PWS - 597th Reservist Lodging and Meals - 841st.docx

PERFORMANCE WORK STATEMENT

597th LODGING AND MEAL SERVICES

Lodging Services

Performance Work Statement (PWS)

For

841st Battalion (Port of Charleston, South Carolina)

28 June 2024

597th Lodging And Meal Services Performance Work Statement

TABLE OF CONTENTS

Section Topic Page

BACKGROUND AND SCOPE

Background. The Military Surface Deployment and Distribution Command (MSDDC), headquartered at Scott AFB, IL is an operational-level Army force designated by the Sectary of the Army (SECARMY) as the Army Service Component Command (ASCC) of the United States Transportation Command (USTRANSCOM) and a major subordinate command of Army Material Command (AMC). This Performance Work Statement (PWS) is for the performance based acquisition of multiple award contracts to support the mission that ensures each military applicant receives meals, lodging, and oversight services related to their stay at the 841st Battalion (Port of Charleston) location.

Scope of Service

1.2.1 The contractor shall furnish all resources (including, but not limited to, facilities, furniture, equipment, supplies, management, supervision and labor) and services to provide lodging accommodations, meal services, transportation services, and applicant supervision as specified herein for armed forces/government agency applicants processing at the 841st Battalion. Meals, lodging, and transportation services shall normally be required for applicants arriving on Sundays through Thursdays, and as many as 30 Fridays and occasional Saturdays per year.

When services are required, a Request for Task Order Proposal (RTOP) will be issued to each contract holder. Each contract holder is likely to receive more than one task order and thus will be responsible for managing the operation of those task orders simultaneously.

This contract will provide services for the 841st Battalion in which a single task order will be awarded. The number of Reservists to be serviced will be estimated in each RTOP and will vary. The contractor shall provide services in accordance with the terms, conditions, and specifications set forth in the PWS for the individual task orders. Historical data depicting the actual number of availability for a 12 month period is approximately 10 rooms per month. This historical data is provided for information purposes only to reflect the variations in requirements throughout the year and does not reflect actual or projected requirements. Estimated numbers (i.e. number of applicants/line item quantities) reflected in each TO are based on the best information currently available to the government. During peak processing times, the actual number of applicants requiring service may exceed the estimates stated.

1.2.2 The contractor shall be capable of full performance of all required services on the effective date of the TO.

1.3. The government will monitor the contractor’s performance under this contract in accordance with (IAW) Federal Acquisition Regulation (FAR) 52.212-4.

1.3.1. The contractor officer's representative (COR), designated representatives, or any other person designated in writing by the KO will inspect the facilities where meals are prepared to ensure that state and local health, sanitation, and fire prevention standards are being maintained and that meals are being furnished IAW contract specifications. Such inspections will be conducted at unannounced times. The contractor shall ensure facilities are available for inspections.

1.3.2. Contractor shall begin performance as specified on the effective date of the contract.

1.3.3 The contractor shall maintain a program of self-inspection, acceptable to the government, to ensure compliance with this contract. Records of inspections shall be maintained and made available to the KO or his/her designated representative when requested.

1.4. The contractor’s employees shall be courteous to all persons served under this contract. Courtesy rendered shall be equal to that rendered to all other patrons.

2. GENERAL SECURITY REQUIREMENTS.

2.1 General security requirements of the Contractor defined within this section.

2.2 The overall classification of work associated with this contract is UNCLASSIFIED. Personnel assigned to this contract will not require access to Non-Secure Internet Protocol Router Network (NIPRNet) applications or UNCLASSIFIED Government systems, therefore not authorized to obtain a Common Access Card (CAC) or Alternative Smart Card Logon (ASCL) tokens.

2.3.1 Personnel Screening. The Contractor shall ensure its employees meet U.S. Government guidelines regarding foreign national employment by screening all employees for indications of criminal, terrorism, or threat-related activity or alliances detrimental to the United States of America or Host Nation.

2.3.1.1 The Contractor shall not employ any person under this contract convicted of any of these offenses or who presents any of these unfavorable behaviors or is simultaneously an employee of the United States Government. Anyone refusing screening shall result in denial of applicant’s access for employment and/or termination. If employment or continued employment of any Contractor employee is prejudicial to the interests or endangers the security of the United States of America, the Contractor shall make the necessary changes to remove those employees from interacting or engaging with US personnel.

2.4 Privacy Information. Contractor and COR/ACOR, must ensure all personnel information collected, maintained, used or disseminated is relevant and necessary to accomplish the Contract. The Contractor will collect information to the greatest extent practicable directly from and inform the individual of the reason collection of the information is required; authority for collection; who and for what purpose; whether disclosure is mandatory or voluntary; and the impact of not providing the information. The Contractor and COR/ACOR will establish appropriate administrative, technical and physical safeguards, for protection of paper, documentation involved, to ensure security of records and prevent compromise or misuse during storage, transfer, or use, including transiting authorized alternative worksites. Privacy information collected, must comply with host nation, DoD and Army Privacy Act regulations, whichever is more stringent.

3. GOVERNMENT FURNISHED PROPERTY

3.1 The government will provide the contractor the necessary daily authorization and receipt vouchers.

3.2 The government will provide the contractor with a safety/security pamphlet for distribution to military member.

4 CONTRACTOR FURNISHED PROPERTY

4.1 The contractor shall furnish all food, facilities, equipment, supplies, management, transportation, supervision and labor required for the performance of this contract, except that specifically identified as government-furnished property in Section 3

5. MEALS, LODGING AND OTHER SPECIFIC TASKS

5.1 General Duties and Requirements. The multiple award contracts will provide each military member overnight lodging, a supper meal, a breakfast meal, and onsite oversite by a contractor liaison to ensure safety and accountability for each military member. Specifically, each military personnel provided services under this contract will receive overnight lodging, dinner, breakfast the following morning, and contractor monitoring while at the lodging facility. The contractor is responsible for providing program task order management oversight on all task orders to ensure services and quality are maintained at all contracted lodging facilities and detailed invoices.

5.1.1 Prior to submission of a task order proposal, the contractor shall identify and fully vet each lodging facility proposed to ensure the lodging facility meets the minimum requirements as set forth in the RTOP PWS.

5.1.1.1 Contractors shall only propose hotels that have a minimum of a three diamond rating on the American Automobile Association (AAA) rating scale, unless otherwise stated in the RTOP for a given location

5.1.2 Restaurant/dining facility. The proposed restaurant/dining facility shall be located in or attached to the hotel such that applicants are not required to exit the hotel to access the dining facility and shall be a full service restaurant. The restaurant/dining facility and food preparation facilities shall comply with state and local health department regulations on food safety/sanitation. Catered meals shall not be accepted.

5.1.2.1 Meals. Contractor shall provide meals (breakfast, supper, emergency lunches and late arrival meals) as described below:

5.1.2.2 Breakfast. Applicants shall be served a hot meal for breakfast. The contractor shall serve breakfast to applicants in accordance with times specified in the RTOP. The contractor shall be capable of serving breakfast as early as 5:00 a.m.; however, the exact time will be specified in the RTOP. At a minimum, the dining facility shall be capable of accommodating in a single setting the average number of applicants stated in the RTOP. However, in the event of overflow or applicant surge, the dining facility shall have a contingency which will enable it to seat up to the maximum number of applicants stated in the RTOP. Applicants will eat breakfast en mass. Breakfast shall be served promptly at the time specified in the RTOP.

5.1.2.3 Supper. Supper may be required as early as 4:00 p.m. and until as late as 11:00 p.m.

5.2 Lodging. Contractor shall provide service to all applicants as follows:

5.2.1 Provide sleeping facilities which shall be solely on the basis of one individual to a bed with no more than two individuals to a room for double occupancy. NOTE: In case of an emergency, contractor will be allowed to put three individuals in a room, using a roll-away bed or hide a-bed. THIS SITUTATION WILL BE ALLOWED ONLY IN AN INTERMITENT EMERGENCY. IT WILL BE MONITORED AND SHALL NOT BE DEEMED APPROPRIATE FOR ROUTINE USE DURING OVERFLOW SITUATIONS.

5.2.2 Labor or CFE Shortfalls. The Contractor shall notify the COR immediately for any labor or CFE shortfalls and communicate their plan to rectify those shortfalls prior to operational start times. The COR will document all discrepancies.

5.2.2.1 Provide single rooms for officer. A double room may be assigned to an officer if a single room is not available; however, the officer shall not share the double room with another.

5.2.2.2 Ensure that male and female applicants are not lodged in the same room. Males and females shall be lodged on separate floors or in separate wings. Ensure that female applicants are NEVER lodged at the proposed overflow hotel.

5.2.2.3 Provide double set of bath towels, washcloths, hand towels, soap, shower mats, bath mats and any other amenities such as shampoo, conditioner, lotion, mouthwash, body wash, etc., that is supplied to regular hotel guests.

5.2.2.4 Provide to military personnel any accommodations, services and privileges normally provided to other paying guests.

5.2.2.5 Lodging Overflow. Within 14 calendar days of TO award, the contractor shall submit for approval its lodging overflow procedures, to include identification of an overflow hotel. The contractor shall submit its overflow procedures to the COR, and the KO for review and acceptance by the KO. The KO will provide a decision of acceptance/non-acceptance within 14 calendar days of receipt from the contractor. Contractor shall propose properties that can accommodate at least 70% of the maximum double rooms required.

5.2.2.6 Liability. The government assumes no liability for any damage caused by applicants.

5.2.2.7 Provide interior corridor guest room entry ONLY.

5.2.2.8 Operational electronic surveillance of the hotel property with recording capability. At a minimum, all entrances, exits, and the hotel lobby shall be covered by security cameras and provide a clear view of all areas proposed for the sole use by military applicants (i.e. lounge, check-in, smoking area, etc.).

5.3 Subcontracting.

5.3.1 The contractor shall furnish meals and lodging from the hotel specified in each TO. The contractor shall not subcontract to any other establishment, or any other location not specified in the TO without prior written approval of the contracting officer. Establishments proposed for subcontracting shall meet all specifications required in the performance of services under the terms of this contract and the applicable TO.

5.3.2 At the TO level, contractors shall be required to establish any required subcontracting agreements with establishments and furnish an executed copy of each with the contractor’s proposal. Each subcontracting agreement shall be executed and shall contain the contractor and subcontractor’s signature. Subcontracting agreements shall acknowledge that the subcontractor will not seek payment or make a collection effort against an applicant for meals, lodging, or transportation charges or require or request applicants to sign any documentation acknowledging liability for meals, lodging, or transportation charges. The subcontractor may request applicants sign documentation acknowledging liability for any damage caused to his/her room or the hotel, and may obtain a guarantee of payment (i.e. credit card or advance payment) for services not covered under this contract, such as in-room movies, long distance phone calls, room service, etc., if such services are made readily available to applicants. In instances where the subcontracted facility itself subcontracts for services (i.e., for non-organic transportation), the contractor shall furnish an executed copy of such agreements to the government along with its proposal.

5.3.3 Invoice processing. On a monthly basis, the contractor shall submit a detailed invoice to the COR no later than the third work day of the month following the month in which services were provided. Monthly invoices shall be by service code. A sample invoice will be provided at the TO level; however, contractors may use a form of their choosing provided all required information is included. Each task order will include complete billing/invoicing instructions. Problems encountered with contract payments shall be directed to the responsible TO administrator.

5.3.4 Meals/Lodging Vouchers. The contractor shall perform administrative functions to account for meals/lodging services provided to personnel. Necessary forms and instructions will be made available to the contractor by the COR copy 2 (daily processing list) for the purpose of reserving that night’s rooms.

5.3.5 Accompanying spouses. The government is under no obligation to provide, nor will it pay for, services incurred for or by an accompanying spouse. Any charges incurred for or by accompanying spouses shall be between the contractor and the spouse.

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