Performance Work Statement - Lodging - 20231004.pdf

128 Air Refueling Wing 1919 E Grange Ave

Milwaukee, WI 53207

PERFORMANCE WORK STATEMENT (PWS)

FOR

CONTRACT QUARTERS

4 OCTOBER 2023

SECTION 1 - GENERAL

1.1 DESCRIPTION OF AGREEMENT: Utilizing Google Maps via the shortest route, the contractor shall be within a 10 mile commute to the 128th Air Refueling Wing, 1835 East Grange Avenue Milwaukee, WI 53207, and furnish lodging accommodations for government personnel traveling under official status on a rental basis, if and when requested by the Contracting Officer or his/her authorized representative (see paragraph 2.3) for the period from 01 January 2024 through 31 December 2028, unless sooner terminated. The performance standards and requirements for these services include the following responsibilities.

a. Provide single and double occupancy hotel rooms at the agreed upon rate if and when called for by the lodging manager or designated representative. Hotel staff agrees to block off designated amount of rooms for two weekends a month (dates supplied on separate document) and will provide rooms during the week, if and when called for by the lodging manager or designated representative. Rooms will be typically required for two nights: Friday and Saturday (check-in Friday, check-out Sunday). For the 3-day reservation, rooms will be requested Thurs, Fri, and Sat nights. For 4-day reservation, room will be requested Wed, Thurs, Fri, and Sat nights.

b. Provide reservations for the specific number of rooms and beds for the determined period of time. For the primary weekends, each hotel shall guarantee 30 rooms per night, for alternate weekends each hotel shall guarantee 10 rooms per night until the submission of final rosters, at which time hotels will release the remaining rooms.

Reservations will be sent by e-mail, the Wednesday of the scheduled primary or alternate weekend. These reservations must be specifically cancelled by the lodging manager or designated representative. In the event the Government Purchase Card (GPC) holder, Lodging manager or designated representative is not available or it’s after normal work hours, the military member may cancel their own reservation.

The automatic provisions of paragraph 1.1.e. do not apply.

c. Acceptance of advance reservation as necessary. Primary/alternate weekend reservations will be sent via e-mail, the Wednesday of the scheduled primary/alternate weekend no later than 1200pm central standard time. Daily reservation(s) will be placed by telephone or e-mail by the lodging manager or designated representative as identified in Paragraph (2.3).

d. In the event a military member arrives at the hotel and does not have a reservation that was placed by the lodging manager or designated representative, the hotel will ensure front desk staff is trained on proper procedures to include contacting the lodging manager or designated representative to confirm lodging is authorized. In the event contact cannot be made with lodging manager or designated representative, the hotel will provide the member with a room. In this case, the member is required to utilize a personal credit card for the room charge. Front desk staff will follow up with the lodging manager or designated representative via e-mail no later than (NLT) 8:00am of the next business day to determine if the request was authorized. If authorized by the lodging manager or designated representative, billing will be reversed from the member’s personal credit card and directly billed to the 128th Air Refueling Wing. Members authorized to lodging will be assigned a room and as determined by the members rank and gender may be assigned to a double occupancy room.

e. Guaranteed No Show / Cancellation provisions: All reservations will be guaranteed. Military members are responsible for cancelling reservations 1 day prior to the reservation by calling the hotel directly. After cancelation has been made desk staff will e-mail the lodging manager or designated representative to ensure proper reconciliation of the approved roster. In case of emergency, the member has until 10:00pm the night of check-in to cancel their reservation with the hotel. In this case, no-show charges will not be incurred. Members with a 2-night reservation that do not cancel the first night will automatically have the second night cancelled. Hotel staff will inform the Lodging Office of those members that fail to cancel reservations via e-mail.

f. In case of overbooking by the hotel, after the hotel has accepted a reservation for military personnel, they will not be moved to another facility. Members will be accommodated with a room at hotel at the designated negotiated rate.

g. Problems or questions concerning the invoice will be settled between the hotel staff and the Contracting Officer or representative that is designated in writing by the Contracting Officer. The designated representative is only authorized to pay for contracted lodging charges. Problems or questions concerning unauthorized stays or corrections of items on the final bill (phone calls, food, drinks, cleaning, and number of days in room) will be settled between the hotel staff and individual. It is the responsibility of the hotel to have accurate contact information on file in the event incidental charges occur and contact must be made with the member. All local, 800, or 877 calls will be no charge.

h. The contractor, whether it is the owner of a hotel property or a third party, must act as the single point of contact in all matters. The contractor shall provide a point of contact who has sufficient authority to authorize changes, address issues within 24 hours, and address emergency issues immediately.

i. Changes to the BPA must be made through the 128th Air Refueling Wing

Contracting Office. Contact information for the Contracting Officer is: 128th

MSC, Attn: MSgt Mark Tonkinson, 1919 E Grange Avenue, Wisconsin 53207.

Phone 414.944.8517, Email: mark.tonkinson.2@us.af.mil

1.2 QUALITY ASSURANCE: The Government will monitor the hotel’s performance under this agreement using the following procedures.

a. Military personnel from the 128th Air Refueling Wing, consisting of Security Forces, Lodging, Public Health, Safety and Fire Protection personnel will assess the facility prior to award. Quarterly, lodging personnel may conduct an unannounced inspection. The Fire Department and Security Forces may conduct an unannounced inspection at any time.

b. All findings of unsatisfactory performance will be recorded, verbal notice given, and confirmed in writing to the hotel. The hotel will reply in writing via e-mail, notifying the lodging manager or designated representative of corrective action taken and the procedures in place to prevent recurrence.

c. 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.

d. 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.

e. 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.

1.3 EXTENT OF OBLIGATION: The Government is obligated only to the extent of authorized military occupants (Active-Duty Air Force and National Guard personnel) as identified in Paragraph 4.2 of this Performance Work Statement. If a military member’s family member stays in the room for base events, the military member is responsible to pay half of the agreed upon rate themselves at checkout.

1.4 INVOICES: The hotel shall submit an original invoice monthly to the lodging manager or designated representative. The invoice shall contain the name, date(s) of stay, daily charge, and total charge for each authorized member. The lodging manager or designated representative will be responsible for the room charges of authorized military personnel. Any other charges incurred are the responsibility of the individual(s) staying in the room and should be collected by the hotel upon checkout. The lodging manager or designated representative will be provided when a Blank Purchase Agreement (BPA) is awarded.

a. Upon request the invoice shall include the signature of each guest, to verify occupancy of billed room (see paragraph 4.2). All charges will be exempt from tax, (Blanket Certificate of Exemption will be provided).

1.5 PAYMENT: Payment is expected to be made by Government Purchase Card (GPC) or through Wide Area Workflow (WAWF) as directed by the contracting officer.

The card number shall not be kept on file. Invoicing per night of occupancy is REQUIRED. The lodging manager or designated representative will authorize charges per night of occupancy and ensure the invoice is paid in a timely manner.

1.6 BILLING CYCLE: The charges for the billing cycle will be aggregate of the authorized room charges since the previous billing cycle. Invoices MUST be received by the contract lodging manager or designated representative within 5 business days after the close of the month.

SECTION 2 – TERMS AND DEFINITIONS

2.1 128 FSS/ FSV LODGING OFFICE: Responsible for providing off base lodging to authorized transient government employees.

2.2 CONTRACTING OFFICER: A person with the authority to enter, administer, or terminate contracts for the Government and makes related determination and findings.

2.3 DESIGNATED REPRESENTIVE OF THE CONTRACTING OFFICER: The

individual designated in writing to the vendor as being authorized to assign lodging, place calls, and make advance reservations for lodging. This individual will be designated in writing by the Contracting Officer.

2.4 LODGING FACILITY: A chain hotel or chain suites hotel which provides sleeping accommodations to the traveling public, in which the chain hotel or chain suites hotel maintains a NorthStar rating of 3 Stars or above for chain hotels and a NorthStar rating of 2 stars or above for chain suites hotels. Failure to meet the minimum aforementioned NorthStar rating will deem the chain hotel or suites hotel technically unacceptable.

2.5 CHAIN HOTEL: Establishments that fall under a group of hotels operated by a company or owner and provide single and double rooms. Rooms may only be accessed in the interior of the building, rooms being accessible by the exterior of the building do not meet technical acceptability. At a minimum, the chain hotel will meet the following room requirements, will have a bed for each occupant with pillow, two sheets, mattress pad or cover, blanket(s), or bedspread, a light switch near the entrance door for at least one light fixture, table or wall mounted lights for each bed, color TV, closet or hanger space, smoke detectors, individual thermostat, telephone, note pad with pen, bathrooms with vanity mirror, light with grounded electrical and exhaust fan, ironing board with iron, hair dryer, adequate towels, wash cloths, bath mat, dead bolt, and entrance peep hole.

2.6 CHAIN SUITES HOTEL: Establishments that fall under a group of hotels operated by a company or owner and provide a bedroom, living area, and a kitchen area.

Rooms may only be accessed in the interior of the building, rooms being accessible by the exterior of the building do not meet technical acceptability. At a minimum, the chain suites hotel will meet the following room requirements, will have a bed for each occupant with pillow, two sheets, mattress pad or cover, blanket(s), or bedspread, a light switch near the entrance door for at least one light fixture, table or wall mounted lights for each bed, color TV, closet or hanger space, kitchenette with kitchenware, smoke detectors, individual thermostat, telephone, note pad with pen, bathrooms with vanity mirror, light with grounded electrical and exhaust fan, ironing board with iron, hair dryer, adequate towels, wash cloths, bath mat, dead bolt, and entrance peep hole.

2.7 STANDARD LODGING FACILITY SERVICES: 24-hour check-in/out, wake-up call service, and message service, cable or satellite TV, internet and Wi-Fi capability, room identification/directory, signs and smoke detectors in hallways, air conditioning, adequate lighted parking spaces for all guests. There will be passenger/baggage loading zones, and secure luggage storage access for guests when rooms are not immediately available or for storage at checkouts.

SECTION 3 - VENDOR FURNISHED ITEMS

3.0 THE VENDOR SHALL FURNISH THE FOLLOWING:

a. ROOMS: LIVING SPACE

i. Each single and double occupancy room shall contain net living and sleeping areas in accordance with the standards set by the Wisconsin State Legislature. A double occupancy room consists of two queen or king beds. No more than two people shall be assigned to a room or share a bathroom without permission from the 128th FSS/FSV Lodging Office.

b. STANDARDS:

i. Rooms shall be constructed and furnished to provide good light and sound attenuation. All piping and wiring must be enclosed.

ii. All finishes (walls and ceilings) should be free from damage, scars, marks dirt, and dust. Vent and surrounding finishes must be free of dirt, dust and mold.

iii. Ceiling and walls shall be finished in paint or wall covering.

iv. All floors in living and sleeping areas have clean, serviceable covering.

v. All windows shall provide room darkening drapes, shades, or blinds. Secure from outside entry.

vi. Sufficient electrical outlets will be available. All electrical cords, bulbs, lights, and switches shall be operational and free from defect.

vii. All entrance doors to room shall have interior doors with security locks, either deadbolt or double locks. Each room occupant will be provided with a room key. All doors shall be free from holes, dents, or other physical defects. Each door will have visitor view capability.

viii. Smoke and fire protection systems must be installed and meet

Federal, State, and local fire codes.

ix. All rooms shall have an emergency exit route posted in a visible location, either on the door or on the wall next to the door.

x. Bathrooms must be constructed to provide convenient sanitary facilities. Wash basin and shower tub areas shall have a vanity table, a large lighted mirror, stopper device, towel bars/hooks, and grounded electrical outlets conveniently located for use of electrical razors, hair dryers, etc. Loose, missing, or badly worn/damaged wall tiles, fixtures or accessories are unacceptable.

The fixtures controlling the flow of water must not be cracked or leaking and shall operate properly to maintain constant adequate flow and temperature without sudden surges or temperature changes. Bathrooms must have a working exhaust fan. The shower or shower/tub combination shall have shower door or curtains.

xi. If at any time the unit member is dissatisfied with the current state of the room and on-site maintenance/housekeeping cannot correct/repair sanitation or maintenance concerns within one hour of notice (i.e. bed bugs, no heat, no AC, clogged drains, unsatisfactory room cleanliness…) Vendor will re-assign member to another room at the designated contracted rate.

c. FURNISHINGS AND EQUIPMENT STANDARD HOTEL ROOM:

Furnishings and equipment must be clean and in good repair, the following minimum furnishings are required to be present in each room or be made available upon request.

i. Lamp, one (1) per desk or writing table.

ii. Chair, occasional, one (1) per sleeping room.

iii. Dresser, storage drawers, two (2) per bed.

iv. Mirror, one (1) per sleeping room.

v. Table, night, with lamp, one (1) per bed

vi. Desk or writing table with chair, one (1) per bedroom.

vii. Luggage rack, one (1) per bed.

viii. Coffee pot, one (1) each per room.

ix. Refrigerator with freezer, one (1) each per room.

x. Microwave, one (1) each per room.

xi. Television, one (1) each per room.

d. FURNISHINGS AND EQUIPMENT SUITE HOTEL ROOM:

Furnishings and equipment must be clean and in good repair, the following minimum furnishings are required to be present in each room or be made available upon request.

i. Lamp, one (1) per desk or writing table.

ii. Chair, occasional, one (1) per sleeping room.

iii. Dresser, storage drawers, two (2) per bed.

iv. Mirror, one (1) per sleeping room.

v. Table, night, with lamp, one (1) per bed

vi. Desk or writing table with chair, one (1) per bedroom.

vii. Luggage rack, one (1) per bed.

viii. Coffee pot, one (1) each per room.

ix. Refrigerator with freezer, one (1) each per room.

x. Microwave, one (1) each per room.

xi. Television, one (1) each per room.

xii. Stove, one (1) each per room.

xiii. Toaster, one (1) each per room.

xiv. Dishwasher, one (1) each per room.

xv. Pots/Pans/Serving Dishes, one set (1) each per room.

xvi. Plates/Glassware, one set (1) each per room.

xvii. Silverware, one set (1) each per room.

xviii. Dining Table, one set (1) each per room.

3.1 HVAC: Heating, air conditioning, and ventilation, living quarters shall be provided with individual room controls. If utilities fail, other than by an Act of God (i.e.: Electrical Storm, Flood, Snowstorm) for more than four hours the hotel staff is responsible for evaluating each occupant for possible relocation to another facility of equal or better quality at no expense to the occupants.

3.2 SAFEGUARDING VALUABLES: The hotel must provide a means of storing and safeguarding, in a safe (in room acceptable) or vault, small high-value personal property of the occupants. Receipts for stored items must be furnished to the guest.

SECTION 4-SPECIFIC TASKS

4.1 SERVICES: The contractor shall provide the following services:

ASSIGNMENT OF QUARTERS/ROOMS: The 128th FSS/FSV Lodging Manager, or designated representative is responsible for assigning government personnel to occupy the hotel’s facility (see paragraph 2.3). Individuals of the same sex, designated for double room occupancy shall be lodged in rooms with two beds. Members designated for double room occupancy shall have the option to perform a “buyout” to obtain a single room. If allowed by the lodging manager or designated representative, the member will be responsible for half the cost of the contracted rate. The hotel shall collect this cost upon check-in directly from the member. Personnel married to each other may be roomed together upon request. To the best of the hotel’s ability all primary/alternate weekend reservations must be physically blocked together within the same area/wing of hotel. Civilian patrons should not be roomed within that block. Additionally, to the best of the hotel’s ability, military members should not be roomed in proximity to high traffic areas to include but not limited to; pools, bars, restaurants, fitness centers and banquet halls to enable military members adequate rest.

4.2 CHECK IN/OUT SERVICE: The hotel must provide a check in/out service on a 24-hour basis. All military members (guests) are required to sign for their room, this can be done at check-in or check out. A copy of this signature must accompany the invoice (see paragraph 1.4). The front desk area shall be clean, efficiently designated to process multiple check in/outs simultaneously, and efficiently staffed with trained personnel. The hotel agrees to inform all government personnel assigned accommodations under this agreement of required checkout time. Check out time must be posted.

4.3 TELEPHONE: A telephone shall be provided in each room at no charge to the occupant. Room occupants shall pay for all toll calls placed by them. Services provided shall be available 24 hours a day. Local, 1-800/887 calls will be free of charge.

4.4 EXTRA SERVICES: All extra services not specified in this agreement or not normally included in the room rate, shall be paid by the individual(s) requesting and receiving the extra service. It is the responsibility of the desk staff to ensure all military members checking in provide a personal credit card for any incidental charges incurred during their stay.

4.5 CUSTODIAL SANITATION SERVICES: Daily services included, but are not limited to, room cleaning, bed making, linen changing (as required), adequate quantities of complimentary toiletries to include but not limited to; shampoo, conditioner, lotion, bar-soap, bath towels, wash cloths, sanitized drinking glasses, facial tissues, and cloth bathmat.

4.6 LINEN SERVICES: Linen service shall be provided at least once per week or when occupancy changes, whichever occurs first, and whenever necessary due to guest personnel requirements. Additional blankets shall be clean, freshly laundered, without any objectionable odors, and in good repair, free from tears, rips, holes, stains, and extensive wear. Pillows shall be at least six inches thick to provide proper support.

4.7 COMMON USE AREAS: The hotel staff shall keep all hallways, corridors, grounds, and other adjacent areas under their control in a clean, neat, and safe condition.

4.8 GUEST SAFETY & SECURITY: The hotel management shall have in writing general safety and security protocol to ensure guest safety. This protocol at minimum shall entail controlled access to the hotel, guest rooms, pools, fitness centers, laundry, etc. Adequate closed circuit video surveillance that covers the entirety of the exterior of the property and all common space internally. Internal controls for guest key accountability. Report any suspicious or illegal activities to the local authorities encompassing internal and external areas of the hotel property.

Additionally, hotel management shall in writing, via e-mail contact the lodging manager or designated representative at the earliest possible availability but no later than 24 hours regarding all guest safety and security incidents.

4.9 SIGNS: All rooms shall have “Do Not Disturb” signs available. Hotel staff shall respect them when displayed.

4.10 INFORMATION SERVICES: Hotel front desk staff shall be able to explain occupant’s miscellaneous charges not covered by the statement of work, for example, telephone charges. Hotel staff shall provide information on bus schedules, taxis, and other transportation facilities and locations, and commercial telephone directories.

4.11 ON-SITE FOOD & BEVERAGE OUTLETS: The hotel will provide at least one

(1) or more food and beverage outlet(s), such as 24-hour pantry or sundries shop that offers full meal entrée options and beverages, an on-site restaurant, and/or on-site café. Vending machines do not qualify as a food and beverage outlets and do not meet technical acceptability.

SECTION 4-SPECIFIC TASKS