TC-E_HAMPTON_ROADS_PROCUREMENT_PWS.docx

PERFORMANCE WORK STATEMENT

TRAINING CENTER EAST HAMPTON ROADS

CIVMAR LODGING & TRANSPORTATION CONTRACT

DESCRIPTION OF SERVICES

I. SCOPE OF WORK

The Contractor shall provide lodging and transportation, as specified herein, to the authorized Civil Service Mariners (CIVMARs) assigned to the Military Sealift Command (MSC). The Contractor shall furnish necessary facilities including furniture, equipment and supplies. Such facilities shall be located within a twenty-five mile driving radius of MSC Training Center East Hampton Roads (TC-E HR), located at Building 650, 667 Monroe Avenue, Fort Eustis, VA 23604, using www.mapquest.com AND excludes any hotel separated from Ft Eustis VA by a tunnel. Transportation to and from the contractor’s lodging facility and MSC TC-E HR will be provided by the contractor. The commute time to the training facility from each hotel (primary and each overflow) must not exceed one hour each way during normal peak traffic hours.

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 with a five (5) 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 50 rooms per night, to as many as 90 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 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 TC-E HR Site Manager for approval.

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 32,850 single room nights to be utilized during the contract period base year. 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 TC-E HR 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 TC-E HR Site Manager within 5 minutes if an authorized CIVMAR is transported to a hospital. Contractor will provide to the TC-E HR 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 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 within two weeks of being awarded the contract.

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 of food and 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.

The Virginia Department of Health (DOH) Transient Lodging Inspection Report, being a public document, shall be available for public disclosure to government officials at all times.

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 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 the hotel’s plan to transfer all 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.

B. TRANSPORTATION

To and from the Training Center The Contractor shall provide each authorized CIVMAR staying at the primary and overflow hotel(s) transportation to MSC Training Center and transportation back to the hotel on a daily basis whenever classes are scheduled, including weekends and Federal holidays, if required. The Contractor shall provide a single trip transportation rate per day, including all applicable taxes in the composite rate. However, generally, the U.S. Government is tax exempt. At a minimum, there will be at least 2 single trips each day (one from the hotel to the Training Center in the morning, and one from the Training Center back to the hotel in the afternoon). There could be times when more than one single trip is required each way, i.e. CIVMARs returning to the hotel in the afternoon in two or more groups based on class schedule.

The Contractor shall be responsible to coordinate travel arrangements on a daily basis with the Training Center POC in sufficient time to ensure timely logistical arrangements. The Training Center Site Director will determine the daily schedule for CIVMARs.

The contractor shall insure all CIVMARS arrive at the Training Center 15 minutes prior to the CIVMARs’ scheduled class start times to include any multiple pick-ups due to the use of overflow facilities.

The Contractor shall have a sufficient size and/or number of vehicles to support the required timeframes of arrival and departures. All vehicles must be climate controlled with properly operating air conditioning and heating systems.

The Contractor shall obtain the daily pickup and drop schedule from the Training Center Site Director or his designated representative. For planning purposes, the Contractor shall be available for drop offs in the morning and pickups in the afternoon on each day when needed. Exact times to be determined by the Training Center Site Director.

Most trips to and from the primary and overflow hotels to the Training Center will occur Monday through Friday. There may be requirements to provide transportation for the authorized CIVMARS on weekends and Federal Holidays. This will be coordinated by the MSC POC in advance as needed.

The Government estimates the total number of single trips for transportation between the hotel(s) and the Training Center is 1750 single trips per year during the contract period base year. This is only an estimate. The Government is only liable for and will only pay for the actual number of single trips made between the hotel(s) and the Training Center that are provided by the contractor. All authorized CIVMARs will present a valid US Government Common Access Card (CAC) prior to being authorized transportation to/from Training Center East Hampton Roads.

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.

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. CIVMARS must sign by their name daily for each day they occupy a room during that week (CIVMAR may sign for Weekends and Federal Holidays on the preceding working day). The Contractor shall fax or scan a copy of the daily sign in sheets to the designated MSC POC at the Training Center. Methods of collection and maintenance of sensitive information for the daily sign-in record must be in accordance with the Privacy Act of 1974.

TRANSPORTATION LOG

The contractor shall maintain a daily transportation log, which logs each trip and includes hotel, date, time, number of passengers, and destination to and from. A copy of each daily log for the respective billing periods must be included with each invoice submitted for payment.

Invoices shall be submitted on a weekly or bi-weekly basis in Wide Area Workflow (WAWF).

1. 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 constitutes a renovation and/or major construction project shall be left to the discretion of the COR and/or the Contracting Officer.