1a_PWS_Lodging_489_BG_final_Nov_17.pdf

Solicitation Number TBD Contract Number ______________

Attachment 1

PERFORMANCE-BASED WORK STATEMENT (PWS)

LODGING SERVICES

FOR

489th BOMB GROUP, DYESS AFB TX

1.0 DESCRIPTION OF SERVICES - The contractor shall furnish lodging accommodations for 489th Bomb Group personnel during Unit Training Assembly (UTA) weekends and/or as duty circumstances dictate at Dyess Air Force Base on a contract rental basis. The rooms shall contain living and sleeping areas in accordance with commercial standards. In performing work under this contract, the lodging facility shall comply will all relevant federal, state, and local statues, ordinances, laws and regulations. The performance standards and requirements for the lodging facility are described below:

2.0 LOCATION - The lodging facility shall be located within no more than 30-mile driving distance to Dyess Air Force Base. The government will use http://local.live.com to determine the distance of the lodging facility to Dyess Air Force Base. Dyess Air Force Base, TX 79607 will be used as the “Start” position and the lodging facility’s address will be used as the “End” position. The shortest distance will be used.

3.0 FIRE AND SAFETY REQUIREMENTS - The overall fire and safety environment of the lodging facility shall be satisfactory per National Fire Protection Association (NFPA) Code 10, Code 70, Code 101 and Code 96.

4.0 GUEST ROOMS - The rooms and furniture shall be free from insects, rodents and other pests. All surfaces shall be clean and stain, dust and mildew free including but not limited to floors, walls, ceiling, doors, windows, window sills, baseboards, chair rails, heating/air conditioning systems, vents, blinds, ceiling fans, light fixtures, switch plates, furniture, upholstery, knick-knacks, decorative items, silk and real plants, etc. Rooms shall be fresh smelling, free of odors from dirt, mildew, mold, poor sanitation, or heavy deodorizers. Daily services include, but are not limited to room cleaning, bed making, linen change if required, and replenishment of amenities, toiletries, and supplies. (Note: Contracted hotels identified with bedbug infestation will notify the contracting entity immediately for disqualification until the facility is deemed “bedbug free” and rendered safe for use.)

4.1 DOORS - The entrance door to the guest room shall be equipped with both a primary lock and a secondary deadbolt lock (See Section 4.0 for definitions). If the guest room has sliding glass or French doors, they shall be equipped with an effective locking device. Doors to connecting guest units or maintenance corridors shall be equipped with a deadbolt lock. The entrance door to the guest room shall be equipped with a view port or window convenient to the door. All doors shall be free from physical defects that compromise safety/security. Emergency procedures, exit diagram and location of fire extinguishers shall be posted on entrance doors (applies only to lodging facilities with interior rooms). The room number shall be posted on or near the entrance door.

4.2 WINDOWS - Windows overlooking a common walkway or in a ground floor room shall be equipped with a functional lock. Windows shall be well maintained with no cracks or other defects. Drapes with blackout lining, shades or blinds shall be provided. If only drapes are provided, they shall screen out light.

All window coverings shall be free from tears or excessive wear.

4.3 CEILINGS/WALLS - Ceilings and walls shall be finished in paint or wall covering. They shall be free from damage.

4.4 FLOORS – Floors shall have good quality carpet, wood or tile. If floors are wood or tile, area rugs shall be provided. Floors shall be in good repair, no damage or excessive wear.

4.5 HEATING/AIR CONDITIONER AND VENTILATION - Rooms shall be provided with individually room-controlled heating/air conditioning units with the necessary ventilation to maintain room comfort. Air filters shall be the proper size and shall be replaced or cleaned in accordance with manufacturer’s recommendation. They shall be free from damage.

http://local.live.com/default.aspx?wip=2&v=2&style=r&rtp=%7E&&msnurl=home.aspx?%26redirect%3dfalse&msnculture=en-US%20

4.6 ILLUMINATION - Very good overall illumination shall be provided by at least two or more positioned sources. Good illumination shall be provided at a writing surface, sitting area, and at each bed illuminating the area to at least the level illuminated by acceptable lighting.

4.7 ELECTRICAL OUTLETS/LIGHT SWITCHES - Sufficient electrical outlets and light switches shall be provided; they shall be easily accessible. A light switch shall be provided near the entrance door for at least one lamp. All electrical cords, bulbs, lights and switches shall be operational and free from defects.

4.8 SOUNDPROOFING - The level of soundproofing shall muffle outside noises and normal sounds in adjacent units and public areas.

4.9 CLOSET/HANGER SPACE - Rooms shall provide closet or hanger space with hangers.

4.10 "DO NOT DISTURB" SIGNS - All rooms shall be provided with a “Do Not Disturb” sign. The lodging facility employees shall respect them when displayed.

4.11 FURNISHINGS AND EQUIPMENT - Furnishings and equipment shall be in good repair with no signs of excessive wear, fading, stains, holes or fraying. The following minimum furnishings and equipment are required:

4.11.1 Double occupancy rooms shall have 2 beds, one for each guest. Single occupancy rooms shall have one bed. No more than one person shall be assigned to a single occupancy room. No more than two people shall be assigned to a double occupancy room. Each bed shall have a firm mattress with box springs, mattress pad or cover, with a minimum of two pillows per bed regardless of bed size.

Pillow must be machine washable with pillow cases, two sheets, one blanket, and one bedspread.

4.11.2 One lamp per table, each end table, and a table or wall-mounted lamp for bed area. (Other types of light fixtures will suffice.)

4.11.3 A dresser or other adequate drawer space

4.11.4 A telephone with emergency numbers posted on or near it. Telephone service will be provided on a 24-hour basis, 7 days a week in each guest room at no charge to the guest. Local calls will be at no additional charge to the guest. Each room guest shall pay for long distance calls made by that guest(s).

4.11.5 One luggage rack or equivalent bench space

4.11.6 Note pad and pen or pencil

4.11.7 One lined wastebasket

4.11.8 One television with remote control (TV directory) with Central TV antenna or Cable TV service.

4.11.9 One alarm clock

4.12 BATHROOM - Each guest room shall have its own private bathroom. The bathroom shall have a fully functioning tub and/or shower, toilet and sink. The sink may be located in plain view of the bedroom area. The tub and/or shower shall have a door or curtain. The tub and/or shower shall have a non-slip surface or a rubber mat shall be provided for use on any non-skid resistant surface. The tub and/or shower caulking and tile shall be in good condition. Towel bars/shelves shall be provided in good condition, and they shall be firmly affixed to the wall in close proximity to tub and/or shower and vanity area. Hooks or racks shall be provided for robes or clothing. A vanity table or adequate shelf space shall be provided for toiletries near the sink. A mirror with ample light for shaving/make-up shall be provided over the sink.

There shall be a GFI electrical outlet convenient to the mirror. All fixtures shall be in good repair. Fixtures that control the flow of water shall not be cracked or leaking and shall operate properly to maintain a constant and adequate flow of water without sudden surges or temperature changes. The quantity of hot water provided by the facility shall be adequate for the maximum number of guests. The bathroom shall have proper ventilation by an exhaust fan, a window or a vent. The window shall be of frosted glass or a curtain shall be provided for privacy. The bathroom floor shall be in good condition. Grout and tile must be maintained properly and linoleum must not curl up, have major tears or excessive staining. Carpeting is not allowed in toilet area. Bathrooms shall be clean with no mildew, dust, rust, soap scum, stains, or grimy film on fixtures, ceiling, walls, or floors. The wastebasket shall be lined and emptied daily. Bathroom shall be fresh smelling, free of odors from dirt, mildew, mold, poor sanitation, faulty plumbing, or heavy deodorizers. The following amenities, toiletries and supplies shall be provided:

4.12.1 A minimum of one (preferably two) 1 ¼ oz bars of individually wrapped bath soap or 1

¼ oz bottles

4.12.2 A minimum of two drinking glasses (Glass or cup must be covered or turned upside-down on a clean, sanitary surface. Individually wrapped plastic cups may be used instead of glasses.)

4.12.3 Toilet tissue with extra roll (2-Ply)

4.12.4 Facial tissue (2-Ply)

4.12.5 Two bath towels, two hand towels, and two wash cloths (Bath towels shall be of adequate size for an average adult. Towels shall be of good quality and in good repair with no stains, ragged edges, or excessive fading.) Freshly laundered bath and hand towels and wash cloths shall be provided daily.

4.12.6 One cloth bath mat

4.12.7 One lined wastebasket

4.13 LINEN SERVICE - Bed sheets and pillow cases shall be washed at least once per week or when occupancy changes, whichever occurs first, and whenever necessary due to guest personal requirements.

All bed sheets, pillow cases, blankets, mattress covers, and bedspreads shall be clean, without any objectionable odors, and in good repair - free from tears, rips, holes, stains, and extensive wear. Additional blankets shall be provided if requested by guest. Dirty linen must not contaminate the facility or clean linen when it’s handled, stored, and transported. The lodging facility shall follow these procedures:

4.13.1 Clean and dirty linen shall be kept separate on housekeeper carts and within linen room.

4.13.2 Hand washing facilities shall be available in the linen room.

4.13.3 Linen handling is located as to prevent steam, odors, lint and objectionable noises from reaching guest rooms.

4.14 ADDITIONAL AMENITIES, TOILETRIES, AND SUPPLIES - The lodging facility shall provide (upon request) an ironing board and iron if not available in the guest room. They shall have a first aid kit at the front desk in case of emergencies. They shall have available (upon request) additional amenities, toiletries, and supplies.

5.0 PARKING FACILITY - Parking facilities shall be paved, marked and adequately lighted. Each parking space shall receive at least indirect light. Adequate parking spaces shall be available for all guests. A loading/unloading zone shall be available for individual guests or for Air Force buses to deliver and pick up large groups of people.

6.0 SIGNAGE - All property signage shall be legible and visible as appropriate. The lodging facility shall have directional signs on each floor depicting room number locations. It shall have directional signs for common use areas such as the dining, lobby, laundry, etc.

7.0 INDOOR COMMON USE AREAS (LOBBY AND PUBLIC RESTROOM) - All surfaces shall be well maintained and free from damage, including but not limited to floors, walls, ceiling, doors, windows, window sills, baseboards, chair rails, heating/air conditioning systems, vents, blinds, ceiling fans, light fixtures, switch plates, furniture, upholstery, knick-knacks, decorative items, silk and real plants, etc. All furnishings shall be comfortable and well maintained. Available seating should be appropriate for size of property and typical number of guests. The rooms and furniture shall be free from insects, rodents and other pests. (Note: Contracted hotels identified with bedbug infestation will notify the contracting entity immediately for disqualification until the facility is deemed “bedbug free” and rendered safe for use.)

8.0 OTHER AREAS (RESTAURANT, DINING AREA, SWIMMING POOL, SPAS, FITNESS CENTER,

LAUNDRY ROOM, ICE MACHINES, VENDING MACHINES, ETC) - These areas are not a requirement;

however, if on premises, they must be well maintained and meet general standards of safety, quality, and cleanliness.

9.0 PROPERTY EXTERIOR - The grounds and gardens shall be well maintained. Good weed control. No dead plants or trees. The corridors, hallways, stairways shall be clean; no trash. They shall be well illuminated by direct or indirect lighting. The exterior of the facility shall be clean, no peeling paint, broken windows or shutters, excessively dirty areas, or wood/brick/masonry deterioration.

10.0 CHECK IN/OUT SERVICE - The lodging facility shall provide check in/out service on a 24-hour basis, 7 days a week. The desk area shall be clean, efficiently designed to process multiple check-in/outs simultaneously, and sufficiently staffed. The lodging facility shall inform all government guests, assigned accommodations under this contract, of the required check out time. Check out time must be prominently posted. Government guests, who incur another day's charge because of failing to meet the required check out time, do so at their own expense. The Government incurs no liability in this instance.

11.0 WAKE-UP AND MESSAGE SERVICE - The lodging facility shall provide (when requested by guest) wake-up and/or message service on a 24 hour basis, 7 days a week.

12.0 SAFEGUARDING VALUABLES - The lodging facility shall provide a means of storing and safeguarding guest valuables. Safety deposit boxes can be provided at the front desk or in each guest room. If safety deposit boxes are in the front desk, a receipt for the stored items shall be furnished to the guest. A safe in in the guest’s room is also acceptable.

13.0 INFORMATION SERVICES - The lodging facility shall provide upon request an information packet that contains information about local restaurants, shopping areas, and entertainment. They shall provide upon request a commercial telephone directory. Desk clerks shall be able to explain to guest miscellaneous charges not covered by the PWS (ex. long distance personal phone charges).

14.0 CUSTOMER SERVICE - The lodging facility shall provide management and staff personnel that present a neat appearance; operate ethically and professionally; and provide attentive, conscientious service.

15.0 EXTRA SERVICE - All extra services not specified in this PWS, or not included in the standard room rate, shall be paid by the guest requesting and receiving the extra service and will not be at the expense of the government.

16.0 ASSIGNMENT OF QUARTERS/ROOMS - The government reserves the right to use the Automated Lodging Reservation System (ALRS). If ALRS is used, it will automatically fax a reservation to the lodging facility each time a guest makes a reservation. The Monday prior to the UTA weekend, the Government Designated Representative will fax a preliminary consolidated list to the lodging facility with all the guests staying at their location. The finalized patronage list will be provided Thursday by noon to the contracted hotel to ensure adequate time to book all guests.

16.1 The Government Designated Representative will furnish the contracted hotel a list of personnel authorized for double occupancy in accordance with typical United States Air Force lodging parameters.

Additionally, guests of the same sex who are required to share a room shall be provided a room with two beds. Male/female guests who are not married to each other shall not share a room.

17.0 ROOM CANCELLATION - Reservations may be cancelled by the Government Designated Representative.

Friday night reservations may be cancelled by giving the lodging facility notice not later than Thursday at 12:00 pm.

(CST). Saturday night reservations may be cancelled by giving the lodging facility notice not later than Friday at 12:00 pm (CST). Reservations cancelled within this specified time will not be charged to the Government. Lastly, should a guest engage in an unforeseen emergency situation, early checkout or cancellation may be authorized at no expense to the government when coordinated with the hotel giving the hotel sufficient time to react to the emergency situation.

17.1 The lodging facility will automatically cancel all members’ reservations that do not show for the first night of reservations to avoid charging the government two nights of no-shows.

18.0 CRIMINAL ACTIVITY - Criminal activity in the locale that constitutes danger to any person, whether or not within the contractor’s ability to control, shall be considered cause for the Government to unilaterally cancel rooms on a monthly basis until the condition in question is resolved or to terminate the contract. Any temporary cancellation of rooms or termination of the contract shall be at no cost to the government.

19.0 UNFORESEEN CIRCUMSTANCE - In case of an unforeseen circumstance, the lodging facility shall take action to relocate all guests affected by the unforeseen circumstance to another lodging facility of equal or better quality at no expense to the Government or the guests. If guests are moved to another lodging facility, the lodging facility must notify the Contracting Officer or the Government Designated Representative no later than Thursday noon prior to the UTA.

19.1 When bad weather is in the area, the hotel will only charge for rooms used, remaining reservations will be canceled by the hotel to avoid charging the government for unused rooms.

20.0 QUALITY ASSURANCE - The Government will evaluate the contractor’s performance under this contract using periodic inspections and customer complaints. Inspection records will be maintained in the contract file as past performance information to be used in future acquisitions.

20.1 An initial inspection of the lodging facility will be accomplished prior to contract award to determine technical acceptability. The lodging facility will be inspected by a team comprised of Contracting, Services, Safety Technician, Public Health and the Fire Department. Inspection of the lodging facility will be used to determine compliance with this PWS. The checklist included in Attachment 1 will be used. To be technically acceptable, all items in the checklist must be met. That is, all items in the checklist must receive a “yes” or “not applicable” response.

20.2 After contract award, an inspection will be accomplished by the Government Designated representative every six months. If Government inspection of the facility reveals unsatisfactory conditions, the Government Designated Representative will inform the lodging facility by close of business on the fifth duty day after inspection by issuing a Corrective Action Report (CAR). The lodging facility will then submit their response to the CAR by close of business on the tenth duty day after receipt of CAR. If unsatisfactory performance is not corrected by close of business on the tenth duty day after receipt of CAR, the Government reserves the unilateral right to cancel rooms on a monthly basis until corrective actions have been taken and verified by re-inspection. If rooms are cancelled, service will be provided by another lodging facility of equal quality and the difference in price will be the responsibility of the contractor in default. If rooms have to be cancelled two months in a row due to lack of corrective action, the contract may be terminated at the discretion of the Government.

20.3 If a valid customer complaint is received, the Government Designated Representative will inform the lodging facility by close of business on the fifth duty day after service has been provided by issuing a CAR.

The lodging facility will then submit their response to the CAR by close of business on the tenth duty day after receipt of CAR. If unsatisfactory performance is not corrected by close of business on the tenth duty day after receipt of CAR, the Government will use the remedies stated in paragraph 20.2.

21.0 PAYMENT METHOD AND TIMEFRAMES - All payments to the contracted hotel will be made with a Government Purchase Card immediately after validation of the guest list and receipt of the accurate invoice(s) from the hotel. Once validated, all payments will be made by close of business Friday following UTA weekends.

22. DEFINITIONS

22.1 CONTRACTING OFFICER - The only person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

22.2 CONTRACT ADMINISTRATOR - The individual within the contracting office who performs the day-to-day administration of the contract. The contract administrator may also be a contracting officer.

22.3 GOVERNMENT DESIGNATED REPRESENTATIVE - The Quality Assurance Personnel (QAP).

22.4 LODGING FACILITY – A hotel, motel or inn that provides accommodations to the travelers.

22.5 CONTRACTING OFFICER REPRESENTATIVE (COR) – The individual(s) who will evaluate, document and accept contract performance on behalf of the Government and assist the Contracting Officer in technical matters. At contract award, a letter will be sent to the lodging facility with the name of the individual(s).

22.6 PRIMARY LOCK - A device that permits a guest to enter a unit using some form of key and allowing the door to be locked while unit is occupied and when guest leaves the unit. Passkeys assigned to appropriate staff members will function to operate only these locks.

22.7 SECONDARY LOCK - A mortised, deadbolt-locking device with a throw that extends at least one-inch from the edge of the door. This permits a guest an extra measure of security against any unwanted intrusions. Unlike the primary lock, deadbolt passkeys will not be provided to guests or to staff. If a passkey is available, procedures must be in place to allow for restricted use by management staff only.

This may be a single lock with dual functions.

22.8 UNFORESEEN CIRCUMSTANCE - A circumstance unknown beforehand by the lodging facility (excludes acts of God). Some unforeseen circumstances include, but are not limited to: fire, flooding related to maintenance issues, utilities failure, other than an area-wide failure, etc.

23.0 SERVICE SUMMARY

Performance Objective SOW Paragraph Performance Threshold

1. Provide Quality Lodging Facility, Furnishing and Equipment

1.1 (except 1.1.3) 95% of rooms provided per month

2. Provide Quality Lodging Facility Services 1.2 (except 1.2.10.4) 95% of rooms provided per month

3. Provide a Safe Environment 1.1.3 Zero discrepancies

4. Provide Quality Lodging Facility, Furnishing and Equipment

1.1 (except 1.1.3) No more than 7 discrepancies per room inspection

5. Provide Quality Lodging Facility Services 1.2 (except 1.2.10.4) No more than 3 discrepancies per room inspection