PERFORMANCE WORK STATEMENT.docx

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation or request for proposal and no contract or purchase order will be awarded from this notice. There is no solicitation available at this time. Military Sealift Command (MSC), Norfolk, is seeking eligible businesses to perform and deliver the following lodging and transportation services at MSC in Norfolk, VA, located at Building SP 312 518 A Street, Naval Station, Norfolk VA 23511-2419.

PERFORMANCE WORK STATEMENT

CIVMAR SUPPORT UNIT -EAST (CSU-E) NORFOLK VA

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) CIVMAR Support Unit (CSU E) 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. Transportation to and from the contractor’s lodging facility and MSC CSU-E Naval Station, Norfolk VA will be provided by contractor. The commute time from each hotel must not exceed one hour each way during normal peak traffic hours. The scope of this contract does not include lodging for ship repairs.

A. LODGING/FACILITIES

At the time of submission, the hotel (s) proposed to meet the requirements of this contract must be rated by the American Automobile Association (AAA) and must meet or exceed the minimum Three (3) Diamond Designation. If, any time after award of the contract, any of the hotel (s) assigned to meet the requirements of the contract loses its AAA Three (3) Diamond Designation, the contractor will have up to twelve months to replace the effected hotel (s). In cases where it is determined the reason for the loss of AAA Three Diamond rating results in reduced quality of life or is a safety issue, CIVMARs will be moved to a new property as soon as feasible.

The proposed hotel (s) 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 rates. The contractor shall provide a microwave and refrigerator in each room and maintain at least two (2) functional washers and two (2) functional dryers at each site. In the case where one hotel is providing more than 50% of the room required, that facility should have three (3) functional washers and three (3) functional dryers. The contractor shall provide free functional internet connection in each room. Hotel guests will have access to an on-site Business Center, which will consist of an area with at least two (2) desks, two (2) computers, printer and a copier. CIVMARs must be able to access the internet, print documents, and scan receipts. If a copier is not available, the front desk shall be willing to print documents as requested. 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 1/2 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. 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 175 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.

CIVMARs assigned to New Employee Orientation (NEO) will be assigned to the same facility or to facilities which are co-located when possible. The New Hire rooms will be reserved in advance by MSC. New hires can range, on average, from 15 to 45 CIVMARs.

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 should be consistent with the per diem locality rates as specified in the Joint Travel Regulations as amended.

The Government estimates a maximum of 63,875 single room nights to be utilized during the contract period base year. The Government is only liable for and will only pay for the actual number of rooms used by the authorized CIVMARs.

HOTEL RESERVATIONS

Reservations will be made in advance of arrival by the MSC designated POC. CIVMARs will be notified by the MSC POC of their hotel assignment and are not authorized to make their own reservations.

When the MSC designated POC submits a request for a hotel reservation, there may be times based on travel arrangements, the CIVMAR will have a late arrival. Those requests will be marked “late arrival” if the CIVMAR will be arriving after 6 p.m., and if so, every effort will be made to provide an estimated time of arrival in the comments section. If the CIVMAR does not arrive after 6PM, the hotel is authorized to invoice MSC for cost of the room.

Reservations made will be held until 6 p.m. on the date of arrival. 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 same day reservation has been cancelled, the contractor will advise the CIVMAR which hotel, based on availability, can accommodate their stay, contact the hotel and make a reservation. These CIVMARs are responsible for their own transportation between hotel (s).

DINING

The Contractor shall provide dining facilities for breakfast, lunch and dinner or there must be dining facilities within one half (1/2) 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 which are open for service.

FIRE AND SAFETY

Contractor shall be responsible for notifying the CSU-E Site Manager within 15 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, date, time, and the name of the hospital the CIVMAR was transported to. The contractor shall provide security cameras at entry/exit points, lobby areas.

PREVENTION OF ILLEGAL ACTS

In the event an illegal act occurs, the Contractor shall provide a statement of the incident that occurred and if available 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 small, high value personal property of the occupants. This may be accomplished by providing safes in each room or by providing safe deposit boxes at the front desk. 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. If CIVMARs are expected to utilize “in-room” safes which are not currently installed in each room, they would need to be installed within 14 days of contract award.

HEALTH AND SANITATION

The Primary lodging facility and overflow facilities shall be subject to inspection and approval by the KO or COR any time after contract award and the Source Selection Evaluation Board (SSEB) prior to award.

Unannounced random habitability sanitation inspections may be conducted by the KO or the COR 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 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.

Hotel (s) 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 any of the 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 CSU EAST Pool Coordinator 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 CIVMAR’s rooms shall be serviced by housekeeping IAW the hotels established schedule. CIVMARs may not decline housekeeping services.

PARKING

One parking spot shall be provided free of charge for each authorized CIVMAR 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 Norfolk Naval Base The Contractor shall provide one round trip daily, Monday through Friday, for all authorized CIVMARs staying at Contractor’s facilities. The Contractor is to provide transportation to pick up authorized CIVMARs from the Contractor’s facilities and drop off in accordance with the schedule provided below. The buses shall arrive at the contract hotel (s) NLT 0545 and depart at 0600, to arrive at their scheduled locations. For afternoon pick up at Building SP-312, the buses shall arrive NLT 1430 and shall not depart until 1500. The expected hotel arrival time will vary dependent upon afternoon traffic.

The Contractor shall provide a round trip transportation rate per day, including all applicable taxes in the composite rate. However, generally, the U.S. Government is tax exempt.

The Contractor shall be responsible to coordinate travel arrangements on a daily basis with the MSC POC in sufficient time to ensure timely logistical arrangements. Most trips to and from the hotels will occur Monday through Friday. If there is a requirement to provide transportation for authorized CIVMARs on weekends and Federal Holidays, it will be coordinated by the MSC POC in advance. Generally, the schedule will be as follows:

Week One of New Employee Orientation (NEO)

A. Monday Morning– Pick up at 0545 from the contract hotels and depart NLT 0630 to arrive NLT 0700 at the Norfolk Navy Base Pass and ID Facility located at 9040 Hampton Blvd., Norfolk, VA. The bus will wait for all students to complete their base access and then depart for the CIVMAR Support Unit East (CSU-E) located onboard Norfolk Navy Base at Building SP-312, 581 A Street to drop off students.

a. Monday Afternoon – Pick CIVMARS up at 1500 from CSU-E and drop off at contract hotel (s).

B. Tuesday Morning – Pick up at 0615 from the contract hotel (s) and depart NLT 0630 to arrive no later than 0700 at CSU-E located onboard Norfolk Navy Base at Building SP 312, 581 A Street to drop off students.

b. Tuesday Afternoon - Pick CIVMARs up at 1500 from CSU-E and drop off at the contract hotel (s).

C. Wednesday Morning - Pick up at 0615 from the contract hotel (s) and depart NLT 0630 to arrive no later than 0700 at CSU-E located onboard Norfolk Navy Base at Building SP 312, 581 A Street to drop off students.

c. Wednesday Afternoon - Pick CIVMARs up at 1500 from CSU-E and drop off at the contract hotel (s).

D. Thursday Morning - Pick up at 0615 from the contract hotel (s) and depart NLT 0630 to arrive no later than 0700 at CSU-E located onboard Norfolk Navy Base at Building SP 312, 581 A Street to drop off students.

d. Thursday Afternoon - Pick CIVMARs up at 1500 from CSU-E and drop off at the contract hotel (s).

E. Friday Morning - Pick up at 0615 from the contract hotel (s) and depart NLT 0630 to arrive no later than 0700 at CSU-E located onboard Norfolk Navy Base at Building SP 312, 581 A Street to drop off students. Students will re-board the bus at 0715 for transportation to Norfolk Navy Base Personnel Support Detachment (PSD) Afloat located at 1837 Morris Street, Bldg. Z133, Norfolk, VA. The PSD limits the number of personnel in the office to 25, as a result, larger classes may require multiple trips between the PSD and CSU-E. Once all students have received their CAC cards at the PSD, the bus can depart for the CIVMAR Support Unit East (CSU-E) located onboard Norfolk Navy Base at Building SP-312, 581 A Street to drop off the remaining students.

e. Friday Afternoon - Pick CIVMARs up at 1500 from CSU-E and drop off at the contract hotel (s).

Week Two of NEO

A. Monday Morning – Pick up at 0615 from the contract hotel (s) and depart NLT 0630 to arrive no later than 0700 at CSU-E located onboard Norfolk Navy Base at Building SP 312, 581 A Street to drop off students.

a. Monday Afternoon - Pick CIVMARs up at 1500 from CSU-E and drop off at the contract hotel (s).

B. Tuesday Morning – Pick up at 0615 from the contract hotel (s) and depart NLT 0630 to arrive no later than 0700 at CSU-E located onboard Norfolk Navy Base at Building SP 312, 581 A Street to drop off students. New Employees may have a ship’s visits schedule for Tuesday at 0900. Depending on availability of the ship, the visit may also move to another day. Transportation would be required from SP-312 to the Norfolk Navy Base waterfront and back on these days and may require multiple trips.

b. Tuesday Afternoon - Pick CIVMARs up at 1500 from CSU-E and drop off at the contract hotel (s).

C. Wednesday Morning - Pick up at 0615 from the contract hotel (s) and depart NLT 0630 to arrive no later than 0700 at CSU-E located onboard Norfolk Navy Base at Building SP 312, 581 A Street to drop off students.

c. Wednesday Afternoon - Pick CIVMARs up at 1500 from CSU-E and drop off at the contract hotel (s).

D. Thursday Morning - Pick up at 0615 from the contract hotel (s) and depart NLT 0630 to arrive no later than 0700 at CSU-E located onboard Norfolk Navy Base at Building SP 312, 581 A Street to drop off students.

e. Thursday Afternoon - Pick CIVMARs up at 1500 from CSU-E and drop off at the contract hotel (s).

E. Friday Morning - Pick up at 0615 from the contract hotel (s) and depart NLT 0630 to arrive no later than 0700 at CSU-E located onboard Norfolk Navy Base at Building SP 312, 581 A Street to drop off students.

e. Friday Afternoon - Pick CIVMARs up at 1500 from CSU-E and drop off at the contract hotel (s).

Occasionally, if there are too many NEO students or the PSDs is experiencing connectivity issues, transportation may be required to split the class between multiple ID Card facilities. This requirement will be coordinated in advance.

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.

DBIDS base access passes must be obtained by company providing transportation. DBIDS passes must be obtained within two (2) weeks of contract award.

The Government estimates that the number of days required for transportation to the CSU-E Naval Station Norfolk is a minimum of 130 days and a maximum of 230 days per year during the contract period base year. The Government is only liable for and will only pay for the transportation provided IAW this contract. The contractor is responsible for monitoring the passengers as authorized CIVMARs lodging under the contract.

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) US Coast Guard Merchant Mariner Credential (MMC); and (2) Government Common Access Card (CAC). For New employees, reservations will be made in advance by an authorized MSC POC as these employees will not have a CAC Card.

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.

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.

The Government anticipates a period of performance with a one (1) base year and four (4) 1-year option periods commencing on or about June 2024.

The appropriate NAICS Code is 721110. Again, THIS IS NOT A REQUEST FOR QUOTE OR PROPOSAL. This is a market research tool used to determine the availability and adequacy of potential business sources prior to determining the method of acquisition and issuance of an award. The Government is not obligated to and will not pay for any information received from potential sources as a result of this synopsis.

It is requested that interested businesses submit a brief capabilities package demonstrating ability to provide the requested services. Submission of a capabilities package is not a prerequisite to any potential future offerings, but participation will assist the Government in tailoring requirement to be consistent with industry. This document shall address, as a minimum the following:

(a) Company profile to include number of employees, office location(s) and CAGE Code

(b) Point of contact, telephone number, address, and email address (if available)

(c) Small business standing (i.e., large or small business, if small business, the specific category/NAICS of small business).

(e) Answers to the following questions:

1. Does the property provide dining facilities for breakfast, lunch, and dinner or 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?

2. Does the hotel have an American Automobile Association (AAA) rating of Three (3) Diamond or more?

3. Does the hotel allow free parking?

4. All properties must be willing to supply a refrigerator and microwave for each room housing a CIVMAR. Will all of the properties be able to do this?

5. What is the location of your nearest public transportation stop or can you provide ?

6. Vendors will need to be registered in the SAM database (http://www.sam.gov).

7. Is the lodging facility must be within 1/2 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.

8. Can the hotel(s) provide a means of storing and safeguarding small, high value personal property of the occupants. This may be accomplished by providing safes in each room or by providing safe deposit boxes at the front desk.