I.A.02. PWS Topeka Hotel.pdf

Ver. October 2022

PERFORMANCE WORK STATEMENT (PWS)

FOR

Hotel Services – Topeka, KS

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform Lodging Services, as defined in this PWS.

1.1.1 Objectives This is a non-personnel service contract to provide hotel rooms for units attending home station training. The government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

1.2 Background: The United States Property and Fiscal office (USPFO) for Kansas intends to establish Blanket Purchase Agreements (BPA’s) for lodging requirements to support units located in Topeka, KS. The Government’s intent is to establish a BPA to facilitate the Kansas Army National Guard (KSARNG) units training cycle for a base period of five (5) years. The Government is obligated only to the extent of authorized purchases made under this BPA. The master BPA will not obligate funding. Funds will be obligated by the individual BPA Calls made against the Master BPA. There will be no minimum purchase required under this BPA.

1.3 Period of Performance (PoP): The Period of Performance shall be 1 Base Year of 12 months and 4 years of a 12-month option year. The ordering period shall be 1 October 2025 – 30 September 2026

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide services for requested lodging to support training. Requested lodging needs will be time set at the time of call. Performance shall be clearly defined and coordinated with the contractor prior to and during the award execution. Performance shall support units’ locationed in the Topeka, KS. The contractor shall always maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential. Teleworking is not authorized.

1.4.1.2 Reserved

1.4.1.3 Reserved

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays.

The contractor shall not perform services on these days:

1.4.2.1 New Year’s Day: January 1st

1.4.2.2 Martin Luther King, Jr.’s Birthday

1.4.2.3 President’s Day

1.4.2.4 Independence Day: July 4th

1.4.2.5 Labor Day

1.4.2.6 Columbus Day

1.4.2.7 Thanksgiving Day

1.4.2.8 Christmas Day: December 25th

The contractor shall possibly perform services on these days:

1.4.2.9 Memorial Day

1.4.2.10 Juneteenth National Independence Day: June 19th

1.4.2.11 Veteran’s Day: November 11th

1.4.3 Reserved

1.4.4 Reserved

1.4.5 Reserved

1.4.5.1 Reserved

1.4.6 Reserved

1.4.7 Special Qualifications: The contractor shall ensure all employees possess all required licenses for operating any equipment used in the performance of this contract.

This does not include education or other qualifications for the position in which the contractor employee is performing, dress codes, or other information. (NOTE: The Government does not provide training to contractors. Contractors must ensure that any personnel performing under a contract are fully trained, licensed, certified, and otherwise qualified to provide services.)

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR 42.5.

The KO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced.

The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.8 Reserved

1.4.9 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO.

The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.10 Identification of Contractor Employees: All contractor personnel attending meetings and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities.

Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name, and the word “contractor” displayed.

1.4.10.1 Reserved

1.4.11. Combating Trafficking in Persons: The United States Government has adopted a zero-tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero-tolerance policy and the actions that will be taken against employees for violations of this policy.

The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at

FAR 22.17.

1.4.12 Reserved

1.4.13 Reserved

1.4.14 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to, or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.4.15 Reserved

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.3 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.4 Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.5 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.6 Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.7 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.8 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.9 Subcontractor: One that enters a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 Acronyms:

AEI Army Enterprise Infostructure AR Army Regulation AT/OPSEC Antiterrorism/Operational Security BI Background Investigation CM Contract Manager COR Contracting Officer Representative DA Department of the Army DD254 Department of Defense Contract Security Classification Specification DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense DSCA Defense Counterintelligence and Security Agency FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services HQDA Headquarters, Department of the Army HSPD Homeland Security Presidential Directive IA Information Assurance IS Information System(s) KO Contracting Officer NGB National Guard Bureau OCI Organizational Conflict of Interest PII Personally Identifiable Information PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SCR Service Contract Reporting SSN Social Security Number TE Technical Exhibit USD(I) Under Secretary of Defense for Intelligence

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S):

The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Property: None

3.2 Materials: None

3.3 Equipment: None

3.4 Services: None

3.5 Utilities: None

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

4.2 Reserved

4.3 Reserved

5.0 Requirements: The contractor shall:

5.1 All work under a BPA call shall conform to applicable industry standards, State and Federal health regulations, environmental regulations as well as military regulation and bulletins. Work not meeting these standards shall be corrected by the contractor at no additional cost to the Government.

5.2 Service Contract Reporting:

5.2.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Kansas Army National Guard (KSARNG) via a secure data collection site.

5.2.2 The contractor shall completely fill in all required data fields using the following web address: https://sam.gov. Log in and select Entity Registrations and then select Service Contract Reporting.

The Contractor shall report the required information annually by October 31, for services performed under this contract during the preceding Government fiscal year (October 1- September 30).

The DoD Guidebook for Service Contract Reporting in SAM, available on the DoD Procurement Toolbox at https://dodprocurementtoolbox.com/site-pages/service-contract-reporting-scr. The General Services Administration (GSA) has also posted additional guidance such as quick start guides, informational videos, and frequently asked questions, that can be accessed by going to https://sam.gov and searching the “HELP” section. The SAM Federal User Guide is also available in the “HELP” section for comprehensive instructions on navigating SAM. Contractors requiring assistance using SAM should contact the Federal Service Desk at https://www.fsd.gov.

https://dodprocurementtoolbox.com/site-pages/service-contract-reporting-scr https://dodprocurementtoolbox.com/site-pages/service-contract-reporting-scr https://www.fsd.gov/

5.3 Term of the BPA

5.3.1 Lodging

5.3.1.1 The contractor shall provide lodging accommodations to the Kansas National Guard (KSNG) on an as needed basis. The performance standard and requirements for these services include the following responsibilities:

5.3.1.2 Contractor shall provide single and double occupancy hotel or motel room accommodations upon issuance of a BPA call.

5.3.1.3 Single occupancy non-smoking rooms shall be provided to KSNG personnel as specified by the authorized caller. Single occupancy smoking allowable rooms are permissible when requested and if available.

5.3.1.4 Double occupancy non-smoking rooms shall be provided to KSNG personnel as specified by the authorized caller. Double occupancy smoking allowable rooms are permissible when requested and if available.

5.3.1.5 BPA Calls. Lodging BPA calls may be initiated orally or by informal correspondence. Only a KO or Authorized Caller designated in this BPA are authorized to make reservations with the contractor. The KO or Authorized Caller will provide the contractor with a rooming list for each call. Authorized Callers will be revised as necessary by the KO. All calls placed against this contract vehicle will be authorized and approved through the USPFO Purchasing and Contracting Office. A sign-in roster will be provided to the hotel for KSNG personnel to sign in and will be used to verify charges shown on the invoice.

5.3.1.6 Individuals are not authorized lodging under this BPA until such authorization is presented to the Contractor. Rooms shall be provided to only those individuals that appear on the rooming list provided by the COR. The Contractor shall not assign more than one person per bed unless specifically authorized. No more than two people shall be assigned to a room or share a bathroom without written authorization from the KO.

Married couples (who are both KSNG members and included on the rooming list) may be lodged together upon request, if the Contractor can accommodate the request at no additional charge.

5.3.2.7 ASSIGNMENT OF QUARTERS/ROOMS: KSNG personnel should not be billeted under this agreement without presenting proper identification to the Contractor.

The Contractor must be adequately manned to provide a 24-hour check in and checkout service, 7 days a week. Individuals of the same sex, designated for double room occupancy, shall be billeted in rooms with at least two beds. If these rooms are not available, single rooms shall be utilized.

5.3.2.8 The government will notify the contractor with in 3 days of service of any changes to room requirements. This includes cancellation or increase of requirements.

5.4 Room Availability

5.4.1 Room reservations must be within 20 miles of the armory address and need to be in a FEMA rated hotel if possible.

5.4.2 In the event of overbooking by the Contractor after accepting a reservation from the Government, KSNG personnel shall not be moved to another lodging facility.

5.5 Room Amenities. The contractor shall ensure that the lodging support provided has the following:

5.5.1 Living Space: Single and double occupancy room will contain adequate net living and sleeping areas. The contractor shall not assign more than one person per bed unless specifically authorized.

5.5.1 Rooms will accommodate an environment of good light and sound attenuation.

5.5.2 Windows will be provided with blackout lining, shades, or blinds. If drapes are provided, they must screen out the light.

5.5.3 Sufficient electrical outlets shall be available and in good working condition.

5.5.4 Entrance doors to rooms shall have interior security locks, either deadbolt or double locking mechanisms. Each room occupant will be provided with a room key.

5.5.5 Bathrooms will contain a shower and/or tub combination with a washbasin, a properly functioning toilet, and a mirror. Additionally, bathrooms shall have adequate lighting and grounded electrical outlets for use of electrical razors, hair dryers etc. The shower or shower/tub combination will have shower doors or curtains.

5.5.10 The contractor shall provide telecommunication devices if not in the room than in the immediate area.

5.5.11 A television in the room is desirable; if not available due to location, have information as to where television is available to patrons.

5.5.12 Rooms shall have adequate heating and cooling capabilities for comfortable climate control during all seasons.

5.5.13 Double occupancy rooms shall have a minimum of two double sized beds unless specified otherwise. Single occupancy rooms shall have a minimum of one double sized bed unless specified otherwise. All bedding must be clean and in good condition and free from damage or conditions rendering it unusable.

5.5.14 Furnishing and Equipment: The contractor’s rooms shall be clean and in good repair. The following minimum furnishings are required:

a. Lamp --1 per desk or writing table

b. Adequate clothes storage drawers and closet space

c. Trash container

d. Bed(s) and clean bedding materials

5.5.15 Additional desirable amenities:

a. Radio

b. Working tables and chairs

c. Restaurant within the facility

d. Refrigerators or ice machines

e. Chair, occasional

f. Alarm clock

g. Iron/Ironing Board

h. 24-hour wake up service

i. Messaging Service

5.5.16 CUSTODIAL/SANITATION SERVICES: Daily custodial services shall include, but is not limited to, room cleaning, bed making, linen change (as required), adequate quantities of soap, adequate quantities of clean bath towels and clean hand towels, sanitized drinking glasses, facial tissues, and a cloth bathmat.

5.5.17 LINEN SERVICE: Linen service shall be provided a minimum of once a week or when occupancy changes, whichever occurs first. Additional blankets shall be made available if requested by occupant. All linen, blankets, and towels shall be clean and freshly laundered without any objectionable odors, and be in good repair, free from tears, rips, holes, stains, and extensive wear.

5.5.18 COMMON USE AREAS: The contractor shall keep all hallways, corridors, grounds, and other adjacent areas under the contractor's control in a clean, neat, and safe condition.

5.5.19 "DO NOT DISTURB" SIGNS: All rooms shall have such signs available.

Contractor's employees shall respect them when displayed.

5.5.20 FIRE NOTIFICATION: The contractor shall ensure proper fire notification and evacuation plans are in place and evacuation procedures are accessible in rooms or common areas.

5.5.21 INFORMATION SERVICES: Customer service representatives or written information shall be available to explain to occupant’s miscellaneous charges not covered by this Performance Work Statement, i.e., telephone charges or cable charges.

5.5.22 Charges for incidental products or services, including but not limited to telephone calls, internet service, movie rentals, food, drinks, room service, pet charges, laundry or dry cleaning are not authorized to be charged to the Government. It is the responsibility of the Contractor to secure payment of incidental or other charges at the time of check-in by a cash or credit card deposit of one or more of each room’s occupants. Absence security for incidental services by the room occupant, Contractor is authorized and encouraged to “lock out” services that may generate extra charges.

5.6 Pricing of BPA

5.6.1 Room rates may not exceed the maximum allowable GSA locality rates for lodging. Economic price adjustments may be requested if GSA locality rates adjust higher. A Contractor may propose lower rates during the PoP of the BPA to be more competitive and increase utilization.

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

Date of Publication

Mandatory or Advisory

Website

Federal Acquisition Regulation https://www.acquisition.gov/?q=browsefar

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarspgi/current/in dex.html or https://www.acquisition.gov/dfars

Joint Travel Regulation (JTR) https://www.defensetravel.dod.mil/site/travelreg.cfm

DoDM 1000.13-M-V1 DoD Identification (ID) Cards (Enclosure 2, paragraph 3.b)

01/23/2014 (Change 1:

07/28/2020) http://www.esd.whs.mil/Directives/issuances/dodm

Federal Information Processing Standards (FIPS) Publication 201-2 Personal Identity Verification (PIV) of Federal Employees and Contractors

(paragraph 9)

August 2013 http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201 -2.pdf

DoDM 5200.2 Procedures for the DoD Personnel Security Program

(PSP)

04/03/2017 https://www.esd.whs.mil/Directives/issuances/dodm/

DoDI 5200.46 DoD Investigative and Adjudicative Guidance for Issuing the Common

Access Card (CAC)

09/09/14 (Change 1:

05/04/2018) https://www.esd.whs.mil/Directives/issuances/dodi/

Homeland Security Presidential Directive (HSPD)-12

Policy for a Common Identification Standard for Federal Employees and

Contractors

08/27/2004 https://www.dhs.gov/homeland-security-presidential-directive-12

DoDI 5400.11 Department of Defense Privacy and

Civil Liberties Programs

01/29/2019 https://www.esd.whs.mil/Directives/issuances/dodi/

DoD 5400.11-R Department of Defense Privacy

Program

05/14/2007 https://www.esd.whs.mil/Directives/issuances/dodm/

DoDD 8140.01 Cyberspace Workforce Management

10/05/2020 https://www.esd.whs.mil/Directives/issuances/dodd/

DoD 8570.01-M Information Assurance Workforce

Improvement Program

12/19/2005 (Change 4:

11/10/2015) https://www.esd.whs.mil/Directives/issuances/dodm/

DoD 5220.22-M National Industrial Security Program

Operating Manual (NISPOM)

02/28/2006 (Change 2:

05/18/2016) https://www.esd.whs.mil/Directives/issuances/dodm/

AR 381-12

Threat Awareness and Reporting

Program (TARP) (Section II, ¶ 2-4.b)

06/01/2016 Advisory http://armypubs.army.mil/ProductMaps/PubForm/AR .aspx

Army Regulation 40-657 Veterinary/Medical Food Safety, Quality Assurance, and Laboratory Service

01/21/2005 Advisory https://armypubs.army.mil/ProductMaps/PubForm/D etails.aspx?PUB_ID=19

ATTP 4-41 Army Field Feeding and Class I

12/31/2015 Advisory https://armypubs.army.mil/ProductMaps/PubForm/D etails.aspx?PUB_ID=105894

TB MED 530 Tri-Service Food Code 3/1/2019 Advisory https://armypubs.army.mil/ProductMaps/PubForm/T B_Cal.aspx https://www.acquisition.gov/?q=browsefar http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html https://www.acquisition.gov/dfars http://www.esd.whs.mil/Directives/issuances/dodm http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf https://www.esd.whs.mil/Directives/issuances/dodm/ https://www.esd.whs.mil/Directives/issuances/dodi/ https://www.dhs.gov/homeland-security-presidential-directive-12 https://www.dhs.gov/homeland-security-presidential-directive-12 https://www.esd.whs.mil/Directives/issuances/dodi/ https://www.esd.whs.mil/Directives/issuances/dodd/ https://www.esd.whs.mil/Directives/issuances/dodm/ https://www.esd.whs.mil/Directives/issuances/dodm/ http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx https://armypubs.army.mil/ProductMaps/PubForm/Details.aspx?PUB_ID=19 https://armypubs.army.mil/ProductMaps/PubForm/Details.aspx?PUB_ID=19 https://armypubs.army.mil/ProductMaps/PubForm/Details.aspx?PUB_ID=105894 https://armypubs.army.mil/ProductMaps/PubForm/Details.aspx?PUB_ID=105894 https://armypubs.army.mil/ProductMaps/PubForm/TB_Cal.aspx https://armypubs.army.mil/ProductMaps/PubForm/TB_Cal.aspx

6.1 Applicable Forms: Forms applicable to the PWS are listed below:

Form Date Website

I-9 Employment Eligibility Verification

10/21/2019 https://www.uscis.gov/sites/default/files/files/form/i-9.pdf

DD 441

Department of Defense Security

Agreement

Feb 2020 http://www.dtic.mil/whs/directives/forms/dd/ddforms0001- 0499.htm

DD 250

Material Inspection and Receiving

Report

Aug 2000 https://www.esd.whs.mil/Directives/forms/dd0001_0499/

KSARNG 385-1 Lodging Report March 2022 N/A https://www.uscis.gov/sites/default/files/files/form/i-9.pdf http://www.dtic.mil/whs/directives/forms/dd/ddforms0001-0499.htm http://www.dtic.mil/whs/directives/forms/dd/ddforms0001-0499.htm https://www.esd.whs.mil/Directives/forms/dd0001_0499/

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Performance Objective Performance Standard Acceptable Quality

Levels (AQL)

Surveillance Method / By Whom

5.4 - Room Availability The contractor shall ensure rooms are available and overbooking does not shift personnel to other locations.

Meets the standard 95% of the time

Random monitoring /

COR

5.4.16/5.5.18 - Custodial/Sanitation/Linen Service

The contractor shall ensure all rooms are clean and linens are changed as needed.

Meets the standard

100% of the time.

Random monitoring /

COR