TCE-HR PWS Final Fvie year ordering .pdf

TC-E HR PERFORMANCE WORK STATEMENT

DESCRIPTION OF SERVICES

1. SCOPE OF WORK

The Contractor shall provide lodging and transportation as specified herein, to the authorized Civil Service Mariners

(CIVMARs) assigned to the Military Sealift Command (MSC) in Fort Eustis, VA. The Contractor shall furnish necessary facilities, including furniture, equipment and supplies. Such facilities shall be located within a twenty-five

(25) mile driving radius of MSC Training Center East Hampton Roads (TC-E HR), located at Building 650, 667

Monroe Avenue, Fort Eustis, VA 23604, using www.mapquest.com AND excludes any hotel separated from Ft

Eustis VA by a tunnel. Transportation to and from the contractor’s lodging facility and MSC TC-E HR will be provided by contractor. The commute time from each hotel to the training facility must not exceed one hour each way during normal peak traffic hours.

Period of Performance

Five Year ordering period 1 October 2026-30 September 2031

FAR 52.217-8 Option 1 October 2031- 31 March 2032

A. LODGING/FACILITIES

1. At the time of submission, the hotel (s) proposed to meet the requirements of this contract must be rated by the

American Automobile Association (AAA) and must meet or exceed the minimum Three (3) Diamond Designation.

If, any time after award of the contract, any of the hotel (s) assigned to meet the requirements of the contract loses its AAA Three (3) Diamond Designation, the contractor will have up to twelve months to replace the effected hotel

(s). The reason for the loss of the AAA Three Diamond rating will be reviewed by the contracting officer (KO) or the contracting officer representative (COR). If the KO or COR determines that the loss of the AAA Three

Diamond rating results in a reduced quality of life or safety issue, CIVMARs will be moved to a new property as soon as feasible. The proposed hotel (s) may be at different locations; however, each facility shall be located within the mileage/commute requirements stated above and shall provide the same or lower room-night rates.

2. The contractor shall provide a microwave and refrigerator in each room and maintain at least two (2) functional washers and two (2) functional dryers at each site. In the case where one hotel provides more than 50% of the room required, that facility should have three (3) functional washers and three (3) functional dryers. The contractor shall provide free functional internet connection in each room. Hotel guests will have access to an on-site Business Center, which will consist of an area with at least two (2) desks, two (2) computers, and two (2) printers. One of the printers must have the following features available; copy, print, scan and fax. CIVMARs must be able to access the internet, print documents, and scan receipts. If the provided printer is not available, the front desk shall be willing to print documents for CIVMARS as requested.

3. The lodging facility must be within one half (1/2) mile distance of a public transportation designated stop OR the lodging facility must provide transportation to/from the nearest public transportation designated stop with set schedule OR the lodging facility must provide round trip shuttle service comparable to that of public transportation within a five-mile driving radius with set schedule. Hotel properties may change throughout the life of the contract as long as the properties meet all the requirements of the contract and are validated and approved in writing by the Contracting Officer Representative (COR) and Contracting Officer (KO) prior to any changes.

4. The Contractor shall provide hotel rooms when called for by the COR and/or Contracting Officer or his/her designated representatives. The Contractor shall ensure a sufficient number of single rooms are available at all times to meet the Government’s needs. Based on previous history, the room nights will vary with an estimated average of 50 rooms per night, to as many as 95 rooms per night. The quantities of single rooms actually occupied for lodging on any one day may vary depending upon the fluctuating number of CIVMARs awaiting assignment or attending training.

5. The length of a CIVMARs stay varies. Each authorized CIVMAR shall be entitled to a single room. The authorized CIVMARs will remain in the same facility from the day they check in until they check out with the exception of those moves at the request of the MSC Point of Contact (POC) based on availability of the contractor.

The authorized CIVMARs may not be moved from one facility to another unless contractor submits a request three (3) working days in advance with adequate justification, to the MSC TC-E HR Site Manager and COR for approval.

6. The Contractor shall provide a single room night rate per day, including all applicable taxes, fee and charges in the composite rate. However, generally, the U.S. Government is tax exempt. The total price for one unit of lodging should be consistent with the per diem locality rates as specified in the Joint Travel Regulations as amended. The

Government estimates a maximum of 34,675 single room nights to be utilized during the contract period base year. The Government is only liable for and will only pay for the actual number of rooms used by the authorized

CIVMARs.

B. HOTEL RESERVATIONS

1. Reservations will be made in advance of arrival by the MSC designated POC. CIVMARs will be notified by the

MSC POC of their hotel assignment and are not authorized to make their own reservations.

When the MSC designated POC submits a request for a hotel reservation, there may be times based on travel arrangements, the CIVMAR will have a late arrival. Those requests will be marked “late arrival” if the CIVMAR will be arriving after 6 p.m. local time, and if so, every effort will be made to provide an estimated time of arrival in the comments section. If the CIVMAR has not arrived by 6 p.m., the hotel is authorized to invoice MSC for cost of the room.

2. Reservations made will be held until 6 p.m. on the date of arrival. If the CIVMAR does not arrive by 6 p.m., and the hotel reservation has not been marked as “late arrival”, the hotel reservation will be cancelled by the hotel. If a

CIVMAR reports to the hotel after a same day reservation has been cancelled, the contractor will advise the

CIVMAR which hotel, based on availability, can accommodate their stay, contact the hotel and make a reservation. These CIVMARs are responsible for their own transportation between hotel (s).

3. When CIVMARs check into the hotel at the front desk, the Contractor shall provide the CIVMAR with an official check-in letter, to include but not limited to the following: hotel’s name, CIVMAR’s name, and date the

CIVMAR checked into the hotel.

4. When CIVMARs check-out at the front desk of the hotel, the Contractor shall provide the CIVMAR with an official check-out letter, to include but not limited to the following: hotel’s name, CIVMAR’s name, date the

CVIMAR checked into the hotel and the date they checked out of the hotel.

5. A daily hotel roster for all hotels on contract shall provide a list of CIVMARS who check in and out to ensure that the contractor is aware of the availability of the rooms. to include but not limited to the following: hotel’s name, date of hotel roster, total number of CIVMARs in hotel, CIVMAR’s full name, CIVMAR’s check-in date, CIVMAR’s check-out date, etc..

a. DINING

The Contractor shall provide dining facilities for breakfast, lunch and dinner or there must be dining facilities within one half (1/2) of a mile from each hotel assigned to the contract, including quick service restaurants and/or full service restaurants. In the event that the on-site dining facilities requires a scheduled closure for either breakfast, lunch or dinner, written notice must be made and CIVMARS must be notified of the closure a minimum of 24 hours before the scheduled closure. In the event the on-site dining facilities experience an unscheduled closure for breakfast, lunch, and/or dinner, there must be dining facilities within one half (1/2) of a mile from the hotels which are open for service.

C. FIRE AND SAFETY

1. Hotel shall provide verification that the establishment is listed on the current Hotel-Motel Master List . Contractor shall be responsible for notifying the TC-E HR Site Manager and COR within 15 minutes if an authorized

CIVMAR is transported to a hospital. In case of an emergency the contractor shall be responsible for notifying the

TC-E HR Site Manager and COR within 15 minutes if an authorized CIVMAR is transported to a hospital.

Contractor will provide to the TC-E HR Site Manager and COR the CIVMAR’s name, room number, date, time and as much amplifying information available at the time of the report. The contractor hotel facility shall provide security cameras at entry/exit points, lobby areas. Hotel (s) are required to have emergency battery lighting on stairwells, lobby areas, common areas, and hallways.

a. PREVENTION OF ILLEGAL ACTS

In the event an illegal act occurs on hotel/motel premises and involves a CIVMAR either staying at the hotel or visiting another CIVMAR staying at the hotel/motel, he Contractor shall provide a statement of the illegal act that occurred. The statement of the illegal act must be provided within 24 hours of the occurrence and if possible, the statement will list the names of the CIVMARS involved, the hotel staff that responded to the incident, and any witnesses to the illegal act. If available, a copy of the police report regarding the incident of the illegal act will be provided to the COR and Contracting Officer.

b. LIABILITY

The Government shall not assume expenses incurred other than those prescribed in the contract. The government will not be responsible for hotel expenses for any rooms issued without the required proper identification at registration as required by MSC (See “DOCUMENTATION”) The CIVMAR will assume responsibility for any additional expenses incurred for personal use and entertainment, (i.e., telephone use, pay per view cable television movies and/or sports broadcasts, alcoholic beverage, or other extra hotel amenity charges). The CIVMAR shall be directly responsible for such expenses and shall make payments directly to the hotel or motel. Damage to the hotel facility by the CIVMAR is the sole responsibility of the individual CIVMAR. The Contractor’s desk clerk and/or the manager on duty shall explain this requirement for personal liability to the CIVMARs upon check-in.

c. SAFEGUARDING VALUABLES

The Contractor shall provide a means of storing and safeguarding small, high value personal property of the occupants. This may be accomplished by providing safes in each room or by providing safe deposit boxes at the front desk. Each authorized CIVMAR occupant shall be notified at check-in that the hotel or motel will provide this service free of cost to the occupant. If the occupant elects to use this service, the hotel or motel is responsible for safeguarding small high value personal property. If CIVMARs are expected to utilize “in-room” safes which are not currently installed in each room, they would need to be installed within 14 days of contract award.

In the event that a CIVMAR reports the loss or damage of personal property inside their hotel room to the hotel or motel staff then the desk clerk on duty or the hotel manager will make every effort to assist the CIVMAR in filing a hotel incident report. If the CIVMAR deems the loss or damage of personal property severe enough that the

CIVMAR decides to file a police report then hotel staff will provide available assistance in the form of;

statement(s) to include the name(s) of the CIVMARs involved, the names of the hotel staff that were either on duty when the loss or damage to property may have occurred, and the key card access log to the CIVMAR’s room.

If available, a copy of the police report regarding the incident of property loss or damage will be provided to the

COR and Contracting Officer

D. HEALTH AND SANITATION

1. All facilities assigned to the contract shall be subject to inspection and approval by the KO or COR any time after contract award and the Source Selection Evaluation Board (SSEB) prior to award. Unannounced random habitability sanitation inspections may be conducted by the KO or the COR throughout the life of the contract to ensure compliance as specified in this contract. The KO or COR may designate a TC-E HR Site Manager to conduct an unannounced random habitability inspection in their stead. Findings made by TC-E HR Site Managers will be turned over to KO or COR for evaluation. Additional inspections without notice will be conducted in response to complaints filed with the MSC medical department or MSC Contracting Office and COR, which directly affect the health and safety of the CIVMARs. Additional inspections may include but not be limited to the scrutiny of the following health risks; scanty or damaged electrical appliances that pose a risk of electrocution, the existence of mold due to water damage, or pest activity in the form of vermin, roaches or bed bugs.

If the hotels are required by Department of Health (DOH) to cease operations, under the provisions of the law, the contractor shall report these findings to the Contracting Officer or COR immediately.

2. Should a substantial and imminent health hazard be declared by the Agency and/or DOH at any of the facilities including but not limited to substantial power outage, water damage, fire damage, sewage backing up into food preparation and service areas, lack of refrigeration or lack of water, the contractor shall immediately notify the

MSC TC-E HR Site Manager and COR and advise hotel’s plan to transfer all authorized CIVMARs to one of the other approved facilities under contract until operations are resumed and authorized by DOH.

3. A follow-up sanitation inspection may be conducted by MSC to confirm that health hazards have been eliminated, and the contractor shall provide the government with a copy of the authorization to resume operations from state and local agencies as required. All CIVMAR’s rooms shall be serviced by housekeeping in accordance with the hotel’s established schedule. CIVMARs may not decline housekeeping services. Invoices shall be submitted on a weekly or bi-weekly basis.

a. PARKING

One parking spot shall be provided free of charge for each authorized CIVMAR staying at the hotel.

b. MAIL DISTRIBUTION

Mail shall be available for distribution daily at the front desk to authorized CIVMARs.

E. TRANSPORTATION

To and from the TCHR Training center

1. The Contractor shall provide each authorized CIVMAR staying at its facilities daily round trip transportation to and from the MSC Training Center located at Building 667, 650 Monroe Avenue, Fort Eustis, VA 23604 and

Building 827, 650 Monroe Avenue, Fort Eustis, VA 23604. An estimated 30-50 CIVMARS will require transportation daily to the training sites. At a minimum, the Contractor shall provide one round trip daily per

CIVMAR, Monday through Friday, for all authorized CIVMARs staying at Contractor’s facilities.

2. The Contractor is to provide transportation to drop-off the authorized CIVMARs from the contractor’s facility to the TCE-HR Training centers located at Building 667 and 827 between 0645 and 0700 a.m. Return transportation pick up times may vary depending on the specific training schedule changes and will be coordinated by the MSC

TCE-HR Training Site Manager or MSC POC. The Contractor shall provide a round trip transportation rate per day, including all applicable taxes in the composite rate. However, generally, the U.S. Government is tax exempt

3. The Contractor shall be responsible to coordinate travel arrangements on a daily basis with the MSC TCE-HR

Training Site Manager or MSC POC in sufficient time to ensure timely logistical arrangements.

4. The Contractor shall have a sufficient size and or number of vehicles to support the required timeframes of arrival and departures. All vehicles must be climate controlled with properly operating air conditioning and heating systems.

5. The Contractor shall obtain the daily pick up and drop off schedule from the MSC TCE-HR Training Site Manager or MSC POC. For planning purposes, the Contractor shall be available for drop offs in the morning and pickups in the afternoon on each day when needed.

6. Most trips to and from the hotels will occur Monday through Friday. There may be requirements to provide transportation for the authorized CIVMARs on weekends and Federal Holidays. This will be coordinated by the

MSC TCE-HR Training Site Manager or MSC POC in advance as needed.

7. DBIDS base access passes must be obtained by company providing transportation. DBIDS passes must be obtained within two (2) weeks of contract award.

8. The Government estimates the total number of single trips for transportation between the hotel(s) and the Training

Center is 1,750 single trips per year during the contract period base year. This is only an estimate. The

Government is only liable for and will only pay for the actual number of single trips made between the hotel(s) and the Training Center sites that are provided by the contractor. The contractor is responsible for monitoring the passengers as authorized CIVMARs lodging under the contract. All authorized CIVMARs will present a valid US

Government Common Access Card (CAC) prior to being authorized transportation to/from Training Center East

Hampton Roads.

a. DOCUMENTATION

IDENTIFICATION OF CIVMARS

1. The first day a CIVMAR checks in the hotel, the Contractor shall verify the identity of the person by his/her photo identification (ID) card to ensure MSC employment. Two valid and current forms of identification are required:

(1) US Coast Guard Merchant Mariner Credential (MMC); and (2) Government Common Access Card (CAC). For

New employees, reservations will be made in advance by an authorized MSC POC as these employees will not have a CAC Card.

F. RENOVATION AND MAJOR CONSTRUCTION OF HOTEL FACILITY

1. The contractor shall not lodge CIVMARs under the contract at a hotel facility that is under renovation and/or undergoing a major construction project. The contractor shall provide adequate lodging at the designated and approved facilities during such period. The determination as to whether improvements to the hotel facility constitute a renovation and/or major construction project shall be left to the discretion of the COR and/or the Contracting Officer.

EXHIBIT 1: PERFORMANCE REQUIREMENTS SUMMARY

Performance Objective

Acceptable Quality Level

(AQL)

Performance Standard

Method of Surveillance Actions to be Taken If Requirement not

Met

Pg.2 Para. A Sect.4 Hotel Facilities, 95% The contractor shall provide the required number of hotel rooms daily as specified under the contract

Direct Observation/Customer feedback

Unsatisfactory/Poor Performance will be documented in CPARS.

Pg. 3 Para B Sect. 3- 4 Hotel Check-in and Check-out letters

95% The contractor shall provide a check-in and check-out letter to all CIVMARs.

Direct Observation Unsatisfactory/Poor Performance will be documented in CPARS.

Pg.3 Para B Sect. 5 Hotel Rosters and Hotel Reservations

90% The contractor shall provide a list of CIVMARS who check in and out to ensure that the contractor is aware of the availability of the rooms.

Direct Observation/Customer feedback

Unsatisfactory/Poor Performance will be documented in CPARS.

Pg.4 Para.C Sect. 1 Fire & Safety

90% The contractor shall meet all technical requirements outlined in the contract and all facilities assigned to the contract.

Direct Observation Unsatisfactory/Poor Performance will be

Pg.5 Para.D Sect. 1 Health and Sanitation

95% The contractor shall meet all technical requirements outlined in the contract and all facilities assigned to the contract.

Pg. 5 Para. D Sect. 1 Hotel and Transportation Complaints address, and correct complaints filed by CIVMARs.

Customer Feedback Unsatisfactory/Poor Performance will be

Pg.5 Para. D Sect. 3 Invoicing

95% The contractor shall provide invoices as specified.

Pg.2 Para. A Sect. 1 AAA 3-Diamond Ratings maintain AAA 3-Diamond rating of all facilities.

Periodic Inspection Unsatisfactory/Poor Performance will be

Pg.6 Para. E Sect. 1 Transportation provide bus to pick-up/Drop off CIVMARs on time.

Direct Observation/Customer Feedback

Unsatisfactory/Poor Performance will be documented in CPARS.

Pg.4 Para. C Sect. 1 Emergenc Situation

95% Meet the standards of the PWS for notification of the COR within 24 hours of an emergency.

Direct Observation Unsatisfactory/Poor Performance will be documented in CPARS.

Part II, Section I- Contract Clauses;

FAR 52.222-50

Combating Trafficking in

100% Validate that the contractor:

1. Conducted training or kept records with employee

Conduct periodic inspection IAW COR surveillance schedule.

The contractor’s failure to comply with this FAR clause may result in:

Persons (CTIP) Compliance

The contractor shall-

(1) Notify its employees of

The U.S.

Government’s Zero Tolerance policy.

Actions that will be taken against employees for violations of this policy.

(2) Take appropriate action.

signatures understanding of U.S. Zero Tolerance policy.

2. Has a documented list of what the contractor cites as appropriate actions to violations.

3. Documented the number of violations to date (if any).

4. Documented action

Review meeting/training/signature records as proof of contractor to employee notification.

Validate actions taken by the contractor are documented and if employees are found to be in violation- matches those in FAR 52.222-

1. Requiring the contractor to remove an employee from the performance of this contract.

2. Requiring the contractor to terminate a subcontract.

3. Suspension of contract payments.

4. Loss of award fee.

5. Termination of contract for default or cause.

6. Suspension or debarment.

In accordance with PGI 222.17 and FAR 52.222-50, the KO will be notified immediately of any information from any source that alleges a contractor employee, subcontractor and/or subcontractor employee has engaged in conduct that violates the United States Government “zero” tolerance policy regarding trafficking in persons.

EXHIBIT 1: PERFORMANCE REQUIREMENTS SUMMARY