PERFORMANCE_WORK_STATEMENT_FOR_STAND_ALONE_30_DAY_CSU-E_CIVMAR_LODGING_CONTRACT_WITH_FIVE_30_DAY_EXTENSIONS.docx

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT

CSU-EAST NORFOLK VA

CIVMAR LODGING CONTRACT

DESCRIPTION OF SERVICES

I. SCOPE OF WORK

The Contractor shall provide lodging as specified herein, to the authorized Civil Service Mariners (CIVMARs) assigned to the Military Sealift Command (MSC) in Norfolk, VA. The Contractor shall furnish necessary facilities, including furniture, equipment and supplies, management, and supervision of the hotel labor force. Such facilities shall be located within a twenty-five (25) mile driving radius of CIVMAR Support Unit-East (CSU-E), Bldg. SP-312, 518 A Street, Naval Station, Norfolk VA 23511-2419, usingwww.mapquest.com, AND excludes any hotel separated from the base by a tunnel. The commute time from each hotel (primary and each overflow) must not exceed one hour each way during normal peak traffic hours. The scope of this contract does not include lodging for ship repairs in excess of 30 days. In these cases, the government reserves the right to place these CIVMARs in long term accommodations. This exclusion also applies to all option periods of this requirement if exercised.

A. LODGING/FACILITIES

The primary lodging facility must be rated by the American Automobile Association (AAA) and must meet or exceed the three Diamond hotel rating from AAA. In addition to the primary facility, the contractor must have a minimum of two (2) overflow hotels that are rated by AAA and meet or exceed the AAA three Diamond hotel rating. The overflow hotels may be at different locations, however, each facility shall be located within the mileage/commute requirements stated above and shall provide the same or lower room-night rate as the primary lodging facility. The contractor shall provide a microwave and refrigerator in each authorized CIVMARs room and maintain at least three (3) functional washers and three (3) functional dryers at each site. The contractor shall provide free local telephone calls and a free, functional internet connection in each room and hotel guests will have access to an on-site Business Center. The contractor shall not lodge CIVMARs under the contract at a hotel facility that is under renovation and/or undergoing a major construction project. The lodging facility must be within 1/8 mile distance of a public transportation designated stop OR the lodging facility must provide transportation to/from the nearest public transportation designated stop with set schedule OR the lodging facility must provide round trip shuttle service comparable to that of public transportation within a five mile driving radius with set schedule. Each authorized CIVMAR occupant shall be given a key to his/her room at no charge and with no deposit fee. The primary facility shall provide lodging to the majority (greater than 50%) of the authorized CIVMARs at all times. The overflow facilities will only be used when the primary lodging facility exceeds its capacity. Overflow hotel properties may change throughout the life of the contract as long as the properties meet all the requirements of the contract and are validated and approved in writing by the Contracting Officer Representative (COR) and Contracting Officer prior to any changes.

The Contractor shall provide hotel rooms when called for by the COR and/or Contracting Officer or his/her designated representatives. The Contractor shall ensure a sufficient number of single rooms are available at all times to meet the Government’s needs. Based on previous history, the room nights will vary with an estimated average of 120 rooms per night, to as many as 250 rooms per night. The quantities of single rooms actually occupied for lodging on any one day may vary depending upon the fluctuating number of CIVMARs awaiting assignment or attending training. The length of a CIVMARs stay varies. Each authorized CIVMAR shall be entitled to a single room. The authorized CIVMARs will remain in the same facility from the day they check in until they check out with the exception of those moves at the request of the MSC Point of Contact (POC) based on availability of the contractor. The authorized CIVMARs may not be moved from one facility to another unless contractor submits a request three (3) working days in advance with adequate justification, to the MSC CSU-E Site Manager for approval.

During New Hire orientation week, the contractor will room the New Hires at the same facility and not split the New Hires up between the primary and the overflow facilities. The New Hire rooms will be reserved in advance by MSC.

The Contractor shall provide a single room night rate per day, including all applicable taxes in the composite rate. However, generally, the U.S. Government is tax exempt. The total price for one unit of lodging shall not exceed the maximum per diem locality rate specified in the Joint Travel Regulations as amended.

The Government estimates 7,500 single room nights to be utilized during the 30 day contract period base period. This is only an estimate. The Government is only liable for and will only pay for the actual number of rooms used by the authorized CIVMARs.

HOTEL RESERVATIONS

Reservations may be made in advance of arrival of the hotel guests by the MSC designated POC. If reservations are made in advance, every effort shall be made by the Contractor to provide a room within one hour of arrival. To the extent possible, the Government will make every effort to provide advance reservations. Occasionally there will be late arrivals and every effort shall be made by the Contractor to accommodate those authorized CIVMARs arriving late.

When the MSC designated POC submits a request for a hotel reservation, the request will indicate if the CIVMAR will be arriving after 6 p.m., and if so, will also provide the CIVMARs flight/arrival information. The hotel reservation will be marked “late arrival”, if the arrival is for 6 p.m. or later.

The hotel will hold reservations made until 6 p.m. on the date of arrival, which is industry standard. If the CIVMAR does not arrive by 6 p.m., and the hotel reservation has not been marked as “late arrival”, the hotel reservation will be cancelled by the hotel. If a CIVMAR reports to the hotel after a reservation has been cancelled, or as a walk-in who did not have a reservation, the contractor must still provide the CIVMAR a hotel room at either the primary or one of the overflow hotels.

CIVMARs reporting to the hotel without a reservation will report to the primary hotel. If the primary hotel cannot accommodate the CIVMAR, and after proper credentials are shown to indicate they are an MSC CIVMAR, the contractor will advise the CIVMAR which hotel can accommodate their stay, by contacting the hotel and making the reservation, which will all be relayed to the CSU-E Site Manager the following morning. CIVMARs reporting without a reservation are responsible for their own transportation from the primary hotel to an overflow hotel.

DINING

The Contractor shall provide dining facilities for breakfast, lunch and dinner or there must be dining facilities within one half of a mile from the primary and each of the overflow hotels, including quick service restaurants and/or full service restaurants. In the event the on-site dining facilities are closed for breakfast, lunch, and/or dinner, there must be dining facilities within one half of a mile from the hotels (primary and overflow) which are open for service. Food Services located within the hotel facility (eating and drinking establishments and vending machines operated in conjunction with a hotel) shall be operated in compliance with Federal, State and Local Regulations.

FIRE AND SAFETY

Contractor shall provide verification that establishment is listed on the current Hotel-Motel National Master List as required by PL101-391.

Contractor shall have a policy in place at the primary hotel and overflow hotels which address how to handle medical emergencies, defined as any situation which jeopardizes an individual’s well-being and/or threats to his/her life (Cardiac/Respiratory Arrest, Unconscious Individual or any Conscious Person in Acute Distress). Emergency telephone numbers shall be posted in each hotel room. Hotel must have a first aid kit available at the front desk. Contractor shall be responsible for notifying the CSU-E Site Manager within 5 minutes if an authorized CIVMAR is transported to a hospital. Contractor will provide to the CSU-E Site Manager the CIVMAR’s name, room number, position, date, time, and the name of the emergency transport vehicle that transported the CIVMAR to the hospital. Contractor shall provide hired 3rd party security guard services who provide, at a minimum, security services weekday nights, Monday – Friday, and 24 hours a day on week-ends and holidays, at the primary and overflow hotels. Contractor shall provide security cameras at entry/exit points and lobby area at the primary hotel and overflow hotels.

PREVENTION OF ILLEGAL ACTS

Contractor shall not permit gambling, drug use or sales, or illicit acts within his or her establishment. In the event an illegal act occurs, the Contractor shall provide a copy of the police report regarding the incident to the COR and Contracting Officer.

LIABILITY

The Government shall not assume expenses incurred other than those prescribed in the contract. The government will not be responsible for hotel expenses for any rooms issued without the required proper identification at registration as required by MSC (See “DOCUMENTATION”). The CIVMAR will assume responsibility for any additional expenses incurred for personal use and entertainment, (i.e., telephone use, pay per view cable television movies and/or sports broadcasts, alcoholic beverage, or other extra hotel amenity charges). The CIVMAR shall be directly responsible for such expenses and shall make payments directly to the hotel or motel. Damage to the hotel facility by the CIVMAR is the sole responsibility of the individual CIVMAR. The Contractor’s desk clerk and/or the manager on duty shall explain this requirement for personal liability to the CIVMARs upon check-in.

SAFEGUARDING VALUABLES

The Contractor shall provide a means of storing and safeguarding (safe or vault) small, high value personal property of the occupants. Each authorized CIVMAR occupant shall be notified at check-in that the hotel or motel will provide this service free of cost to the occupant. If the occupant elects to use this service, the hotel or motel is responsible for safeguarding small high value personal property. Safe deposit boxes will be provided in each hotel room occupied by a CIVMAR.

HEALTH AND SANITATION

The Primary lodging facility and overflow facilities shall be subject to inspection and approval by the COR any time after contract award and the Source Selection Evaluation Board (SSEB) prior to award. The lodging facilities shall have ready for examination all inspection approvals, certificates, licenses, and permits required by federal, state and local laws, rules and regulations, dealing with the operation of an establishment providing lodging and serving food/beverages to the public. All inspections, approvals, certificates, licenses and permits must be valid at the time of examination and remain so for the duration of contract agreement.

Unannounced random habitability sanitation inspections may be conducted by the MSC POC, Alternate Contracting Officer’s Representative (ACOR), COR or Contracting Officer throughout the life of the contract to ensure compliance as specified in this contract. Additional inspections without notice will be conducted in response to complaints filed with the MSC medical department or MSC Contracting Office and COR, which directly affect the health and safety of the CIVMARs.

If the Primary hotel and/or overflow hotels are required by Department of Health (DOH) to cease operations, under the provisions of the law, the contractor shall report these findings to the Contracting Officer or COR immediately.

Primary hotel and overflow hotels are required to have emergency battery lighting on stairwells, lobby areas, common areas, and hallways. Should a substantial and imminent health hazard be declared by the Agency and/or DOH at the primary or overflow facilities, including but not limited to substantial power outage, water damage, fire damage, sewage backing up into food preparation and service areas, lack of refrigeration or lack of water, the contractor shall immediately notify the MSC POC, and advise hotel’s plan to transfer all authorized CIVMARs to one of the other approved facilities under contract until operations are resumed and authorized by DOH. A follow-up sanitation inspection may be conducted by MSC to confirm that health hazards have been eliminated and the contractor shall provide the government with a copy of the authorization to resume operations from state and local agencies as required.

All of the authorized CIVMARs shall be entitled the same housekeeping standards as any other hotel guest. Limited housekeeping due to extended length of stay is not an option. All authorized CIVMARs who decline housekeeping in excess of two (2) consecutive days shall be reported to the MSC POC.

PARKING

Space shall be provided for an estimated 2-3 Government vehicles or officially hired rental cars at no cost to the Government. Free parking shall be provided for all authorized CIVMARs staying at the hotel.

MAIL DISTRIBUTION

Mail shall be available for distribution daily at the front desk to authorized CIVMARs.

C DOCUMENTATION

IDENTIFICATION OF CIVMARS

The first day a CIVMAR checks in the hotel, the Contractor shall verify the identity of the person by his/her photo identification (ID) card to ensure MSC employment. Two valid and current forms of identification are required: (1) Merchant Mariner Document/Credential (MMD/MMC); and (2) Government Common Access Card (CAC). Reservations will be made in advance by an authorized MSC POC for newly hired CIVMARs reporting for initial training for those that do not have a CAC Card.

DAILY SIGN IN ROOMING ROSTER

The Contractor shall maintain a daily Sign-In Record containing the name, permanent position, and signature for each CIVMAR assigned under the contract. The MSC POC will coordinate the proper format and requirements for submission upon award of contract. The CIVMARs must sign by their name daily for each day they occupy a room during that week The Contractor shall fax a copy of the daily sign in sheets to the designated MSC POC. Methods of collection and maintenance of sensitive information for the daily sign-in record must be in accordance with the Privacy Act of 1974.

D. RENOVATION AND MAJOR CONSTRUCTION OF HOTEL FACILITY

The contractor shall not lodge CIVMARs under the contract at a hotel facility that is under renovation and/or undergoing a major construction project. The contractor shall provide adequate lodging at the designated and approved overflow hotel facilities during such period. The determination as to whether improvements to the hotel facility constitute a renovation and/or major construction project shall be left to the discretion of the COR and/or the Contracting Officer.

TECHNICAL REQUIREMENT:

SUBFACTOR I: GENERAL REQUIREMENTS OF PRIMARY AND OVERFLOW HOTELS

1. Provide a current copy of your AAA 3 Diamond hotel rating certification for the primary and overflow facilities.

1. Provide name and address of the primary facility and at least two overflow facilities. The hotels can be at different locations; however, each facility must be located within a twenty-five (25) mile radius of the CIVMAR Support Unit-East (CSU-E), Bldg SP-312, 518 A Street, Naval Station, Norfolk VA 23511-2419.

1. Provide twenty-five (25) mile radius justification of each hotel facility using www.mapquest.com website.

1. Provide commute time to and from each hotel facility not to exceed one hour each way during normal peak traffic hours.

1. Provide statement that each hotel facility will not be separated from the base by a tunnel.

1. Provide the distance in miles from each hotel facility to the nearest public transportation designated stop. If designated stop is not within 1/8 miles, advise how the facility will transport the CIVMARS to the nearest public transportation designated stop and provide schedule, or advise if lodging facility will provide round trip shuttle service within a five (5) mile driving radius with schedule provided.

1. Provide number of rooms at each facility, size of rooms, and how many rooms are designated smoking and non-smoking rooms.

1. Provide a statement that each CIVMARs guest room will be equipped with a microwave and refrigerator, at no additional charge.

1. Provide a statement that at least three (3) functional washers and at least three (3) functional dryers will be provided on-site at each facility.

1. Provide a statement that each facility will provide free local telephone calls.

1. Provide a statement that each facility will provide a free, functional internet connection in each room.

1. Provide a statement that each facility will not be under construction or major renovation during the base performance period and all option periods.

1. Provide a statement that each CIVMAR will remain in the same hotel facility from the day they check in until they check out, with the exception of those moves at the request of the MSC POC based on availability of contractor.

1. Provide statement that dining facilities are available on premises for breakfast, lunch, and dinner and the restaurant dining hours, or that dining facilities are within one half mile of each hotel facility, and the names, address, and distance from hotel and the dining hours of these eating establishments.

1. Provide a statement that if the onsite dining facilities should be closed, that the MSC POC will be notified.

1. Provide statement that parking will be provided at each facility at no charge to each mariner staying at the hotel.

1. Provide a statement that no hotel blackout dates will be used during the period of performance.

1. Provide statement that each facility will provide an on-site Business center.

SUBFACTOR II: PRIMARY AND OVERFLOW HOTELS’ FIRE AND SAFETY POLICIES AND

PROCEDURES

1. For Fire and Safety Issues, provide verification (Print Out) that establishments are listed on the current Hotel- Motel National Master List as required by PL101-391 http://www.usfa.dhs.gov/applications/hotel

2. Provide plan for each facility to ensure prevention of illegal acts within establishment.

3. Provide security plans, methods and equipment used at each facility. Address security of personal property, personal rooms, access to interior of building and grounds, and lighting of interior and exterior passageways and grounds.

4. Provide statement that safe deposit boxes will be in each hotel room occupied by a CIVMAR. .

5. Provide policies and procedures regarding overnight guests of MSC CIVMARS who could be staying in the room (including additional charges, if any).

6. Provide a copy of each hotel’s policy which addresses handling medical emergencies, defined as any situation which jeopardizes an individual’s well-being and/or threats to his/her life (Cardiac/Respiratory Arrest, Unconscious Individual or any Conscious Person in Acute Distress).

7. Provide statement that emergency telephone numbers shall be posted in each hotel room.

8. Provide statement that hotel will have a first aid kit available at the front desk.

9. Provide statement that contractor will notify MSC within 5 minutes if an authorized CIVMAR has been transported to a hospital. Provide statement that contractor will provide the CSU-E Site Manager the CIVMARs name, room number, position, date, time, and the name of the emergency transport vehicle that transported the CIVMAR to the hospital.

10. Provide statement and documentation that Contractor shall provide hired 3rd party security guard services who provide, at a minimum, security services weekday nights, Monday-Friday, and 24 hours a day on week-ends and holidays, at the primary and overflow hotels.

11. Provide statement that security cameras will be positioned at entry/exit points and lobby area at the primary hotel and overflow hotels.

SUBFACTOR III: HEALTH AND SANITATION OF PRIMARY AND OVERFLOW FACILITIES

** All inspections, approvals, certifications, licenses and permits must be valid at the time of examination.

1. Provide each facility’s housekeeping practices and a statement that CIVMARS shall be entitled the same housekeeping standards as any other hotel guest. Provide list of the services provided in daily housekeeping cleaning.

2. Provide copy of Pest Control Service Inspection Report issued within the past 2 months for each facility.

3. Provide copy of most current Virginia Department of Health (DOH) Inspection/Evaluation Report for each hotel facility for –

a. Hotel - Transient Lodging Establishment Evaluation Report

b. Restaurant – Foodservice Establishment Evaluation Report

c. Swimming pool - Recreational Water Establishment Evaluation Report

4. Provide statement that primary and overflow hotels have emergency battery lighting on stairwells, lobby areas, common areas, and hallways, and how long the emergency battery lighting will be available during a power outage.