RFP SAQMMA12R0126 Temp Housing HR.docx

Long/Short Term Temporary Lodging Accommodations

The Office of Human Resources

For the effort entitled “Long/Short Term Lodging Accommodations for DOS Personnel Assigned to Training at Foreign Service Institute (FSI)

REQUEST FOR PROPOSAL

SAQMMA12R0126

SECTION B

SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 MINIMUM AND MAXIMUM CONTRACT QUANTITIES - INDEFINITE QUANTITY CONTRACT (05/95)

a) The FAR 52.216-22 "Indefinite Quantity," the minimum for this indefinite quantity contract shall be as set forth below.

If this contract contains options, the minimum for each option shall apply separately and independent to that option.

HR

(b) The maximum for this indefinite quantity-contract (including options) shall be any quantity or combination of services and/or supplies (reports) equal to the maximum for the FSI Arlington, VA site as stated in the Price/Costs, para 5, subsections for the Base Year and options years for Human Resources.

B.2 SUPPLIES OR SERVICES

The offeror shall be responsible for providing the Office of Human Resources (HR/EX) with long term temporary fully furnished housing for DOS personnel assigned for training at the Foreign Service Institute campus at the George P. Shultz National Foreign Affairs Training Center, Arlington Hall, 4020 Arlington Blvd., Arlington, Virginia 22204 personnel on medivac orders to the Washington, D.C. area, as well as any other needs in the Washington D.C. area requested by the Contracting Officer’s Representative. The contractor shall also provide shuttle transportation service for the personnel between proposed residential properties and the listed training sites. Shuttle transportation shall be included in the prices/costs listed in Section B.5. Additional shuttle service will also be provided on request to and from Headquarters, US Department of State, located at 2201 C. Street, NW Washington, D.C. as requested for the first day of new employee orientation classes and periodically on special occasions, not to exceed two per incoming class.

B.3 TYPE OF CONTRACT

The Government will award one Fixed-Price Indefinite Quantity type contracts with Performance-based standards in accordance with FAR 37.603 for The Office of Human Resources HR

B.4 TAX EXEMPTION CERTIFICATE

The successful offeror(s) will be provided with an U.S. Tax Exemption Certificate at the time the contract is awarded. The fixed daily rate established for the base year and option years based on the 30 to 32% percentage discount shall not include state and local taxes on sales or hotel room occupancy taxes.

B.5 PERCENTAGE DISCOUNT/COSTS

The offeror shall provide a fixed daily rate for the room(s) proposed for the base year and options years expressed as a percentage discount from the average daily Washington DC/VA per diem rate as issued by GSA each year. The discount provided by the offeror shall apply for the base year and all option years. The room rate for each year will be calculated as shown below:

To calculate the “average” annual per diem rate you add the GSA published lodging rate for each day of the year and divide by 365 or 366 in a leap year. For FY 2011 it is as follows: (Oct. 2010 and Sept 2011 at $211 X 61 days =) $12, 871 + (Nov. 2010 through Feb. 2011 at $181 X 120 days =) $21,720 + (March 2011 through June 2011 t $211 X 122 days = ) $25,742 + (July and Aug. 2011 at 157 X 62 days =) $9,734 = $70067 divided by 365 = $191.926438 rounded off to $192.

The room rate for each year will be adjusted each Oct 1, of that year by taking the percentage discounted offered off of the average daily lodging rate as described above. The fixed room night rates proposed for the base year and option years shall be adjusted upward or downward according to the annual average GSA per diem as described above. The price shall include the proposed percentage below the current yearly average per diem rate for lodging and all services identified in the Statement of Work (SOW) of the RFP. The percentage rate shall be from 30 to 32% at a minimum. The bus transportation service costs shall be included in the fixed daily rate.

Foreign Service Institute campus at the George P. Shultz National Foreign Affairs Training Center, Arlington Hall, 4020 Arlington Blvd., Arlington, Virginia 22204

HUMAN RESOURCES

B.5.1 BASE YEAR

0001 Extended Stay/Corporate ________ Accommodations, Suites

Total Percentage Discount for Base Year ___________

Minimum = 20,000 room nights Maximum = 200,000 room nights for “Evaluation purposes only”

B.5.2 FIRST OPTION YEAR

1001 Extended Stay/Corporate ________ Accommodations, Suites

Total Percentage Discount for First Option Year ___________

B.5.3 SECOND OPTION YEAR

2001 Extended Stay/Corporate ________ Accommodations, Suites

Total Percentage Discount for Second Option Year ___________

B.5.4 THIRD OPTION YEAR

3001 Extended Stay/Corporate ________ Accommodations, Suites

Total Percentage Discount for Third Option Year ___________

B.5.5 FOURTH OPTION YEAR

4001 Extended Stay/Corporate ________ Accommodations, Suites

Total Percentage Discount for Fourth Option Year ___________

ESTIMATED AVERAGE PERCENTAGE DISCOUNT

FOR THE BASE PLUS FOUR OPTION YEARS ______________

B.6 ADVANCED UNDERSTANDING

The Government shall purchase the minimum quantities stated within this contract. The Government reserves the right to cancel reservation by 5 PM of the scheduled day of arrival with advanced notification via fax, e-mail or telephone from the Contracting Officer's Representative (COR) or his/her designee or the traveler without cancellation penalty. Guest receiving lodging accommodations under this requirement will be funded by HR and bureaus in the U.S. Department of State.

(END OF SECTION B)

SECTION C

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 BACKGROUND

The Foreign Service Institute (FSI) is the Federal Government’s primary training institution for officers and support personnel of the U.S. foreign affairs community, preparing American diplomats and other professionals to advance U.S. foreign affairs interests overseas and in Washington. At the George P. Schultz National Foreign Affairs Training Center (NFATC), in Arlington Virginia the FSI provides more than 450 courses -- including some 70 foreign languages -- to more than 50,000 enrollees a year from State Department and more than 40 other government agencies and the military service.

The Institute’s programs include training for the professional development of Foreign Service administrative, consular, economic/commercial, political, and public diplomacy officers; for specialists in the fields of information management, office management, security, and medical practitioners and nurses; as well as for Foreign Service Nationals who work at U.S. posts around the world; and for Civil Service employees of the State Department and other agencies. Ranging in length from a half-day to 2 years, courses are designed to promote successful performance in each professional assignment, to ease the adjustment to other countries and cultures, and to enhance the leadership and management capabilities of the U.S. foreign affairs community. Other courses and services help family members prepare for the demands of a mobile lifestyle and living abroad. FSI has one program available to the general public. Recently FSI has worked with the Overseas Security Advisory Council (OSAC) to make security awareness training available to U.S. private business members that operate overseas.

Additionally, Foreign Service Employees and their families are medivaced to the Washington D.C. area when in need of critical medical services not available in their country of residence. There stays may range from as short as a few days to as long as several months. Some of these employees may be recovering from operations and may require facilities with handicap access. Depending on family situation and the hospitals chosen, medical evacuees may request housing in other neighborhoods in the D.C. area further afield of the training centers listed above.

C.2 PURPOSE

The purpose of this contract is to obtain long/short term (temporary) housing for Government personnel assigned to training at the FSI. The housing provided must at a fixed daily rate, at a minimum of 30 to 32% below current yearly average U.S. Government lodging per diem rates in the Arlington VA/Washington, DC area. Length of stay may vary from 1 night to 365 nights.

The expected outcomes of this contract is to reduce the financial burden on families and individuals who are in long-term training at FSI and provide quality temporary housing at the best possible price. This program will eliminate the financial disincentive to training that would otherwise accompany a lengthy training program.

C.3 SCOPE OF SUPPORT - GENERAL

C.3.1 Provision of Housing Accommodations

The Contractor shall provide all the housing necessary as identified in Section B of this contract. It is anticipated that the Contractor will sub-contract with other business to provide the full range and numbers of room nights required.

C.3.2 Suitability of Housing

The Contractor shall provide suitable temporary housing as listed in the following paragraphs below: Housing must meet all the requirements as stipulated in the underlying Scope of work for lodging.

C.3.3 Reservations and Check-in

a. Reservations. The contractor shall provide web-based reservations services to be backed up by email and U.S.-wide toll-free telephone service. The contractor shall respond to all reservations and inquiries within one (1) business day. The contractor shall provide a central office responsible for acceptance of reservations from travelers. The central office will be responsible for lodging reservations based on availability, making and confirming the reservation at the room rate provided in Section B. Only this central office will provide travelers their reservation confirmation. Employees (or their DoS sponsors) will be able to make reservations once they have a travel authorization number (TAN) and inform the Contractor of the length of stay and family size. They will receive confirmation via email.

b. Check-in: The DoS sponsor will provide the TAN to the Contractor prior to check-in, verifying the dates for which the USG will pay for the room. Orders may be amended during the term of stay. Any unauthorized additional nights will be charged to the employee directly.

Upon check-in the employee will provide a form of payment to cover direct charges including unauthorized nights, additional fees, or damages (described in Section C.8.3 of this RFP).

c. Reports and Procedures: The contractor shall provide periodic reports on reservation status. After contract award, the Contractor shall provide the Contracting Officer’s Representative (COR), or his/her designee, written reservation procedures.

C.3.4 Contractor Contact Information

The contractor shall provide contact and confirmation support during reservation and occupancy stages. Contractor support must be available via telephone, fax, and internet (web site and email). The Contractor shall provide emergency toll free (within the USA) contact information for all reservation problems. Emergency contact personnel information shall be available 24 hours a day, 365 days a year.

C.3.5 Reservation and Billing Procedures

The contractor shall provide written procedures for contact, reservation, control of travel information, and billing. All financial activities must be auditable to ensure the negotiated rate and services are provided. The contractor shall provide one consolidated monthly for all housing provided within the preceding month.

The contractor will provide a web-based reservation system with customer service support via email and a U.S. toll free telephone number.

C.3.6 Housing Demand

The Contractor will be expected to fill a daily average, including potential growth, of up to 650 -700 apartments per room night during the initial year of this contract. These numbers in the base year and subsequent option years can be expanded as stated in Section B.

C.3.7 Unit Size Allocation

Housing units needed for the base year is anticipated at estimated 500-650 corporate style apartments per night. The typical requirement is for 60% studio/one-bedroom, 31% two-bedroom, and 9% three-bedroom units. Accordingly, the Contractor should be prepared to provide 54-63 three-bedroom units per night or more as needed. These numbers may grow as program adoption increases. Contractor shall provide about 20,000 minimum room nights per year with the ability to grow as program demands increase.

C.3.8 Length of Stay and Seasonality.

Contractor must accommodate stays from one to 365 nights. The requirement for lodging is approximately the same year round. With the exception of a slight reduction in demand for the two weeks around the Christmas/New Year’s holidays in December; there is little or no seasonal fluctuation.

C.4 QUALITY

C.4.1 Minimum Mandatory Requirements

Minimum mandatory requirements for the Contractor shall include the following:

a. All properties used in the performance of this contract shall meet the criteria for Class A+, or Class A, properties as defined in the apartment rating methodology presented in Figure C-1.

b. Extended stay lodging and corporate housing shall also meet all the criteria listed in Section C.5 of this RFP.

c. Figure C-1. Apartment Ratings.

New or recently renovated properties High-rise New or recently renovated properties

Mid-rise New or recently renovated properties Garden style Mid-rise New or recently renovated properties

Upper grade

Standard televisions

C.4.2 Scope of Work—Facility Requirements

In accordance with Section C-3 the minimum mandatory requirements are inclusive in the terms and conditions of any resultant contract. In addition to the minimum mandatory requirements, this scope of work describes the requirements that shall be met prior to commencement of work under the term of a resultant contract.

C.4.2.1 Facility Description.

All facilities shall possess or meet all the criteria as stated in C.4.1 above. The contractor shall provide a block of lodging rooms in a facility which is currently operating as an ongoing lodging facility and business or apartment complex catering to customers. Contracted apartments will be conveniently located in relation to the Foreign Service Institute campus at the George P. Shultz National Foreign Affairs Training Center, Arlington Hall, 4020 Arlington Blvd., Arlington, Virginia 22204 Normal rush hour commute time to this facility will not exceed 30 minutes. Facilities shall be consistent with that defined in the industry as limited service, and shall be convenient to quality dining facilities serving breakfast, lunch and dinner.

C.4.2.2 Disabilities

Contractor shall be in compliance with Federal, State and Municipal Health Codes. When presented with a request, Contractor shall make reasonable accommodations for disabilities.

C.4.2.3 Certificate of Occupancy

Contractor shall be in possession of a current, valid certificate of occupancy for each property used.

C.4.2.4 Federal Emergency Management Agency (FEMA)

All properties will be in full compliance of the Hotel and Motel Fire and Safety Act of 1990 throughout the term of the contract. If a property is grandfathered the reason(s) for non Compliance will be specified and what remedial action is being taken. The DOS reserves the right to disqualify any property that is not in full compliance after review.

C.4.2.5 Central Contractor Register (CCR)

Contractor shall maintain a current registration with the Contractor Central Registration (CCR) system throughout the term of the contract.

C.4.2.6 Security/Safety

The Contractor shall provide an environment that is in compliance with all safety codes required by law. At a minimum, the Contractor will be required to have the following:

a. The contractor facility shall be equipped with preferably Electronic Key Lock system or normal key locks on guest room access doors and all other primary guest entrances and exits in all buildings. Secondary or doors limited to essential staff entry/exit only will employ appropriate measures to ensure limited controlled access.

b. The contractor shall have a Fire Protection policy which includes a written plan reviewed by the local fire department, and the contractor shall rehearse this plan with its entire staff at least semi-annually for all buildings.

c. The Contractor shall ensure that each community has a minimum of one staff member who can handle security and emergency issues at every property.

d. The Contractor shall provide adequate on site front desk and or security personnel 24 hours per day, seven days per week. This personnel will be capable of handling check ins, departures and emergency situations.

e. The Contractor's designated security manager shall maintain ongoing dialogue with police or equivalent to stay aware of threat/crime in the area. This may include but not be limited to video coverage and surveillance of entrances/exits.

f. The Contractor shall have in all buildings, view ports, deadbolts and secondary locks on guest room doors.

g. The Contractor shall have self-closing guest room doors.

h. The Contractor shall have parking lot security which includes but is not limited to the entire parking area being well lit.

i. The Contractor shall provide parking for DOS travelers' private or authorized vehicles (rental, government fleet, car, or van) either on or in proximity to the property when requested by the DOS travelers. This shall be provided at no charge for one vehicle per apartment.

C.4.2.7 Non-Smoking Units

All rooms shall be non-smoking. However, location(s) where smoking is allowed must be available at designated areas within the apartment compound.

C.4.3 Scope of Work—Quality

C.4.3.1 Quality Assurance (QA) The contractor shall provide its Quality Assurance Plan and shall implement it in order to meet or exceed the quality standards described in this section. According to this plan, the Contractor shall administer a quality assurance program and shall provide examples of its successful application upon request. (Examples may include such things as customer comment cards and records of staff training implemented as a result of customer recommendations.)

The contractor shall have a quality assurance program that inspects all apartments prior to the arrival of a new guest to assure all systems are working properly and the apartment, furnishings and appliances meet the highest standards of cleanliness and serviceability. The contractor shall also have a mold and pest abetment program to assure that all apartments are free from these hazards.

Any report of mold or pests must be immediately assessed by a certified technician who will provide written assurance that the problem has been properly addressed. Any apartment reported to have mold will be removed from use until a certified technician has provided written guarantee that the apartment is free of harmful levels of mold. The DOS will not be responsible for any additional charges due to this program.

The records of inspections, customer satisfaction forms and customer complaint forms shall be kept and made available to the Government throughout the base year and through all option years until final settlement of any claims under this contract. At that time, the Contractor shall turn over these records to the Government as requested. Customer satisfaction shall be above the 90th percentile in all customer satisfaction instruments utilized.

C.4.3.2 Renovation The Contractor shall have and adhere to an established renovation plan for continued maintenance and upkeep of the facility and apartments. The plan should at a minimum include room furnishings, facility support system (heating, ventilation and air conditioning) and appearance of public areas. The Contractor shall adhere to all terms and conditions of the contract during all renovations occurring during the performance of the base year and all subsequent option years. All permits and certificates of occupancy will be the responsibility of the Contractor.

The DOS will not be responsible for any additional charges due to this renovation plan.

a. Guest Accommodation during Renovation. DOS guests shall not be assigned to guest rooms undergoing renovation other than routine preventive maintenance. At no time will renovation or preventive maintenance commence in a guest room occupied by a DOS guest without prior notification to the concerned guest. The Contractor shall also inform the COR or his/her designee of planned renovations. The Contractor will provide alternate accommodations to long-term guests’ if/when major renovations are required on their units during their term of occupancy. When such relocation is required for renovation, Contractor shall provide sufficient notice and moving assistance.

C.4.3.3 Customer Service

The Contractor shall provide quality customer service for the duration of this contract. The contractor shall sustain its customer service philosophy and carry on its customer service practices for addressing and responding to customer complaints and providing feedback in a timely manner.

The Contractor shall meet or exceed the quality standards put forth in its management policies and procedures for ensuring high quality customer service and resolving customer complaints. The contractor shall inform the COR of any customer complaints along with the remedy and time it took for the corrective action to occur.

C.4.3.4 Customer Feedback

The contractor shall host quarterly feedback sessions and invite all guests to participate. These sessions will include DOS Contract personnel as well as Contractor management personnel and will be an important part of assessing the performance of the contractor.

C.4.3.4 Amenities

In addition to normal lodging, sleeping room furniture, fixtures and equipment (FF&E), the contractor shall provide basic cable television, local and long distance telephone service, work space/desk, in-room high speed data port internet connectivity, DVD, alarm clock/radio, hairdryer, iron/ironing board, toaster, security safe or lock box (although this can be provided in a central location within the property), and coffeemaker. Apartments shall have all the amenities for apartments listed.

C.4.3.5 Additional Charges.

Long distance telephone charges, pet deposit fees, late arrival penalties, and other non-lodging related charges will be billed directly to the guest and will not be the responsibility of the DOS. Any additional days not authorized by DOS may be billed directly to the guest. Damages to furnishings, appliances and facility may be charged directly to the guest, for this purpose guests will be asked to sign a form certify the condition of the property and furnishings upon arrival.

C.5 ADDITIONAL CORPORATE HOUSING AND EXTENDED STAY FACILITY REQUIREMENTS

C.5.1 Minimum Amenities Required

Assigned housing must have amenities suitable for the employee and his/her family. These amenities will be at no additional charge and shall, as a minimum, include the following:

a. General:

· Property managers, or their representatives, must be readily accessible at all times for guest needs or requests.

· All property staff must conduct business in a professional and ethical manner providing attentive, conscientious service to guests.

· Upon check-in, guests will be provided with luggage carts and additional help if requested.

b. Facility:

· Shall be in compliance with all local, state and federal codes.

· Shall have nearby access to public transportation, supermarkets, dry cleaning, department stores, restaurants, schools, recreational opportunities (e.g. cinema, gym, park, playground, etc.).

· Shall be clean and well-maintained throughout.

· Shall have on-site laundry facilities, ideally within the unit or at a minimum within the building.

· Shall have an elevator available for guests' use in multi-story buildings.

· Shall have adequate illumination in all public areas including all corridors, stairways, landings, and parking areas.

· Shall have good curb appeal with all exterior elements of the property, good building structure and design, and a variety of landscaping.

· All public areas shall have good, comfortable décor with coordinated furniture, fixtures, and equipment that reflect current industry trends. With good quality floor coverings coordinated with the overall décor with good overall lighting that provides good illumination.

· Corridor walls shall be painted, stuccoed, or have vinyl wall coverings with vinyl or carpeted; ceilings shall be painted plasterboard or have an enhanced, textured finish.

· Exercise equipment shall be available in sufficient quantity on site or within a short distance at no additional cost.

c. Safety:

· Each guestroom entry door must have a viewport or window convenient to the door.

· Each apartment door must be equipped with both a primary lock and a secondary deadbolt lock.

· A primary lock is defined as a device that permits a guest to enter a unit using some form of key and allows the door to be locked while the unit is occupied and when the guest leaves the unit. Pass keys assigned to appropriate staff members will function to operate only these locks.

· A secondary lock is defined as a deadbolt-locking device with a throw that extends at least one inch from the edge of the door. Deadbolt master keys will only be available to top management and security personnel.

· An operational, single station smoke detector is required in each guest unit. Hard-wired smoke detectors are preferred. When battery-operated detectors are used, there must be an adequate maintenance program to routinely test and replace batteries. Properties must meet all federal, state, and local fire codes.

· Safes or lock boxes shall be available and need not be inside each apartment but can be centrally located at each apartment facility.

d. Apartments shall have:

· All furniture, furnishings, linens (bedding, towels), refrigerator, stove, dishwasher, toaster, microwave, dishes, cookware, tableware, serving pieces, iron, ironing board, hair dryer, wastepaper basket, vacuum cleaner, mop, broom, dishcloth or sponge, alarm clock/radio, and all utensils needed in a kitchen for everyday cooking. Sufficient quantities of dishes and tableware will be available for the number of occupants and occasional guests.

· A start-up supply of toilet paper, hand and bath soap, shampoo, and dishwasher detergent to last at least one week.

· Heat and air conditioning controls within the unit.

· Cable TV with basic channels, two T.V. sets, and at least one DVD.

· Standard local telephone service with at least two (2) touch-tone telephone instruments.

· At least weekly maid service to include full linen exchange, cleaning, vacuuming, trash removal, etc. Additional emergency exchange of linen will be available.

· Reliable high speed internet access.

· Be thoroughly cleaned and inspected with complete bed and bath linens changed between guest stays.

· Adequate shades, drapes, or blinds to cover all windows or other glass areas with semi- or full blackout capability to provide the guest with privacy.

· A level of soundproofing adequate to muffle outside noises and normal sounds in adjacent units and public areas.

· Good-sized, well-proportioned rooms with adequate good quality matching furniture that fits the overall décor. Unserviceable furniture will be exchanged within two working days of it being reported.

· Wall hangings with good quality framed artwork.

· Good quality floor coverings coordinated with the overall décor.

· Sufficient number of comfortable beds for each occupant, with mattress pad, two sheets, blanket, suitable bedspread, pillows, and pillowcases and spare change of linens. Additional beds, cribs, or sofa-beds will be available upon request at no additional cost.

· A nightstand or equivalent by each bed and drawer space adequate for the number of guests. At least one dresser, credenza or armoire with an active light switch at the main entry for each bedroom and at least one enclosed clothes closet with 10 detachable wood or plastic hangers.

· A dining table sufficient to accommodate the number of guests in the apartment.

· At least one private bathroom with commode, sink, a well-lighted mirror, convenient electrical outlet, adequate shelf space, and a tub or shower with a non-slip surface. All bathroom floor surfaces must be easily cleaned. Carpeting is not acceptable in the commode area.

· Living room area will be furnished comfortably in a conversational and television viewing arrangement; including armchairs and sofa of fabric upholstery with padded seats, side tables and coffee table. Televisions will be located on a credenza top or in an armoire.

· A good-size writing desk or table with adequate lighting, electrical outlet, high-speed internet connection and a comfortable office chair.

f. Environmental Leadership The contractor shall act in an environmentally, economically, and fiscally-sound manner that is efficient and environmentally sustainable. During contract performance, contractor shall provide goods and services that minimize solid waste, prevent pollution, save energy and other resources, and reduce greenhouse gas emissions. This includes purchasing efficient (Energy Star or Federal Energy Management Program (FEMP) designated), water-efficient, bio-based, environmentally preferable (e.g., Electronic Product Environmental Assessment Tool (EPEAT) certified), non-ozone depleting, contain recycled content, or are non-toxic or less toxic alternatives, whenever such products and services meet the performance requirements. This requirement is based upon a variety of laws, statutes, regulations and policies including:

· Resource Conservation and Recovery Act, (RCRA);

· Farm Security and Rural Investment Act (FSRIA);

· Energy Policy and Conservation Act;

· National Energy Conservation Policy Act;

· Clean Air Act;

· Energy Independence and Security Act;

· Executive Order 13514, Federal Leadership in Environmental, Energy, and Economic Performance;

· Executive Order 13423, Strengthening Federal Environmental, Energy, and Transportation Management;

· EPA Comprehensive Procurement Guidelines (CPG); and

· USDA Bio-based Products Preference Program.

The contractor shall support the Department in meeting the federal environmental goals and mandates identified above.

C.6 REQUIREMENT – LODGING FOR ALL BUILDINGS

The Contractor shall provide the following:

C.6.1 Range of Housing Options.

A range of available housing options may include corporate housing/ furnished apts (studio and 1, 2 & 3+ bedroom) units. Units may be located in the same building or in separate buildings, as long as other requirements are met.

C.6.2 Proximity to Training Site(s).

Normal rush hour commute times to the training sites should not exceed 30 minutes. Please note, this requirement is in minutes not miles. The distance to the training sites is not relevant as long as the commute time during a "normal" rush hour is within the 30-minute time frame.

C.6.3 Pet-Friendly Units.

Some units should accept pets (an extra "pet" deposit, paid by the employee, is acceptable.)

C.6.4 Courtesy Shuttle

If property location is not within 0.5 miles of public transportation and/or shopping, Contractor shall provide a dedicated courtesy shuttle service for at least 6 hours on weekdays and 10 hours on Saturdays, Sundays and Holidays. .

C.7 BUS TRANSPORTATION SERVICE

C.7.1 Shuttle Capacity and Frequency.

Shuttles capacity and frequency shall be sufficient to accommodate the number of guests and their arrival and departure at the training centers within a reasonable time in relations to their training schedules. Contractor is not required to have shuttles running all day or in order to accommodate the schedules of fewer than 10 guests but the guests are not expected to have to arrive or wait for over one hour because of the frequency of the shuttles. Actual shuttle schedules will be negotiated with the Contracting Officer’s Representative and changed as needed.

C.7.2 Properties within 5 blocks of the State Department FSI Shuttle service in Rosslyn VA.

The Department of State provides shuttle service to and from FSI’s Shultz Training Center from the vicinity of the Rosslyn Metro Train station. For that reason, any properties within a 5 block radius of this shuttle service do not require contractor provided shuttle service.

C.7.3 Commute Time.

Total commute time to the Shultz Center shall not take more than 30 minutes during normal rush hour traffic. .

C.7.4 Training Site Locations.

The Foreign Service Institute (FSI) is a DoS bureau responsible for providing foreign affairs training for DoS and other agencies. FSI's main campus is at the George P. Shultz National Foreign Affairs Training Center located at Arlington Blvd (Route 50) and George Mason Drive in Arlington, VA, a residential neighborhood with limited public transportation, some miles from the Dept of State buildings in Washington, DC

C.7.5 Class Schedules.

Classes at FSI normally begin at 7:30 a.m. and end at 5:30 p.m. These schedules can change and will be adjusted to accommodate the schedules of the majority of guest’s needs and desires.

C.7.6 Early Dismissal

Class start and stop times sometimes change during infrequent early dismissal. Early dismissal does occur occasionally on the day prior to holiday or a weather emergency, as authorized by State Dept officials for Department employees and students at FSI. Contractors will be informed of early dismissal as early as possible.

C.7.7 Holidays

Service shall be required Monday through Friday excluding Federal holidays. FSI is closed on all Federal Holidays which are announced for the entire following year sometime in December. Dates will be furnished to the contractors in advance of each new year.

C.7.8 Shuttle Schedules

Transportation must deliver students to FSI in time to start classes normally at 7:30 a.m. and 9:00 a.m. Pickup is needed after classes end normally at 4:00 p.m. and 5:30 p.m.

Shuttle service to the Main State Building: Occasionally, on the first day of orientation classes for new Department Employees and on “Flag Day” for each new employee classes, shuttle service will be required from the residential properties to the Main State Building on 23rd and D Streets NW, D.C. The contractor will be provided with these dates and times as soon as they are known. New classes usually start on 7 separate days of the year. These new guests will be traveling to one of the two FSI campuses throughout the remainder of their stay.

C.7.9 Vehicle Requirements

All buses or shuttle service vehicles shall have air conditioning and heating. Buses or shuttle service vehicles shall be maintained in a quality and safe operating condition. Mandatory regional vehicle safety inspections/certifications and decals shall be current and displayed. The contractor shall provide a tentative Shuttle Schedule for FSI for the time(s) stated in paragraph C.7.8.

C.8 DOCUMENTATION REQUIREMENTS FOR PAYMENT AND RESERVATION

C.8.1 Reservation

DOS will provide the contractor with the DOS traveler’s Travel Order number and the authorized dates of stay when making reservations.

C.8.2 Payment

The Contractor shall submit the Travel Authorization number as a condition of payment, with dates utilized, the applicable rate, and total amount due (per employee travel order) to the COR or his/her designee.

C.8.3 Billing

Billing shall be consolidated, monthly, and within 30 days of the departure of employee. All payments are based on actual number of days utilized. There are no advance payments. The Department will only reimburse the Contractor for the negotiated room rate for the days utilized. Any additional fees are the sole responsibility of the employee (e.g. pay-per-view movies, long distance telephone charges, associated pet fees, etc.) through a form of payment required at check-in. Damages in excess of normal wear and tear are also the responsibility of the employee. The Department of State is not responsible for damage caused by program participants.

C.9 OPERATIONS

C.9.1 Overbook Policy

Contractor shall not confirm reservations in excess of the space available to any DOS traveler unless authorized in writing by the Contracting Officer.

C.9.2 Late Arrival / No-Show / Cancellation Policy

· Scheduled arrival time is defined as 5:00 p.m. on the scheduled date of arrival. DOS travelers who have guaranteed their reservation in accordance with Sec C.3.3 shall be ensured of their reservation until checkout time on the day following the scheduled arrival time. The DOS traveler/guest or the COR or his/her designee may notify the Contractor on behalf of the DOS traveler of late arrival, no-show, or cancellation. The Contractor shall accept such notification via phone call, web site, fax, or email. The contractor shall accept cancellations without penalty up until 5:00 p.m. on the day before scheduled arrival time

If a DOS traveler with a guaranteed reservation fails to check in, cancel, or modify their reservation within this notification time period, that traveler, at the option of the Contractor, is liable for charges for nights up to the number of days already elapsed in the notification period.

If, however, the contractor is able to assign another traveler to that apartment to arrive sooner than or closer to the originally scheduled arrival date then the liability will be reduced accordingly. In this event, the Contractor may bill the traveler for those nights in accordance with generally accepted hospitality industry practice.

The Contractor must accept changes or modifications of departure date. There shall be no charge for guest early departure. The Contractor shall notify the COR or his/her designee of the traveler's early departure or extension as soon as he is informed of the new departure date. There shall be no additional charges (beyond the contracted daily rate) for extensions approved by the COR.

(END OF SECTION C)

SECTION D

PACKAGING AND MARKING

D.1 PACKAGING OF SUPPLIES FOR DOMESTIC SHIPMENT (11/2008)

Deliverable/reports shall be packed for shipment in a manner that will ensure acceptance by common carriers and safe delivery of destination

D.2 MARKING OF REPORTS (11/2008)

All deliverables/reports delivered by the Contractor to the Government under this contract shall prominently show on the cover of the report:

(a) Name and Business address of the Contractor;

(b) Contract number and delivery order number, if applicable;

(c) Date of report; and

(d) Program office (s).

(END OF SECTION D)

SECTION E

INSPECTION AND ACCEPTANCE

E.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract/solicitation incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer (CO) will make their full text available. Also, the full text of a clause may be accessed electronically at this address:

https://www.acquisition.gov/far/

The following clauses apply at the Order level, as applicable, depending upon the contract type of the Order, or as specifically referenced in the applicable Order:

FAR SOURCE TITLE DATE

E.2 INSPECTION AND ACCEPTANCE - SERVICES (11/2008)

Inspection and acceptance of the services to be provided hereunder shall be made by the Contracting Officer's Representative

(END OF SECTION E)

SECTION F

DELIVERIES OR PERFORMANCE

F.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract/solicitation incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer (CO) will make their full text available. Also, the full text of a clause may be accessed electronically at this address:

https://www.acquisition.gov/far/

The following clauses apply at the Order level, as applicable, depending upon the contract type of the Order, or as specifically referenced in the applicable Order:

FAR SOURCE TITLE DATE

F.2 PERIOD OF PERFORMANCE (11/2008)

The term of this contract shall be for one base year and four, (4) one-year options and shall commence on the date of the Contracting Officer's signature.

F.3 PLACE OF PERFORMACE (05/95)

The principal place(s) of performance for this contract shall be:

(Insert at contract award)

F.5 PLACE OF DELIVERY (11/2008)

Deliverables/reports under this contract shall be made to the following address:

U.S. Department of State Office of Human Resources HR/EX, Rm H-1103B, SA-1 2401 E Street, NW Washington, DC 20520

F.6 DELIVERABLES/REPORTS

The contractor shall submit proposed report formats within 10 days after contract award for the COR or his/her designee for review and approval. Thereafter, the Contractor shall submit all reports in writing or e-mail in the same format each time with the original provided to the COR or his/her designee and one copy provided to the contract administrator. Reports shall include at a minimum:.

· Occupancy Report/invoice: including name of guest, date of arrival, date of departure, total room nights, description of room, dates billed. The Contractor shall provide the occupancy report(s) no later than 3:00 p.m. on the 5th day of each month for the preceding month starting with the first month after contract award.

· Reservation reports: including all reservations made for each guest with the same information as the occupancy report. The Contractor shall provide the reservation report(s) on a weekly basis beginning with each Monday of each week, by 3:00 p.m. starting with the first month of contract award or as requested by the COR.

· Mutually agreed upon add hock reports designed to manage the program. The Contractor shall provide these reports as requested by the COR or his/her designee

F.7 ACCEPTANCE CRITERIA/PERFORMANCE STANDARDS/OTHER DELIVERABLES

Acceptance of all written documents and other deliverables will be contingent upon Contracting Officer’s Representative (COR) review and approval as specified in the Performance Work Statement Matrix F.7.1.

The COR will discuss each specific task with the Contractor to ensure that the goals and objectives are clearly defined. Required data shall be legible and properly formatted. The COR’s comments will be incorporated into the respective final documents/reports as necessary.

Consensus is required between the COR and the Contractor; however if consensus is not achieved, actions will be as directed by the COR.

F.7.1 Performance Work Statement Matrix

Desired Outcome Required Service

Method

2- Provide appropriate housing size (up to 3 bedroom units) 97% of the time starting on day one of arrival for the approved family size Review of monthly reports

2- All emergency service requests, i.e. water damage, gas leak, lack of; electricity, water, heat, air conditioning, refrigeration, or cooking facilities, will be responded to within 2 hours of notification and will be repaired to the satisfaction of the guests within a 6 hour period 95% of the time.

3- If repairs cannot be accomplished within above time limits guest will be offered a move to a suitable apartment.

Review of monthly report and responses on Customer Satisfaction Surveys

2- 2- A 90% or better rate on the “truth teller” questions on the yearly State Department PCS Lodging Program survey of satisfaction. The two “truth teller” questions have to do with; will the guest re-use the program in the future, and will they recommend it to their friends.

3- 3- Complaints will be reported to the COR upon receipt along with proposed remedy and resolution. Remedy will be sought immediately. COR will open a trouble report and keep it open until customer is satisfied of resolution or COR is convinced that no resolution is feasible.

Monthly review of Contractor Customer Satisfaction Surveys and yearly review of DOS Customer Satisfaction Surveys.

Resolution of individual complaints will be reported in order to close monitoring action by COR.

2- Identified problems in this survey will be addressed within 48 hours of the guests’ arrival to their satisfaction 99% of the time.

Monthly review of arrival surveys.

2- All participants will be greeted upon check in and will be offered assistance with luggage as needed.

Monthly review of arrival surveys.

2- Review of survey responses.

Reducing Environmental footprint of facilities servicing DOS

Rodent, Insect and Pest Free Healthy, Clean Environment Reduce environmental footprint by 2% every year of contract.

All rodent, insect and pest service requests will be responded to immediately upon DOS guest notification and a report of incident and remedy will be supplied to the COR within 24hrs of incident, COR will also have access to records if requested of preventative maintenance during performance 100% level of acceptability

Meet 100% of DOS guest request/complaints and reporting to COR.

Annual report demonstrating facilities serving HR and DOS are reducing their environmental footprint with regards to energy consumption, water conservation, greenhouse gas emissions, and considering environment. O.K.

Review of monthly report and responses on Customer Satisfaction Surveys along with random…