airmen in a drill status or on official government orders. In support of this requirement, the 143 Mission Support Contracting intends to award multiple Blanket Purchase Agreements (BPA) to local area hotels.

1.2. Scope: The Contractor shall provide all facilities, furniture, equipment, supplies, management, and supervision necessary to provide lodging accommodations for the RIANG in accordance with the terms of this agreement.

1.2.1. Room Rates: For the duration of the agreement, room rates shall be at or below the Government/Military GSA per diem rates for the applicable Fiscal Year (https://www.gsa.gov/travel/plan-book/per-diem-rates).

1.3. Location: The facility shall be located within a 20-mile radius and/or a 30-minute drive of the Quonset Air National Guard Base (QANGB), located at 1 Cripe Street, North Kingstown, RI 02852.

1.4. Government Point of Contact (POC): The Government shall designate a POC who will act as the Contracting Officer’s Representative (COR), interfacing with hotel personnel to ensure performance under this agreement.

PART 2: GOVERNMENT-FURNISHED ITEMS

2.1. Rooming List: The Government shall provide an initial rooming list seven (7) days in advance of the anticipated need for rooms and shall confirm the number of guests, types of rooms required (single/double occupancy), and guest names a minimum of two (2) calendar days prior to the arrival date.

2.2. Tax Exemption: The Government is exempt from paying state and local sales taxes.

Tax exemption forms will be provided to the Contractor upon request.

PART 3: CONTRACTOR REQUIREMENTS

3.1. Facility Standards:

3.1.1. The facility shall be a FEMA-approved hotel for federal lodging and shall meet or exceed standards as set forth in the Department of Defense Lodging Adequacy Standards (in effect as of 01 OCT 2024).

3.1.2. The facility shall not be undergoing major renovation or remodeling that would impact guest safety, comfort, or services during the period of occupancy.

3.1.3. The facility shall comply with all applicable local, state, and federal fire and safety codes, including a routinely inspected fire alarm system.

3.2. Security:

3.2.1. The facility shall provide interior guest room entry only. Exterior-entry (motel-style) rooms are not permitted.

3.2.2. All guest room entrance doors shall have a secure deadbolt or double-locking mechanism which must be securely fastened to the wall/door frame. All doors shall be free from holes, dents, gaps or other physical defects. Each room occupant shall be provided with a room Key/Keycard.

3.2.3. The facility shall have adequate, recorded Closed-Circuit Television (CCTV) coverage of all public entry and exit points. Recordings must be maintained for a minimum of 30 days.

3.2.4. A Hotel manager or designated security officer shall serve as the primary point of contact for security matters.

3.2.5. A published and exercised emergency evacuation plan must be in place.

3.3. Room Specifications:

3.3.1. Occupancy: The Contractor shall provide both single and double occupancy rooms as specified on the Government-provided rooming list. No more than two personnel shall be assigned to a room or share a bathroom.

3.3.2. Furnishings: Each room shall contain, at a minimum: one bed per authorized occupant, a television with cable access, internet access, an iron with ironing board, and an alarm clock.

3.3.3. Amenities: Refrigerators and microwaves are preferred but not required.

3.3.4. Construction: Rooms shall be constructed to offer good light and sound attenuation, with all wiring and piping enclosed. Finishes must be clean and free from damage.

3.3.5. Windows: All windows must have drapes with blackout lining, shades, or blinds sufficient to screen out light.

3.3.6. Electrical: Rooms shall have sufficient, conveniently located electrical outlets. All electrical components must be in good working order and free from physical defects.

3.3.7. Heating, Air Conditioning and Ventilation: Rooms shall provide individual-controlled heating and air conditioning (in season) and the ventilation necessary to maintain comfort for guests. Vents and surrounding finishes shall be free from dirt, dust and mold.

3.4. Bathroom Specifications

3.4.1. Each room shall contain a private, sanitary bathroom with a washbasin and a shower/tub combination. Fixtures shall operate properly without leaks or sudden temperature changes.

3.4.2. Bathrooms shall have a vanity, a large lighted mirror, and at least one grounded electrical outlet near the washbasin.

3.4.3. A working exhaust fan or a curtained/frosted exterior window is required for ventilation.

3.4.4. Bathroom walls, floors, and ceilings shall be free of damage (cracks, breaks, mold, mildew, and stains).

3.4.5. The Contractor shall provide a double set of towels (bath, hand, washcloth) per room occupant and a cloth bath mat. Standard amenities (e.g., soap, shampoo) provided for other guests shall also be provided.

3.5. Services

3.5.1. Check-In/Out: Check-in shall be no later than 3:00 PM local time. Check-out shall be no earlier than 11:00 AM local time.

3.5.2. Housekeeping: The Contractor shall clean guest rooms, sanitize bathrooms, and remove trash on a daily basis.

3.5.3. Parking: The Contractor shall provide adequate parking (paved, marked, and illuminated) for registered Government personnel at no additional cost.

3.5.4. Standard Courtesies: The Contractor shall provide services and privileges (e.g., lobby coffee, newspapers) to Government guests equal to that provided to all other guests.

Contractor employees shall be courteous at all times.

3.5.5. Breakfast: If the Contractor normally provides complimentary breakfast to other guests, it shall be offered to Government personnel at no additional cost.

3.5.6. Optional Services: Health/Fitness and Business Service Centers are preferred but not required. A wake-up service shall be available upon request.

3.6. Utility Failures: If utilities (heat, air conditioning, water, or electricity) fail for more than four (4) consecutive hours, the Contractor shall move the affected occupants to another lodging facility of equal or better quality at no additional expense to the Government or the occupant.

PART 4: QUALITY ASSURANCE

4.1. Government Monitoring: The Government will monitor the Contractor’s performance to ensure services received are in accordance with the standards set forth in this agreement. Government personnel will conduct periodic inspections of the facility.

4.1.1. An initial inspection will be conducted by a Team comprised of Lodging, Fire Protection, and Public Health personnel prior to use.

4.1.2. The Government Lodging POC and Team will conduct subsequent, random, reviews at least once annually.

4.2. Deficiencies: Findings of incomplete or unsatisfactory performance will be documented and provided to the Contractor in writing. The Contractor shall reply in writing, detailing the reasons for the deficiency, the corrective action taken, and procedures implemented to prevent recurrence.

PART 5: INVOICING

5.1. Payment Method: Payment will be made via Government Purchase Card (GPC) for all authorized charges. Under no circumstances should a guest make his/her own reservations with the intent that the RIANG will pay the cost.

5.2. Invoicing Procedures: A consolidated invoice; individual room tickets; and all corresponding authorization documents with the check in/check out date, Hotel representatives’ signature, and guests’ signature shall be submitted to the Government POC no later than five (5) business days after check-out. Invoices shall only reflect authorized room charges. A final receipt must be provided within 24 hours of charging the

GPC.

5.3. Miscellaneous Services: The contractor shall explain to all occupants that miscellaneous services are not covered by this agreement and are payable by the occupant. Such charges include but are not limited to: personal telephone charges, pay-for-view movies, room service, internet service, meals in excess of the contract requirements, and other such services.

5.4. Unauthorized Charges: The Government is responsible for authorized room costs only. Service members who bring family members or friends shall be responsible for paying any charges above the authorized government rate. The Contractor is responsible for collecting payment for all unauthorized and miscellaneous charges (e.g., room service, movies, personal calls) directly from the individual guest at or before check-out.

PART 6: CONTRACT ADMINISTRATION

6.1. Changes and Cancellations: All changes or cancellations to reservations must be coordinated through an authorized Government representative. Individual guests are not authorized to make changes to the master rooming list.

6.2. Liability: Any damage sustained by the contractor due to negligence of government personnel shall be negotiated with the Contracting Officer, who will make the final determination as to whether settlement costs are owed. The individual room occupant remains liable for damages caused by their personal negligence.

6.3. Room Upgrades: No gratuities in the form of room upgrades will be permitted. If an upgrade is necessary due to a hotel-caused overbooking, it shall be provided at no additional cost to the Government.