Tinian Hotel Services PWS_23Sep24.pdf

TINIAN HOTEL SERVICES PWS

TINIAN HOTEL SERVICES

INDEFINITE DELIVERY, INDEFINITE QUANTITY (IDIQ)

PERFORMANCE WORK STATEMENT (PWS)

356 ECEG ANDERSEN AFB, GUAM

5 SEPTEMBER 2024

TABLE OF CONTENTS

SECTION I DESCRIPTION OF SERVICES / GENERAL INFORMATION

SECTION II APPENDIXES

SECTION I

DESCRIPTION OF SERVICES/GENERAL INFORMATION

1. DESCRIPTION OF SERVICES. The contractor shall provide all necessary personnel, supervision, management, tools, equipment, transportation, materials and any other items or services necessary to support with Hotel Services on Tinian Island in accordance with this Performance Work Statement (PWS), any attached appendixes, and commercial standards, local standards, Commonwealth North Marianas Islands (CNMI) ordinances and laws. These services shall be performed at the same levels as in the commercial marketplace to the maximum extent possible.

1.1. TYPE OF SERVICES REQUIRED. The contractor shall provide hotel services as listed in Appendixes of this PWS. The contractor shall coordinate all aspects of this project with the designated Contracting Officer (CO) and/or COR, eg. room numbers, utility outages or issues with guests.

1.2. ROOM AVAILABILITY: After a Task Order (TO) is issued, rooms shall be available for check-in no later than (NLT) 1600 Chamorro Standard Time on the first day of the task order Period of Performance (POP). If rooms are not available, the CO designated Point of Contact (POC) will be notified to document the delay of contract performance.

1.3. FRONT DESK SUPPORT: A front desk attendant or an after-hours point of contact identified prior to members utilizing the hotel will be available 24 hours a day to assist in any issues the hotel guests may encounter. Issues include being locked out of the room, appliances not functioning correctly, lack of hot water or any water in the bathrooms or issues with other hotel guests. The front desk attendant will assist or create maintenance work orders that shall be addressed within 48 hours of notice.

1.4. MAINTENANCE & REPAIRS: All maintenance and repair work orders shall be rectified within 24 hours of notice. If parts or materials are required to fix an issue and an expected repair time is beyond the 48-hour window, then the COR shall be notified of the delay and an alternate room shall be offered to the guests. If the COR finds the delay reasonable, then the COR will document the delay, but it shall not count against the hotel’s monthly performance threshold.

1.5. BILLING STATEMENTS: All billing statements shall be sent to the CO for review by the 15th day of the month following the guests stay. All billing statements shall cover one (1) month and not include any fees that were not previously agreed upon in the TO. Bills shall be in English and identify the Company’s name, address, phone number, cage code, a point of contact, and dates rooms were occupied during that period. The COR will verify the invoice against their record of room numbers to validate the correct number of rooms are being billed. If there are any errors, the statement will be sent back to the contractor to fix and return within five (5) business days.

2. GENERAL INFORMATION.

2.1. CONTRACTOR’S QUALITY ASSURANCE. The contractor shall utilize its existing quality assurance program to ensure the services are performed in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services.

2.2. UNITED STATES GOVERNMENT QUALITY ASSURANCE. The Government will evaluate the contractor’s performance by appointing a Government Representative from 356 ECEG to monitor performance to ensure services are received per the services summary table in Appendix 2.

2.3. CONTRACTOR PERSONNEL.

2.3.1. CONTRACT MANAGER. The contractor shall appoint and provide a contract manager who shall be responsible for all requirements in this PWS. No later than (NLT) five (5) days after contract award, the name of this person and alternate(s), who shall act for contractor when manager is absent, shall be designated in writing to the CO and COR. The contractor shall provide telephone numbers of contract manager and alternate(s) for other than normal duty hours.

2.3.2. EMERGENCY POINT(S) OF CONTRACT. The contractor shall provide a point of contact sheet listing with points of contacts that are available twenty-four (24) hours a day with names and telephone numbers of individuals to call in the event emergency service is required for any aspect of this contract. The contractor shall respond to all emergency calls within twelve (12) hours from the time the call is placed or notified by the COR.

2.4. GOVERNMENT REMEDIES. The Contracting Officer (CO) will follow Federal Acquisition Regulation (FAR) 52.212-4, Contract Terms and Conditions-Commercial Items for Contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

2.5. COR DUTIES. The COR will provide the number of rooms requested to the contractor as needed and in line with this IDIQ. The contractor shall notify the COR and CO when there are any issues with hotel occupants related to this task order. Any on site complaints from the Government will be handled by the COR working with the contractor in line with this IDIQ, any contract deviations will be elevated to the CO by the COR.

2.6. CONTRACTING OFFICER (CO) AUTHORITY. Only the CO has authority to enter into, administer, terminate, or modify the terms and conditions herein. Any changes made by persons other than the CO will be considered an Unauthorized Commitment and subject to Ratification Actions in accordance with the Federal Acquisition Regulation part 1.602-3. Hotel guests are not allowed to modify their stay in any capacity. The contractor is hereby notified that any costs/expenses by the contractor, originating from any individuals other than the CO may not be considered for ratification.

2.7. SECURITY AND SAFEY REQUIREMENTS.

2.7.1. SECURITY REQUIREMENTS. The Office of Special Investigations (OSI) will periodically inspect hotels from an anti-terrorism perspective. The contractor shall allow access to the facility for OSI agents conducting official inspections on behalf of the Government. OSI agents will not disturb hotel operations or disrupt any guests of the hotel.

2.7.2. SAFETY REQUIREMENTS. The lodging facility must adhere to and maintain basic safety, electrical, plumbing and structural integrity standards in accordance with all applicable local and national building codes and regulations.

2.7.3. REPORTS OF DAMAGES, DESTRUCTION, INJURY, OR DEATH

2.7.3.1. The contractor shall report all incidents of damage or destruction to property, or personal injury or death to any person, arising out of and during the performance of this contract. For the purposes of this clause, the term “property” includes equipment, material, supplies, freight, or property of any type, whether Government owned or not. The term “contractor” includes the contractor, its agents, servants, or employees.

2.7.3.2. The contractor shall submit the following reports in English to both the CO and the COR:

(1) A preliminary report shall be made within 24 hours but no more than 48 hours

(see Section 1.4) after the time the incident occurs. Report(s) may be either verbal or facsimile.

(2) A complete written report shall be submitted to the COR and the CO within ninety- six

(96) hours after occurrence of the incident.

2.7.4. RESPONSIBILITY FOR DAMAGES. The contractor shall immediately notify both the COR, and the CO of any damage caused by the U.S. Government during the performance of this contract.

2.7.5. INDIVIDUAL LIABILITY. Miscellaneous charges (such as telephone charges, pay-per-view movies, room service, meals, smoking in the facility, damage charges, etc.) are not provided and are not covered under this contract and shall not be billable to the government. The government will not be responsible for any miscellaneous charges/damages incurred by individual government members.

2.8. CANCELLATION TERMS. All reservation cancellations 48 hours or more from the check-in date shall be at no cost to the U.S. Government. Cancellations 24 hours or less from the check-in date shall be no more than 50% of the first night on the reservation.

SECTION II

APPENDIX No. 1

ORDERING PERIOD: Approximately 24 months, effective from the date of award through 30 November 2026 or whenever the $2,100,000 Indefinite Delivery Indefinite Quantity (IDIQ) ceiling is exhausted, whichever comes first. The minimum and maximum ordering limits for each task order will be $1,000 and $2,100,000.00 respectively.

SCOPE OF REQUIRED SERVICE: The contractor shall provide hotel services in accordance with this PWS and commercial standards.

1. Lodging Facility. The contractor shall provide all services and amenities the below minimum standards:

a. Provide working electricity. Power shall be 120V at 60 Hz. At least 2 electrical outlets per room.

b. Provide running hot and cold water in every room. 1 sink, 1 toilet, and 1 shower and/or bathtub per room.

c. Provide functioning Heating, Ventilation, and Air Conditioning (HVAC).

d. Room cleaning in accordance with commercial practices.

e. Provide working stable Wi-Fi/internet connection available to every room.

f. Each room should be able to be secured from the rest of the facility (or to the outside of the facility) with a key that only the Government tenants and any required facility maintenance personnel are issued.

g. The Government reserves the right to move furniture around and amongst rooms in the same facility covered within this contract. The Government will return the furniture to its original location and in its original condition upon completion of the contract Period of Performance (POP).

h. The facility should have at least 250 square feet of outdoor space where the Government may set up equipment for recreational activities, to include but not limited to: outdoor grilling equipment, fitness equipment, games, seating, and tables. The Government may set up this equipment, leave it up, and secure it to prevent its use by other patrons or the public.

Road access to this space is required so that transportation of containerized storage units is possible. The Government will remove this equipment upon completion of the POP.

i. Each facility that has more than one room shall have at least one kitchen for every ten bedspaces.

j. A “kitchen” shall contain:

- 1 sink (separate from any bathroom sinks)

- Minimum 1.5 cubic feet of refrigerated space

- Microwave

- Electric Kettle

k. As the number of Government personnel may fluctuate throughout the Period of Performance (POP) of the contract, the Government may use one or some unoccupied rooms on contract as office space.

l. Filtered Water and Ice – Provision access to filtered water and ice that has been sanitized with a UV Filter or suitable similar system.

m. Provide, at a minimum, 1 plunger and 1 toilet scrubber in each bathroom.

n. Maintenance support to fix issues with a 24-hours of notification.

2. Parking. The contractor shall provide one free parking spot per room at the facility or near the facility for guest use.

3. Check-in Procedures. The hotel will provide the COR with the keys to all rooms listed on each respective Task Order. The COR shall be responsible for providing the room keys received from the hotel to the individuals for their rooms.

4. Maximizing group integrity. The Government prefers that individuals from the same unit are placed in the same hotel to the maximum extent possible, therefore, maximizing group integrity for logistical purposes. The total number of members in the group will be provided in order to coordinate whether this can be accommodated in advance. Hotels/resorts must offer at least 30 bed spaces to be eligible for a task order due to maintaining group security.

5. Hotels must maintain active www.SAM.gov registration to be eligible for Task Orders (TO).

6. Hotels must comply with all local health and fire safety standards.

7. Guest room exit doors (on the room side) equipped with a diagram showing the exit path from the guest room to the safe area.

8. Hotels must maintain the minimum standard insurance to operate a hotel in Commonwealth Northern Marianas Islands (CNMI).

9. At the TO level, vendors are required to submit detailed documentation outlining the accommodations offered at the rate quoted by your company, including room/bed spaces, parking facilities, on-site dining options, and other pertinent details.

10. In the event a guest must be relocated from one room to another at no fault of the member (water leak, water drain clog, broken A/C, etc.), the contractor must provide another room that meets the requirements of this PWS (to include an upgraded room if none of equal standards are available) at no additional cost to the Government.

KICK-OFF MEETING: A kick-off meeting will be scheduled at or about the time of award to discuss the process of submitting quotes for task orders, to introduce you to the 356 ECEG COR and discuss the invoice process using Wide Area Workflow (WAWF). This meeting will be a one time, $1,000 USD payment to your company for their time.

APPENDIX No. 2

SERVICES SUMMARY (SS).

Performance Objective

PWS Para Performance Threshold

Method of Assessment

SS-1

Room Availability

a. Single Rooms

b. Double Rooms

1.2 Room

Availability

Rooms must be available for guests by 1600 Chamorro Standard Time.

100% of rooms available by check-in time.

Formal Customer Complaint

SS-2

Front Desk Support

a. Availability

1.3 Front Desk

Support

Front desk attendant must be available to the guests 24 hours a day 95% of the time.

Formal Customer Complaint

SS-3

Maintenance & Repairs

a. Timeliness

1.4 Maintenance

& Repairs

95% of maintenance issues resolved within 24 hours.

Formal Customer Complaint

SS-4

Billing Statements

a. Accuracy

1.5 Billing

Statements

95% billing accuracy during the billing cycle (monthly)

100% Inspection