Hanscom 4th Cliff RFI.pdf

Classification

Original Set Aside:

Product Service Code: R610 – Support – Administrative – Personal Property Management NAICS Code:

531390 – Real estate asset management services 531312 – Managing commercial real estate 921190 – Public property management services, government Place of Performance: Humarock, MA 02050 USA

Synopsis:

Through this RFI, 66 Force Support Squadron (66 FSS) is seeking information on how an interested contractor could execute the overall management of an Air Force recreation lodging area. The purpose of this contract is to obtain the services and expertise necessary for the operation and management of a 56-acre Air Force recreation lodging area in Humarock, MA in accordance with Department of the Air Force (DAFI) 34-101, Department of the Air Force Morale, Welfare, and Recreation (MWR) Program;

Air Force Manual (AFMAN) 34-201, Use of Nonappropriated Funds; and AFMAN 34-202, Procedures for Protecting Nonappropriated Fund Assets. The service provider shall provide all the necessary actions/oversight for facilities management, operations, simple maintenance, and related services for the 56-acre military recreation lodging area.

Brief Description of the Fourth Cliff Recreation Area:

Operated by the 66th Force Support Squadron at Hanscom AFB, MA, the Fourth Cliff Recreation Area is midway between Boston and Cape Cod. Fourth Cliff was once an Army coastal artillery station and part of the WWII Boston Harbor coastal defenses. It is a 56-acre military recreation lodging area that sits on a cliff overlooking the North and South Rivers on the west side and the Atlantic Ocean on the east side and is open year around for authorized patrons (Active-Duty Military, Reserves, Retirees, 100% Disabled VA VHIC holders, DoD Cardholders, and their families) to utilize. Within the area there are eleven chalets, 4 cottages, one four-unit efficiency, eleven recreation vehicle (RV) sites, a tent camping area and beach/pavilion areas for day use.

Technical Description:

The objective of this RFI is to solicit Letters of Interest (LOI) from property management entities that can manage and operate the Fourth Cliff Recreational area. 66 FSS Hanscom AFB seeks an organization that can maintain a 24-hour, 365-day presence at the facility while providing management, supervision, labor, materials, equipment, and supplies. Specifically, the contractor shall be responsible for the efficient, effective, economical, and satisfactory operation of the facility while furnishing all personnel, labor, equipment, materials, tools, supplies, supervision, management, training/certifications, and services, except as may be expressly set to be furnished directly by the Air Force under the contract.

The following organizational capabilities are of interest to the 66 FSS and are provided as a guide.

Responding organizations are not obligated to address all the bulleted items, nor are they constrained by the list in formulating their response:

• Provide the fee structure that the vendor uses, i.e. percentage of monthly income or monthly fee received from the Air Force

• Ensure that only MWR authorized personnel use the property and facilities, eligibility listed above

• Manage automated, online reservation system, provide daily reservation log to NAF Accounting Office to reconcile w/end of business day reports

• Must have personnel 24 hrs. on call to assist customers that are using the facility in case of any emergency

• Ensure that all incoming customers are greeted, quarried on their eligibility, and can access their cabin at or after the allowed time of check in

• Cash Handling:

o Create and use a preapproved system of receiving and tracking all payments o System may be cashless o Provide the government with monthly log of all transactions by close of business on the

1st of every month for the month previous, provide NAF Accounting Office end of day business reports daily o Process agreed upon percentage of profit payment to the government agency as instructed no later than the 15TH of every month following the close out of the previous month

• Clean cabins between use:

o Customers may be given a list of tasks that are expected to be completed at check out, ie, dishes, silverware and appliances cleaned, used linens placed in bathtub or shower, trash placed in bin out front of cabin, report any issues or broken items o Sanitize all surfaces, remove all trash, supply clean linens, vacuum all soft and hard floors, clean all hard flooring with appropriate cleaning agents to ensure sterilization, ensure that all kitchen dishes, silverware, and appliances are properly cleaned, sanitized and stowed in the proper places, ceiling to floor cleaning and sanitizing of bathrooms, windows and doors must be wiped and cleaned o Ensure that all exterior decks, entrance steps, doors and windows are cleaned at least once every two weeks o All cleaning supplies and tools needed must be provided by vendor o Provide each cabin kitchen with 6 large drinking glasses, 6 small drinking glasses, 6 dinner plates, 6 dessert plates, 6 cereal bowls, a set of utensils for 6, cooking tools to include a spatula, a slotted spoon, a serving spoon, a can opener and a bottle opener, 1 3qt stock pot, 1 1qt sauce pan, 1 medium fry pan, 1 baking sheet for guests to use during their stay o Replace any broken items with new, replace silverware as needed, replace pots and pans if damaged o Provide an appropriate supply of clean towels, linens, toilet paper, paper towels, dish cleaning sponges and small dish detergent to each incoming reservation o Provide fresh hand soap and other hospitality items such as, coffee, salt, pepper and sugar packets to each incoming guest o Ensure that each bathroom is supplied with a sanitized plunger and toilet brush at the start of each reservation o If the unit is a pet friendly unit and has had a pet in it, the cleaners will be vigilant about ensuring that all animal hair is vacuumed and cleaned up throughout the unit, taking special care to look for any evidence of pet urine or defecation and cleaning the offending area with appropriate cleaners

• Manage picnic areas:

o Manage online reservation system, provide over the phone customer service for any questions customers may have o Customers may be given a task list to complete at end of use, ie, remove trash, reset picnic tables and furniture, sweep area, report any issues or broken features o Ensure that picnic and pavilion areas are maintained in manner that is prepared for incoming customers o Ensure that all trash is removed after reservations and that customers have access to trash receptacles during reservations o Ensure that all picnic tables and areas are swept and cleared of natural debris

• Bathhouse:

o Clean the public bathrooms five times weekly, more times if required, (schedule to be agreed upon by both parties) o Clean/sanitize all toilets, restock all paper goods, clean, and sanitize floors, clean all mirrors and windows, empty all trash, report any damage or broken equipment.

o Clean and sanitize outside bathrooms

• Laundry Facility:

o Clean public laundry three times weekly, wash floor/dust/do windows, take out trash, check lint collection sites o Report any broken washers or dryers

• Quality Assurance - Provide highest standard, quality assurance inspection of all cleaned places, cabins, picnic area, bathhouse, laundry grounds, beaches, etc., before and after each use

• Rec Hall Functions:

o Open daily minimum of 6 hours – to be determined by contractor & AF POC o Open / close Reception desk and Rec Hall area for customer interaction and usage o Ensure that games and books are available for customers to sign out o Ensure that all gaming tables are properly equipped, and that equipment is replaced as needed o Ensure that no children under the age of 10 are allowed in the facility without adult supervision o Supervise youth using facility appropriately, restrict access to anyone that is causing a disturbance

• Disputes - Handle all customer disputes immediately and with professional courtesy – if the issue cannot be resolved by contractor, ensure that customer is given contact information for the AF 4th Cliff POC

• Minor Maintenance:

o Perform basic maintenance – Basic facility maintenance includes, but is not limited to, tasks such as picking up trash outside the facility, changing light bulbs lower than 10 feet above the floor, and keeping mechanical rooms clear of debris and combustible material, replace broken door and cupboard handles, patch minor holes in walls, clean out air circulation vents and returns on a regular basis o Liaison between AF maintenance team and 4th Cliff staff identifying all minor maintenance needed, scheduled and emergency repairs properly entered into AF Civil Engineering system and assure repairs are made

• Property Oversight - This 56-acre property has multiple users and oversight agencies including, but not limited to Environmental and Land Management Agencies, Educational Institutions that are studying and helping protect endangered species, Wave and Erosion study agencies and local emergency responders

Interested parties should submit a Letter of Interest detailing how their organization would management the site and meet the requirements listed above. Please provide a point of contact for your organization as well as the name of a person (if different) with authority to enter into agreements with outside parties.

Special Note: This is not a request for proposals (RFPs), applications, proposal abstracts, or quotations, nor does its issuance obligate or restrict the Government to an acquisition approach. The Government does not intend to award a contract based on any responses or pay for the preparation or use of any information submitted. All information received will be used for planning and market research purposes only. Any proprietary information submitted should be marked accordingly. The Government will not be liable, or suffer any consequential damages, for any proprietary information not properly identified.

Proprietary information will be safeguarded in accordance with the applicable Government regulations.

Points of Contact: Please address any comments/questions regarding this request for information to Mr Michael Van Nest, 66 FSS/FSD, at michael.van_nest@us.af.mil, with copy Mr Paul Hartigan, 66FSD/FSW, at paul.hartigan@us.af.mil and Mr. Khunravin Heng, AFLCMC/PZI, at khunravin.heng@us.af.mil.

Links

1. DAFI 34-101, Department of the Air Force Morale, Welfare, and Recreation (MWR) programs and use eligibility, dated 7 March 2022 https://static.e-publishing.af.mil/production/1/af_a1/publication/dafi34-101/dafi34-101.pdf

2. AFMAN 34-201, Use of Nonappropriated Funds, dated 28 September 2018 https://static.e-publishing.af.mil/production/1/af_a1/publication/afman34-201/afman34- 201.pdf

3. AFMAN 34-202, Procedures for Protecting Nonappropriated Fund Assets, dated 25 June 2019 https://static.e-publishing.af.mil/production/1/af_a1/publication/afman34- 202/afman34-202.pdf

4. 66 FSS – Fourth Cliff Website: https://hanscomfss.com/fourth-cliff-recreation-are