Attachment_1_-_PWS_-BPA_Lodging.pdf

Attachment 1 - PWS - FA488718QST05

Performance Work Statement for Lodging Services in the Vicinity of Luke AFB, AZ and Davis Monthan AB, AZ

19 September 2018

Section Title

1…………..General Information

2…………..Specific Tasks

3…………..Government Provided Services

4…………..Contractor Provided Items

5…………..Definitions

6…………..Applicable Forms

Attachment 1 Commercial Lodging Inspection

Section 1

General Information

1.1. Scope of Work. The contractor shall furnish all facilities, labor, materials, travel, equipment, tools, management and supervision necessary or incidental to ensure that lodging services are performed in a manner that will maintain and provide a satisfactory and safe environment. The hotel must have at least a minimum of a three star rating as established by Forbes or a three diamond as established by AAA. The contractor shall furnish facilities necessary to meet commercial lodging accommodations for the 924th Fighter Group (924 FG) personnel at Luke AFB (LAFB) and/or Davis-Monthan AFB (DMAFB) on a pre-priced basis.

The performance standards and requirements for these services include the following responsibilities.

a. Blanket Purchase Agreement (BPA). The contractor shall provide single and double occupancy hotel or motel rooms if and when called for by the Contracting Officer, a designated 944th Fighter Wing (944 FW) lodging representative, or a designated 924 FG representative. Payment for authorized guests will be made by the Air Force Reserve.

b. Providing Parking Facilities. The contractor shall make available sufficient parking at no charge for guests and a driveway for Air Force buses to deliver and pick up large groups of people.

c. Accepting Advance Reservations as Necessary. The contractor must be able to provide single and/or double rooms as available, if requested, for Friday and Saturday nights for the 924 FG Primary and/or Alternate Unit Training Assembly (UTA) each month. The number of rooms requested for each period will be projected annually and adjusted monthly based on the needs of the 924 FG. Additional rooms may be requested throughout the month for 924 FG personnel performing military duties for extended periods. As much advance notice as possible will be given by the 924 FG or 944 FW designated representatives, but on occasion, due to emergency and/or mission requirements, rooms may be requested on a three hour or less notice.

d. Lodging Over-Booking. If the lodging facility is over-booked and booked rooms are not available for Government personnel, the contractor shall transport 924 FG personnel and accommodate in, another lodging facility of equal or higher quality standards at no additional expense to the individual or the U.S. Government.

e. Methods of Payment

1) Direct Billing for Air Force Payment. The contractor shall invoice for all calls within 30 days upon completion of each UTA. Method of payment will be by Government Purchase Card (GPC).

2) For guests not authorized Air Force payment with the GPC, the contractor must accept a valid Government Travel Card (GTC), if offered by the guest as an authorized method of payment for all charges incurred by the guest. In addition, the contractor, based on respective credit policies and requirements, may accept cash, other credit cards, and other methods of payment for charges, including a personal check.

f. Registration. The contractor shall require each person authorized lodging under the terms of this agreement to present a valid Contract Quarters Call Sheet or have an authorized signature roster from the Government Services Lodging Representative. The government travel card or other valid credit card acceptable to the hotel/motel for processing should be accepted if the guest is not on roster or does not present a valid call sheet. Guests without acceptable call sheets or credit card may be required to pay cash in advance for the room. The guest may also elect to use his/her personal check to pay the lodging bill. Adjustments for actual final charges may be made at check out.

g. Problem Resolution. Problems or questions concerning the correct charge for the BPA room rates will be settled between the contractor and the Contracting Officer or the designated representative. Problems or questions concerning the correctness of other items on the final bill (phone calls, food, drinks, laundry, and dry cleaning, and the number of days in the room) should be settled between the contractor and the traveler in accordance with commercial practices.

h. Hotel Distance. Hotel shall not be more than 18 miles from the Fighter Country Inn located at Luke AFB, 7012 N Bong Ln. Bldg. 660. Glendale, AZ 85309 or the Inn of Davis Monthan, 3390 S. Craycroft Rd. Bldg. 2350 Tucson, AZ 85707.

1.1.1. Quality Assurance. The Government will monitor the contractor’s performance under this agreement using the following procedures.

a. Prior to award, and every 12 months thereafter, a team comprised of Contracting, Lodging, Fire Protection, Security, and Environmental Health personnel may inspect the facility. The inspection checklist is at Attachment 1 of this performance work statement. Other factors may also be evaluated and identified to the contractor when they impact service to Government personnel.

NOTE: Officials from Fire Protection and Environmental Health may not be required during annual inspection unless conditions require their participation.

b. BPA Cancellation. Refer to BPA terms and conditions.

Section 2

Specific

Tasks

2.1. Services. The contractor shall provide the following services:

2.2. Assignment of Rooms. The Contracting Officer, or designated representative, shall designate which Government personnel are authorized lodging under this agreement and shall provide designated personnel with a Contract Quarters Authorized Roster, which they shall submit prior to or upon registering at the lodging facility. The Government lodging activity may issue the Contract Quarters Call Sheet to Air Force traveler by either hard copy at the lodging activity or to the contracted facility by telecommunication methods (phone, fax, email, etc.) The contractor shall not accommodate Government personnel under this Agreement unless such authorization is presented to the contractor. When two persons are assigned to a double room and one individual checks out prior to the second individual, the charge for the second individual reverts back to the single occupancy rate. Individuals of the same sex designated for double room occupancy shall be accommodated in rooms with two beds if available; if not available, single (private) rooms shall be used. Military personnel married to each other may be accommodated together upon request. The contractor may offer accommodations to Air Force personnel accompanied by their immediate family who are not on official duty at no expense to the Government.

2.3. Check In/Out Service. The contractor shall provide a check in/out service on a 24-hour basis, 7 days a week. The contractor agrees to inform all Government personnel of the required check out time. Government personnel, who incur another day’s charges because of failing to meet the required check out time, do so at their own expense. The Government incurs no liability in this instance.

2.4. Telephones. A telephone shall be provided in each room at no charge to the occupant.

Each room occupant shall pay for calls they place. Telephone services shall be available 24 hours a day, seven days a week. The Government incurs no liability in this instance for local or long distance calls placed by an occupant.

2.5. Extra Service. All extra services not specified in this performance work statement, or not included in the room rate, shall be paid by the individual(s) who request and receive the extra services.

2.6. Custodial/Sanitation Services. Daily services include, but are not limited to, room cleaning, bed making, linen change (as required per Hotel and sanitation standards), adequate quantities of soap (minimum of one ¼ oz bar), bath towels, hand towels, wash cloths, cloth bath mat, sanitized drinking glasses, toilet and facial tissues.

2.7. Linen Service. Linen service shall be provided at least once per week or when occupancy changes, whichever occurs first, and whenever necessary due to guest personal requirements.

Additional blankets shall be made available if requested by occupant. All linen and blankets shall be clean, freshly laundered, without any objectionable odors, and in good repair – free from tears, rips, holes, stains, and extensive wear. Pillows must be sufficient to provide proper support.

2.8. Common Use (Public) Areas. The contractor shall keep all hallways, corridors, grounds, and other adjacent areas under contractor’s control in a clean, neat, and safe condition.

2.10. “Do Not Disturb” Signs. All rooms shall have Do Not Disturb signs available.

Contractor employees shall respect the signs when displayed.

2.11. Information Services. Desk clerks shall be able to explain miscellaneous charges not covered by this performance work statement to occupants (e.g. telephone charges). The contractor shall provide information on bus schedules, taxis, and other local transportation, dining facilities and locations, and commercial telephone directory service.

2.12. Family Members and Guests. Air Force personnel accompanied by family members or a guest must notify the lodging activity of their plans. Air Force personnel authorized a double room will be required to make arrangements to pay half the room charge to accommodate their family or guest. This will be arranged and paid directly to the hotel, motel, or inn by the individual. Air Force personnel authorized a single room will be charged one additional person charge for their family member. This rate will be determined prior to the start of the BPA. The individual will pay the additional charge directly to the loding facility.

Section 3

Government Provided Services

3.1. The Government will provide the contractor with a contract quarters authorized roster for Government personnel accommodated at the lodging facility under this agreement to authorize payment of room charges only by the Government.

Section 4

Contractor Provided Items

4.1. Rooms/Living Space. Each single and double occupancy room shall contain net living and sleeping areas standards, health standards, and fire safety codes in accordance with state and local requirements at all times. No more than two people shall be assigned to a room or share a bathroom.

4.1.1. Standards. Rooms shall be constructed and finished to provide good light and sound attenuation. All piping and wiring must be enclosed.

4.1.1.1. All finishes (walls and ceilings) shall be free from damage, scars, marks, dirt, and dust.

Vents and surrounding finishes must be free of dirt and dust.

4.1.1.2. Ceilings and walls shall be finished using paint or wall covering.

4.1.1.3. All floors in living and sleeping areas shall have clean, serviceable, covering.

4.1.1.4. All windows shall be provided with drapes with blackout capability (either lining or a separate window hanging), shades, or blinds. If only drapes are provided, they must screen out light completely.

4.1.1.5. Sufficient electrical outlets shall be available. All electrical cords, bulbs, lights, and switches shall be operational and free from defects.

4.1.1.6. All entrance doors to rooms shall have interior security locks; either deadbolt or double locking locks. Each room occupant shall be provided with a room key. All doors shall be free from holes, dents, or other physical defects, that would hinder their intended use.

4.1.1.7. Smoke and fire protection systems must be installed and meet federal, state, or local fire codes.

4.1.1.8. Bathrooms must be constructed to provide convenient sanitary facilities. Wash basin and shower/tub areas shall have a vanity table, a large (minimum 18” x 30”) lighted mirror, stopper devices, soap dishes, towel bars/hooks, and grounded electrical outlets conveniently located for use of electrical razors, hair dryers, etc. Wall tiles, floor tiles, fixtures or accessories must be in good repair. 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 or temperature changes. 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. The shower or shower/tub combination shall have shower doors or curtains.

4.1.2. Furnishings and Equipment. Furnishings and equipment must be clean and in good repair. The following minimum furnishings are required:

a. Lamp 1 per desk or writing table

b. Occasional Chair 1 per occupant

c. Clothes Storage Drawers 2 per bed

d. Mirror 1 per sleeping room

e. Night Table with Lamp 1 per bed

f. Desk or Writing Table w/Chair 1 per bedroom

g. Throw Rug (if not carpeted)

h. Ash Tray(designated smoking room) 1 per bed

i. Trash Containers 1 per bed

j. Color Television and Radio 1 each per room

k. Refrigerator 1 per room

l. Microwave 1 per room

4.1.3. Heating, Air Conditioning, and Ventilation. Living quarters shall be provided with individual room-controlled heating and air-conditioning, and otherwise provide the ventilation necessary to maintain comfort for guests. If utilities fail for more than four hours, the contractor shall take action to relocate all occupants to another lodging facility or equal or higher quality at no expense to the Government or the occupants.

4.1.4. Washers and Dryers. Washers and dryers availability is highly desirable for personnel authorized lodging under this Agreement to wash and dry their personal clothing. The machines may be free or coin-operated.

Section 5

Definitions

5.1. Lodging General Manager. An Air Force officer, noncommissioned officer, or civilian responsible to the Base Chief of Service for matters relating to lodging military and government employees.

5.2. Lodging Activity. The office responsible for providing off-base lodging to authorized eligible 924 FG personnel while in an Inactive Duty for Training (IDT) status.

5.3. Contracting Officer. A person with the authority to enter into, administer, or terminate contracts for the government and make related determination and findings.

5.4. Designated Representative of the Contracting Officer. The individual or individuals designated in writing to the contractor as being authorized to assign lodging, place calls, and make advance reservations for lodging. The written designation must be issued and executed by the Contracting Officer.

5.5. Lodging Facility. A hotel, motel, or inn which provides sleeping accommodations to the traveling public.

5.6. Standard Lodging Facility. Single or double bedrooms that has a bed for each occupant with at least one pillow, two sheets, firm mattress and box spring set, mattress pad or cover, blankets, bedspread, wall to wall carpeting or other floor covering, a wall switch near the entrance door for at least one lamp, incandescent table or wall-mounted lights for each bed, color TV, smoke detectors, trash container (at least one in each room), telephone, bathroom with vanity, mirror, light, at least one grounded electrical outlet, and exhaust fan.

Section 6

Applicable Forms

6.1. Authorized Roster. The 924th Fighter Group Lodging Representative will provide each authorized government travelers leadership with a roster of each members hotel/room assignment. The The 924th Fighter Group lodging rep will give the contractor the name of the authorized individual who will occupy the room and confirm the room rate. If the guest was given a paper copy of the roster, the guest will present this copy to the contractor at the time of registration and confirm the room rate.

Attachment 1

COMMERCIAL LODGING INSPECTION

The pre-inspection team is comprised representatives of Government services, lodging, contracting, environmental health, and fire protection.

Checklist

1. Is the exterior appearance of the hotel, motel, or inn’s buildings and grounds clean, attractive, and well-maintained? Y or N

2. Is the location historically absent of crime or security threats? Y or N

3. Are food service establishments within a lighted, reasonable 3-block walking distance? Y or N

4. Are check-in and lobby areas clean and efficient to service multiple customers? Y or N

5. Is the registration desk designed to service check ins/outs simultaneously? Y or N

6. Does the overall fire safety environment of the facility satisfactorily meet the requirements of the National Fire Protection Association (NFPA) Code 101? Y or N (The base fire chief will provide the lodging Manager a written Fire Safety assessment of the facility.)

7. Does the hotel, motel, or inn staff appear professional in demeanor, attire, and ability? Y or N

8. Are rooms clean and sufficiently stocked with supplies, furnishings, etc.? Y or N

9. Is there adequate lighting in each room for reading and comfort? Y or N

10. Are bathrooms clean, with a light and mirror over the sink/vanity? Y or N

11. A shower/tub with curtain or door, and no leaking fixtures or broken floor or wall tiles?

Y or N

12. Are window drapes, curtains, blinds, or combination thereof sufficient to allow occupants to sleep regardless of the time of day? Y or N

13. If in a high-noise environment (i.e. adjacent to a freeway, etc.), is sound attenuation sufficient? Y or N

14. Are sound barriers installed between the lobby, lounge, kitchen, and swimming pool areas and guestrooms? Y or N

15. Is 24 hour wake up, message, and check in/out service available? Y or N

16. Do all guestrooms have: Y or N for each

a. Color TV

b. Telephone

c. Note pad and pen/pencil?

d. Sufficient closet space and hangars?

e. An adequate temperature controlled environment with individual room thermostats?

f. Other requirements of the PWS?

17. Is the housekeeping service satisfactory, e.g., are rooms cleaned in an effective manner?

Y or N (Inspect while rooms are being cleaned)

18. Is there sufficient parking for guests available and a driveway for Air Force buses to deliver and pick up large groups of people? Y or N