MAARNG PWS Lodging_5-7-2024.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

Massachusetts Army National Guard Lodging Services

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 Massachusetts Army National Guard Lodging Services, as defined in this PWS.

1.1 Objectives: The Contractor shall furnish high quality lodging accommodations for authorized members or Temporary Duty (TDY) personnel, based at various locations throughout the state of Massachusetts during authorized periods of duty if and when requested by the Contracting Officer or his/her authorized representative for the period of performance, unless sooner terminated. There may be extended stays of members, meaning more than two consecutive days. Charges against this BPA shall be for rooms only; all other charges shall be the responsibility of the individual concerned.

1.2.1. Background: The Government is seeking commercial lodging services to support Inactive Duty Training (IDT) located for personnel of the Massachusetts Army National Guard throughout various locations throughout Massachusetts. The contractor’s staff shall be fully qualified, professional, and customer service oriented. The contractor shall ensure quality work performance in accordance with (IAW) applicable standards and guidelines. Additionally, the contractor is expected to be a partner with the Massachusetts Army National Guard in continuously improving the quality of programs and service offered to customers.

1.2.2. Locations:

Ayer Bridgewater Brockton Chicopee Fall River Feeding Hills Florence Gardner Middleboro Pittsfield Rehoboth Springfield Taunton Westfield Westover Air Force Base Whitinsville Worcester

1.3 Period of Performance (PoP): The Period of Performance shall start upon award of the contract through 30 September 2024 or once the ceiling of $20,000.00 is reached, whichever comes first.

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide services between the hours of 0800-1900 Sunday through Saturday. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.1.1 Telework:

The Government permits the contractor to telework in support of this requirement. In furtherance of Continuity of Operations Planning (COOP), a telework program will ensure that the Government's mission-critical operations stay operational during times of national emergency or incidents of national significance. Telework shall be at no additional cost to the Government.

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 if required, 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 Memorial Day

1.4.2.5 Juneteenth National Independence Day: June 19th

1.4.2.6 Independence Day: July 4th

1.4.2.7 Labor Day

1.4.2.8 Columbus Day

1.4.2.9 Veteran’s Day: November 11th

1.4.2.10 Thanksgiving Day

1.4.2.11 Christmas Day: December 25th

1.4.3 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary (PRS). A final QCP shall be submitted to the Contracting Officer Representative (COR) NLT 10 days after contract award. After acceptance of the QCP, the contractor shall obtain the Contracting Officer’s (KO’s) acceptance in writing of any proposed changes to its QCP.

1.4.4 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will 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) or defect rate(s).

1.4.5 Reserved

1.4.5.1. Reserved

1.4.5.2 Reserved

1.4.5.3 Reserved

1.4.5.4 Reserved.

1.4.5.5 Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.5.6 Reserved

1.4.5.6.1 Comply with the command's Acceptable Use Policy (AUP) for Government owned IS and sign an AUP prior to or upon account activation.

1.4.5.6.2 Reserved

1.4.5.6.3 Mark and safeguard files, output products, and storage media per classification level and disseminate them only to individuals authorized to receive them with a valid need to know.

1.4.5.6.4 Protect IS and IS peripherals located in their respective areas in accordance with physical security and data protection requirements.

1.4.5.6.5 Practice safe network and Internet operating principles and take no actions that threaten the integrity of the system or network.

1.4.5.7 Reserved

1.4.5.8 Reserved

1.4.5.9 Reserved

1.4.5.10 Reserved

1.4.5.11 Reserved

1.4.5.12 Reserved

1.4.5.13 Reserved

1.4.5.14 Reserved

1.4.6 Reserved

1.4.7 Reserved

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.

1.4.9 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 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, 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 CONTRACTING OFFICER (KO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

2.1.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government designated by the KO to monitor contractor performance. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5 DELIVERABLE. Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.6 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 Key Personnel listed in 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.

2.1.7 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8 QUALITY ASSURANCE (QA). The Government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

2.1.9 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10 QUALITY CONTROL (QC). All necessary measures taken by the contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12 WORK DAY. The number of hours per day the contractor provides services in accordance with the contract.

2.1.13 WORK WEEK. Monday through Friday, unless specified otherwise.

2.2 ACRONYMS: Following are acronyms commonly used in DoD contracts.

3.0 Reserved

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E): The contractor shall furnish everything required to perform these services.

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 Perform the services required under this agreement to reserve hotel/motel accommodations within 10 commuter miles of various armories located throughout Massachusetts, addresses of armories are listed in attachment 1. The Massachusetts Army National Guard IDT Manager or his/her designated representative is responsible for designating the government personnel eligible to occupy the lodging facility by providing the contractor a current list of personnel names and genders. Individuals of the same gender designated for double room occupancy shall be billeted in rooms with two beds. Personnel married to each other may be roomed together upon request.

5.1.1 Ensure all reservations include facilities and courtesies customarily extended to occupants without charge, i.e., pools, lounges, parking areas, etc., shall also be made available without additional charge to personnel billeted under this contract.

5.1.2 Ensure rooms and facilities shall be lighted and lights should be operable, in good working condition and of adequate intensity. Sufficient electrical outlets and light shall be provided. All electrical cords, bulbs, lights, outlets and switches shall be in good serviceable condition.

5.1.2.1 Ensure entrance doors to guest rooms shall be equipped with both a primary lock and a secondary deadbolt lock. If the guest room has sliding glass or French doors they shall be equipped with an effective locking device. Doors to connecting guest units or maintenance corridors shall be equipped with a deadbolt lock. The entrance door to the guest room shall be equipped with a view port or window convenient to the door. All doors, exterior and interior, shall be free from holes, dents, or other physical defects. Emergency procedures, exit diagram and location of fire extinguishers shall be posted on entrance doors (applies only to lodging facilities with interior rooms). The room number shall be posted on or near the entrance door.

5.1.2.2 Ensure individual room-controlled heating/air conditioning units with the necessary ventilation to maintain comfort for occupants. Air filters shall be free from damage, the proper size, and be replaced or cleaned in accordance with manufacturer’s recommendations.

5.1.2.3 Ensure a means of storing and safeguarding guest valuables is provided. Safety deposit boxes may be provided at the front desk or in each guest room. If provided at the front desk, a receipt for the stored items shall be furnished to the guest.

5.1.3 Ensure that, in the event of utility failure (i.e.: Electrical Storm, Flood, Snow Storm) for more than four (4) hours the contractor shall be responsible for evaluating each occupant for possible relocation to another facility of equal or better quality at no expense to the occupants.

5.1.3.1 In the event of individual room electrical, plumbing, HVAC failures that are unable to be fixed within 3 hours, the contractor shall relocate the occupants to an equal or better room within the facility.

5.2 Ensure all rooms, Single/Double occupancy, shall include a high standard of hygiene, private bath with full toilet and shower facilities, hot and cold running water, clean bed linen upon arrival and made beds daily.

5.3 Ensure compliance with fire, health, safety, and sanitation regulations of the local laws/regulations, which results in a satisfactory or better rating in Health Inspections.

5.4 Ensure 24-hour check in and checkout services seven days a week with a minimum of one person at the front desk at all times is provided. The lodging facility shall provide wake-up and message service on a 24-hour basis, 7 days a week.

5.4.1 Ensure maintenance of a guest security program to include, but not limited to, safeguarding guest room number, personal information, and key control procedures.

5.4.2 Provide reservations for the specific number of rooms and beds for specific period of time. These reservations shall be specifically canceled by the IDT manager or designated representative.

5.4.3 Ensure acceptance of advance reservation as necessary. Regularly Scheduled Drill (RSD) reservations shall be sent on the Wednesday prior to the scheduled RSD. Daily reservation calls shall be placed by authorized personnel.

5.4.4 Guaranteed No Show / Cancellation provisions: All reservations shall be guaranteed. Vendors shall inform the IDT Manager of those members that fail to cancel reservations. When the Contracting Officer or designated representative has requested hotel or motel rooms, but the traveler has not registered by 11:00 p.m. on the date of arrival, unless previously coordinated, the reservation shall be automatically canceled.

5.4.5 The number of adults shall be provided to the contractor 10 business days prior to check in. Hotel shall provide their NO Show listing for the scheduled night, no later than 10:00am the next day. The contractor must contact the IDT Manager to authorize the room cancelation for a no show.

5.6 The Government is only responsible for contractual payments made by authorized individuals for “direct billing”. Any “self-pay” payments are the responsibility of the member and the government shall not be held liable.

5.7 Extent of Obligation: The Government is obligated only to the extent of calls actually placed against this BPA by authorized personnel. The Government shall only pay for rooms and services actually used and any applicable penalties due to late cancellations or no shows. Requests shall generally be made orally; informal correspondence may be used when more convenient. Government guests, who incur another day's charge because of failing to meet the required check out time, do so at their own expense. The Government incurs no liability in this instance.

5.8 Problems or questions concerning the correct charge for the quarter’s room rate shall be settled between the contractor and the innkeeper. Problems or questions concerning corrections of the other items on the final bill (phone calls, food, drinks, cleaning, valet and number of days in room) should be settled between the innkeeper and traveler in the same manner as any innkeeper/guest problems are solved.

5.9 Check-in/out. In some cases, participants may show up earlier than the regular check-in time. The hotel shall accommodate early arrivals, if there is availability of rooms. The hotel shall also accommodate guests with late departures to check out later than the regular time when possible. The hotel shall provide a secure storage area for personal luggage when neither early check-in nor late check-out is possible.

5.10 Ensure adequate, properly maintained, well-lit guest parking.

5.11 The contractor shall be given annual Regular Schedule Drill (RSD) schedule at start of contract, to forecast blocked rooms.

5.12 Reserve an adequate number of rooms to lodge scheduled members up to 10 days prior to scheduled training. After that time, unused rooms may be released.

5.13 Agreed upon rate applies to all reservations supporting Inactive Duty Training (IDT) and shall not exceed government per diem rate. Only IDT lodging costs shall be included on the “direct bill.”

5.14 Allow for immediate inspection by Massachusetts Army National Guard Commanders of rooms that have resulted in complaints from Massachusetts Army National Guard members.

5.15 Other areas (restaurant, dining area, swimming pool, spas, fitness center, laundry room, ice machines, vending machines, etc). These areas are not a requirement; however, if on premises, they must be well maintained and meet general standards of safety, quality, and cleanliness.

5.16 Notify the COR or contracting officer of issues for resolution.

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

Publication (Chapter/Page)

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

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.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

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/

Army Directive 2014-05 Policy and Implementation Procedures for Common Access Card Credentialing and Installation Access for Uncleared Contractors

03/07/2014 https://armypubs.army.mil/ProductMaps/PubForm/ArmyDir.aspx

AR 25-2

Information Assurance

04/04/2019 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

AR 530-1

Operations Security

09/26/2014 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

AR 525-13

Antiterrorism 12/09/2019 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

AR 381-12

Threat Awareness and Reporting Program (TARP) (Section II, ¶ 2-4.b) 06/01/2016 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

https://static.e-publishing.af.mil/production/1/af_a1/publication/afman34-135/afman34-135.pdf

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).

5.3