PWS - Lodging Optimization Initiative.pdf

Air Force Installation and Mission Support Center (AFIMSC)

Lodging Optimization Initiative

Performance Work Statement (PWS)

January 29, 2026

Air Force Installation and Mission Support Center

January 2026

Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.

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Contents

1.0 Description of Work

1.1 Background

1.2 Scope

2.0 General Information

2.1 Contractor/Government Communication

2.1.0 Point of Contact

2.2 Place of Performance

2.2.0 Reimbursable Travel

2.2.1 Travel Invoices

2.3 Federal Holidays

2.4 Conduct of Contractor Personnel

2.5 Data Rights

2.6 Communications

2.7 Contractor Security Requirements

2.7.0 Security Clearance Requirements

2.7.1 Disclosure of Information

2.7.2 Application/Software/Cloud Security

3.0 Contract Requirements

3.1 Task 1: Project Management (CLIN 0001)

3.1.0 Objective

3.1.1 Project Management

3.1.2 Post Award & Kickoff Meeting

3.1.3 Project Management Plan

3.1.4 Meeting Materials

3.1.5 Meeting Minutes

3.1.6 Deliverables:

3.1.7 A101: Project Management Plan (PMP): Delivered within 14 days of contract award, detailing the project schedule (with Gantt chart), communication plan, and team organization

3.1.8 A102: Meeting Materials and Minutes: Agendas and materials delivered prior to meetings; minutes delivered within 5 business days after

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3.1.9 A103: Quarterly Progress Report: A quarterly report detailing progress, risks, and upcoming activities

3.2 Task 2: Application Deployment and Data Integration (CLIN 0002)

3.2.0 Objective:

3.2.1 Deliverables:

3.2.2 A201: Deployed Application Environment: A report certifying the successful deployment of the application in the production environment

3.2.3 A202: Data Integration Status Report: A report detailing the status of connections to all in-scope data sources and the validation of ingested data

3.3 Task 3: Application and Dashboard Configuration (CLIN 0003)

3.3.0 Objective:

3.3.1 Deliverables:

3.3.2 A301: Configured UI Screens & Dashboards: A functional review session and report demonstrating the configured UI screens and role-based dashboards

3.4 Task 4: Lodging Capacity Planning and Optimization Configuration (CLIN 0004) ... 9

3.4.0 Objective:

3.4.1 Deliverables:

3.4.2 A401: Configured Analytic Models Report: A report detailing the configuration and validation of the forecasting and optimization models

3.5 Task 5: Operational Rollout & User Enablement (CLIN 0005)

3.5.0 Objective:

3.5.1 Deliverables:

3.5.2 A501: Digital Application Playbook: A digital playbook with detailed user instructions and a quick reference guide

3.5.3 A502: Virtual Training Sessions: Conduct and record virtual training sessions for stakeholders

3.5.4 A503: Customer Feedback Report: A report summarizing feedback from end-users to inform future refinements

3.6 Task 6: Transition to Production & Scale Planning (CLIN 0006)

3.6.0 Objective:

3.6.1 Deliverables:

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3.6.2 A601: Transition and Scale-Out Plan: A formal plan documenting the transition to sustained operations and the strategy for scaling the solution to additional installations or use cases. 10

4.0 Performance Objectives

4.1 Service Summary (SS)

5.0 Deliverables

6.0 Period of Performance

7.0 Contract Type

8.0 Certification and Approval of Project Deliverables

9.0 Government Furnished Items and Services

10.0 Contractor Furnished Items and Services

Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.

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1.0 Description of Work

Provide services to deploy the AI Installation Optimization for the Air Force Installation and Mission Support Center (AFIMSC). The purpose is to deploy an enterprise solution that provides a faster and more accurate way to understand lodging and housing readiness across global installations. The solution will address current challenges where planners must manually gather and analyze fragmented data from multiple systems, which can result in blind spots in capacity planning and increase the risk that installations will be unprepared for exercises, surges, or contingency deployments.

1.1 Background

Air Force Installation and Mission Support Center (AFIMSC) needs to improve its understanding of lodging and housing readiness across its global portfolio of installations. Today, the process is manual and relies on fragmented data, creating risks for capacity planning and deployment preparedness.

The AI Installation Optimization Application should address this problem. The solution will securely integrate authoritative enterprise systems (e.g., ADVANA BLADE, ENVISION) to produce accurate pattern-of-life and utilization insights. It will allow planners to use natural-language querying to assess lodging capacity, building conditions, and other factors.

Furthermore, it will introduce forward-looking scenario modeling to support budget prioritization. This will enable faster assessments, smarter deployment planning, quicker decision-making, and better funding alignment with installation requirements and emerging bed down needs.

1.2 Scope

The scope of this contract is to deliver an Initial Production Deployment (IPD) of an AI Installation Optimization Application. The solution will be deployed for up to 83 Department of the Air Force (DAF) installations.

The scope includes:

Configuring and deploying the application in a production environment with live data integrations.

Ingesting and unifying up to 10 years of historical lodging, installation, and travel data.

Developing and configuring AI/ML "pattern-of-life" lodging utilization forecasting models and scenario modeling tools.

Developing and configuring up to four (4) user interface (UI) screens (e.g., Common Operating Picture, Scenario Analysis, Installation and Lodging Dashboard).

Integrating the application into AFIMSC planning and resource prioritization workflows.

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Delivering role-based training and establishing long-term operational support Organizations

2.0 General Information

2.1 Contractor/Government Communication

The Contractor shall designate a Focal Point to be the single point of contact for all Contractor and Government correspondence. The Focal Point shall provide clear and consistent written and verbal response to Government within 12 business hours of Government initiated communication (e.g., return phone calls, emails or other communication). The Contractor Focal Point shall serve as the main point of contact with the Contracting Officer Representative (COR).

2.1.0 Point of Contact

The Contractor’s Focal Point shall meet with the Government team at least weekly, and additional meetings may be requested by the Government or the Contractor as necessary.

The Contracting Officer (CO), COR, and/or other designated representatives will provide monthly performance feedback to the Contractor.

2.2 Place of Performance

The primary location for efforts assigned under this task will be at the Contractor’s off-site facilities. When work or meetings are performed at a government facility, the Government will coordinate all access requirements and provide necessary workspace and equipment for meetings.

2.2.0 Reimbursable Travel

Contractor may be required to travel to installations in support of the performance of this contract. Prior to traveling, the COR will submit a request to the contractor identifying the purpose, location, and dates needed for travel. The Contractor shall prepare and submit an estimate of travel costs for personnel (name and title) to the COR for approval by the CO.

After reviewing the estimated costs and verification of funds availability, the COR will recommend approval to the CO and notify the Contractor when travel has been approved.

2.2.1 Travel Invoices

Invoices containing travel costs must be reviewed by the COR prior to approval in Wide Area Workflow (WAWF). Travel will be conducted according to IAW Joint Travel Regulations Vol. II, Appendix E, Part III. Costs incurred by contractor personnel on official company business are allowable, subject to the limitations of FAR 31.205-46. The contractor shall travel using the lower cost mode transportation commensurate with the mission requirements. When necessary to use air travel, the contractor shall use economy class or similar accommodations to the extent they are available and commensurate with the mission requirements. Travel will be reimbursed on a cost reimbursable basis; no profit or fee will be paid.

Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.

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2.3 Federal Holidays

Federal offices are closed on New Year’s Day, Dr. Martin Luther King, Jr. Birthday, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day. The government will not be available during these holidays.

2.4 Conduct of Contractor Personnel

The Contractor shall ensure that all work performed under this contract is in strict compliance with all applicable federal, state, and local laws and regulations, agreements, or policies. The Contractor shall ensure that all activities performed by its personnel, subcontractors, and suppliers are executed in accordance with said authorities. Any incident of noncompliance noted by the Contractor shall immediately be brought to the attention of the COR. Nothing in this contract shall relieve the Contractor of its responsibility to comply with applicable laws and regulations. The Contractor shall be responsible for obtaining all permits, licenses, approvals, and/or certificates required or necessary to accomplish the work requirements.

2.5 Data Rights

The Government will receive appropriate data rights to all technical data and computer software developed or generated under this contract. The Contractor shall properly mark all data with the appropriate restrictive legends.

2.6 Communications

The Contractor shall not make available or publicly disclose any data or report generated under this contract unless specifically authorized by the Contracting Officer. If any person or entity requests information from the Contractor about the subject of this PWS or work being conducted hereunder, the Contractor shall refer them to the COR. All reports and other information generated under this PWS shall become the property of the Government, and distribution to any other source by the Contractor is prohibited unless authorized by the Contracting Officer. The Contractor shall provide an acknowledgement of receipt of all transmittal letters sent to the Contractor by the Government.

2.7 Contractor Security Requirements

2.7.0 Security Clearance Requirements

This contract does not require access to classified information.

2.7.1 Disclosure of Information

In the performance of this contract, the Contractor may have access to data and information proprietary to a Government agency or to another Government Contractor, or of such nature that its dissemination or use, other than as specified in this contract, would be illegal or otherwise adverse to the interests of the Government or others. The Contractor and its

Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.

Page | 7 personnel shall not divulge, or release data or information developed or obtained under performance of this contract, except to authorized Government personnel or upon written approval of the CO. The Contractor and its Contractor personnel shall not use, disclose, or reproduce proprietary information bearing a restrictive legend, other than as specified in the contract.

2.7.2 Application/Software/Cloud Security

The contractor shall ensure that any web-based, mobile, or other software application utilized to fulfill this requirement adheres to the appropriate impact level and security controls mandated by applicable regulations and standards. This includes ensuring the security of all data storage and transfer functionalities associated with the application and/or tool.

In the event that a higher impact level, different Authority to Operate (ATO), or additional security controls are required, the contractor shall proactively identify and explore solutions to meet these requirements. Furthermore, the contractor shall provide detailed documentation outlining the internal steps necessary to implement the required changes, including a clear timeline for completion and integration of these updates. Based on the path chosen, the contractor shall revise the project management plan to include recommended changes and steps needed for the higher-level security.

3.0 Contract Requirements

3.1 Task 1: Project Management (CLIN 0001)

3.1.0 Objective

The Contractor shall provide overall Project Management, including program administration, scheduling, risk management, financial reporting, and staffing.

3.1.1 Project Management

The Contractor shall have responsibility to provide overall Project Management which shall include program administration and support necessary for the management of this contract and task activities. During this effort, the Contractor shall exercise administrative and financial reporting as specified in this PWS; these are functions such as:

Scheduling activities and milestones

Describing status

Outlining Contractor activity and progress toward accomplishment of objectives

Planning, forecasting, and financial reporting

Program planning

Managing risk

Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.

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Staffing

3.1.2 Post Award & Kickoff Meeting

The Government will host a post-award meeting with the Contractor within seven (7) business days after contract award. The CO shall contact the PM/COR and the Contractor to schedule this meeting. Teleconference is permissible for the post-award meeting. The purpose of the post-award meeting is to introduce the Contractor to the Government representatives (PM/COR) and review the performance objectives of the contract. Key outcomes from the meeting include an exchange of contact information; review of communication, invoicing, and reporting protocols;

and review of the contract performance objectives and schedule.

3.1.3 Project Management Plan

The Contractor shall prepare a Project Management Plan (PMP) within 14 days of contract award that details the milestones needed to achieve all performance objectives. Additionally, the PMP will include a detailed schedule (with Gantt chart), a description of project communications (regular & timely reports), and the organization of the contracted team.

3.1.4 Meeting Materials

The Contractor shall create and deliver meeting agendas, materials, call-in lines, and calendar invites prior to meetings.

3.1.5 Meeting Minutes

The Contractor shall deliver meeting summaries and/or minutes within five (5) business days following completion of the meeting or event.

3.1.6 Deliverables:

3.1.7 A101: Project Management Plan (PMP): Delivered within 14 days of contract award, detailing the project schedule (with Gantt chart), communication plan, and team organization.

3.1.8 A102: Meeting Materials and Minutes: Agendas and materials delivered prior to meetings; minutes delivered within 5 business days after.

3.1.9 A103: Quarterly Progress Report: A quarterly report detailing progress, risks, and upcoming activities.

3.2 Task 2: Application Deployment and Data Integration (CLIN 0002)

The Contractor shall deploy the C3 AI Installation Optimization Application and establish data connections.

Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.

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3.2.0 Objective:

Deploy the application in a controlled production environment within AFIMSC's specified cloud environment. Establish secure connectivity to AFIMSC-authoritative data sources (e.g., BLADE, DTS) and ingest, normalize, and validate historical and live data.

3.2.1 Deliverables:

3.2.2 A201: Deployed Application Environment: A report certifying the successful deployment of the application in the production environment.

3.2.3 A202: Data Integration Status Report: A report detailing the status of connections to all in-scope data sources and the validation of ingested data.

3.3 Task 3: Application and Dashboard Configuration (CLIN 0003)

The Contractor shall configure the application's user-facing components.

3.3.0 Objective:

Configure up to four (4) UI screens (e.g., Common Operating Picture, Scenario Analysis).

Configure role-based dashboards and initial Generative AI natural-language interfaces aligned to AFIMSC planning workflows. Enable access controls and operational monitoring.

3.3.1 Deliverables:

3.3.2 A301: Configured UI Screens & Dashboards: A functional review session and report demonstrating the configured UI screens and role-based dashboards.

3.4 Task 4: Lodging Capacity Planning and Optimization Configuration (CLIN 0004)

The Contractor shall configure the core analytic and AI/ML models.

3.4.0 Objective:

Configure up to 20 AI/ML "pattern-of-life" lodging utilization forecasting models. Configure one (1) AI/ML scenario modeling tool. Models will support demand forecasting, surge modeling, and scenario-based reallocation. The contractor will iteratively tune models based on AFIMSC feedback.

3.4.1 Deliverables:

Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.

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3.4.2 A401: Configured Analytic Models Report: A report detailing the configuration and validation of the forecasting and optimization models.

3.5 Task 5: Operational Rollout & User Enablement (CLIN 0005)

The Contractor shall develop and deliver a coordinated training and stakeholder engagement plan.

3.5.0 Objective:

Integrate the application into AFIMSC planning workflows and conduct validation and operational acceptance testing. Deliver role-based training for planners, analysts, and leadership.

3.5.1 Deliverables:

3.5.2 A501: Digital Application Playbook: A digital playbook with detailed user instructions and a quick reference guide.

3.5.3 A502: Virtual Training Sessions: Conduct and record virtual training sessions for stakeholders.

3.5.4 A503: Customer Feedback Report: A report summarizing feedback from end-users to inform future refinements.

3.6 Task 6: Transition to Production & Scale Planning (CLIN 0006)

The Contractor shall transition the application to sustained use and plan for future expansion.

3.6.0 Objective:

Transition the application to sustained production use. Define a scale-out and value-capture plan to expand coverage. Establish long-term operational support and readiness for enterprise adoption.

3.6.1 Deliverables:

3.6.2 A601: Transition and Scale-Out Plan: A formal plan documenting the transition to sustained operations and the strategy for scaling the solution to additional installations or use cases.

Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.

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4.0 Performance Objectives

4.1 Service Summary (SS)

The Contractor services requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service for each requirement. These thresholds are critical to mission success.

PO# Performance

Objectives

Performance Threshold

For Feedback

Surveillance

Method

01 Timely Delivery of Contract Deliverables:

Ensure all contract deliverables are completed and submitted by the agreed upon deadlines.

95% of deliverables submitted on or before the scheduled due dates within each reporting period.

Periodic inspections and reviews of the contractor’s submission schedule

02 Quality Assurance and Compliance: Deliver services and products that meet or exceed the DoW’s quality standards and comply with all applicable regulations and guidelines.

Achieve a quality assurance score of 95% or higher on all deliverables, as determined by the COR.

Periodic inspections and evaluations conducted by the COR, utilizing checklists and formal customer feedback mechanisms.

03 Effective Communication and Collaboration: Maintain open and effective communication with all stakeholders, ensuring that project goals and progress are clearly understood and that any issues are promptly addressed.

Conduct bi-weekly status meetings with stakeholders and respond to inquiries within 24 hours, achieving a 90% satisfaction rate in stakeholder surveys.

Periodic inspections and evaluations of meeting records, response times, and stakeholder feedback, as managed by the COR.

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5.0 Deliverables

All documents and data deliverables described in this PWS, amendments and/or modifications, shall be submitted on time and meet the requirements set forth in this PWS. All submittals will be in a format approved by the Government. The Government reserves the right to make changes on delivery dates. Any changes to the schedule of deliverables will be accomplished by issuance of a contract modification.

Item Deliverable/Report Schedule (After Award)

PWS

Paragraph

A101 Project Management Plan Within 14 days 3.1 A102 Meeting Materials & Minutes Ongoing 3.1 A103 Quarterly Progress Report Every 90 days 3.1

A201 Deployed Application Environment Within 6 weeks 3.2

A202 Data Integration Status Report Within 6 weeks 3.2

A301 Configured UI Screens & Dashboards Within 10 weeks 3.3

A401 Configured Analytic Models Report Within 26 weeks 3.4

A501 Digital Application Playbook Within 36 weeks 3.5 A502 Virtual Training Sessions Within 36 weeks 3.5 A503 Customer Feedback Report Within 36 weeks 3.5 A601 Transition and Scale-Out Plan Within 39 weeks 3.6

6.0 Period of Performance

The period of performance for this contract is 12 months from the date of contract award.

7.0 Contract Type

The government will award a Firm-Fixed-Price contract for CLIN 0001 (Task 1) through CLIN 0006. A cost-reimbursable CLIN will be awarded for travel.

8.0 Certification and Approval of Project Deliverables

The CO will be responsible for contract management, inspection, oversight, review, and approval activities. Certification and approval of project deliverables by the COR is necessary before approval of invoices and distribution of payments.

Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.

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9.0 Government Furnished Items and Services

The government will provide electronic copies of documents as Government Furnished Information (GFI) as described above in this document. The GFI should be used as appropriate in Contractor’s documents. Access to and relevant data extracts from In-Scope Data Sources (e.g., Defense Travel System (DTS), ADVANA, ENVISION, AFIMSC Master Installation List).

Access to Subject Matter Experts (SMEs) and designated personnel for workshops, feedback, and analytic development.

10.0 Contractor Furnished Items and Services

The Contractor shall furnish all supervision, qualified labor, supplies, equipment except for the requested GFE, facilities, and services required to perform work under this contract. Government laptops shall be available to the Contractor to support DORMFIX Refinement. Contractor shall request the necessary number of laptops formally through the COR.