PWS_Hotels_SA Am 1.pdf

FA465925QM011

ATTACHMENT 2

PERFORMANCE WORK STATEMENT (PWS) for Adelaide Commercial Lodging Program Services

(13 May 2025)

1.0 General:

1.1 DESCRIPTION OF SERVICES: The Contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary lodging negotiations and management services to assist the United States Government in meeting its lodging needs for temporary duty travel & relocation.

1.1.1 This may include but is not limited to the following:

- Analysis; Assessment; Auditing; Change Management; Market research;

Consulting; Data collection and analysis; Lodging Management; Operational overviews; Operational support; Surveys; Evaluations; Financial Interface;

Group room blocks; Reporting; Development/assessment.

1.1.2 Typical tasks may include, but are not limited to:

- Locating sources; Negotiating lodging contracts and programs to meet agency needs; Analyzing agency lodging spend and making recommendations to maximize use of funds; Managing long term lodging needs of 30+ nights;

Managing group room blocks of 10 or more travelers; Providing automated tools to support lodging contracts and programs; Measuring performance of managed lodging contracts and programs.

1.2 BACKGROUND: Supporting a military operational need, lodging is required to be provided for the United States Air Force personnel from 21 June to 25 July 2025.

1.3 LOCATION: Lodging accommodations must be within a 45-kilometer radius to RAAF Base Edinburgh, South Australia.

1.4 PERIOD OF PERFORMANCE: The period of performance for this PWS is 21 June

2025 to 25 July 2025. Room bookings will begin on 21 June 2025.

1.5 NUMBER OF ROOMS: The contractor shall provide 114 single occupancy rooms and 40 double occupancy rooms per month.

1.6 LODGING RATE: The maximum allowable lodging rate set by the Joint Travel

Regulation (JTR) in accordance with The Department of Defense Lodging Adequacy Standards. The FY25 per diem is $204/night, USD, future JTR per diem rate changes will be incorporated as needed. The contractor shall ensure that negotiated rates are

Base Period: 21 June 2025 – 25 July 2025 consistent with JTR requirements (or any other applicable federal travel regulations) and are disseminated in a timely fashion and in accordance with the Contractor’s commercial means of providing negotiated rate information throughout its distribution channels.

2.0 Qualified Personnel:

2.1 CONTRACT MANAGER (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the Contracting Officer (CO). The CM or alternate shall have full authority to act on behalf of the contractor on all matters related to this contract. The CM shall work through the CO, to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the CO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

3.0 Organizational Conflicts of Interest (OCI):

3.1 The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the CO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the CO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the CO. In the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the CO may impose other remedies as necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

4.0 Quality Control (QC):

4.1 QUALITY CONTROL PLAN: A Quality Control Plan is not required to be submitted by the contractor. Quality control will be verified by the Contracting Officer and Contracting Administrator.

4.2 CONTRACTOR COMPLAINT MONITORING: The Contractor shall maintain a database tracking all customer complaints per hotel, detailing the date, nature, severity, resolution, and customer feedback for each. This data will be analyzed weekly to identify any hotel with more than five valid customer complaints. If this threshold is met, the Contractor shall immediately notify the United States Government and, within five (5) business days, submit a Corrective Action Plan outlining root cause analysis, specific improvement actions with timelines, and methods for monitoring effectiveness.

The Contractor will ensure the complaint database is accurate and secured with appropriate confidentiality measures. There is no mandated format for the database or corrective action plan.

5.0 Requirements:

5.1 LODGING: The contractor shall coordinate with the Contracting Officer to ensure all lodging facilities are inspected and approved by a certified Public Health Office prior to contract award. The contractor shall ensure all lodging facilities meet the minimum following:

5.1.1 The following regulations:

5.1.1.1 Lodging standards must comply with the Department of Defense Lodging Adequacy Standards, Approved 9 July 2024, In Effect as of 1 October 2024 (PWS Attachment 2: DoD Lodging Adequacy Standards (FY25)).

5.1.1.2 Lodging standards must comply with DAFI 48-117, Public Facility Sanitation.

5.1.1.3 All rooms shall be cleaned in accordance with CDC guidelines.

5.1.1.4 All properties must be in compliance with all applicable Australian federal, state and local health, safety, security and building code regulations, including those standards for physically disabled persons.

5.1.2 Clean, safe, comfortable room

5.1.2.1 All floors in the living and sleeping areas shall have clean, serviceable coverings.

5.1.2.2 All doors shall be free from holes, dents, or other physical defects.

5.1.2.3 Loose, missing, or badly worn/damaged wall tiles, floor tiles, fixtures or accessories are unacceptable.

5.1.2.4 Adequate quantities of soap, shampoo, bath towels, hand towels, wash cloths, sanitized drinking glasses, facial tissues, toilet tissue and cloth bathmat shall be provided.

5.1.2.5 Rooms shall be free of any harmful pest (roaches, fleas, bed bugs, etc.)

and/or rodents. Customer complaints shall be verified by the CO prior to notifying the contractor. Resolutions may include, but are not limited to, room swaps, fumigation, etc.

5.1.3 Pull-out sofas, air mattresses, cots or roll-away beds will not be acceptable.

5.1.4 Private bathroom per room.

5.1.4.1 The fixtures controlling the flow of water must not be cracked or leaking and shall operate properly to maintain a constant, adequate flow and temperature without sudden surges of temperature changes.

5.1.4.2 Bathrooms must have a working exhaust fan or an exterior window that can be opened which must be of frosted glass or curtained to provide privacy.

5.1.4.3 The shower or shower/tub combination shall have shower doors or curtains.

5.1.4.4 Bathrooms shall be in sanitary condition. Bathrooms shall contain a shower and/or tub combination with a wash basin, a properly functioning toilet, and a mirror.

5.1.5 Access to Telephone

5.1.6 A desk or table with chair

5.1.7 Access to Free Wi-Fi or high-speed internet

5.1.8 Microwave in room (if possible)

5.1.9 Refrigerator in room

5.1.10 Clothing Storage

5.1.11 Free parking shall be included for all members.

5.1.12 Laundry on site for personal use or laundromat within 5 miles

5.1.13 Lodging facilities shall have at least a two (2) crown/star/diamond rating or higher as defined by the American Automobile Association (AAA), NTM Crown, Mobil Travel Guide or approved equivalent.

5.0 CHECK-IN PROCEDURES: The contractor shall ensure that the lodging facility provides a check-in/check-out service on a 24-hour basis, seven (7) days a week. The front desk will verify all United States Air Force personnel via valid identification (Military ID, Driver’s License, Passport, etc.). Rooms will be clean and well maintained upon each member’s check-in date/time.

5.1 SCHEDULING AND ASSIGNMENT OF QUARTERS/ROOMS: The contractor shall provide a method for tracking personnel rotation at the direction of the United States government. The contractor must be able to manage reservations at multiple lodging facilities. The contractor must have software with the ability to track which lodging facility a member is assigned to. The United States government shall not be responsible for payment of accommodations provided to any individual that checks into a property without being previously coordinated in by the Contracting. Any member who requests lodging under this program who is not previously coordinated shall be responsible for standard room rates and any applicable taxes. If an eligible member shows up and is not on the previously coordinated, and the CM is able to provide accommodation, the CM will confirm the member’s eligibility with the Contracting Officer over the phone prior to providing lodging and the lodging facility will be notified of changes within one (1) business day.

5.2 CANCELLATIONS/NO-SHOWS: Cancelations and no shows of individuals will be routed through the Contracting Officer. Payment for un-used rooms due to no shows will be negotiated with the contractor and Contracting Officer.

5.3 COMMUNICATION AND LIABILITY/MISCELLANEOUS SERVICE: The contractor shall be responsible for ensuring all travelers are fully informed of the terms and conditions of the contract, including miscellaneous charges the United States government will not be held liable. The contractor shall develop how information will be distributed to travelers (i.e. physical welcome letter provided at check-in or present inside each room). The information provided shall include the following, but not be limited to: Charges for late check-outs; telephone usage; pay-per-view movies; room Service/meals; smoking, vaping, or use of smokeless tobacco in the facility; any additional services not included in the contract. The United States government shall not be held responsible for any miscellaneous charges or damages incurred by travelers, and any such charges shall be the responsibility of the individual traveler and paid by their personal credit card.

5.4 PET POLICY: The United States government has not authorized travelers to travel with pets. The contractor shall ensure that all travelers are made aware of the pet policy and any associated cost, such as pet fees or damages, will not be held liable against the United States government. Incurred costs for pets shall be the responsibility of the individual traveler and paid by their personal credit card.

5.5 SECURITY: The contractor shall ensure a safe and crime free environment.

5.5.1 Building security: The contractor shall ensure that lodging facilities have 24-hour security, seven (7) days a week, either through video monitoring of the property or staff on-site trained in security protocols. The contractor shall ensure that all main building entrances have controlled secure access. Each parking lot shall be equipped with adequate lighting for safety of the members and their belongings.

5.5.2 Room access security: The contractor shall ensure that lodging facilities have key control security procedures and prohibit the use of United States government-issued keys/key cards for individual traveler rooms by any persons other than the lodging’s employees. Lodging traveler rooms access shall be limited to occupants, cleaning staff, and management in case of emergencies. All entrance doors to these rooms shall have interior security locks, either deadbolt or any other government approved lock, and an entrance peep hole. Each authorized traveler shall be provided with a room key.

5.5.3 Security Requirements: The United States Security Manager reserves the right to disqualify properties that do not meet at minimum the above security standards, or the security standards set forth in PWS Attachment 3.

5.5.4 The contractor shall comply with DFARS 224.103 and Department of Defense

Directive (DoDD) 5400.11 regarding Personally Identifiable Information (PII).

5.6 FINANCIAL RESOURCES: In accordance with FAR 9.104, to determine responsibility prior to award of a contract, the Offeror shall have adequate financial resources to perform the contract, or the ability to obtain them. The contractor shall provide acceptable evidence of sufficient financial resources, or ability to obtain financial resources, to perform the requirement for at least 90 days.

Attachments:

1) Department of Defense Lodging Adequacy Standards (FY25)