Lodging PWS Updated 8DEC23.docx

Contract #

PERFORMANCE WORK STATEMENT

A. GENERAL:

The Virginia Air National Guard (VaANG) is taking action to support the 192d Wing Lodging Program. Lodging is an essential part of these efforts; therefore, lodging for authorized 192d Wing personnel is vital to mission success. Lodging for the 192d Wing members is considered a privilege and not an entitlement only if Wing funding is available. The associated contract will provide required lodging to meet the needs of the Virginia Air National Guard.

1. The intent of this effort is to provide commercial lodging rooms and associated administrative support services as described below in Paragraph D for the VaANG in local areas while achieving the best terms, conditions, and pricing.

2. Lodging requirement surge once a month during the Regularly Scheduled Drill (RSD) weekend; however, includes lodging requirements outside RSD weekends, and occasionally a no-notice request, for immediate Mission requirement for lodging.

3. The physical location of lodging facilities shall be within the proximity identified below:

Hampton Roads – Within 10 miles of: 210 Sweeney Blvd, Hampton, VA 23665 Sandston – Within 10 miles of: 5901 Beulah Rd, Sandston, VA 23150 Chester – Within 10 miles of: 8000 Jefferson Davis Hwy, Richmond, VA 23297

a. If hotel availability is not available within the 10-mile radius or at the local per diem rate, the contractor must receive written permission from the KO or KO appointed lodging representative to extend the Hotel radius to find available lodging up to 30 miles of each listed location. Contractor shall always prioritize hotel availability within the 10-mile radius for every RSD.

4. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to provide lodging rooms in accordance with this Performance Work Statement and the terms and conditions listed in the associated contract.

B. DURATION, DEADLINES AND RATES:

Duration: 1 January 2024 – 9 February 2024

C. FACILITY/LODGING ROOM STANDARDS:

1. Lodging facilities and rooms shall meet the minimum standards outlined in the Department of Defense Lodging Adequacy standards (attachment 2). https://www.defensetravel.dod.mil/site/lodging.cfm, https://www.defensetravel.dod.mil/Docs/ILP_Lodging_Standards.pdf.

2. The 192d Wing will use a 3-star to 4-star rating in accordance with the Per Diem Reporting Procedures and Responsibilities guidance, paragraph C, section 2. This allows for contractor flexibility to search hotels listed on the FEMA Hotel-Motel National Master list that provide adequate safety, health, and quality standards for members. See attachment 3 for hotel rating descriptions. All hotels must be pre-approved by the Government. The government has the right to deem a hotel not acceptable even if it meets the 3 or 4 star rating. (The following hotels are not authorized to be use Best Western Newport News, Marriott in Newport News, and Microtel Inn and Suites in Newport News)

3. RATE. Lodging rates shall not exceed Fiscal Year 2024 maximum lodging per diem rates associated with the physical location of the lodging facility, which are established by the GSA. These rates can be located at https://www.defensetravel.dod.mil/site/lodging.cfm.

D. FACILITY ASSIGNMENTS:

1. The Contracting Officer (KO), or designated representative, is responsible for providing a list of the government personnel authorized to occupy the contracted lodging under this contract utilizing attachment 4. Attachment 4 will be finalized no later than five (5) business days after the completion of every drill weekend for the following months reservations, and will provide the anticipated lodging need for the requested month(s) to the contractor. When the drill periods are within a 2 week period the listing will be provided to the contractor within three (3) business days after the completion of the drill weekend.

2. The list shall contain at a minimum the person's full name, rank, check-in/out dates, and number of nights authorized, as well as the shared roommate information. All members are required to share a room regardless of rank per current 192d Wing lodging guidance, which is subject to change at any time per Wing Commander. Additionally, the KO will notify the contractor 30 days in advance if room arrangements are changed, and the contractor shall adjust hotel reservations in Lodging Force to accommodate changes in room occupancy when required.

3. Within four (4) business days from receiving the finalized list, the Contractor shall complete columns M, N, O and Q with member’s assigned lodging facility and reservation confirmation number and submit back to the Government. Contractor will then input reservation confirmation number, hotel name, and hotel assigned location into member profile in the Lodging Force system and mark members reservation as “confirmed.” This will auto-generate an electronic message from Lodging Force to the member, notifying them of their lodging reservation status.

4. The contractor shall ensure all members that are lodged under this contract are Virginia Air National Guard members only.

E. SERVICES. In addition to the services required by attachment 1, the Contractor shall provide the following services:

1. COORDINATION. Contractor will provide open communication during normal Government business hours during contract periods. (Monday- Friday 0800 – 1500) via email, and or telephone, to KO or KO appointed lodging representative. Contractor shall provide an after hour point of contact: RSD scheduled weekends, Friday 1500 - Sunday 1600 via telephone and email. The point of contact shall have the ability to receive new lodging requests or cancellations. Contactor must be available for any communication needed during the prescribed hours to cover any lodging issues that may arise.

2. LODGING FORCE. Contractor shall have a Lodging Force account. Contractor will need to ensure all information is input timely and accurately in Lodging Force. The 192d Services will provide training and access on the use of Lodging Force. Contractor may suggest a different Lodging System option, but it must be approved by the Government prior to use.

3. CONTRACTED HOTEL TRAINING. Contractor must ensure the hotel staff is knowledgeable on the Lodging spreadsheet and fully understands how to book multiple members to one room. The hotel must understand how direct billing works and ensure they are not billing members that have approved lodging. The hotel must understand that they can not take photocopies of military issued ID’s. The hotel must have the contractor POC information to resolve any issues that may occur during the RSD period. The hotel must understand that some members will have a late check in, and they must contact the contractor to verify.

4. QUALITY ASSURANCE (QA). The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). (Attachment 5) This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) (defect rate(s)).

F. INCIDENTAL EXPENSES. At check-in, or prior to, the Hotel shall gain personal credit card information from each authorized occupant to cover any incidental expenses such as room service, telephone calls, movies, game rentals, restaurant invoices, or any other personal charges/fee that may be incurred. These expenses are the individual's responsibility and shall be billed to their credit card account or deducted from cash provided during check-in. Services and/or supplies not specified in this PWS, or attachments, are not authorized under this contract and shall not be charged to the Government. Services and/or supplies request by individual members are the responsibility of that member. The Contractor shall ensure a system is in-place to notify individual members of potential charges bill directly to them.

G. CANCELLATIONS/NO-SHOWS.

1. The KO or designated appointed lodging representative may cancel the individual reservation(s) at least 48 hours prior to the scheduled check-in, without being charged a cancelation or penalty fee. Cancellation and/or penalty fees (No-Shows) shall not exceed the nightly rate for the associated booking.

2. The Contractor will make sure that the Cancellation/No-Show list is provided within five (5) business days after every RSD to the government. This list shall contain at a minimum the person's full name, rank, check-in/out dates, and any fees that the hotel assessed due to the late cancellation or no-show violation by the member.

H. SECURITY. Contractor shall ensure the hotel is in a safe and crime free environment. The following will be required measurements to be enforced for safety of member using lodging facilities:

1. Hotel rooms shall be equipped with an interior lock, deadbolt or double lock and an entrance peephole. If the guest room has a sliding door or French doors, they shall be equipped with an effective locking device. Access shall be limited to occupants, cleaning staff and management in the case of an emergency.

2. No ground floor exterior doors to any room housing personnel are permitted and all doors for main building entrances shall have controlled and secured access.

3. Each parking lot shall be equipped with adequate lighting for the safety of the members and their belongings. Hotel will be responsible for any vehicle break ins that occur while members are staying at their location.

4. The government reserves the right to disqualify properties that do not meet their security requirements. Security requirements are based upon historical police reports and criminal activity in the local area to the property. Properties shall be in low crime areas, free of drugs and prostitution.

5. Hotels must provide a means of storing and safeguarding, in a safe or a vault; small high-value personal property of the occupants at no additional cost. Receipts for stored items must be furnished to the guest.

I. FORCE PROTECTION REQUIRMENTS.

1. The VaANG Contracting Office reserves the right to disqualify properties that do not meet their lodging physical security requirements. The appropriate selection of lodging facilities greatly reduces personnel threat exposure while enhancing force protection considerations. It is paramount that an assessment of potential lodging areas be conducted prior to establishing an award or contract. This may be conducted in conjunction with assessments from Unit Points of Contact and Contracting Officer knowledge of the lodging facility. Security requirements are primarily based on historical police reports and criminal activity. Therefore, properties shall be in a low crime area, free of drugs, prostitution, and other criminal activity.

2. 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, 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.

END OF PERFORMANCE WORK STATEMENT