CA Lodging PWS CSU Final v1.pdf

PERFORMANCE WORK STATEMENT (PWS)

Lodging for Service members

Part 1 General Information

1. GENERAL: This is a non-personal services contract to provide lodging and laundry service. The personnel rendering the services herein are not subject to the supervision and control of the Government. Such personnel 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 all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to provide lodging of military service members, Department of Defense Civilians, and any government officials as defined in this Performance Work Statement (PWS) except for those items specified as Government furnished property and services. The contractor shall perform to the standards in this agreement. The Contractor’s performance will be observed by the government Contracting Officer’s Representative (COR) that will be identified at the time of award.

1.2 Objectives: The Contractor shall provide lodging and laundry service to accommodate our service members and civilians. The 220 personnel supported by this action consists of Service Members that are providing direct support to Community Vaccination Center (CVC) operations.

1.3 Scope: The contractor shall provide support services in the areas of:

Lodging Laundry service

1.4 Period of Performance: The period of performance shall be for a period of Sixty

(60) days, with three (3) option periods of one (1) month each

1.5 General Information:

1.5.1 Quality Control (QC): The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s Quality Control Program (QCP) is the means by which it assures that its work complies with the requirement of the agreement. A digital copy of a comprehensive written QCP shall be submitted to the Contracting Officer (KO) and Contracting Officer’s Representative (COR) with the submission of the signed award document. The Quality Control Plan can be submitted via email.

1.5.2 Quality Assurance: The Government will evaluate the contractor’s performance under this agreement in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.5.3 Recognized Holidays: The Contractor shall provide services every day of the year, to include all holidays.

1.5.4 Hours of Operation: The Contractor will provide services 24 hours a day, 7 days a week. Services will be required seven days a week, with 24-hour on-call availability. The Contractor shall, at all times, maintain an adequate workforce to ensure uninterrupted performance of all tasks defined within this PWS. The Contractor shall keep in mind that the stability, health and continuity of the workforce are essential in the performance of this agreement.

1.5.4.1 Hence forth, the Contractor shall be advised that the services called for in this scope shall be performed between 0001hrs and 2400hrs, Monday to Sunday (7 days a week). The hours of operation may fluctuate upon the concurrence of the COR and the Contractor.

Concurrence will be agreed upon and signed within a written memorandum. The Contractor shall at all times, maintain an adequate work force to ensure prompt service of government requirements and for the uninterrupted performance of all tasks defined within this PWS.

1.5.5 Place of Performance: The work to be performed under this contract will be performed at the contractor’s hotel.

1.5.6 Security Requirements: Keys to the rooms will be maintained by the front desk and service members or Civilians should be able to access a replacement room key 24 hours a day 7 days a week.

1.5.7 Contractor Employees: The Contractor’s employees will be subject to medical screening in the event of a pandemic to ensure the safety of the service members and civilians on the property. The service members and Civilians will be subject to the same screening. The US Government has high standards or performance from their contractors and any Contractor employee who endangers service members or Civilians and whose continued employment is considered inconsistent with the interest of military or civilian security shall be reported to the hotel management for action and could lead to potential termination of this agreement if not resolved to both parties satisfaction.

1.5.8 Post Award Conference/Periodic Progress Meetings: The vendor agrees to attend any post award conference convened by the contracting activity in accordance with Federal Acquisition Regulation Subpart 42.5. The KO, COR, and other Government personnel will meet monthly or as required with the contractor to review the contractor's performance. At these meetings the KO 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.

1.5.9 Project Manager: The vendor shall provide a Project Manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the KO. The project manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operations of this contract. The Project Manager and alternate must be fluent in speaking, reading, writing and comprehending English.

1.5.10. Parking: Hotel must have adequate, secure, and lighted designated parking facilities available onsite with a separate area for passenger and baggage unloading/loading area. All facility parking areas must be well marked, cleaned, swept, free of debris, and adequately lighted at night.

1.5.11. Room Check-in Procedures: The front desk must be staffed 24 hours a day. Check-in must be completed as promptly as possible. Normal check-in time should be 2:00pm.

However, if guest rooms are available earlier check-in should be allowed. Front desk clerks should ask to see a military identification card to verify eligibility. All lodging guests on must provide a credit card at check-in to cover potential room damages. Payment for personal charges, e.g. telephone, in-room resale items, late check out fees, etc. is the responsibility of the member. If needed contract lodging should attempt to provide secure luggage storage service for those guests that arrive before the normal check-in time. Verify guest identification is on each luggage item stored. Provide the guest with a receipt for each item stored. Front desk staff will provide guests with professionally made, easy-to use map, directing them to their rooms upon check-in if the guest room is in a different facility from the reception center/registration desk. Luggage carts should be provided where feasible. Pets are not authorized to stay with members.

1.5.12. No Shows: The hotel must provide a list of no-shows to the military lodging office by 8:00am the day after the occurrence. The military lodging office will notify the contract hotel by check out time the same day, if the person will occupy contract quarters any additional nights.

1.5.13. Room Cleaning: Every effort should be made to ensure guests have a clean, comfortable room that affords them a good night’s rest. All lodging employees have a significant role in this effort. All housekeepers must provide guests with friendly, prompt, professional service that reinforces customer service. Guest requests for towels or other housekeeping supplies must be fulfilled as soon as possible, but no later than 30 minutes after the request during normal working hours; after normal duty hours, towels, spare light bulbs, toilet paper, etc., will at least be made available at the front desk. Rooms under this contract will be provided with cleaning service 2-3 times per week, to include but not limited to replenishing soiled towels with clean, vacuuming carpet, cleaning/sanitizing toilets, replenishing soap, and one clean drinking glass per occupant. Additional maid service can be requested by the tenant at no additional cost to the government. Bed linens will be replaced weekly but can be requested more frequently by the tenant. In addition to full room and common area cleaning, accomplish deep cleaning and preventative maintenance checks not less than quarterly.

1.5.14. Room Descriptions: Rooms shall be cooled by refrigerated air conditioning, and adequately heated with individual temperature controls in each room. All rooms must be clean and free of rodents, insects, mold, and other unreasonable allergens. All rooms must be in good repair and without fire and health hazards. Each room under this contract must have a private bath with shower or tub/shower combination. Each room will contain a minimum of one color television in good working order, dresser space with no less than two drawers per occupant, and one alarm clock. Each room will have a guest information book concerning the hotel and local area. Double rooms shall consist of a minimum of two queen sized beds equipped with inner spring mattresses and box springs and all necessary linens, blankets, and pillows. Single rooms shall consist of a minimum of one queen sized bed equipped with inner spring mattress, box spring, and all necessary linens, blankets, and pillows. Rooms must come with a kitchen to include at a minimum a refrigerator, freezer, a microwave, and a stove.

1.5.15. Lost and Found: The contract lodging must have efficient procedures and operating instructions for the effective handling and return of lost-and-found items to their rightful owners.

Store all items in a secure area. The housekeeping staff must maintain a log annotating all found property by building, room, date found, by whom, and disposition of the property. This log should be transferred to the front desk when housekeeping is not open. Every attempt should be made to contact departed guests as soon as possible regarding their forgotten belongings. Vendor may also contact the Contracting Office at (253) 310-6626.

1.5.16. Room Check-out Procedures: Check-out must be completed as promptly as possible. Normal check-out time posted by the hotel should be no earlier than 11:00am.

Payment for personal charges, e.g. telephone, in-room resale items, late check out fees, etc. is the responsibility of the member. Military members MUST come to the front desk to perform all check-out procedures. “Express” check-out options will not be authorized for military members reserved under this agreement. This ensures the contract hotel has contact with the military member before departure to collect any personal charges and ensure all hotel keys, invoices and signatures are collected.

1.5.17. Billing Procedures: Payment shall be by Credit Card or by contract.

1.5.18. Non-smoking Policy: ALL rooms will be reserved as non-smoking. Contract lodging front desk personnel will inform guests of this policy when checking-in. When smoking does occur in a non-smoking guest room, an efficient ionizer or deodorizer will be used to clean the room and rid it of as much smoke residue as possible. Contract lodging operations are authorized to charge the guest (one time per stay) for cleaning services if the guest is informed of this policy at check-in. Guests may request smoking rooms at the time of check-in as long as the request does NOT incur further cost to the government and the hotel can accommodate this request without changing the original reservations (e.g. Two parties are roomed together, but one party requests smoking room. The adjoined parties will remain in the originally reserved non-smoking room).

1.5.19. Laundry: The contractor shall furnish all management, labor, transportation, pickup and delivery service, housekeeping and facility operation in accordance with the terms and conditions of this Performance Work Statement (PWS). This includes all laundry, dry cleaning, and all other tasks and responsibilities deemed necessary and spelled out in this PWS. The contractor shall receive, account for, process, and return all organizational and individual items tendered for cleaning. The contract lodging facility must have washers and dryers that are available to the Government. The laundry facility shall be available 24hrs a day 7 days a week.

1.5.19.1 Workmanship and Sanitation: Delivered articles shall conform to the generally accepted industry and local standards of quality, cleanliness, finish, appearance, and packaging. The items shall not only be clean in the sense of being free from soil and stains, but also free from bacteria, fungi and micro-organisms, including pathogens and disease producing organisms. All work performed shall be done under sanitary conditions. The contract facility shall be open to inspection of conditions at any time by a representative of the government, and the government reserves the right to perform or cause to have performed any test necessary to determine the sanitary condition of the articles delivered by the contractor.

1.5.19.2 Classification of Items: Clothing or linen articles received by the contractor shall be individually inspected for condition of serviceability and classified as to the type of service required.

1.5.19.3 Re-performance: Any items found to have been unsatisfactorily cleaned shall be re-cleaned by the contractor at no additional cost to the government.

1.5.19.4 Repair: The contractor shall repair, at contractor’s expense, all damages to individual garments which occur while in the custody of the contractor, to include rips, tears, holes, open seams, and replacement of buttons and repair or replacement of zippers.

1.5.20 Changes: The Government reserves the right to increase or decrease the number of rooms required with 24 hour notice.

1.5.21 Food Service Standards: N/A

1.5.22 Sanitation plan for drop off and delivery of food: N/A

1.5.23 Disposable Serving Wear: N/A

PART 2

DEFINITIONS & ACRONYMS

2.1. DEFINITIONS:

2.1.1. CONTRACTOR: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER (KO): A person with authority to enter into, administer, and or terminate contracts, and make related Determinations and Findings on behalf of the Government. Note: This is the only individual who can legally bind the Government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR): An employee of the U.S.

Government appointed by the Contracting Officer (KO) to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE: A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE: Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. PHYSICAL SECURITY: Actions that prevent the loss or damage of Government property.

2.1.7. QUALITY ASSURANCE: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.8. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP): An organized written document specifying the surveillance methodology used for surveillance of the contractor’s performance.

2.1.9. QUALITY CONTROL: All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.10. SUBCONTRACTOR: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.11. WORK DAY: The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK: Monday through Sunday

2.2. ACRONYMS.

ACSA Acquisition Cross Service Agreement AR Army Regulation AKO Army Knowledge Online CFR Code of Federal Regulations CLIN Contract Line Item Number COIC Combined Operations Information Center CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer’s Representative CMR Contract Manpower Reporting DA Department of the Army DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense FAR Federal Acquisition Regulation FSC Federal Supply Code IAW In Accordance With KO Contracting Officer POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program RSO&I Reception, Staging, Onward Movement & Integration TE Technical Exhibit UIC Unit Identification Code WAWF Wide Area Work Flow

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GENERAL: The Government is currently not providing any facilities, equipment, and materials during the performance of this traditional RFQ SF1449 with option periods.

3.1. Services: N/A

3.2 Facilities: N/A

3.3 Utilities: N/A

3.4 Equipment: N/A

3.5 Materials: N/A

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 General: The contractor shall furnish everything required to perform all tasks according to this PWS.

PART 5

SPECIFIC TASKS

5.1. Basic Services: The Contractor shall provide; a breakfast option such as a continental breakfast consisting of items such as fresh fruit, juice, coffee, Danishes, eggs, or waffles.

5.2 Lodging:

5.2.1 The Contractor shall provide lodging for up to the hotel capacity. Each lodging unit shall be furnished with: stove, microwave, refrigerator, freezer and linen to include: one pillow per bed, one pillow case per bed, one fitted sheet, one regular flat sheet, and one blanket or equivalent. Each bed shall also have a mattress.

5.2.1.1 The Contractor shall operate a linen exchange activity. The Contractor shall replace bed linens, at a minimum of every 72 hours.

5.2.2 The Contractor shall provide a room cleaning service 2-3 times a week for all units and bathrooms. If cleaning service is required more frequently than it can be requested by the tenants as needed at no additional cost to the government. All community bathrooms, conference areas, or general purpose areas should also be cleaned daily.

5.2.3 Each lodging unit shall have fully functional heating and air conditioning.

5.2.4 Each lodging unit shall remain operational 24 hours 7 days a week. The contractor shall respond to maintenance service calls for these heating and A/C unit with 1 hours of the equipment outages or be prepared to give the tenant a new room. The issue should be resolved within 24 hours.

5.2.5 Each unit should be within reach of the hotel WiFi network, WiFi shall be provided for official business. This is inclusive of conference rooms and ballrooms.

5.2.6 All lodging units shall be maintained at full operational capability and deficiencies shall be corrected within 24 hours unless another time period is approved by the COR. If deficiencies cannot be repaired within 24 hours, Contractor shall notify the COR and inform of a course of action. It is the contractor’s responsibility to provide alternatives at no cost additional cost to the Government unless it was due to negligence of the tenant.

5.2.7 The Contractor shall allow full access and use of all facilities on the premises such as the gym or seasonal pool.

5.3. Contractor Manpower Reporting (CMR): N/A

5.4 Quality Control Program:

5.4.1 The contractor shall establish and maintain a complete quality control program for the performance requirements of this contract. The contractor shall provide a copy of their Quality Control Plan to the Contracting Officer for acceptance no later than the date of the Pre-performance Conference. The contractor shall provide a copy of the updated plan to the Contracting Officer prior to the contract start date and as changes occur.

5.4.2 The Contractor’s Quality Control Plan shall include:

(1) An inspection system covering all performance requirements under this contract. It shall specify all areas to be inspected on either a scheduled or unscheduled basis, how often inspections will be accomplished, or the titles of who will be performing the inspections.

(2) The methods for identifying and preventing defects in the quality of services performed before the level of performance becomes unacceptable.

(3) All inspections conducted by the contractor shall be recorded and made available to the U.S. Government upon request from the contracting office.

TECHNICAL EXHIBIT 1

Performance Requirements Summary

The contractor service 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.

PERFORMANCE OBJECTIVE STANDARD

ACCEPTABLE

QUALITY

LEVEL /

PERFORMANCE

THRESHOLD

METHOD OF

SURVEILLAN

CE

PRS # 1.

5.2.1 The Contractor shall provide

lodging for up to the hotel capacity.

Each lodging unit shall be furnished with linen: to include one pillow per bed, one pillow case per bed, one fitted sheet, one regular flat sheet, and one blanket or equivalent.

Contractor shall provide all housing in a hard stand, climate controlled building.

Contractor will provide all bedding.

Contractor will ensure that all lodging units will have a fully functional heating and air conditioning system and will respond to outages within 24 hour.

100% Compliance

No more than 1 complaint per month

24 hour response time Weekly

Surveillance / Customer Complaint

PRS # 2

5.2.1.1 The Contractor shall operate a

linen exchange activity. The Contractor shall replace bed linens, at a minimum of every 72 hours.

Contractor shall operate a linen exchange activity.

100% Compliance, No more than 1 complaint per month

Weekly Surveillance / Customer Complaint

PRS # 3

5.2.2 The Contractor shall provide a

room cleaning service 2-3 times per week for all units. The tenants can request additional All community bathrooms, conference areas, or general purpose areas should be cleaned daily.

Contractor shall provide a cleaning service 2-3 times per week for all units.

Contractor shall provide a daily cleaning for all communal bathrooms.

Compliance Monthly

Surveillance / Customer Complaint

TECHNICAL EXHIBIT 2

Deliverables Schedule

Deliverable Frequency # of Copies

Medium/Format Submit To

Contractor’s Quality Control

Plan

Provide at RFQ exercised option

1 MS WORD/PDF KO

Room Occupancy

Report Weekly 1 MS WORD KO/COR

Contractor Manpower Reporting

Every 31 October

1 https://cmra.army.mil KO/COR