KYANG Lodging PWS FY24.docx

Performance Work Statement Lodging Facilities For Kentucky Air National Guard (KYANG) Airmen Louisville, KY October 2023 – September 2024

1. INTRODUCTION. The KYANG is seeking lodging in the Louisville, KY area (not to exceed 25 miles from the KYANG, 1101 Grade Lane, Louisville, KY 40213, hotel(s) must be located in the state of Kentucky) for Unit Training Assemblies (UTA), dates attached. The KY Air National Guard is seeking a premium FEMA registered facility to accommodate the estimated lodging total specified in section 1.2, double occupancy (two beds, pull-out couch not acceptable), required for 1-2 nights. The designated government representative will confirm the exact number of rooms 4 days prior to the first day of lodging.

1.1. Hotel Representative. The hotel shall provide a liaison for lodging and billing. The hotel representative (HR) must be vested with the authority to resolve issues involving event execution and payments as they arise. The HR shall be available on Saturday of UTA, approximately 1500-1700. The hotel will provide a list of on-call points-of-contact who have the authority to resolve issues affecting their particular areas of support, (for example: room maintenance, security, payment, etc.). The hotel representative should have an area near or at the front desk to assist KYANG members.

1.2. Contract Line Item Number (CLIN)

CLIN 0001: Thurs, 12 Oct 2023 (40-50) CLIN 0002: Fri, 13 Oct 2023 (80-90) CLIN 0003: Sat, 14 Oct 2023 (80-90) CLIN 0004: Thurs, 07 Dec 2023 (40-50) CLIN 0005: Fri, 08 Dec2023 (80-90) CLIN 0006: Sat, 09 Dec 2023 (80-90) CLIN 1001: Thurs, 11 Jan 2024 (40-50) CLIN 1002: Fri, 12 Jan 2024 (80-90) CLIN 1003: Sat, 13 Jan 2024 (80-90) CLIN 1004: Fri, 09 Feb 2024 (40-50) CLIN 1005: Sat, 10 Feb 2024 (80-90) CLIN 2001: Thurs, 18 Apr 2024 (40-50) CLIN 2002: Fri, 19 Apr 2024 (80-90) CLIN 2003: Sat, 20 Apr 2024 (80-90) CLIN 2004: Thurs, 16 May 2024 (40-50) CLIN 2005: Fri, 17 May 2024 (80-90) CLIN 2006: Sat, 18 May 2024 (80-90) CLIN 3001: Thurs, 18 Jul 2024 (40-50) CLIN 3002: Fri, 19 Jul 2024 (80-90) CLIN 3003: Sat, 20 Jul 2024 (80-90) CLIN 3004: Wed, 21 Aug 2024 (40-50) CLIN 3005: Thurs, 22 Aug 2024 (80-90) CLIN 3006: Fri, 23 Aug 2024 (80-90) CLIN 3007: Sat, 24 Aug 2024 (80-90)

2. GENERAL REQUIREMENTS (GUEST ROOMS PROVIDED UNDER THIS AGREEMENT SHALL MEET THE FOLLOWING AT A MINIMUM CONSTRUCTION STANDARDS):.

2.1. LODGING.

2.1.1. Quality Room Standards. The facilities to be used in responding to the lodging requirements set forth in this agreement shall present an attractive exterior and interior appearance. The surrounding area shall be clean, well-maintained. All rooms will have coordinated décor to include the furnishings and fixtures therein.

2.1.2. Fire Codes: All lodging structures used in the performance of this agreement shall be in compliance with the applicable portions of the National Fire Codes as compiled and published by the current National Fire Protection Association. Accordingly, all emergency exits must be appropriately identified in accordance with the aforementioned code. Inspections will be done initially for qualification and annually.

2.1.3. The lodging facility will not be located within 1/2 mile of heavy industrial activity, cargo transportation terminals or trucking facilities, which are open between the hours of 1900-0600.

2.1.4. Public Health: All facilities and structures used in performance of this contract must be free of noxious insects, rodents and other vermin. Interior and exterior of guest rooms will be free from offensive odors. Any reported sightings must be reported to the KYANG for public health follow up inspection. Inspections will be done initially for qualification and annually.

2.1.5. All windows that can be opened must be covered by adequate screens.

2.1.6. Current, appropriate licenses and employees health permits shall be maintained at all times during the contract period.

2.1.7. The Contractor will not permit gambling, prostitution, sexual harassment or other illegal acts within its establishment and will take adequate measures to prevent said activities (i.e. security service, limited access facility, etc.)

2.1.8. Furnishings/fixtures in the entrance foyer shall be clean and free from noticeable cigarette burns, cuts, or tears. Damaged or broken furnishings/fixtures will not be satisfactory.

2.1.9. Contractor will separate smokers from non-smokers. The contractor will provide measures to ensure the security & safety of guests to include, as a minimum, individual’s room door/window locks capable of preventing key access to the room when occupied and parking lot lighting.

2.1.10. The facility must have custodial service in all common use areas. Daily maid service will be provided seven days a week, as specified below.

2.1.11. Vulnerability Assessments: The Contractor shall permit the 123d Air Wing Antiterrorism office to perform vulnerability assessments to assess security and safety concerns for the facility. Inspections will be done initially for qualification and annually.

2.1.12. All guest rooms must open into an enclosed hallway.

2.1.13. Accommodations must be made so that base lodging, contracting, military public health, and fire protection officials can visit off-base commercial lodging establishments, when it is initially being considered for use as commercial lodging, to ensure they meet the statement of work conditions.

2.1.14. Desk clerks will ask to see a government identification card to verify eligibility.

2.1.15. Ensure information is available pertaining to the local areas and conditions.

2.1.16. Wall to wall carpet with padding, carpeting shall be clean and free from burns, holes, stains, and excessive wear.

2.1.17. The US Government will only pay for rooms and services actually used and any applicable penalties due to late cancellations. Attendees will be provided a 24 hour cancellation policy or better if at all possible. In case of unforeseen mission requirements or confirmed emergency, members under this room block and reservation code WILL NOT be held liable for failure to cancel and will not be charged first nights stay. Individual credit cards/debit cards WILL NOT be required by members for incidental deposits.

2.1.18. Check-in/out. The designated government representative will contact the hotel directly and provide the hotel with a list of names for all airman for each room reservation. The deadline for providing the list of names for room reservations to the hotel by the government POC will be no later than four business days prior to the UTA. Any rooms not reserved as required by the list provided in the UTA Schedule room block by this deadline shall be released from the block and made available for sale to the general public. In some cases, participants may show up earlier than the regular check-in time. The hotel should accommodate early arrivals, if there is availability of rooms. The hotel should also accommodate guests with late departures to check out later than the regular time when possible with no additional fee. The hotel should provide a secure storage area for personal luggage when neither early check-in nor late check-out is possible. Check-out time for all attendees will be designated to be at 1100 hours unless hotel is able to accommodate a late check out. The contractor must provide 24-hour check-in and check-out service and wake-up service.

2.1.19. Reservations/Room Policies. All KY ANG members will be in double occupancy rooms unless otherwise specified by the authorized representative. Members will not receive single-occupancy rooms out of convenience or under the conditions that they will pay for the second half of the room. Should a KY ANG member request this provision they will be responsible for paying for the entire room.

2.1.20. Maid/Linen Services. All guest rooms shall be cleaned on a daily basis and must consist of, at a minimum, preventative maintenance check, bed making, changing towels, changing bathmats and washcloths, emptying trash containers, replenishing supplies, dusting and vacuuming. Bathing and toilet facilities will be cleaned, sanitized, and deodorized daily. Closets, windows, blinds, and drapes shall be kept clean and free of dust and dirt. Mechanical openings and closing devices on window coverings must be in operable condition at all times. Bed linens must be clean, free of tears, and changed daily regardless of whether the same individual occupies the same bed more than one night and will consist of two sheets and one pillowcase for each pillow. Bedspreads and coverlets shall be clean and free from holes, stains, or other fluids. Two bath towels, two hand towels, two washcloths, one bath mat, and a packet of soap shall be provided for each individual daily. Adequate toilet and facial tissue shall be provided. Used glasses must be replaced on a daily basis with sterilized glasses.

3. FURNISHINGS. The furnishings contained in guest rooms provided under this Agreement must be clean at all times and free of noticeable cigarette burns, holes, cuts, tears water damage, excessing odors, and excessive wear. Broken or damaged furnishings are not satisfactory. The following constitute the basic furnishings to be included in each guest room.

m. Four clothes hangers, either plastic or wooden and adequate space for hanging clothes

n. Ironing board with iron

o. Clock radio with alarm

NOTE: If two individuals are placed in one guest room, the following furnishings are required in addition to those specified above:

--TWO beds, bed linens, pillow, blanket, closet or wardrobe (Two Beds, pull-out couch not acceptable) --Lounge chair to blend with room décor --Reading light for both beds --Two additional sterilized glasses --Four additional clothes hangers, either wooden or plastic and adequate space for hanging clothes

3. Sufficient lighting shall be available through a switch independent of the lighting in the sleeping area

4. A 110-volt electrical outlet shall be located in close proximity to the lavatory and beds to permit convenient use of electrical appliances.

5. Walls in tub area will be ceramic tile, molded plastic, or wallboard. Tile and caulking areas around fixtures shall be free of mold and mildew.

4. BATHROOMS. Bathrooms will be located in a room separate from the sleeping area with a solid, snugly fitted opaque door with a locking latch. The sink may be located outside the enclosed bathroom, which is separate from the sleeping area. However, sinks located so that they are a part of the area must be such that normal sounds, light, odor, or moisture cannot readily enter the sleeping area when the bathroom door is closed. Windows located in the bathroom must be sufficiently opaque, or covered with appropriate blinds or drapes, to provide complete privacy for the bathroom occupant. Sufficient hot water for bathing and shaving shall be available within 30 seconds after the tap is turned on. Furnishings/fixtures in the bathroom shall be clean and not contain noticeable cigarette burns, cuts, chips, cracks, etc. Broken or damaged furnishings/fixtures will not be satisfactory.

Bathrooms provided under this agreement shall contain the following furnishings:

a. Lavatory to match coordinated décor with mechanically linked stopper in basin

b. Commode free of stain, mold, mildew, or residue with solid oval seat and lid

c. Mirror over vanity or lavatory

d. Bathtub with shower and mechanically linked stopper in tub

e. Shower curtain or glass enclosed shower area free of stain, mold, mildew, or residue

f. Tub mat, safety strips, or built-in resistant tubs

g. Privacy locks on doors

h. Ceramic tile floor with sealed grout, wall, and wainscoting (color coordinated)

5. DINING FACILITIES. At least one commercial dining facility serving three meals a day is within convenient and safe walking distance of the quarters.

6. PARKING. The hotel should provide “self-park” parking spaces in the hotel parking lot during UTA periods. Participants using the “self-parking” service will be validated by the designated Government Representative. If valet parking is available it WILL NOT be charged to the members or the KY ANG.

7. BUSINESS CENTER. The hotel shall provide access to the business center. Access includes copies, fax, and Internet capability charged to the individual (in the case that it is not included in the lodging package) and WIFI (if available) at no additional charge.

8. SECURITY. The hotel shall have an internal security program, which meets the requirements of the Government’s Regional Security Officer. The Government will inspect the contractor’s facilities. The hotel shall make its security plan available upon request. Contract award is contingent upon certification by a force protection inspection and approval. Inspections will be done initially for qualification and annually.

8.1. The hotel shall provide the Government’s security director an orientation. The hotel security manager shall meet with the Government security director to establish a direct point of contact within the hotel staff to solve security issues.

8.2 The Contractor shall permit the 123d Air Wing Antiterrorism office to perform vulnerability assessments to assess security and safety concerns for the facility. The Contractor shall provide the 123d Air Wing Antiterrorism office the opportunity to give Antiterrorism awareness training to the employees of the facility.

8.3 Solid core wood doors or metal exterior doors with security devices such as bar or chain and security peephole.

9. Contracting Officer and the Designated Government Representative (Contracting Officer’s Representative) . The contractor will only take direction from the Contracting Officer or the designated Government Representative (Contracting officer’s representative). The limitations of the designated Government Representative are contained within this Performance Work Statement. The contractor will not receive payment for purchases outside of the contract terms.

9.1. The designated Government Representative (COR) is Aaron Foote (502)689-5375 or Kevin Woodard (502)345-2930 from the 123rd Services Flight.

10. CHANGES TO CONTRACT. The only person authorized to make changes to the contract is the Contracting Officer. Failure to clear changes with the Contracting Officer IN ADVANCE of providing service may result in non-payment to the Contractor. Accordingly, the Contracting Officer SHALL be notified prior to any additional services/performances necessitating contract modification (that is, those resulting in changes in cost to the Government).

END OF PWS