HSFLGL-09-R-00002 SECTIONS C THROUGH M.pdf

SOLICITATION NO: HSFLGL-09-R-00002

Federal Law Enforcement Training Center, Brunswick, GA

OFF-CENTER LODGING

INDEX

SECTION C - Description/Specifications C.1. General Requirements C.2 Government Furnished Property C.3 Contractor Furnished Facilities, Property, and Services

C.4 SPECIFIC TASKS

C.5. PROCEDURES FOR ORDERING OFFICERS

C.6 LIABILITY

C.7. CANCELLATION OF RESERVATIONS

C.8. SUSPENSION/TERMINATION

SECTION D - Packaging and Marking SECTION E – Inspection and Acceptance E.2 52.246-4 Inspection of Services - Fixed-Price. (AUG 1996)

E.3 CONTRACTOR QUALITY CONTROL (QC)

E.4 INSPECTION BY REGULATORY AGENCIES

E.5 GOVERNMENT QUALITY ASSURANCE (QA)

E.6 CONTRACTOR’S FAILURE TO PERFORM REQUIRED SERVICES

E.7 PERFORMANCE EVALUATION MEETINGS

Technical Exhibits Attached – Section E Quality Assurance Surveillance Plan (QASP) – Technical Exhibit 1 Customer Complaint record – Technical Exhibit 1 – Attachment 1 Lot Size Schedule Technical Exhibit 1 –Attachment 2 Acceptable Quality Levels (Normal Inspection) – Attachment 3 Contractor Discrepancy Report – Attachment 4 Sampling Guide – Attachment 5

END SECTION E

SECTION F - Deliveries or Performance F.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 98) [52.107(b)]

F.2 PERIOD OF PERFORMANCE-- BASIC CONTRACT

F.4 DELIVERY ORDER PRIORITY

F.5 PERIOD OF PERFORMANCE -- DELIVERY ORDERS

F.7 Post Award Conference

F.8 OTHER DELIVERABLES

SECTION G – Contract Administration Data G.1 CONTRACTING OFFICER(s):

G.2 ACCOUNTING AND APPROPRIATION DATA

G.3 ROLE OF GOVERNMENT PERSONNEL

G.4 ORDERING OF WORK

G.5 PROCEDURES FOR ISSUING ORDERS

G.6 INVOICES

G.7 PAYMENTS

G.8 SPECIAL NOTES

SECTION H - Special Contract Requirements H.1 Contractor Safety H.2 Responsibility H.3 Stop Work Order H.4 Fire Prevention H.5 Traffic Regulations – NOTE: While ANY Contractor Visits the FLETC site H.6 Weapons - While Contractor Visits FLETC site

H.7 CONTRACTOR EMPLOYEES

H.8 ORDER OF WORK

H.10 DISRUPTION OF CONTRACTOR WORK SCHEDULE

H.11 RIGHTS OF THE GOVERNMENT TO PERFORM FUNCTIONS WITH ITS OWN PERSONNEL

H.12 GOVERNMENT PERFORMANCE OF SERVICES DURING LABOR STRIKES

H.13 LABOR RELATIONS

H.16 CONTRACTOR VEHICLES – While Visiting FLETC site only H.17 PERMITS – While Visiting FLETC Site

H.18 ENVIRONMENTAL PROTECTION

H.20 SERVICE CONTRACT ACT-SUPPLEMENTAL INFORMATION AND REQUIREMENTS

H.21 DISCLOSURE OF INFORMATION

H.22 DAMAGE REPORTS REGARDING STUDENTS PROPERTY

H.23 PROPERTY DAMAGE AND PERSONAL INJURIES

H.24 INDEMNITY AND LIABILITY

H.25 RESERVED

H.28 EQUITABLE ADJUSTMENTS: WAIVER AND RELEASE OF CLAIMS

H.29 CONTINUITY OF SERVICE IMPLEMENTATION

H.30 HOLIDAYS

H.31 CONTRACTOR PARTICIPATION IN THE E-VERIFY PROGRAM

SECTION I - Contract Clauses 52.225-2 Buy American Act - Certificate. (JUN 2003) 52.204-1 Approval of Contract. (DEC 1989) 52.209-1 Qualification Requirements. (FEB 1995) 52.215-19 Notification of Ownership Changes. (OCT 1997) 52.216-18 Ordering. (OCT 1995) 52.216-19 Order Limitations. (OCT 1995) 52.216-22 Indefinite Quantity (OCT 1995) 52.217-8 Option to Extend Services. (NOV 1999) 52.217-9 Option to Extend the Term of the Contract. (MAR 2000) 52.222-39 Notification of Employee Rights Concerning Payment of Union Dues or Fees. (DEC 2004) 52.222-42 Statement of Equivalent Rates for Federal Hires. (MAY 1989) 52.224-1 Privacy Act Notification. (APR 1984) 52.232-19 Availability of Funds for the Next Fiscal Year. (APR 1984) 52.252-2 Clauses Incorporated by Reference. (FEB 1998) 52.252-4 Alterations in Contract. (APR 1984) 3052.209-70 Prohibition on contracts with corporate expatriates. (JUN 2006) 3052.222-70 Strikes or picketing affecting timely completion of the contract work. (DEC 2003) 3052.222-71 Strikes or picketing affecting access to a DHS facility. (DEC 2003) 3052.242-71 Dissemination of contract information. (DEC 2003) 3052.242-72 Contracting officer's technical representative. (DEC 2003) SECTION J - List of Documents, Exhibits and Other Attachments SECTION K - Representations, Certifications, and Other Statements of Bidders 52.204-8 Annual Representations and Certifications. (JAN 2006) 52.209-5 Certification Regarding Responsibility Matters. (MAY 2008) 52.223-13 Certification of Toxic Chemical Release Reporting. (AUG 2003) 52.225-20 Prohibition on Conducting Restricted Business Operations in Sudan--Certification. (JUN 2008) 113 52.227-7 Patents - Notice of Government Licensee. (APR 1984) SECTION L - Instructions, Conditions, and Notices to Bidders 52.204-6 Data Universal Numbering System (DUNS) Number. (APR 2008) 52.214-34 Submission of Offers in the English Language. (APR 1991) 52.214-35 Submission of Offers in U.S. Currency. (APR 1991) 52.215-1 Instructions to Offerors - Competitive Acquisition. (JAN 2004) 52.215-20 Requirements for Cost or Pricing Data or Information Other Than Cost or Pricing Data. (OCT 1997) 52.216-1 Type of Contract. (APR 1984) 52.216-27 Single or Multiple Awards. (OCT 1995) 52.233-2 Service of Protest. (SEP 2006) 52.237-1 Site Visit. (APR 1984)

PRE-PROPOSAL CONFERENCE/SITE VISIT

52.252-3 Alterations in Solicitation. (APR 1984) 52.252-5 Authorized Deviations in Provisions. (APR 1984) 3052.219-71 DHS Mentor-Protégé Program (JUN 2006)

L.1 NOTICES TO OFFERORS

L. 2 INSTRUCTIONS FOR PREPARATION OF PROPOSALS/OFFERS

SECTION M - Evaluation Factors for Award 52.217-3 Evaluation Exclusive of Options. (APR 1984) 52.217-4 Evaluation of Options Exercised at Time of Contract Award. (JUN 1988) 52.217-5 Evaluation of Options. (JUL 1990)

M.1 UNACCEPTABLE PROPOSALS

M.2 BASIS OF AWARD

M.3 EVALUATION AND AWARD CRITERIA

M.4 EVALUATION FACTORS

M.5 AWARD (MULTIPLE OR SINGLE)

SECTION C - Description/Specifications

C.1. General Requirements

1.1 Scope of Work:

Contractor shall furnish everything required including management, labor and supervision, seven (7) days per week, including federal holidays, if required to provide Off-Center Lodging for the FLETC as per the Wage Determination. (Section J, Attachment 1)

1.2 Personnel

a. Hotel/Motel/Apartment Manager:

Contractor shall:

o Designate in writing to the Contracting Officer (CO) the name of the Manager who shall be assigned to the facility and available to the FLETC between the normal working hours of 8:00 a.m. and 5:00 p.m. EST Monday through Friday excluding federal holidays.

o Contractor is also required to provide point(s) of contact for weekends and other than normal working hours including federal holidays.

o These individuals shall be responsible for the overall management and coordination for work required under this contract and act as a central point of contact (POC) with the Government.

o The Contractor shall also include in the designation letter any limitations of the Manager’s and Alternate’s ability to bind the Contractor to changes or adjustments.

o If the Manager or Alternate is to be absent, the Contractor shall designate, in writing, to the CO an individual to act for these employees.

o The points of contact shall be provided to the CO for approval at time of proposal with confirmation at award of the contract and five calendar days prior to the commencement of the option for the extension of the contract. Section J, Attachment 15-1.

b. Quality Control Representative: The name(s) of the individual(s) tasked to perform the quality control inspections, their experience, and the extent of their authority must be provided to the Contracting Officer in writing at time of proposal with confirmation at award of the contract for acceptance by the Government and five calendar days prior to the commencement of the option for the extension of the contract. Section J, Attachment 15-2.

o The Quality Control (QC) Representative(s):

Shall accompany and remain in the presence of the Government representative at all times during government inspections.

Must demonstrate knowledge of the Quality Assurance Surveillance Plan (QASP) and possess knowledge of the requirements of Section C and E of this contract.

c. Other Personnel:

o Furnish sufficient supervisory, administrative, and direct labor personnel to accomplish all work required under this contract.

o Provide on-duty front desk clerk(s)/attendant(s) twenty-four (24) hours per day seven (7) days per week. The front desk clerk(s)/attendant(s) will remain on duty at the registration desk to assist with student questions, concerns or issues at anytime, day or night, and shall not require being called from another area on the property from a phone located at the front desk by the student or other guest.

o Not employ any person who is an employee of the United States Government without the consent of the CO. The CO will determine if the employment of that person would create a conflict of interest.

o Personnel employed to provide the services described herein shall be competent in the performance of such services.

1.3 Other Requirements:

a. Safety:

Contractor shall conduct the operation in strict conformance with all Federal, State and Local requirements and with all applicable provisions of 29 CFR 1910 of the Occupational Safety and Health Act, the Hotel and Motel Fire Safety Act of 1990, the Fire Administration Authorization Act of 1992 and the National Fire Protection Act (NFPA) 101 Life Safety Code (See Section J, Attachments 3, 4 and 5).

b. Fire Safety:

All rooms and hotel/motel/apartment facilities shall comply with current Federal, State, and Local health, fire, and safety regulations. Specifically, hardwired single-stationed smoke detectors in accordance with National Fire Protection Act (NFPA) Standard 74 must be installed in each guest room/apartment of all public accommodations used for housing of Federal employees. Establishment must provide certification of safety inspection. The certificate sample provided in Section J, Attachment 6, must be filled out, signed, and returned with the proposal.

At any time the FLETC can request a copy of the latest fire inspection certification to verify compliance with regulations.

c. Handicap Accessibility:

Contractor shall conduct the operation in strict conformance with all Federal, State, and Local requirements and with all applicable provisions of the Americans with Disabilities Act, (ADA).

d. Security:

The Contractor shall not place any signage in public view referencing in any way the Federal Law Enforcement Training Center (FLETC) or the FLETC Students who are lodged on the premises. Any signage for information purposes of the FLETC guests shall be placed in specific rooms being utilized by FLETC guests. The anonymity of FLETC guests shall be maintained at all times. Contractors who knowingly display signage or share information with individuals who do not have a need to know may incur penalties in the form of Contract Discrepancy Reports (CDR’s) and then risk the termination of t their contract.

o Ensure at all times the personal security, as well as safety of the FLETC students.

Periodic checks will be done by the Contracting Officer’s Technical Representative (COTR) on security and safety.

o Doors leading outside of the room/apartment shall be provided with a peep hole and a night latch which will prevent opening of the door from the outside when locked by the guest from the inside.

When room/apartment keys or access cards are lost, stolen, or reported missing, the o Ensure that proper measures are taken immediately to prohibit unauthorized entry (i.e., re-coding, re-keying and/or changing the locks).

o Security of rooms/apartments shall be maintained during the cleaning process and maintenance performance (i.e., doors shall be locked at all times when housekeeper, maintenance, and/or staff are not in the room/apartment).

The Contractor shall provide a copy of key control procedures, for approval by the CO, at time of proposal with confirmation at award of contract and five calendar days prior to the commencement of the option for the extension of the contract. Section J, Attachment 15-3

C.2 Government Furnished Property

The Government will not provide any equipment or property.

C.3 Contractor Furnished Facilities, Property, and Services

The lodging establishment shall be located within 25 miles of the FLETC front gate at Glynco, Ga. The Contractor shall be responsible for providing all facilities, equipment, materials, and supplies to fulfill the requirements of the contract. The lodging establishments shall be located within a reasonable walking distance of various food service establishments.

3.1 Room Size and Furnishings:

3.1.a Hotel/Motel room size shall be no smaller than 288 square feet. Each apartment’s bedroom size shall be a minimum size of 9 x 11, which shall include the requirements in accordance with Section C., paragraph 3.1.b. The CO reserves the right to determine acceptability of accommodations offered. When room size precludes sufficient room to move between the bed and other furniture items, the room furnishing plan shall be modified in such a manner that will provide such unobstructed passage. All items of furniture shall be clean, free of dust and debris, and all items of furniture shall be in good repair, functional, and sturdy. There shall be no undue sleep disturbing noises. For example, the sound of refrigerator or diesel truck engines left running all night, loud music or television, or groups of people who are talking, laughing, or making similar noise that would be disturbing to a person’s ability to sleep.

3.1.b. Hotel/Motel/Apartment Room shall include a minimum:

3.1.b.(1) Full bath

3.1.b.(2) Queen or double-sized bed, at a minimum, with a same size bed linen, blankets, comforter/bedspreads

3.1.b(3) Dresser or chest of drawers with mirrors

3.1.b(4) Bedside Table

3.1.b(5) An occasional table/desk and chair with sufficient lighting for studying and reading purposes (if Apartment, may be located in the common area)

3.1.b(6) Color television with remote control and with basic cable package

3.1.b.(7) Touch tone telephone with reasonable phone access

3.1.b.(8) AM/FM Clock Radio: Alarm by buzzer or music, built in antennae and battery back up to allow alarm to function in case of power failure. All batteries shall be furnished by the Contractor.

3.1.b(9) Closet or cubical space for hanging clothing (rod must be no less than 20” in length)

3.1.b.(10) Lighting, including adequate lighting at study areas in 3.1.b.(5)

3.1.b.(11) Individual climate control in each room (Apartment, paragraph 3.8 “Special

Note”)

3.1.b.(12) Computer/modem hook-up

3.1.b.(13) In-Room Safe to secure laptop and other valuables (If apartment, the room-safe may be replaced by a locking closet)

3.1.b (14) Laundry Facilities: Contractor shall provide coin operated laundry facility/equipment or laundry pick-up services.

3.1.b.(15) Micro Fridge – Micro-Wave and Refrigerator

SPECIAL NOTE: If double occupancy room(s) is ordered, an additional bed shall be provided and if a two bed-room apartment is ordered, each bedroom shall include all items required above.

3.2 Bathing and Toilet Facilities:

Each room/apartment shall include bathing and toilet facilities that are kept clean at all times. There shall be no evidence of build up, dirt along the edge of walls at the junction with the floor, behind the toilet fixture, and at the juncture with base of toilet and tub nor evidence of mold, soap scum, or any other substance that can be removed by cleaning. The glazing of the tub, lavatory, and toilet shall be intact, clean, and free of mold, and with no visible signs of deposits on toilet seats or toilet seat bolts. The toilet shall be equipped with a seat that is firmly attached to the fixture. The toilet must have a flushing mechanism that performs the function without undue refill time, or continuously running water, or erratic operation. Faucet and bathtub fixtures must be properly attached and fully operational with no leaks. Fixtures should be free of scum/scale. A bacteriostatic chemical that is effective against bacteria normally found in this environment shall be used as a disinfectant for cleaning. The rooms shall be deodorized and sanitized to eliminate any odors. All mirrors shall be cleaned daily and be free from streaks and spots.

The bathing and toilet facilities shall be equipped with the following minimum furnishings: hand towel and bath towel rods, appropriately-sized shower curtain with rod or enclosed shower doors, soap dish in the shower/bathtub, shower head that meets environmental water saving standards, a hot water temperature no less than 110 degrees, and a bathtub/shower drain that is free flowing.

3.3 Stated below are minimum requirements for linen products and supplies to be provided by the Contractor:

3.3.a Bed Linens: No Iron Percale (50% polyester, 50% cotton), upgrade 180 thread count.

Bed linens shall fit properly and be free from stains, tears and holes. Pillowcases of the same specifications as sheets. Pillow cases must fit the pillows properly, free from stains, tears, and holes.

3.3.b Towel Products: Contractor shall meet the minimum industry standards for towel products, i.e. ( 86% cotton and 14% polyester). Bath towels 24”x 46”, hand towels 15”x23”, wash cloth 10”x11”, and bath mat 17”x22”. All towel products shall be free from stains, tears and holes.

3.3.c Comforters, Bedspreads and Blankets: The Comforter/Bedspread and blanket shall be double or queen sized and shall fit bed properly and be free from stains, tears and holes.

3.3.d Pillows: (two per bed) Bed pillows shall be no smaller than standard industrial size.

Pillows shall be urethane foam fill, preshrunk cotton plain weave ticking, or of equal standards and shall retain shape after washing. Pillows shall be free from stains, tears and holes.

3.3.e Mattress Pads: Made of cotton/polyester. Pads shall fit mattress properly and be free from stains, tears and holes.

3.3.f Bed Bug Covers: Plastic covers for mattresses and box springs for the prevention of bed bugs. Bed Bug Covers shall be free from stains, tears and holes.

3.3.g Shower Curtain: Shall fit properly. Shower curtain shall be free of mold/mildew, stains, tears and holes.

3.3.h Facial tissue: Medium quality, 2 ply tissue, white, 8.8” x 8.2.”

3.3.i Soap: Standard hotel/motel industry size. Two (2) bars per room.

3.3.j Toilet Tissue: Facial quality, 2 ply, 500 count.

3.4 Buildings, Grounds and Parking Areas.

3.4.a Landings, stairwells, sidewalks, lawns, and parking areas shall be well maintained to include removal of all debris.

3.4.b The Contractor shall utilize best practices to keep a well-maintained appearance of the outside of the buildings surroundings.

3.4.c Ample free parking with no restrictions concerning rear room parking shall be provided at the hotel/motel/apartment. Handicapped spaces shall be available.

3.4.d There shall be ample turnaround radius for a standard, coach bus (up to 45 passengers).

3.5 Pest Control.

Rooms shall be free of any evidence of pests at all times. The Contractor shall provide pest control services to all rooms/apartments occupied by Government guests on an as needed basis, but at least once per month for the duration of the contract. Notification shall be provided to occupant(s) prior to monthly spraying. Also, notification shall be provided after individual request(s) for special spraying have been accomplished. The Contractor shall provide all labor, material and equipment to exterminate flies, roaches, rodents, ticks, fleas, bedbugs, etc. All facilities must be free of stray animals. A copy of pest control schedule shall be provided to the

Contracting Officer for approval at time of proposal with confirmation at award of contract and five calendar days prior to the commencement of the option(s) or the extension of the contract. Section J, Attachment 15-4

All pest control companies and their employees shall be licensed and certified in accordance with the

“Georgia Structural Pest Control Act,” Chapter 620-3. The Contractor shall use only those pesticides that comply with the Federal Insecticide, Fungicide and Rodenticide Act (7 U.S.C.135 et seq.) as amended by the Federal Environmental Pesticide Control Act of 1972, Public Law 92-526 (86 Stat. 973).

3.6 Lighting.

Sleeping rooms shall be furnished with adequate lighting for continuous/extended studying and reading purposes to include a bedside lamp for each bed, and a lamp on or over each table, dresser, and personal desk. Burnt out or partially functioning bulbs are not acceptable.

Parking areas, outside buildings, and grounds shall have sufficient lighting to provide for a safe environment.

3.7 Climate Control.

Sleeping rooms shall be provided with heating and air-conditioning that will provide ventilation necessary to maintain comfort for guests. Heating and air-conditioning comfort level shall be adjustable by a thermostat located in the occupant’s room. The heating and air-conditioning units shall be properly attached to the walls, clean, free of dirt, debris, and offensive odors.

If utilities fail and cannot be restored within four hours, other than as a result of an area-wide failure, the Contractor shall relocate the occupant to another room in the facility at no additional cost to the Government.

If heating and air-conditioning cannot be restored within four hours and the occupant cannot be relocated to another room in the facility, the Contractor shall notify the Contracting Officers Technical Representative (COTR) immediately. The occupant will be relocated to another facility of equal or greater value by the Government. Costs incurred will be assumed by the original Contractor.

SPECIAL NOTE: If Apartment, heating and air-conditioning comfort level shall be adjustable by a thermostat located in each Apartment Unit.

3.8 Non-Smoking Rooms.

All rooms provided under this contract shall be non-smoking. Occupants desiring smoking room shall make request(s) prior to check-in and rooms shall be provided as available.

3.9 Services.

Hotel/motel support services shall be provided to include 24 hour-a-day message service, wake up calls, ice machine, and vending machines for beverages and snacks. Each hotel/motel/apartment property shall be equipped with an operable FAX machine in order to receive correspondence from officer(s), COTR(s), or Ordering Officer(s).

The Government shall not be responsible for occupants’ use of the hotel/motel/apartment FAX. SEE SECTION J ATTACHMENT 7 for list of additional amenities.

SPECIAL NOTE (1): If facility is an Apartment, refrigerator and ice makers shall be provided to replace ice machines and vending machines for beverages and snacks. Apartments shall be furnished with dinnerware for four (4) and one (1) set of cookware.

SPECIAL NOTE (2): If Apartment, wake up service is not required.

3.10 Hotel/Motel/Apartment Privileges

All privileges extended to other guests by the lodging establishment shall be provided to individuals lodged at Government expense.

Service Provider policy or information: Any directive or any other information not contained in this contract shall be submitted to the Contracting Officer for approval prior to distribution to FLETC Guests (i.e., Handouts, Flyers, etc.).

C.4 SPECIFIC TASKS

4.1 Housekeeping or Maid Service

Housekeeping services shall be provided five days per week excluding Federal Holidays to include bed making, vacuuming and spot cleaning of carpet, sweeping and mopping of all uncarpeted areas, cleaning of the bathroom and fixtures, removal of trash and dusting. This service includes replenishment of disposable supplies, such as drinking glasses, toilet tissue, facial tissue, soap, ice container liners, etc. Housekeepers shall not move or touch any guest’s personal items in order to clean, dust, make beds or any other reason.

Deep cleaning shall be a standard that must be met. Due to random inspections, this requirement could be grounds for issuing a Contract Discrepancy Report (CDRs) for repetitive non-compliance and for termination of contract.

SPECIAL NOTE: Housekeeping services will not be provided by the Contractor for kitchen areas.

Additionally, household products, i.e., cleaning products (detergent for dishwasher, detergent for hand washing dishes, oven cleaner, laundry detergent, bleach, fabric softener, etc) for kitchens/washers and dryers are not a part of supplies provided.

4.2 Linen

4.2. a Bed Linen

Prior to arrival of occupant(s), all bed covering shall be cleaned, laundered and free of stains, tears and holes.

Bed coverings include sheets, comforters/bedspreads, blankets, pillows, pillowcases and mattress pads.

Exchange of sheets and pillowcases shall be accomplished every other day. Upon request, each room shall be provided with extra pillows with cases and extra blankets. Bed linens shall be in accordance with specifications in Section 3.3.

4.2. b Bath Linen

The Contractor shall supply, each day to each occupant, a complete set of clean bath linens as follows: two wash cloths, two hand towels, two bath towels and one bath mat. On Fridays and the day before a Federal Holiday, in addition to that days bath linen, additional bath linen shall be provided to each occupant for the weekend/holiday coverage. Bath linens shall be in accordance with the specifications in Section 3.2. Facility may offer to each occupant the opportunity to comply with environmental energy and water conservation as recommended by the White House Task Force on Waste Prevention and Recycling.

4.3 Floors and Carpets

Floors in the entrances, lobbies and corridors shall be free of dirt, dust, stain, etc. Floors in the sleeping rooms shall be carpeted. All carpets shall be free of stains, debris, dust, dirt, tears, smudges, noticeable burns, cuts, and marks at all times. In order to keep the carpets clean at all times, the Contractor shall vacuum and spot clean carpeted floors as needed. This includes under the beds, between beds and nightstands, under the wall mounted HVAC units, behind furniture at the base of walls, and under free standing furniture. The Contractor shall shampoo carpets on a quarterly basis, or more frequently if necessary. A copy of the shampooing schedule shall be provided to the CO for approval at time of proposal with confirmation at award of contract and five calendar days prior to the commencement of the option(s) for the extension of the contract. ( Section J, Attachment 15-5).

SPECIAL NOTE: Uncarpeted areas shall be swept and mopped on a daily basis.

4.4 Windows

Windows shall be clean inside and outside to include removal of dirt, dust, webs, etc. Windows shall be covered by drapes with blackout lining, drapes with window shades, or drapes with Venetian blinds.

Windows that can be opened shall be capable of being locked and fitted with screens. All window coverings shall fit the proper opening. Drapes, blinds, and screens as appropriate shall be clean, in good repair, and free of offensive odors. Drapes, windows, blinds, and screens shall be cleaned quarterly or more frequently if necessary. A copy of the cleaning schedule shall be provided to the Contracting Officer for approval at receipt of award of the contract and five calendar days prior to the commencement of the option(s) for the extension of the contract. (Section J, Attachment 15-6).

4.5 Walls and Ceilings

4.5.a. Walls shall be clean (free of mold, dirt, dust, nicotine stains, oils, spills, or any other substance that can be removed by cleaning) and finished with paint or durable wall covering. Walls shall be free from peeling, damage, scars and marks. Rooms/apartments designated as “No Smoking” shall be free from any residual odor and contamination caused by the previous use of tobacco products.

4.5.b. Ceilings shall be clean (free of mold, dust, stains, and other material that can be removed by cleaning) and finished with acoustical tiles or with paint. Heating and air-conditioning supply or exhaust vents shall be free of dirt, dust, and other substances that can be removed by cleaning. Light colors should be used to provide maximum reflection of light. Ceilings shall be free from damage, scuffs, and marks. The same “No Smoking” provisions apply as stated in the previous paragraph.

4.6 Maintenance

4.6.a Customer complaints to include, but not limited to, electrical failure, plumbing, climate control, et., shall be addressed within one (1) hour of receipt of complaint. Notification of resolution shall be provided to the guest/complainant when a short delay will be encountered. If the complaint cannot be resolved by the end of the business day including weekends and federal holidays (usually 5:00 p.m.), the guest shall be given an option to relocate to another room.

4.6.b All valid complaints received from the CO(s), COTR(s) or the occupant(s) that are due to poor Contractor workmanship, use of unauthorized materials or supplies, neglect on the Contractor’s behalf, etc., shall be corrected within twenty-four (24) hours after notification. If for some reason the Contractor cannot resolve the complaints, the Contractor shall notify the CO and the COTR(s). The occupant may be relocated to another room at the discretion of the CO. All valid complaints shall be corrected by the Contractor with no additional costs to the Government. If the Contractor receives complaints that he/she feels are not valid, the Contractor shall notify the CO and the COTR(s) immediately.

C.5. PROCEDURES FOR ORDERING OFFICERS

(A) The Contractor will be contacted by the Ordering Officer for confirmation of rooms available. Type of requests include:

1. Lodging Requests. Approximately 2-4 weeks prior to the start of each FLETC quarter or as requirements are determined, the Ordering Officer will submit a list of the classes requiring lodging to each Contractor. The Contractor shall provide a written response via facsimile within 24 hours after receipt of the request to confirm the lodging requirements.

2. Special Lodging Requests. Special lodging requests may take place at any time and will typically involve individual classes. The Contractor shall respond to the Ordering Officer (either email or via facsimile) within one (1) hour to confirm the lodging requests.

3. Approval of Special Requests. All special requests for late or early arrivals, medical requests, etc., shall be requested by the Contracting Officer or the Ordering Officer. The Government will not be liable for cost incurred for Contractor’s acceptance of special requests without the approval of the Contracting Officer or the Ordering Officer.

SPECIAL NOTE (1): Pets are allowed “Only” if they are part of training and are considered “Special Lodging Requests”.

SPECIAL NOTE (2): The Contractor shall respond to inquiries for lodging requests when indicated or the services will be offered to the next lower accepted proposal. If the Hotel Manager is not available to authorize the reservations, someone at the hotel/motel/apartment shall be appointed as an Alternate with this authority. See C.1., paragraph 1.2., Personnel.

(B) The Contractor shall provide, if requested, up to 50 rooms nightly for FLETC occupants.

Should there be a need for more rooms, and the Contractor can provide additional rooms at the time of the request, the Contractor shall provide these additional rooms at the same rate and conditions required under this contract. After confirmation, the Contractor will be provided a written delivery order via fax only, as signed by the Contracting Officer (CO), within three (3) days before services begin.

1. Decrease in the Number of FLETC occupants. The Contracting Officer/Ordering Officer reserves the right to decrease the number of FLETC Guests within the check-in period of the services provided (See paragraph C.5.f) without incurring any penalty or cost for the decrease in the number of rooms indicated on the Delivery Order.

2. Whenever possible, a two-week advance notice will be provided in the case of cancellations.

However, the Government reserves the right to make changes 72 hours in advance without incurring any penalty or cost for CANCELLATION OR RELOCATION of a class of FLETC’s On-Center Lodging (Dorms or Lease Dorms). If cancellations are made due to non-conformance with contract requirements, no notice shall be required and the Contracting Officer will not be liable for additional cost.

3. The CO will provide the Delivery Order to the hotel/motel/apartment with an indication of the number of rooms required for the specific class within three (3) calendar days of the requested date of service. Changes to the delivery orders may be accomplished by a FLETC CO. Any changes made by the Contractor that were requested by persons other than the authorized personnel at the time of award could result in non-payment of charges for lodging.

a. Check In. FLETC Occupants shall check-in from the period of 3:00 p.m., of the day the services begin (check-in date on delivery order) until 6:00 a.m., the day after check-in without incurring any penalty or cost to the Government.

b. The Contractor is required to verify the occupant(s)’ FLETC identification badge for class name and number upon check-in. The Contractor shall not make copies of student badges or any other ID (drivers licenses, etc.) However, the Contractor is allowed to make copies of the “Check-in Information” sheet as per Section J, Attachment 8. If the Contractor allows the occupant to check in without verification of the class name and number and the occupant is unauthorized, the FLETC will not be responsible for the reimbursement of the cost of the hotel/motel/apartment services.

c. The day after check-in, the Contractor shall submit to the COTR, via fax at 912-280-

5390 or scan/email, the name(s) of any occupant(s) who has/have checked into the hotel/motel/apartment. The contractor shall continue to provide updates to the guests check-in and out throughout the scheduled time of the class’s arrival and departure, as well as all room assignment changes, etc. The information provided shall include a confirmation of the number of rooms actually being occupied by FLETC guests. Nonconformance to this requirement may constitute the issuance of a CDR by the Contracting Officer. If nonconformance is repetitive, the CO may suspend or terminate as per paragraph C.8.

SPECIAL NOTE: Signatures of FLETC Occupants are required at the date of check-in and at check-out. Summary Sheets shall not be typed due to possibility of late arrivals and early departures.

d. Hotels/Motels/Apartments: The day after check-in, the Contractor is to submit to the

COTR a Summary Sheet via fax, to include the name(s) of any guest(s), as per Section J, Attachment 9 who checked in to the hotel/motel/apartment. The list should reflect the number of double and single rooms for females/males and indicate if the room(s) was designated for smoking/nonsmoking.

e. Hotels/Motels/Apartments are authorized to release rooms/apartments reserved for

FLETC occupants that are considered “No Shows” the day after check in. The only exception will be if the Ordering Officer notifies the hotel/motel/apartment that the room/apartment will be held for an occupant’s late arrival.

f. The Contractor shall notify the Ordering Officer(s) and COTR within 24 hours when a FLETC occupant departs early. If a room is discovered empty by housekeeping or other hotel staff, the hotel/motel/apartment is obligated to check with the Ordering Officer(s) to determine if check-out is required. The hotel/motel/apartment shall submit a fax to indicate early check out of guests. Exceptions will be if the Ordering Officer(s) has previously notified the Contractor of the early departure date or if the occupant is departing only one day early. Failure to provide notification may result in penalties.

g. The FLETC will pay for only those actual nights that occupants were in residence at the hotel/motel/apartment. Accurate summary sheets signed by the individual occupant(s) at departure shall be attached to the invoice.

h. All communication (verbal and written) shall identify the delivery order number as well as the class name and number.

i. The FLETC will not pay for rooms/apartments with reported and repeated complaints of the same or similar nature.

C.6 LIABILITY

The Government shall not be liable for damages caused by the persons occupying the rooms/apartments covered under this contract, or any other expense incurred by these persons other than those prescribed in the provisions of this contract. The Contractor shall be responsible for notifying the COTR if damages occur and is found prior to checkout. The Contractor is responsible for obtaining payment from each individual for incidentals such as long distance phone calls, room service, laundry services, damages, any unauthorized guests, etc.

All room rates shall include the cost of local phone calls, toll-free access phone calls and credit card access phone calls. The FLETC will not be responsible for long distance telephone calls made by persons staying in a Contractor provided room/apartment. Each individual will be held responsible for any other charges other than those previously authorized.

The Government will not be responsible for the cost of any extra-nights lodging incurred by the occupants arriving earlier than the contracted arrival day or departing later than the contracted departure date unless notified and approved by the CO or the Ordering Officer(s) in advance. The Government will not be responsible for additional occupancy charges or fees incurred by the occupant or guests or family of the occupants.

C.7. CANCELLATION OF RESERVATIONS

Should an occupant depart prior to the departure date of a delivery order, the Government will modify the delivery order at the time of invoice certification to reflect actual number of nights lodging provided during required/requested dates.

C.8. SUSPENSION/TERMINATION

The CO may suspend Delivery Orders at any time. The use of Contractor’s facility for repetitive violations of same/similar issues can be suspended and if suspension is lifted, and continuous violations re-occur, the CO may determine the need for termination to the Contractor.

END OF SECTION C

SECTION D - Packaging and Marking

NOT USED IN THIS SOLICITATION

SECTION E – Inspection and Acceptance

E.1 ACCEPTANCE

The performance by the Contractor and the quality of all work delivered, including services rendered and any documentation or written material compiled shall be subject to inspection, review, and acceptance by the Government. The Manager, Alternate Manager, Head Housekeeper, or Quality Control Personnel must accompany Government Inspector at times of Inspection.

E.2 52.246-4 Inspection of Services - Fixed-Price. (AUG 1996)

(a) Definition: Services, as used in this clause, includes services performed, workmanship, material furnished or utilized in the performance of services.

(b) The Contractor shall provide and maintain an inspection system acceptable to the Government covering the services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires.

(c) The Government has the right to inspect and test all services called for by the contract, to the extent practicable at all times and places during the term of the contract. The Government shall perform inspections and tests in a manner that will not unduly delay the work.

(d) If the Government performs inspections or tests on the premises of the Contractor or a subcontractor, the Contractor shall furnish, and shall require subcontractors to furnish, at no increase in contract price, all reasonable facilities and assistance for the safe and convenient performance of these duties.

(e) If any of the services do not conform with contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the Government may -

(1) Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and

(2) Reduce the contract price to reflect the reduced value of the services performed.

(f) If the Contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may -

(1) By contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service; or

(2) Terminate the contract for default.

(End of clause)

E.3 CONTRACTOR QUALITY CONTROL (QC)

a. In accordance with FAR 52.246-4 “INSPECTION OF SERVICES-FIXED PRICE,” the Contractor shall establish and maintain a complete Quality Control Program (QCP) that is acceptable to the Contracting Officer, to assure the requirements of the contract are provided as specified.

b. The QCP shall be provided to the Contracting Officer for review at time of proposal with confirmation at award of the contract. An updated QCP shall be provided to the Contracting Officer for approval five calendar days prior to the commencement of the option(s) for the extension of the contract and again as changes to the program are proposed. (SECTION J,Attachment 15-7.)

c. The program shall include, as a minimum:

(1) A quality control inspection system covering all services included in the contract. It must specify areas to be inspected on either a scheduled or unscheduled basis and how inspections are to be conducted.

(2) The name(s) of the individual(s) tasked to perform the quality control inspections, their qualifications, and the extent of their authority.

(3) A method for identifying deficiencies in the quality of services performed and for taking corrective action before the level of performance becomes unsatisfactory.

(4) A customer complaint feedback system for correction of validated complaints and to inform the customer of corrective actions. At a minimum, the Customer Complaint System shall contain procedures for the customer to file complaints with the Contractor through the COTR, forms to be utilized by the customers, procedures for investigation of the complaint, and feedback to the customer and the Government on the results and actions taken on the complaint.

(5) Procedures for written and verbal communication with the Government regarding the performance of the contract.

(6) Specific surveillance techniques for each contract service identified in the Performance Requirements Summary (PRS) (Section E, Technical Exhibit 2).

d. The Contractor shall maintain a file of all Quality Control Inspections, inspection results, and any corrective action required through the term of this contract. This file shall be the property of the Government and shall be made available to the Contracting Officer within ten (10) calendar days after completion or termination of the contract.

e. The parties to this contract agree that the Contractor, as a result of the Contractual obligation to supervise the personnel furnished and oversee the quality of their performance, shall be conclusively presumed to have actual knowledge of work not performed, and that therefore, a written notice shall not be a prerequisite for withholding payment or assessing liquidated damages for non-performed service(s).

E.4 INSPECTION BY REGULATORY AGENCIES

Work described in Section C is subject to inspection by other Government agencies. The Contractor shall participate in responding to all requests for information and inspection or review findings by regulatory agencies.

E.5 GOVERNMENT QUALITY ASSURANCE (QA)

a. In accordance with FAR 52.246-4 “INSPECTION OF SERVICES-FIXED-PRICE,” each phase of the services rendered under this contract is subject to Government inspection during the Contractor’s operations and after completion of the tasks. After each inspection, the Contractor will be advised of any unsatisfactory condition(s) for which he/she is responsible. The Contractor shall correct such deficiencies promptly and, by written report to the Contracting Officer, shall address corrective/preventative actions taken. The Government’s Quality Assurance Surveillance Program is not a substitute for Quality Control by the Contractor.

b. The Contracting Officer’s Technical Representative (COTR) may check the Contractor’s performance and document any noncompliance, but only the Contracting Office may take formal action against the Contractor for unsatisfactory performance. The COTR will be designated at contract award. A resume of COTR duties and authority will be furnished to the Contractor at the Pre-performance Conference. The Contractor shall sign an acknowledgement of the COTR appointment letter.

c. The Government will reduce the Contractor’s invoice, or otherwise withhold payment, for any individual item of nonconforming service observed as specified in clause E.6, (Contractor’s Failure to Perform Required Services), below. The Government will develop a statistically confident sample of required service items, to which the Government may apply statistical extrapolation techniques to the Contractor’s performance to determine total payment due. (See Section E, Technical Exhibit 1, Quality Assurance Surveillance Plan, for explanation and examples.)

E.6 CONTRACTOR’S FAILURE TO PERFORM REQUIRED SERVICES

The right of the Government and remedies described in this section are in addition to all other rights and remedies set forth in this solicitation. Specifically, the Government reserves its rights under the Inspection of Services and Default or Termination clauses. Any reductions pursuant to the Performance Requirements Summary (PRS), (Section E, Technical Exhibit 2) shall reflect the reduced value of services hereunder and may be terminated for default based upon inadequate performance of services, even if a reduction was previously taken for any inadequate performance.

E.7 PERFORMANCE EVALUATION MEETINGS

The Contractor’s representatives shall meet with the COTR and the Contracting Officer weekly during the first month of the contract, if applicable. Thereafter, meetings will be held monthly, or as determined by the Contracting Officer. A mutual effort will be made to resolve all problems identified. Written minutes of these meetings will be prepared by the Government and copies provided to the Contractor. The Contractor shall state any areas of disagreement in writing to the Contracting Officer within three (3) business days of receipt of the minutes.

Technical Exhibits Attached – Section E

Quality Assurance Surveillance Plan (QASP) – Technical Exhibit 1

Customer Complaint record – Technical Exhibit 1 – Attachment 1

Lot Size Schedule Technical Exhibit 1 –Attachment 2

Acceptable Quality Levels (Normal Inspection) – Attachment 3

Contractor Discrepancy Report – Attachment 4

Sampling Guide – Attachment 5

END SECTION E

SECTION F - Deliveries or Performance

F.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 98) [52.107(b)]

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their text available. Also, the full text of a clause may be accessed electronically at this address: http//www.arnet.gov/far/.

52.242-15 STOP-WORK ORDER (AUG 89) [42.1305(b)] 52.242-17 GOVERNMENT DELAY OF WORK (APR 84) [42.1305(d)]

52.247-34 F.O.B. DESTINATION (NOV 91)[47.303-6(c)]

F.2 PERIOD OF PERFORMANCE-- BASIC CONTRACT

The period of performance of this contract is 12 months from date of contract award, unless extended through an exercise of option. The contract terms shall be for the base period and the contract will contain the base and four (4) one year (12) months option period. The Government may unilaterally exercise at the discretion of the Government and shall not exceed a total duration of the contracting, including options of 60 months. If the Government exercises its unilateral right to extend the period of the contract after the base 12-month period, the contract could be extended for four additional 12-month periods. Contractor’s attention is directed to Section I, FAR 52.217-9, ‘Option to Extend the Term of the Contract.’ Individual delivery orders shall be considered authorization for the contractor to begin performance during the base or option period(s). The Government will give written notice to the Contractor sixty (60) calendar days prior to expiration of the contract. In the option periods, the Government will adjust prices, as required, based on any Department of Labor Wage Rate Determinations.

F.3. WORK SCHEDULE

The work schedule shall be in accordance with the requirements of Section C.

F.4 DELIVERY ORDER PRIORITY

Delivery orders/Task Orders issued by DHS/FLETC Procurement Division, Glynco, Georgia, shall have priority over orders placed by any other ordering office/agency.

F.5 PERIOD OF PERFORMANCE -- DELIVERY ORDERS

The Government shall have the right to unilaterally issue delivery orders/task orders with 3 calendar days prior (72 hours). This period of performance shall commence immediately after the delivery order is received at a rate as negotiated for this contract award.

F.6. Pre-Proposal Conference

Prior to the date selected for the submission of proposals, all contractors are recommended to attend a Pre- Proposal Conference at FLETC, which will be announced by the Contracting Officer. This meeting shall help any contractor understand the requirement, as well as answer any questions pertaining to this solicitation for award.

After the Pre-Proposal Conference, any questions will be placed in writing to the Contracting Officer immediately, so that an amendment may be completed and sent to all proposed and interested contractors. ( See Section L regarding Pre-Proposal Conference Date)

F.7 Post Award Conference

Prior to commencing of any work on this award, the Contracting Officer shall meet with the contractor at a time to be determined by the Contracting Officer, to discuss and develop mutual understandings relative to the performance of this contract. The Contractor will be given five (5) working days notice (or less if time constraints exist) prior to the date of the conference.