PERFORMANCE WORK STATEMENT_Lodging.pdf

PERFORMANCE WORK STATEMENT

164th AIRLIFT WING NATIONAL GUARD LODGING

1. SCOPE OF WORK: To provide single and double occupancy lodging accommodations for authorized Air National Guard personnel of the 164th Airlift Wing Tennessee Air National Guard

Unit located at 4593 Swinnea Rd. Memphis, TN 38118, while in a duty status for training on a rental basis.

The 164th Airlift Wing has a requirement for lodging accommodations to be available during the Regular

Scheduled Drills (RSD) periods that are outlined in the schedule below under the Performance Period section. The 164th Airlift Wing TN Air National Guard typically preforms RSD on the first weekend of each month. In some cases due to holidays and Super Drill (four day RSD) this may not be the case.

Traditionally, during the time period of June a Super Drill weekend is performed consisting of Thursday, Friday, Saturday, and Sunday. This will require limited lodging beginning on Wednesday and normal lodging for the remainder of the RSD period, usually four consecutive days.

PERFORMANCE PERIOD: One Base year with the possibility of four one year option periods. Total contract period to include options, shall not exceed (5) years.

Base Year: 1 April 2023 – 31 March 2024

1st Option Period 1 April 2024 – 31 March 2025

2nd Option Period 1 April 2025 – 31 March 2026

3rd Option Period 1 April 2026 – 31 March 2027

4th Option Period 1 April 2027 – 31 March 2028

DESCRIPTION OF REQUIRED SERVICES:

Description

Two (2) Queen / Beds (single rooms only if double rooms are not available)

2. PURPOSE:

2.1 The 164th Airlift Wing intends to execute a multiple award contract with no more than three

(3) vendors to provide quality single and double occupancy lodging accommodations placed by the 164th Airlift Wing Contracting Officer or designated representative. 164th Airlift Wing Air

National Guard members/guests, eligible for government quarters, will be authorized in writing to direct invoices to the 164th Airlift Wing / Services Lodging Office.

2.2 To provide lodging in accordance with Air Force Manual (AFMAN) 34-135 and 164th Airlift

Wing Instructions (AWI) 34-102.

2.3 To provide lodging in locations historically absent of crime or security threats to our members and free of reported car break-ins/illegal drug activities in/around the hotel.

2.4 To provide reservations for an approximate number of rooms and beds for specific dates and potentially periods throughout the month.

3. LOCATION:

3.1 Contract Quarters must be within an area no less than 5 miles and no greater than 33 miles from the 164th Airlift Wing, Air National Guard Unit located on 4593 Swinnea Rd. Memphis, TN 38118. This requirement is due to fuel conservation concerns and to provide minimum transportation time between the contract quarters and work locations.

3.2 Heavy city traffic and odd working schedules necessitate the requirement for minimum driving distance.

4. REQUIREMENTS:

4.1 The Contractor will furnish all labor, equipment and material required to operate and maintain each room and common areas used under this contract. Standard commercial practices are required under this contract.

Contractor Furnished Items

4.2 ROOM

4.2.1 Each single (SGL) occupancy room will contain an overall living and sleeping area having a minimum of 250 square feet. No more than one person will be assigned to each SGL room, no more than one person per bathroom (SGL occupancy).

4.2.2 Each double (DBL) occupancy room will contain an overall living and sleeping area having a minimum of 250 square feet. No more than two people will be assigned to each DBL room or more than two people per bathroom. (DBL occupancy).

4.3 Contractors must pass a pre-award inspection of the facilities before award can be made in accordance with paragraph 2.2. The Contracting Officer may allow contractors to correct discrepancies with facilities, if the discrepancy can be corrected in a reasonable time (no more than 7 days).

5. FACILITIES AND APPEARANCE STANDARDS:

5.1 Room and bathroom facilities will be constructed and finished to provide proper degree of light reflectance and sound abatement. An operable light will be provided over each bathroom sink with no less than thirty-foot candle light reflectance. An electrical wall receptacle in the immediate area of the sink must allow the use of electric razors, hair dryers, etc. Room will be provided with hot and cold running water that is maintained for bathing.

5.2 Living quarters will be heated, air-conditioned, and ventilated to the extent necessary to maintain proper health, safety and comfort standards as established by current energy conservation guidelines (68 degrees winter maximum, 75 degree summer minimum). All living/sleeping areas will have individual heating/cooling controls for occupant adjustment within the room or rooms.

5.3 All hardware, including hinges, knobs, chains, fans sliding doors and the like, will be in good working condition.

5.4 Outlets for all lamps and other appliances and all electrical cords, bulbs, lights and switches will be installed and maintained in accordance with local electrical codes. All electrical equipment, switches and plugs must be in good condition.

5.5 All entrance doors will have double locks, one of which will insure that entry cannot be gained from outside while room is occupied and all windows will have a locking device (sticks and items foreign to window construction are not acceptable).

5.6 All rooms will be accessed from an interior hallway entrance of the lodging facility (exterior room entrance is not acceptable).

5.7 Lodging facility will be equipped with an interior/exterior security alarm surveillance system with playback capabilities.

5.8 All structural components of the facilities including plumbing, electrical, heating and cooling systems will be installed and maintained in accordance with all local and state, building safety and fire codes. Each room will have an operative smoke detector and operative heat sensitive sprinkler system. Copies of all inspection reports by local and state authorities issued within two

(2) years of award of the Contracts will be furnished to the Contracting Officer upon request.

5.9 Windows will have blackout capability or adequate light reduction for day sleepers. No room containing broken windows or broken window panes will be occupied at any time.

5.10 All floors in living/sleeping areas will be carpeted.

5.11 Walls will be painted or have wall coverings that present a pleasant environment.

6. HOUSE KEEPING STANDARDS

6.1 Carpet must be clean and free of dirt, lint cuts, tears, stains cigarette burns, and smudges. The carpet must present a clean, pleasant appearance.

6.2 Paints, varnishes, or other finishes must be clean and free from damage.

6.3 Drapes, window shades, venetian blinds and window screens must be clean, in good repair and operable.

6.4 All windows will be clean and free of insects.

6.5 Furniture, fixtures and equipment must be clean, in good repair and all surfaces will be free from dirt, dust, cigarette burns, peeling, scars, scratches, marks, tears, chips and similar blemishes.

6.6 Trash containers will be provided (1 in bedroom and 1 in bathroom) and lined with clean plastic bags. Trash will be removed from rooms on a daily basis.

6.7 All rooms, bedding and furniture will be free of insects, pests, rodents and or reptilian infestation.

6.8 Living quarters, including bathrooms, will be free of all offensive odors, mildew, animal, and human waste etc.

6.9 Commodes will be cleaned and sanitized daily. No stains, odors, or residue are allowable.

6.10 Sink/tubs/showers will be cleaned daily. No soap scum, mineral deposits, shaving cream or toothpaste deposits are allowable.

6.11 Bathroom floors will be cleaned and sanitized daily. Floors will be free of cracks, loose tile or grime build-up in corners and around the commode.

7. FURNITURE EQUIPMENT AND STORAGE

7.1 Furnishing’s and equipment must be clean and in good repair.

7.2 All rooms will have a color television (19 inch minimum acceptable size). Unit must receive all local area television stations.

7.3 Radio-clock: 1 per room.

7.4 A minimum of 24 linear inches of hanging space per person will be provided in either a closet or in a dressing room.

7.5 A minimum of one desk or writing table, one desk chair and an operable desk lamp or equivalent which contains at least a 75 watt bulb will be provided in rooms.

7.6 Mirror: 1 per sleeping room.

7.8 A minimum of one dresser or dresser/deck which contains one drawer per person for storage of garments will be provided in each. Drawer will have a minimum of 1.875 cubic ft. space

(approximately 30”x6”x18” or combination of drawers with equivalent of 1.875 cubit ft.). Night stand and desk drawer are not considered adequate. Drawers will be in good operating order.

7.9 Chair, occasional: 1 per room.

7.10 A queen or larger bed will be supplied for each person. Mattresses, mattress covers and box springs are required and will be free of tears, odors, insects, and stains. Mattresses will be firm, free of lumps and will not sag.

7.11 Luggage Rack: 1 per bed

7.12 One night stand will be provided for each bed.

7.13 Reading lamp or overhead lighting provided with each bed.

7.14 Adequate lighting will be provided in each room to include:

7.14.1 An entry switchable light or lamp

7.14.2 A desk or writing table light or equivalent

7.14.3 Night stand and bed reading light

7.14.4 Bathroom light

7.15 All furniture will be modern (hotel type) furnishings emphasizing a clean and airy room décor.

7.16 Bathroom must be constructed to provide convenient sanitary facilities. Wash basin and shower tub areas will have a vanity table, a large minimum 18”x30” mirror, stopper devices, soap dishes, 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, floor tiles, fixtures or accessories are unacceptable. Bathrooms must have a working exhaust fan or an exterior window that can be opened which must be of frosted glass or curtained to provide privacy. The shower/tub combination will have shower doors or curtains.

8. Specific Tasks

SERVICES: The contractor will provide the following services:

8.1 ASSIGNMENT OF QUARTERS/ROOMS: The Contracting Officer or designated representative is responsible for designating the government personnel to occupy the contractor’s facility.

8.2 When two individuals are assigned to a double room and one individual checks out prior to the second individual, then the charge for the second individual reverts to the single occupancy rate. Individuals of the same sex designated for double room occupancy will be billeted in rooms with two beds. If two beds are not available for double room occupants, then single rooms will be provided for each. Transient personnel married to each other may be roomed together upon request.

8.3 CHECK-IN/OUT SERVICE: The contractor must provide a check-in/out service on a 24 hour basis, 7 days a week. The front desk area will be clean, efficiently designed to process multiple check-in/out services simultaneously, and sufficiently staffed with trained personnel.

Contractor agrees to inform all government personnel assigned accommodations under this agreement of the required check-in/out time. Check-out must be prominently posted.

Government personnel, whom incur another day’s charge due to failing to meet the required check-out time, do so at their own expense. The government incurs no liability in this instance.

8.4 EXTRA SERVICE: All extra services not specified in this Statement of Work, or not normally included in the room rate, will be paid by the individual(s) requesting and receiving the extra service.

8.5 DINING FACILITIES: On site facilities under the contractor’s control providing breakfast, lunch and dinner menus must be clean and post a current grade “A” Health Certificate.

8.6 CUSTODIAL/SANITATION SERVICES: Daily services include, but are not limited to, room cleaning (to include vacuuming, emptying trash and dusting), bed making, linen change (as required), adequate quantities of soap (minimum of one 1oz deodorant bar and one ¼ oz. facial bar), 2 towels (minimum size 24”x48”), 1 wash cloth (minimum 11”x11”), sanitized drinking glasses, facial tissues, and cloth bath mat. These requirements are the minimum requirements per person.

8.7 LINEN SERVICE: Linen service will be provided at least twice per week or when occupancy changes, whichever occurs first, and whenever necessary due to guest personnel requirements.

Additional blankets will be clean, freshly laundered without any objectionable odors, in good condition, free from tears, rips, holes, stains, and extensive wear. Pillows will be at least six inches thick to provide proper support (minimum of 2 per person).

8.8 COMMON USE AREAS The contractor will keep all hallways, corridors, grounds, and other adjacent areas under the contractor's control in a clean, neat, and safe condition.

8.9 “DO NOT DISTURB" SIGNS: All rooms will have such signs available. Contractor employees will respect them when displayed.

8.10 INFORMATION SERVICES: Desk clerks will be able to explain to occupants, miscellaneous charges not covered by this statement of work i.e., telephone charges. The contractor will provide information on bus schedules, taxis, other local transportation, dining facilities and locations along with commercial telephone directory services.

8.11 LAUNDRY FACILITIES: A coin-operated laundry service must be available on the premises or at least within two city blocks of contractor quarters. Such facilities, when under the contractor's control, must be clean and in good repair at all times.

8.12 NON-SMOKERS: When making assignments to shared rooms, official will assign smokers with smokers and non-smokers with non-smokers without incurring additional costs to the government.

8.13 SECURITY: For security reasons, a safe/ safe deposit box will be provided within the rooms or at the registration desk for protecting valuables. Working video surveillance for front desk, entry way, and parking lots with playback capabilities. Employees will safeguard reservation sign-in sheets with unmarked coversheets eliminating visibility of guest’s names to non-employees.

8.14 UTILITIES: The Contractor will furnish all utilities including heating and air-conditioning in season and hot and cold running water. In addition, hot water must be continuously available to all occupants. If utilities fail, due to other than a service-wide failure, for more than (4) hours, the

Contracting Officer may require the contractor to relocate all guests for which accommodations have been obtained, to another hotel/motel of equal or better quality at the contractor's expense.

8.15 A telephone must be furnished in each room provided under this contract. Room occupants will personally pay for all long distance calls. Billing for this service must be presented to the individual prior to his/her departure. The government will not be responsible for personal telephone bills. There will be no charges for local calls. The personnel visiting are required to be in contact with the 164th Airlift Wing, Tennessee Air National Guard in the normal conduct of business necessitating the use of local telephone service at no extra charge.

8.16 WAKE-UP SERVICE: A wake-up service will be provided (if requested by occupant) 24 hours a day, seven (7) days per week.

9. QUALITY ASSURANCE:

9.1 Contractor agrees that an inspection of the premises may be conducted at the discretion of the

Contracting Officer at any reasonable time.

9.2 Any discrepancy noted during an inspection will be made known to the Contractor, who will in turn acknowledge notice of the discrepancy and annotate the inspection sheet with their concurrence or nonoccurrence and make any other comments they may desire.

10. SANITATION:

10.1 Sanitation requirements will be prescribed by local, state, and federal laws and regulations.

10.2 A copy of the latest inspection report prepared by a duly appointed state inspector in the performance of their official duties will be made available, upon request, to a representative of the Contracting Office.

11. AUTOMATIC CANCELLATION/LATE ARRIVALS PROVISIONS

11.1 The lodging manager will notify the lodging facility of cancellations within 24hrs. If guests have not registered, or advanced reservations have not been confirmed by 6:00 p.m. (1800 hours), (date of arrival), reservations are to be canceled. The Government will not be subject to or charged a cancellation fee.

12. OVERBOOKING

12.1 In case of overbooking, personnel will be transported to, and accommodated in another lodging facility of equal or higher quality standards at no additional expense to the individual or the government. The final invoice will need to associate the moved members with the original lodging facility.

13. DISORDERLY CONDUCT

13.1 Incidents of disorderly conduct on the part of 164th Airlift Wing Air National Guard personnel occupying the rental accommodations will be reported by telephone to the Contracting

Officer or designated representative. An itemized list of damages caused by personnel in the assigned rooms will be submitted to the Contracting Officer giving the specifics of the incident, occupants name and room number for referral to appropriate persons however, the government does not assume liability for any damage cause by personnel acting outside the scope of their employment. Such damage will remain the responsibility of the individual(s) causing damage.

14. APPLICABLE FORMS

14.1 The 164th Airlift Wing Lodging Office will provide the Contract Quarters Location with a

Computerized Contract Quarters Authorization Listing or a locally developed form by hard copy, phone, fax, or e-mail with the name of the individuals authorized contract lodging. Confirm the room rate, call number, and authorize billing to the 164th Airlift Wing / Services Lodging Office.

The Contract Quarters Authorization Listing whether form or computerized listing will be required to be attached to the direct billing invoices identifying by call/confirmation number to confirm utilization of quarters.

14.2 The 164th Airlift Wing Lodging Office will provide travelers going to contract quarters a briefing concerning the use of government contracted quarters and standard of conduct etc. The

Lodging Office will provide comment cards for positive and/or negative feedback while utilizing contract quarters. An open line of communication is offered to the contractor to report and resolve problems concerning our travelers. Our standard of conduct will not allow the Contractor or their employees to be mistreated in any way by those authorized use of the contracted facility.

15. RESERVATIONS

15.1. LODGING MANAGER: Will provide a Contract Quarters Authorization Listing containing the names of the individuals authorized lodging at the contracted lodging facility.

15.2 LODGING FACILITY: Will provide accommodations that meet or exceed the requirements as outlined in the PWS.

15.3 LODGING FACILITY: Will ensure all members authorized lodging at the government’s expense sign-in at the time of check in utilizing the Contract Quarters Authorization Listing.

15.4 LODGING FACILITY: Will provide an itemized bill and the Contract Quarters

Authorization Listing containing the sign-in signatures to the Lodging Manager within five business days of the lodging event to receive payment.

15.5 LODGING MANAGER: Will reconcile the itemized bill with the Contract Quarters

Authorization Listing to verify charges. Any discrepancies will be resolved prior to payment being made. If no discrepancies exist, payment will be made. If discrepancies are identified, payment will be made following the final resolution of the discrepancy.

15.6 CANCELLATIONS: The Lodging Manager or member will notify the lodging facility of cancellations. The government will not be subject to or charged a cancellation fee.

16. DEFINITIONS

16.1. LODGING MANAGER: An officer, noncommissioned officer, or civilian responsible to the Base Support Group Commander for matters relating to lodging of military and government personnel.

16.2 LODGING OFFICE: The lodging office is responsible for providing housing/lodging to the authorized transient and local government employees and military personnel.

16.3 CONTRACTING OFFICER: A person with the authority to enter into, administer, or terminate contracts for the government and make related determination and findings.

16.4 DESIGNATED REPRESENTATIVE OF THE CONTRACTING OFFICER: The individual

(s) designated in writing to the contractor as being authorized to assign lodging, place calls, and make advance reservations for lodging. This is usually personnel from the Lodging Office, and written designation must be issued and executed by the Contracting Officer.

16.5 LODGING FACILITY: A hotel, or Inn, which provides sleeping accommodations to the traveling public.

16.6 QUALITY ASSURANCE EVALUATOR (QAE): The representative of the Contracting

Officer who performs technical surveillance of the contract.

16.7 STANDARD LODGING FACILITY: Single or double rooms will have a bed for each occupant with pillow, two sheets, firm mattress, pad or cover, blankets, bedspread, wall to wall carpeting (desired) or other floor covering, a wall switch near the entrance door for at least one lamp, incandescent table or wall mounted lights for each bed, color TV, closet or hanger space

(minimum of 24 inches/9 hangers) per bed, smoke detectors, individual thermostats, telephone, note pad w/pen, bathrooms with vanity, mirror, light with grounded electrical outlet, and exhaust fan/privacy outside window.

16.8 STANDARD LODGING FACILITY SERVICES: Air conditioning, vending areas, 24 hour check in/out, wake-up, and message service, central TV antenna or cable TV, room identification/directory signs and smoke detectors in hallways. Ice machines, adequate parking spaces for all guests, TV /radio directory. Local information packet, passenger/baggage loading zones, and secure luggage storage areas for guests when rooms are not immediately available or for storage at checkout.

REQUIREMENTS: Contract Quarters on a monthly basis, as indicated in the Regular Scheduled Drill

(RSD) schedule below, plus any additional interim reservations as authorized by the Base Commander or

Detachment Commander. The offeror will be notified in advance by the Contracting Officer and/or

Official Approving/alternate Approving Officials for all required lodging.

QUANTITY: Based upon the requirement of the government, double occupancy rooms (2 beds) may be needed for the indicated schedule below plus periods throughout the month potentially.

SCHEDULE: The schedule provided below is subject to change. The Lodging Manager will notify and provide the lodging facility with an updated schedule in the event of a schedule change.

RSD SCHEDULE (2023):

Saturday-Sunday

1-2 Apr 2023

6-7 May 2023

1-4 Jun 2023 (Thursday – Sunday)

No RSD July 2023

5-6 Aug 2023

9-10 Sep 2023

14-15 Oct 2023

4-5 Nov 2023

2-3 Dec 2023

THIS CONTRACT COVERS ONLY THE COST OF LODGING; INDIVIDUALS ARE

RESPONSIBLE FOR PAYMENT OF TELEPHONE CALLS, BAR BILLS, ROOM SERVICE,

RESTAURANT MEALS, TV MOVIES AND OTHER PERSONAL EXPENSES.

ROOM ASSIGNMENT: Rooms will be assigned as listed on 164th Airlift Wing Contract Quarters

Authorization Listing which will be provided by the Lodging Manager. Officers and VIP’s are authorized single rooms or as indicated by "S” on the 164th Airlift Wing Contract Quarters Authorization Listing.

Married couples may share a room

Female officers with the same

Female enlisted with the same

Male officers with the same

Male enlisted with the same

NON-SMOKERS: When making assignments to shared rooms, official will try to assign smokers with smokers and non-smokers with non-smokers, as long as it can be done without incurring additional cost to the government.

CANCELLATIONS/LATE ARRIVALS: Cancellations will be made by calling the offeror's Reservation

Clerk, no later than 6:00 P.M. (1800) by the Approving Official/alternate Approving Official or the individual.

Late arrivals to the hotel will be handled in the same method as cancellations. If the individual feels that he or she will not be able to arrive at the hotel by 6:00 P.M. (1800) and are on the Authorization List, that individual or their Approving Official must contact the desk clerk and make the hotel aware of the late arrival. If this is not accomplished, the hotel management has the right to cancel the reservation.

The offeror's personnel will make reference to the cancellation by date, time, and the person requesting cancellation. No charge for room will be made if extension or cancellation has been requested by the authorized government official or by the individual.

PRICING: **Use attached Price-Cost Schedule**

The term of this contract is from one base year plus four option years.

Provide deliverables in accordance with attached Technical Exhibits 1, before invoice will be processed.

This contract is limited to furnishing Contract Quarters (lodging) for which the supplier is in a position to furnish as called for by the Contracting Officer or his authorized representative.

TECHNICAL EXHIBIT 1

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To

LODGING FACILITY.

The lodging facility will provide accommodations that meet or exceed the requirements as outlined in the PWS

15.2

The lodging facility will provide accommodations as coordinated with the

Lodging Manager.

N/A N/A N/A

LODGING FACILITY.

The lodging facility will ensure all members authorized lodging at the government’s expense sign in at the time of check in utilizing the Contract

Quarters Authorization

Listing as outlined in the PWS 15.3.

Members authorized lodging at the government’s expense will sign in at the beginning of each lodging event.

One copy to be utilized by the lodging facility. If changes/updates are made this may/will increase the number of documents.

Paper working copy that will be converted to electronic copy for submission to the

164th Airlift Wing

Lodging Manager.

This may be faxed to 901-

291-7314 or emailed to the

164th Airlift Wing

Lodging

Manager, along with the itemized bill to:

164.AW.Lodging.Org@us

.af.mil

LODGING FACILITY.

To receive payment the lodging facility will provide an itemized bill and the Contract

Quarters Authorization

Listing containing sign in signatures to the

Lodging Manager as outlined in the PWS

15.4.

Within five business days of the lodging event.

1 copy of Contract

Quarters

Authorization

Listing to include any changes/updates and an itemized bill.

Electronically by means of FAX or email

This may be faxed to 901-

291-7314 or emailed to the

164th Airlift Wing

Lodging

Manager, along with the itemized bill to:

164.AW.Lodging.Org@us

.af.mil mailto:164.AW.Lodging.Org@us.af.mil mailto:164.AW.Lodging.Org@us.af.mil