20250401 Minneapolis Lodging_BPA_PWS.docx

PERFORMANCE-BASED WORK STATEMENT (PWS)

LODGING SERVICES FOR

Minneapolis ARS, MN

1.0 DESCRIPTION OF SERVICES: The contractor shall furnish lodging accommodations (single occupancy, double occupancy, non-smoking rooms) for 934th Air Reserve Station, the 133rd Air National Guard and other units or entities that may require lodging support on a case-by-case basis in accordance with base lodging policy. The lodging accommodation shall contain living and sleeping areas in accordance with Federal, State, Local, and commercial standards. 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. The lodging facility in question shall provide rooms for the 934th and 133rd drill weekends in accordance with the PWS and terms and conditions of this agreement. Units other than the 934th will have different billing instructions that will be provided in the awarded Blanket Purchase Agreement (BPA) or at the time of the requirement. The performance standards and requirements for the lodging facility include the following:

1.1 LODGING FACILITY, FURNISHINGS, AND EQUIPMENT.

1.1.1. LOCATION. The lodging facility shall be located within a 15-mile driving distance to the 934th North Country Lodge at 760 Military Hwy Bldg. 707 Minneapolis MN 55450.

1.1.2. FIRE AND SAFETY REQUIREMENTS. Lodging accommodations shall meet fire and safety requirements and be listed on the Federal Emergency Management Agency (FEMA) Hotel & Motel approved list for federal travelers at http://apps.usfa.fema.gov/hotel/.

1.1.3. GUEST ROOMS. Standard guest rooms shall contain at minimum:

1.1.3.1. Rooms shall be constructed and finished to provide good light illumination, reflection and sound attenuation. All piping and wiring shall be enclosed. Sufficient electrical outlets and light switches shall be provided. All electrical cords, bulbs, lights, outlets, and switches shall be in good, operational condition.

1.1.3.2. Rooms shall be free of damage and all floors, ceilings, and walls shall be clean and in good, serviceable condition.

1.1.3.3. Entrance doors to guest rooms shall be equipped with both a primary lock and a secondary deadbolt lock. 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, exterior and interior, shall be free from holes, dents, or other physical defects. 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.

1.1.3.4. 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 in good serviceable condition, free from tears or excessive wear.

1.1.3.5. Individual room-controlled heating/air-conditioning units with the necessary ventilation to maintain comfort for occupants. Air filters shall be free of dust and filters to be replaced or cleaned in accordance with manufacturer’s recommendations.

1.1.3.6. Adequate closet or hanger space and a dresser or drawer space. At least one luggage rack or equivalent bench space.

1.1.3.7. Means for occupants to indicate when they are not to be disturbed, for example, a “Do Not Disturb” sign. The lodging facility employees shall respect the signs when displayed. Unless of an emergency.

1.1.3.8. Double occupancy rooms shall contain at least 2 beds, one for each guest. Each bed shall have a firm mattress with box springs, mattress pad or cover, two pillows, and sufficient bed linens.

1.1.3.9. A mirror.

1.1.3.10. A telephone in good operational condition

1.1.3.11. At least one television (32’ or larger) with remote control (TV directory).

1.1.3.12. Alarm clock (optional)

1.1.3.13. Private bathroom. The bathroom shall have a fully functioning tub and/or shower, toilet and sink in good, operational condition. The tub and/or shower shall have a door or clean 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. Hooks or racks shall be provided for robes or clothing. Adequate shelf space shall be provided for toiletries on or 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 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, tile, and linoleum shall be in good condition, maintained properly, and be free of major tears or excessive staining. Toiletries such as bath soap, toilet tissue, facial tissue, bath towels, hand towels, washcloths, shall be provided.

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

1.1.5. SIGNAGE. All property signage shall be professionally made and 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 public space areas etc.

1.1.6. INDOOR PUBLIC SPACE AREAS. Indoor common use areas shall be well maintained and free from damage. All furnishings shall be comfortable and well maintained. Available seating should be appropriate for size of property and typical number of guests.

1.1.7. PROPERTY EXTERIOR. The exterior of the facility shall be clean, no peeling paint, broken windows or shutters, excessively dirty areas, or wood/brick/masonry deterioration. The grounds and gardens shall be well maintained. The exterior shall be well illuminated.

1.2 LODGING FACILITY SERVICES. The following services shall be offered:

1.2.1. 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 with trained personnel. The lodging facility shall inform all military guests assigned accommodations under this BPA, of the required check out time. Military members and/or guests, who incur another day's charge because of failing to meet the required checkout time, do so at their own expense. The Government incurs no liability in this instance.

1.2.2. The Contractor must accept or decline advance reservation requests within 24 hours of receipt so that the government will have adequate time to seek alternative lodging. The government will seek request approval from the Contractor prior to requesting additional lodging for add-ons.

1.2.3. The lodging facility may provide wake-up and message service on a 24-hour basis, 7 days a week if needed.

1.2.4. The lodging facility shall provide a means of storing and safeguarding guest valuables. Safety deposit boxes may 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.

1.2.5. The lodging facility shall be equipped to provide a means of storing and securing luggage for guests when ready rooms are not available or at checkout. A receipt for the stored items shall be furnished to the guest.

1.2.6. 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.

1.2.7. The lodging facility shall provide upon request a guest services directory either electronic or PDF. Front desk agents shall be able to explain to guests’ miscellaneous charges not covered by the PWS, for example, long distance calls, food, sundry items, etc.

1.2.8. The lodging facility shall provide management and staff personnel that present a neat appearance and operate ethically and professionally. They shall provide attentive, conscientious attention to guest service.

1.2.9. HOUSEKEEPING SERVICES.

1.2.9.1. Guest Room. All surfaces shall be clean and stain, dust and mildew free, including but not limited to floors, walls, ceiling, doors, windows, windowsills, 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. Rooms and furniture shall be free from hair, insects, rodents and other pests. Daily services include, but are not limited to room cleaning, bed making, linen change if required, and replenishment of amenities, toiletries, and supplies.

1.2.9.2. Bathrooms shall be clean with no mildew, dust, rust, soap scum, stains, hair 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.

1.2.9.3. INDOOR PUBLIC SPACE AREAS. All surfaces shall be clean and stain, dust and mildew free, including but not limited to floors, walls, ceiling, doors, windows, windowsills, baseboards, chair rails, heating/air conditioning systems, vents, blinds, ceiling fans, light fixtures, switch plates, furniture, upholstery, appliances, knick-knacks, decorative items, silk and real plants, etc. The rooms and furniture shall be free from insects, rodents, hair and other pests.

1.2.9.4. OTHER PUBLIC SPACE 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 of public space areas.

1.2.9. LINEN SERVICE. Bed sheets and pillowcases shall be washed at least once per week or when occupancy changes, whichever occurs first, and whenever necessary due to guest personal requirements. They shall be in good repair, free from tears, rips, holes and extensive wear. All 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. Freshly laundered bath and hand towels and wash cloths shall be provided daily. Dirty linen must not contaminate the facility or clean linen when it’s handled, stored, and transported. The lodging facility shall follow the following procedures.

1.2.9.1. Clean and dirty linen shall be kept separate on housekeeper carts.

1.2.9.2. Clean and dirty linen shall be kept separate within linen room.

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

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

1.2.10. ADDITIONAL SERVICES. All additional services not specified in this PWS, or not included in the standard commercial room rate, shall be paid by the guest requesting and receiving the extra service.

2.0. QUALITY ASSURANCE

QUALITY ASSURANCE. The government will monitor the contractor's performance under this Blanket Purchase Agreement (BPA) using the following procedures:

2.1. Prior to award an initial and renewal inspections are performed by Lodging, Fire Protection, Anti-Terrorism Office, Quality Assurance Evaluator (QAE) and Public Health personnel (at a minimum). Other factors may also be evaluated and identified to the commercial hotel when they impact service to government personnel

2.2. After initial review, and acceptance of BPA, the contractor must submit to an annual no-notice inspection consisting of the designated Quality Assurance Evaluator (QAE), lodging designated representative, and one or more of the health and safety inspectors listed above.

2.3. The AF IMT 2519 Inspection Checklist is a guide. Other factors may also be evaluated and identified to the contractor when they impact service or government travelers' safety.

2.4. The QAE shall review compliance with the contractor. All findings of unsatisfactory performance will be recorded, verbal notice given, and confirmed in writing to the contractor in the form of a BPA Discrepancy Report. The contractor will reply in writing, giving the reason for the unsatisfactory condition, corrective action taken, and procedures developed to prevent recurrence.

2.5. Failure or unwillingness to comply with Air Force Standards designated in the BPA may result in loss of BPA. In the event of which a full inspection will need to be performed at the discretion of the QAE. Pending successful inspection and compliance of standards and contractual agreements, the QAE may recommend the contractor be re-instated to "Acceptable" status. This government BPA is not guaranteed. The Government reserves the right not to use the contractor's lodging facility for any reason.

2.6. Contractor's lodging facilities are to be used on an "as needed" basis only, to accommodate those authorized personnel as alternative lodging when the 934th or 133rd requires additional lodging facilities. This BPA does not guarantee any minimum booking obligation. The contractor may accept or decline the Government’s lodging requests per its needs and availability. There is no obligation on the contractor to accept lodging requests.

2.7. Lodging requests that are accepted by the contractor must be honored per the BPA agreement. Failure to honor accepted lodging requests per contract guidelines may also be grounds for cancellation of further lodging requests and/or cancellation of the BPA.

3.0. GENERAL INFORMATION:

3.1. The Contractor shall comply with all applicable federal, state, and local statues, ordinances, laws, and regulations.

3.2. Contractor Employees. The contractor shall not employ any person who is an employee of the US Government if employing that person would create a conflict of interest. Additionally, the contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to Department of Defense (DoD) 5500-7-R (for military) or AFI 36-703 (for civilians). The contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies in AFI 64-106, Air Force Industrial Labor Relations Activities.

3.3. The contractor is cautioned that off-duty active military personnel hired under this BPA may be subject to permanent change of station, change in duty hours, or deployment. Military Reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the contractor’s ability to perform; however, their absence at any time shall not constitute an excuse for nonperformance under this BPA.

3.4. Reservations may be cancelled by the Contracting Officer, an authorized caller, or the individual. All reservations may be cancelled by giving the lodging facility notice not later than 24 hours before the time the reservation would begin. Reservations cancelled within this specified time will not be charged to the Government.

3.5. In case of overbooking, members shall be accommodated at another lodging facility that has been vetted and placed on the authorized contract lodging list ONLY. If members have no personal vehicle, an attempt to be placed on base lodging should be made. If members are moved to another lodging facility, the contractor must notify the Contracting Officer, an authorized caller or the individual.

3.6. Criminal activity at the hotel or local community that constitutes danger to any person, whether within the contractor’s ability to control, shall be considered cause for the Government to unilaterally suspend utilizing the Hotel until the condition in question is resolved or to terminate the BPA.

3.7. The Hotel in question may be held responsible for the difference in cost. If the Government invokes this cost reimbursement, then the Contracting Officer and Finance must be contacted.

3.8. Taxes. The contractor shall exempt the government from all federal, state, and local taxes.

3.9. Problems or questions concerning the correct charge for the contracted lodging room rate should be settled between the contractor and the contracting officer, or his/her designated representative within 14 days from check out. Discrepancies concerning the correctness of items other than room charges i.e. (phone calls, food, drinks, laundry service, and number of days in room) are the sole responsibility of the military member and/or guest to bring to the contractor’s attention. The matter should be resolved as per the contractor’s own customer service standards.