PerWkStmt.12.8.2008.doc

Solicitation No.: HSCG89-09-R-6RB999 Attachment A

Solicitation No.: HSCG89-09-R-6RB999 Attachment A

REQUIREMENT STATEMENT

FOR

LODGING OF U. S. COAST GUARD RESERVISTS

USCG SECTOR PORTLAND

PORTLAND, OR

December 08, 2008 C.1

SCOPE OF SERVICES:

C.1.1 SERVICES:

The contractor shall provide temporary lodging facilities for eligible U. S. Coast Guard reserve personnel performing Inactive Duty for Training drills. The room requirement will generally be for a successive period of a Friday – Saturday night with check out on Sunday morning. It is the governments’ intent to make reservations a minimum of five days prior to the date required. The contractor shall afford the government the right to cancel any reservation up to 24 hours prior to pre-arranged check in time with no penalty fee.

C.1.2 Single Occupancy with one (01) twin bed or larger; standard commercial room.

C.1.3 Double Occupancy with two (02) twin beds or larger; standard commercial room.

Note that the majority of all room requirements will be for double occupancy

C.2

CONTRACTOR PERSONNEL:

C.2.1 SITE MANAGER: The Contractor shall submit in writing to the Contracting Officer the name, telephone and facsimile number, and complete address of the contractor’s Site Manager within five (5) calendar days prior to the contract start date. The Site Manager shall conduct overall management coordination and be the central point of contact with the Government for performance of all work under this contract. The Site Manager shall be authorized to receive any notices of deficiency regarding contract performance. These notices may include, but are not limited to, the following: non-performance of work, deficiencies in work performed, and notices of proposed payment deductions due to the above.

Contractor / Business name: ______________________________________________________

Site Manager Name: ____________________________________________________________

Telephone: ____________________________________________________________________

Facsimile: _____________________________________________________________________

Address: ______________________________________________________________________

E-mail: _______________________________________________________________________ C.3 DEFINITIONS: Wherever used herein or in other documents which invoke this performance work statement by reference, the following definitions apply.

C.3.1 ANNUALLY: Services performed once during each 12 month period of the contract, at intervals of 1 month during the month and year specified.

C.3.2 CONTRACTING OFFICER: A person duly appointed with the authority to enter into and administer contracts on behalf of the Government.

C.3.3 CONTRACTING OFFICER’S TECHNICAL REPRESENTATIVE (COTR): An individual designated in writing by the Contracting Officer who will furnish the Contractor with technical direction within the scope of the contract. The COTR does not have the authority to change the material aspects of the contract, i.e., terms and conditions, price, quantity, quality, or delivery and/or performance.

C.3.4 CONTRACTOR: Company entity or person who is responsible for compliance with the provisions of the contract and for the performance of any subcontractors.

C.3.5 EQUIPMENT: Personal property of a capital nature (including tools, machinery, furniture, vehicles, accessory and auxiliary items) for use in performing services, or for any administrative purpose.

C.3.6 GOVERNMENT: Used without modifiers, such as State or Federal, the term Government refers to the U. S. Coast Guard.

C.3.7 SERVICES: Lodging in hotel or motel environment consistent with industry commercial practices and room availability.

C.3.8 SITE MANAGER: The contractor’s representative and point of contact with Government representatives who is responsible for management and coordination of the contract.

C.3.9 NOTICE OF DEFICIENCY: A formal, written documentation of Contractor nonconformance of work.

C.3.10 QUALITY ASSURANCE: Those actions taken by the Government to assure services rendered meet the requirements of the contract.

C.3.11 QUALITY CONTROL: Those actions taken by the Contractor to control the services so that they meet the requirements of the contract.

C.3.12 Five Stars

These are hotels that offer only the highest level of accommodations and services. The properties offer a high degree of personal service. Although most five star hotels are large properties, sometimes the small independent (non-chain) property offers an elegant intimacy that can not be achieved in the larger setting. The hotel locations can vary from the very exclusive locations of a suburban area, to the heart of downtown. The hotel lobbies are sumptuous, the rooms complete with stylish furnishing and quality linens. The amenities often include: VCR's, CD stereos, garden tubs or Jacuzzis, in-room video library, heated pools and more. The hotels feature up to three restaurants all with exquisite menus. Room service is usually available 24 hours a day. Fitness Centers and valet and/or garage parking are typically available. A concierge is also available to assist you.

C.3-13 Four Stars

(Superior) Mostly large, formal hotels with smart reception areas, front desk service and bellhop service. The hotels are most often located near other hotels of the same caliber and are usually found near shopping, dining and other major attractions. The level of service is well above average and the rooms are well lit and well furnished. Restaurant dining is usually available and may include more than one choice. Some properties will offer continental breakfast and/or happy hour delicacies. Room service is usually available during most hours. Valet parking and/or garage service is also usually available. Concierge services, fitness centers and one or more pools are often provided.

C.3-14 Three Stars

(First Class) Typically these hotels offer more spacious accommodations that include well appointed rooms and decorated lobbies. Bellhop service is usually not available. They are often located near major expressways or business areas, convenient to shopping and moderate to high priced attractions. The hotels usually feature medium-sized restaurants that typically offer service breakfast through dinner. Room service availability may vary. Valet parking, fitness centers and pools are often provided.

C.3-15 Two Stars

(Moderate) Usually denotes independent and name brand hotel chains with a reputation for offering consistent quality amenities. The hotel is usually small to medium-sized and conveniently located to moderately priced attractions. The facilities typically include telephones and TV's in the bedroom. Some hotels offer limited restaurant service; however, room service and bellhop service is usually not provided.

C.3-16 One Star

(Economy) Typically smaller hotels managed by the proprietor. The hotel is often 2 - 4 stories high and usually has a more personal atmosphere. It's usually located near affordable attractions, major intersections and convenient to public transportation. Furnishings and facilities are clean but basic. Most will not have a restaurant on site but are usually within walking distance to some good low-priced dining. Public access, past certain hours, may be restricted.

C.4

PERFORMANCE:

C.4.1 The contractor shall conduct all operations in such a manner as to minimize any inconvenience to the occupants of the facilities.

C.5

SAFETY:

C.5.1 All equipment used under this contract shall be maintained and used in a safe and effective manner. The Contractor shall conform to the manufacturer’s safety precautions. The Contractor shall be responsible for the following:

C.5.2 Instruct all employees in appropriate safety measures and shall not permit them to place equipment and materials in locations in such a manner as to create safety hazards.

C.6.

RESERVE PERSONNEL:

C.6.3 USCG Sector Portland currently has 130 reserve personnel assigned. The known average numbers of personnel drilling per week / month are:

First weekend – Nine (09)

Second weekend – Fifty-One (51)

Third weekend – Forty-Six (46)

Fourth weekend – Twenty-Three (23) C.6.4 The Government is only responsible for the payment of lodging costs. All other charges are the direct responsibility of the reserve individual to include but not limited to:

- Telephone

- Room service

- Premium TV / Movie service

- Laundry

- Restaurant meals

C.6.5 The U. S. Coast Guard is a government tax exempt entity. The tax exempt number is B239641. The government shall be exempt from State of Oregon / State of Washington taxes for delivery orders or commercial purchase card reservations made against the IDIQ contracts.

C.7 RESERVATION and PAYMENT PROCEDURES: It is the Governments’ intent to make room reservations a minimum of five days prior to the date required.

C.7.1. Government-wide Commercial Purchase Card for Firm-fixed Price Supply Under $2,500.00:

Any authorized Government purchase cardholder at USCG Sector Portland or USCG Integrated Support Command Seattle may reserve and pay for rooms through the use of a Government-wide Commercial Purchase Card if each individual credit card order is less than $2,500.00. The Government purchase cardholder (and the contractor agrees) shall use the negotiated burdened room rate specified in the pricing schedule of this contract. The number of rooms for each service date and completion date for each service date must be agreed to before any purchase card action can be issued. All invoices and payments shall be processed in accordance with the terms and conditions of the purchase card. The COTR will maintain a record of all credit card transactions for review by the Contracting Officer. (Note: If an oral or written delivery order under $2,500.00 is needed, the COTR will forward a purchase request package to the Contracting Officer (KO) to ensure timely issuance of delivery order.)

C.7.2 Delivery Orders for Firm-fixed Price Services Over $2,500.00:

Only a duly Appointed Contracting Officer (KO) is authorized to issue oral or written delivery orders for room reservations over $2,500.00 during any one give specific “performance / reservation” period. The number of rooms for each service and completion date for each service must be agreed to before any delivery order can be issued. The COTR or USCG Integrated Support Command Seattle Force Optimization and Training Division will process and provide the appropriate purchase request package to the KO to ensure timely issuance of a delivery order. The maximum limit per delivery order will be $25,000.00 C.7.3 Emergency Services: Contractor shall provide emergency room service reservations, as ordered by the KO, within one hour of notification; if contractor does in fact have rooms available. Notification may be verbal. If a verbal order is issued, the KO will issue a written delivery within 10 business days.

C.7.4. Special Events: For advanced planning purposes, the Contracting Officer or Contracting Officer’s Technical Representative (COTR) will notify the contractor as soon as possible if a special event room requirement realized, but not less than three days prior to the event.

C.7.5. Fixed Price Room / Labor Rate: The fixed price burdened room rate specified in the pricing schedule of this contract will be used for emergency and/or special event room reservations. Prior to placement of any orders under this provision, the Government and contractor must agree to the number of rooms for each service. Only firm-fixed price delivery orders or Government-wide Commercial Card orders are authorized to be placed under this contract provision.

C.8.

CONTRACTOR FURNISHED ITEMS OR SERVICE. The Contractor shall furnish all supplies, items, and equipment necessary for the performance of the contract.

C.9.

GENERAL INFORMATION.

C.9.1. QUALITY ASSURANCE. In accordance with FAR 52.246-4, Inspection of Services – Fixed Prices” clause, each phase of the services rendered under this contract are subject to Government inspection, during the Contractor’s operations, and after completion of the tasks. The Government’s Quality Assurance Surveillance Plan (QASP) is not a substitute for Quality Control by the Contractor. All findings of unsatisfactory or non-performed work will be administered under the terms and conditions of this contract. All cost associated with rework are the responsibility of the contractor. The Government reserves the right to choose the inspection methods to be used in implementing its Quality Assurance Program and to vary inspection methods utilized during the work, without notice to the contractor.

C.10.2. LOST AND FOUND. The Contractor shall ensure that all items of personal or monetary value found by Contractor employees are returned to the COTR.

C.10.3. PERFORMANCE EVALUATION MEETINGS: The contractor shall meet with the Contracting Officer and/or COTR as necessary in a mutual effort to resolve all problems identified. The written minutes of the meetings will be prepared by the Government and provided to the contractor. Should the contractor not concur with the minutes, the contractor shall state, in writing, and forward to the Contracting Officer and/or COTR any areas of disagreement within 5 business days of receipt.

C.11 APPENDICES/ATTACHMENTS:

A. Estimated Workload Data

B. Contract Discrepancy Report

APPENDIX A

ESTIMATED WORKLOAD DATA

First weekend

Second weekend

Third weekend Fourth weekend

Persons

Persons

Persons

Persons

APPENDIX B

U. S. COAST GUARD

SECTOR PORTLAND

CONTRACT DISCREPANCY REPORT (CDR)

1. Contract No.________________________

2. Month _________________ FY________

3. Report # ___________________________

4. TO: (Contractor/QCI)________________________________________

5. FROM:

(KO/COTR/QAE)_____________________________________________

6. DATES:

Prepared | Oral Notification | Returned by Contractor | Action Complete

7. Discrepancy or Problem (Describe in detail; include references to PWS paragraph or other contract clause or provision; attach continuation sheet if necessary; COTR/QAE shall cite applicable QC program procedure(s))

8.

TO:

(Contracting Officer)_______________________________

9.

FROM:

(Contractor)________________________________________

10. Contractor’s response as to cause, corrective action and actions to prevent reoccurrence; attach continuation sheet if necessary;

11. Signature of Contractor’s Representative:

________________________________________________Date__________

12. Government Evaluation: acceptance, partial acceptance, rejection; attach continuation sheet if necessary.

13. Government Actions: payment deductions, performance evaluation meetings, other actions)

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