PWS Lodging BPA 24 Feb 2024.pdf

PERFORMANCE WORK STATEMENT (PWS)

BLANKET PURCHASE AGREEMENT (BPA) FOR

Lodging Services for 142nd Wing & 304th RQS 24 Feb 2024

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary to provide lodging room rentals (single and/or double occupancy, non-smoking rooms) for authorized members of the Oregon Air National Guard and the US Air Force as defined in this PWS. The lodging accommodations shall contain living and sleeping areas in accordance with Federal, State, Local, and commercial standards. No more than two people shall be assigned to a double occupancy room (room with 2 beds, e.g., Queen or Full).

The Contracting Officer (KO) is the final authority for all matters pertaining to this contract.

1.2 Background:

1.3 Period of Performance: The Period of Performance shall be 5 (five) years from award of this BPA, revalidated annually.

1.4 General Information:

1.4.1 Place and Performance of Services: The place of performance is the respective lodging facility for each contractor, which shall be located within a 5-mile radius from the 142d Wing, 6801 NE Cornfoot Rd, Portland, OR 97218. Facilities must be within the state of Oregon. Additionally, facilities shall be north of Columbia Blvd. and the train tracks running parallel to Columbia Blvd. The Contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS.

1.4.2 Recognized Holidays: The contractor shall not have limited or interrupted services on any recognized United States (US) holidays.

1.4.3 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary (PRS).

1.4.4 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

1.4.5 Access and General Protection/Security Policy and Procedures.

1.4.5.1 Reserved

1.4.5.2 Reserved

1.4.5.3 Reserved

1.4.5.4 Reserved

1.4.5.5 Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.6 Reserved

1.4.7 Reserved

1.4.8 Reserved

1.4.9 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 KO, 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. CM maybe be the Contracting Officer Representative (COR).

1.4.10 Reserved

1.4.11. 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 any form 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 and 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.

1.4.12 Reserved

1.4.13 Reserved

1.4.14 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.

1.4.15 Reserved

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.3 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.4 Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.5 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.6 Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.7 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.8 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.9 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 Acronyms:

AT/OPSEC Antiterrorism/Operational Security BI Background Investigation CLINS Contract line-item numbers CM Contract Manager COMSEC/IT Communications Security/Information Technology COOP Continuity of Operations Planning COR Contracting Officer Representative

DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense DoDD Department of Defense Directive FAR Federal Acquisition Regulation IS Information System(s) KO Contracting Officer NGB National Guard Bureau OCI Organizational Conflict of Interest OPSEC Operations Security PANG Portland Air National Guard PII Personally Identifiable Information PMs Program Managers POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program RD Rescheduled Drill RSD Regularly Scheduled Drill

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will not provide any property, material, equipment, and/or services for the purpose of performance under this contract.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1 and outlined in Section 5.0 below.

5.0 Requirements: The contractor shall provide:

5.1 Qualified facility: Location must have a numerical cumulative guest rating of 3.9 or better to be considered. Travelocity was used as the rating platform. Travelocity is a part of the Expedia Group, which includes Expedia.com, Vrbo, Hotels.com, Hotwire.com, Orbitz, Travelocity, and Trivago. Combined, they account for over a quarter of reviews distributed across the top 10 internet websites. This was large enough to be a reasonable authoritative rating data source.

5.2 Distance: See paragraph 1.4.1.

5.3 Reservations: Reservations may be cancelled by the KO or the ULR (Technical Exhibit – Authorized Callers). All reservations may be cancelled by giving the lodging facility notice not later than 24 hours before the time the reservation would begin. Reservations cancelled within this specified time will not be charged to the Government.

5.3.1 Government Designated Lodging Representative shall submit room reservations 5 days prior to check-in on an Excel spreadsheet to the contractor which will be guaranteed by the contractor. Double occupancy rooms will have roommates identified on the submission to the contractor. Contractor shall provide reservation confirmation information to the Government Designated Lodging Representative 3 days prior to check-in.

5.3.2 Contractor may accept reservations with less than 3 days prior to check-in; in this case contractor are not required to provide alternate lodging if no rooms are available.

5.3.3 In case of overbooking, guests shall be accommodated in another lodging facility arranged by the Contractor, of equal or better quality at no additional expense to the guests or the Government. If a guest has no personal vehicle, they shall be transported to the other lodging facility at no additional expense to the guests or the Government. If guests are moved to another lodging facility, the Contractor must notify the Contracting Officer or the Government Designated Representative.

5.4 Security: Lodging facility must pass a security inspection from the 142d Security Forces Squadron prior to consideration. Aspects that are reviewed include but are not limited to: locks and door viewer in each room, well-lit halls, public spaces, and parking areas, and 24-hour security video monitoring.

5.5 Unforeseen Circumstances: In case of an unforeseen circumstances the lodging facility shall notify the Contracting Officer or the Government Designated Representative and take action to relocate all guests affected by the unforeseen circumstance to another lodging facility of equal or better quality at no expense to the Government or the guests. If guests are moved to another lodging facility, the lodging facility must notify the Contracting Officer or the Government Designated Representative.

5.6 Record Keeping: Contractor will collect a signature from individual(s) as proof of occupancy. ULRs shall provide lists to facilities. If multiple days/nights are used concurrently, one signature is acceptable for the entire period.

5.7 Invoicing: The contractor shall submit to the ULR an itemized statement. The statement(s) will indicate individual name(s) for every room that is invoiced. Government representatives have three (3) business days to return the certified statement to the vendor.

5.7.1 Invoices will either be paid through Wide Area Workflow (WAWF) or Government Purchase Card (GPC), depending on the order. Payment type will be indicated prior to the order.

5.7.2 WAWF invoices are considered an Electronic Funds Transfer (EFT) and must be submitted via the WAWF module at https://piee.eb.mil. Orders that utilize WAWF will include the contract clause DFARS 252.232-7006 – Wide Area Workflow Payment Instructions.

5.8 Fire and Safety Requirements: Lodging accommodations shall meet fire and safety requirements per the National Fire Protection Association (NFPA) Code 10, Code 70, Code 101 and Code 96 and the Air Force Occupational Safety and Health (AFOSH) Standard 91-1. The Contractor shall comply with all applicable federal, state, and local statutes, ordinances, laws, and regulations.

5.9. Guest Rooms: The following minimum standards shall be met for each guest room:

5.9.1 Rooms shall be constructed and finished to provide good light illumination, reflection, and sound attenuation. All piping and wiring shall be enclosed. Sufficient electrical outlets and light switches shall be provided. All electrical cords, bulbs, lights, outlets, and switches shall be in good, operational condition.

5.9.2 Rooms shall be free of damage and all floors, ceilings, and walls shall be clean and in good, serviceable condition.

5.9.3 Hotel room entry doors shall be entered through an interior hallway. Entrance doors to guest rooms shall be equipped with both a primary lock and a secondary deadbolt lock. If the guest room has sliding glass or French doors, they shall be equipped with an effective locking device. Doors to connecting guest units or maintenance corridors shall be equipped with a deadbolt lock. The entrance door to the guest room shall be equipped with a view port or window convenient to the door. All doors, exterior and interior, shall be free from holes, dents, or other physical defects. Emergency procedures, exit diagram and location of fire extinguishers shall be posted on entrance doors. The room number shall be posted on or near the entrance door.

5.9.4 Windows overlooking a common walkway or in a ground floor room shall be equipped with a functional lock. Windows shall be well maintained, with no cracks or other defects. Drapes with blackout lining, shades or blinds shall be provided. If only drapes are provided, they shall screen out light. All window coverings shall be in good serviceable condition, free from tears or excessive wear.

5.9.5 Individual room-controlled heating/air conditioning units with the necessary ventilation to maintain comfort for occupants. Air filters shall be free from damage, the proper size, and be replaced or cleaned in accordance with manufacturer’s recommendations.

5.9.6 Adequate closet or hanger space and a dresser or drawer space. At least one luggage rack or equivalent bench space.

5.9.7 Private bathroom with functional toilet, sink, and shower/tub. Bathroom will have a mirror, adequate lighting, and convenient electrical outlets. Toilet paper, soap, shampoo/conditioner, and hair dryer shall be provided.

5.9.8 Means for occupants to indicate when they are not to be disturbed, for example, a “Do Not Disturb” sign. The lodging facility employees shall respect the signs when displayed.

5.9.9 Operational smoke detector in compliance with NFPA.

5.9.10 Double occupancy rooms shall contain at least 2 beds, one for each guest. Each bed shall have a firm mattress with box springs, mattress pad or cover, two pillows, and sufficient bed linens.

5.9.11 Each room occupant will be provided a room key.

5.9.12 If possible, efforts should be made for room reservations to be on the second floor or higher.

5.10 Parking Facility: Parking facilities shall be paved, marked and adequately lighted. Each parking space shall receive at least indirect light. Adequate parking spaces shall be available for all guests. Free parking shall be available for guests.

5.11 Lodging Facility Services: The following services shall be offered:

5.11.1 The lodging facility shall provide check in/out service on a 24-hour basis, 7 days a week. The desk area shall be clean and sufficiently staffed with trained personnel. The lodging facility shall inform all government guests’ assigned accommodations under this contract, of the required check out time.

Government guests, who incur another day's charge because of failing to meet the required check out time, do so at their own expense. The Government incurs no liability in this instance.

5.11.2 The lodging facility shall offer wake-up and message service on a 24-hour basis, 7 days a week.

5.11.3 The lodging facility shall provide a means of storing and safeguarding guest valuables. Safety deposit boxes may be provided at the front desk or in each guest room. If safety deposit boxes are in the front desk, a receipt for the stored items shall be furnished to the guest.

5.11.4 The lodging facility shall provide upon request an ironing board and iron if not available in the guest room. They shall have a first aid kit at the front desk in case of emergencies.

5.11.5 The lodging facility shall provide upon request a local information packet. They shall provide upon request a commercial telephone directory. Desk clerks shall be able to explain to guests’ miscellaneous charges not covered by the PWS, for example, long distance personal phone charges.

5.11.6 The lodging facility shall provide management and staff personnel that present a neat appearance and operate ethically and professionally. They shall provide attentive, conscientious attention to guest service.

5.12 HOUSEKEEPING SERVICES:

5.12.1 Guest Rooms: All surfaces shall be clean and stain/dust/mildew free, including but not limited to floors, walls, ceiling, doors, windows, windowsills, baseboards, chair rails, heating/air conditioning systems, vents, blinds, ceiling fans, light fixtures, switch plates, furniture, upholstery, knick-knacks, decorative items, silk and real plants, etc. Rooms shall be fresh smelling, free of odors from dirt, mildew, mold, poor sanitation, or heavy deodorizers. Rooms and furniture shall be free from insects, rodents, and other pests. Daily services include, but are not limited to room cleaning, bed making, linen change if required, and replenishment of amenities, toiletries, and supplies.

5.12.2 Bathrooms shall be clean with no mildew, dust, rust, soap scum, stains, or grimy film on fixtures, ceiling, walls, or floors. The wastebasket shall be lined and emptied prior to occupancy. Bathroom shall be fresh smelling, free of odors from dirt, mildew, mold, poor sanitation, faulty plumbing, or heavy deodorizers.

5.13 Other Areas (Restaurant, Dining Area, Swimming Pool, Spas, Fitness Center, Laundry Room, Ice Machines, Vending Machines, Etc.): These areas are not a requirement; however, if on premises, they must be well maintained and meet general standards of safety, quality, and cleanliness.

5.13.1 Linen Service: Bed sheets and pillowcases shall be washed at least once per week or when occupancy changes, whichever occurs first, and whenever necessary due to guest personal requirements.

They shall be in good repair, free from tears, rips, holes, and extensive wear. All blankets, mattress covers, and bedspreads shall be clean, without any objectionable odors, and in good repair, free from tears, rips, holes, stains, and extensive wear. Additional blankets shall be provided if requested by guest.

Freshly laundered bath and hand towels and wash cloths shall be provided daily. Dirty linen must not contaminate the facility or clean linen when it’s handled, stored, and transported.

5.13.2 The lodging facility shall follow the following procedures:

5.13.3 Clean and dirty linen shall be kept separate on housekeeper carts and within linen room.

5.13.4 Hand washing facilities shall be available in the linen room.

5.13.5 Linen handling is located as to prevent steam, odors, lint, and objectionable noises from reaching personal living and guest rooms.

5.14 Additional Services: All additional services not specified in this PWS, or not included in the standard commercial room rate, shall be paid by the guest requesting and receiving the extra service.

5.15 Credit Card at Check-In: Credit cards may be placed on file in compliance with standard commercial practices to fund incidentals and damage. Member’s credit cards SHALL not be charge for any reason other than incidentals or damage. It is not the member’s responsibility to pay for canceled rooms, or room fees that have not been paid by the contract holder.

5.16 Lodging Facilities: The facilities will be presented to the government during the solicitation process.

5.16.1 Facilities will be reviewed for acceptability in conjunction with the security checks (see paragraph 5.4).

5.16.2 Facilities submitted to the government will at minimum meet all of the evaluation factors in this PWS. In the event unforeseen circumstances prevent the vendor from providing facilities that meet all evaluation factors, acceptance must be expressed by a contracting officer (KO) and unit lodging representative (ULR).

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

Date of Publication

Mandatory or Advisory

Website

Federal Acquisition Regulation https://www.acquisition.gov/?q=brows efar

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfars pgi/current/index.html or https://www.acquisition.gov/dfars

DoD 5400.11-R Department of Defense Privacy Program

05/14/2007 https://www.esd.whs.mil/Directives/iss uances/dodm/

DoDD 8140.01 Cyberspace Workforce Management

10/05/2020 https://www.esd.whs.mil/Directives/iss uances/dodd/

DoD 8570.01-M Information Assurance Workforce Improvement Program

12/19/2005 (Change 4:

11/10/2015 uances/dodm/

DoD 5220.22-M National Industrial Security Program Operating Manual

(NISPOM)

02/28/2006 (Change 2:

05/18/2016 uances/dodm/

AFI 10-245

Antiterrorism

03/28/2013 (Certified current 03/30/2017 https://www.e-publishing.af.mil/Product- Index/#/?view=pubs&orgID=10141&c atID=1&series=- 1&modID=449&tabID=131

AFPD 17-1 04/12/2016 https://www.e-publishing.af.mil/Product-

Information Dominance Governance and Management

Index/#/?view=pubs&orgID=10141&c atID=1&series=- 1&modID=449&tabID=131

AFI 10-701

Operations Security

7/24/2019 (Change 1:

06/09/2020 https://www.e-publishing.af.mil/Product- Index/#/?view=pubs&orgID=10141&c atID=1&series=- 1&modID=449&tabID=131

TECHNICAL EXHIBIT

AUTHORIZED CALLERS

The individuals below are designated as Unit Lodging Representatives (ULR) and are authorized callers for this BPA. They are responsible for providing the rooming list to the hotel POCs for managing reservations.

I. Master Sergeant Kevin Gilliam, 142 WG, Tel 503-335-4183, kevin.gilliam.2@us.af.mil

II. Master Sergeant John McFeters, 304 RQS, Tel 503-335-5438, John.mcfeters@us.af.mil