Amended PWS - Lodging BPA.docx

NGB PWS TEMPLATE

Amendment 0001 - PERFORMANCE WORK STATEMENT (PWS)

FOR

162d Wing Lodging Services

1.0 General:

1.1 Scope: The contractor shall, except as specified in this Performance Work Statement (PWS) as government furnished property or services, provide all personnel, supervision, and any property, items, and services necessary to provide contract lodging for the members of the 162d Wing and tenant units as defined in this PWS. The contractor shall perform and provide the requirements in this PWS and conform to the professional standards identified in this contract, and shall follow all applicable instructions and directives as identified by this PWS. Contractor tasks include, but are not limited to, the following: Providing rooms, and related services for the Arizona Air and Army National Guard personnel and other such personnel as designated, participating in or supporting weekend Unit Training Assemblies (UTAs), Secondary Unit Training Assemblies (SUTAs), other Inactive Duty Training (IDT), and Active Duty for Training Statuses (AT).

1.2 General Information:

1.2.1 The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

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

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

1.2.4. Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information.

1.2.5. Post Contract Award Meetings: The KO, COR and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.2.6. Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.2.7. Combating Trafficking in Persons: The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

2.0 Definitions and Acronyms:

2.1 Definitions:

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

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

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

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

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

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

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

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

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

2.2 Acronyms:

3.0 Government Furnished Property, Material, Equipment and Services: None

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E): Except for those items or services specifically stated as government-furnished, the contractor shall furnish everything required to perform this contract.

5.0 Requirements: The contractor shall comply with DoD Lodging Adequacy Standards available to view at: https://www.defensetravel.dod.mil/Docs/ILP_Lodging_Standards.pdf

5.1 Reservations. Vendor shall accept reservations 24 hours per day, 7 days per week, on a first-come, first-served basis. The desk area shall be clean, efficiently designed to process multiple check-in/check-outs simultaneously, and sufficiently staffed with trained personnel. Individual members will not be authorized to enter a rental agreement. All reservations will be made as guaranteed 6:00pm arrival rooms or notification for late check-ins.

5.1.2. Long term reservations should be given highest priority. Long term reservations should be offered facilities having the most “livable” amenities for a lengthy stay (e.g. kitchen facilities, large refrigerators, etc.).

5.1.3. Eligible 162d members wishing to share a room with ineligible family members (dependents) may do so provided there is neither an additional cost to the government nor a reduction in needed occupancy.

5.1.4. Multiple Duty Tours. Lodging reservations for multiple tours (i.e., back to back), regardless of the type of duty performed, are considered one requirement. Personnel should not be moved from one room to another when duty status changes.

5.1.5. A list of a personnel to be lodged will be sent by the 162d lodging officer, after contract award. All reservation confirmation numbers should be sent to the 162d lodging office via email within 72 hours to lock in rooms for members.

(Amended) 5.2. Room Assignments. The hotel, shall furnish temporary lodging accommodations for the 162d Wing, on an as-needed basis. The Government will generally provide hotel 24-48 hour notice in advance of intended occupancy.

5.2.1. Individuals of the same sex designated for double occupancy shall be billeted in rooms with two beds. If two beds are not available for double room occupants, then single rooms shall be provided for each. Unaccompanied male and female guests will not share sleeping rooms or bathrooms, but may have adjacent bedrooms with a kitchen and/or living area between them if the kitchen/living has two doors with functioning locks on both the inside and outside of each door

5.2.2. Married couples, both on duty statuses, may be lodged together upon request if a private sleeping facility and a private bathroom are available. Married couples will not automatically be roomed together; this request is desired but not mandatory.

5.2.3. If no single rooms are available the following below will be roomed accordingly:

Female officers with same.

Female enlisted with same.

Male officers with same.

Male enlisted with same .

5.2.4. All rooms provided shall be non-smoking by default.

5.3. Room Check-in Procedures. The vendor’s front desk must provide a check-in/out service on a 24 hour/day basis. Check-in must be completed as promptly as possible. Normal check-in time should be 2:00pm. However, if guest rooms are available earlier check-in should be allowed. The contracted vendor agrees to inform all government personnel assigned accommodations under this agreement of scheduled departure date and required check-out time. Check-out time must be prominently posted.

5.3.1. Front desk clerks should ask to see a military identification card upon check-in to verify eligibility. All lodging guests on AT must provide the GTC (Government Travel Card) or personal credit card at check-in. Payment for personal charges, e.g. telephone, in-room resale items, late check-out fees, etc. is the responsibility of the member. Satisfy lodging manager and guests in reference to timeliness of service and courteousness of employees. If needed, contract lodging should attempt to provide secure luggage storage service for those guests that arrive before the normal check-in time. Verify guest identification is on each luggage item stored. Provide the guest with a receipt for each item stored. Front desk staff will provide guests with professionally made, easy-to use map, directing them to their rooms upon check-in if the guest room is in a different facility from the reception center/registration desk. Luggage carts should be provided where feasible. Pets are not authorized to stay with members.

5.4. No Shows. The military will be responsible for, and guarantee payment of quarters reserved but not used. Contract lodging office will check-in all no-show personnel after the 6:00pm hold time period. The hotel must provide a list of no-shows to the military lodging office by 8:00 am the day after the occurrence. The military lodging office will notify the contract hotel by check-out time the same day, if the person will occupy contract quarters any additional nights. The military lodging office will be responsible for enforcing policy concerning no-shows.

5.5. Parking. Hotel must have adequate, secure, and lighted designated parking facilities available onsite with a separate area for passenger and baggage unloading/loading area. All facility parking areas must be well marked, cleaned, swept, free of debris, and adequately lighted at night.

5.6. Room Descriptions. Rooms shall be cooled by refrigerated air conditioning, and adequately heated with individual temperature controls in each room. All rooms must be clean and free of rodents, insects, mold, and other unreasonable allergens. All rooms, including hardware (hinges, knobs, chains, fans, sliding doors, etc.) must be in good repair and without fire and health hazards. All entrance doors will have double locks, one of which will insure that entry cannot be gained from outside while room is occupied and all windows will have a locking device (sticks and items foreign to window construction are not acceptable). All doors will have adequate weather stripping to prevent light penetration, and windows will have blackout capability or adequate light reduction for day sleepers. Each room under this contract must have a private bath with shower or tub/shower combination.

5.6.1. Each room will contain a minimum of one 32 flat panel television with remote control; basic cable and channel directory. Each room will have a guest information book concerning the hotel and local area. Double occupancy rooms shall consist of a combination of two beds sized full, queen or King equipped with inner spring mattresses and box springs and all necessary linens, blankets, and pillows; Single rooms shall consist of a minimum of either one full, queen or King sized bed equipped with inner spring mattress, box spring, and all necessary linens, blankets, and pillows. All flooring in living/sleeping areas will be kept clean and maintained. Walls will be painted or have wall coverings that present a pleasant environment.

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

5.7. Custodial/Sanitation Services. Rooms under this contract will be provided with daily maid service, to include but not limited to, vacuuming, emptying trash and dusting. Adequate quantities of soap readily available, at least two towels (minimum size 24” x 48”), one wash cloth (minimum 11” x 11”), sanitized drinking glasses, facial tissues, and a cloth bath mat. Bed linens will be made up on a daily basis. Bed linens and pillow cases shall be washed at least once per week or when occupancy changes, whichever occurs first, and whenever necessary due to guest personal requirements. In addition to full room and common area cleaning, accomplish deep cleaning and preventative maintenance checks not less than quarterly.

5.8. Wake-Up Service. A wake-up service will be provided (if requested by occupant) 24 hours a day, seven (7) days per week.

5.9. “Do Not Disturb” Signs. All rooms shall have such signs available. Contractor employees shall respect them when displayed.

5.10. Lost and Found. The contract lodging must have efficient procedures and operating instructions for the effective handling and return of lost-and-found items to their rightful owners. Store all items in a secure area. The housekeeping staff must maintain a log annotating all found property by building, room, date found, by whom, and disposition of the property. This log should be transferred to the front desk when housekeeping is not open. Every attempt should be made to contact departed guests as soon as possible regarding their forgotten belongings. Vendor may also contact 162D Lodging Office at (520) 295-6121.

5.11. Common Use Areas. The contractor shall keep all hallways, corridors, grounds, and other adjacent areas under the contractor’s control in a clean, neat and safe condition. A coin-operated laundry/dry cleaning service must be available on the premises or at least within two city blocks of contractor quarters. Such facilities, when under the contractor’s control, must be clean and in good repair at all times.

5.12. Non-smoking Policy. ALL rooms will be reserved as non-smoking. Contract lodging front desk personnel will inform guests of this policy when checking-in. When smoking does occur in a non-smoking guest room, an efficient ionizer or deodorizer will be used to clean the room and rid it of as much smoke residue as possible. Contract lodging operations are authorized to charge the guest (one time per stay) for cleaning services if the guest is informed of this policy at check-in. Guests may request smoking rooms at the time of check-in as long as the request does NOT incur further cost to the government and the hotel can accommodate this request without changing the original reservations (e.g. two parties are roomed together, but one party requests smoking room. The adjoined parties will remain in the originally reserved non-smoking room).

5.13. Room Check-out Procedures. Check-out must be completed as promptly as possible. Normal check-out time posted by the hotel should be no earlier than 11:00am. Government personnel who incur another day’s charge because of failing to meet the required check-out time, do so at their own expense. The government incurs no liability in this instance. Payment for personal charges, e.g. telephone, in-room resale items, late check out fees, etc. is the responsibility of the member. Military members MUST come to the front desk to perform all check-out procedures. “Express” check-out options will not be authorized for military members reserved under this agreement. This ensures the contract hotel has contact with the military member before departure to collect any personal charges and ensure all hotel keys, invoices and signatures are collected.

5.14. Billing Procedures. Refer to DFARS 252.232-7003 and DFARS 252.232-7006 for invoicing procedures. Payment for personal charges, e.g. telephone, in-room resale items, late check out fees, etc. are the responsibility of the member(s) occupying the room. Any conflict concerning responsibility of payment should be forwarded to the contracting officer and COR.

5.15. Normal Hours of Operation - Contracted Lodging must operate 24 hours a day.

5.16. Sanitation Requirements. Contract lodging shall comply with the sanitation requirements of DoD Lodging Adequacy Standards, state and local laws / regulations.

5.17. Contractor Personnel.

5.17.1. Management.

The vendor shall provide a full-time contract manager who shall be responsible for the performance of the work. The name of this person, and an alternate or alternates, who shall act for the vendor when the manager is absent, shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the vendor on all contract matters relating to daily operation of this contract. The contract manager and alternate or alternates must be able to read, write, speak, and understand English. The positions shall at no time be vacant. The vendor shall also supply the 162d Contracting Officer telephone number(s) of the Contract Manager and alternate to be used in case of an emergency.

5.17.2. Front Desk Personnel. At least one front desk staff member must be in the immediate vicinity of the front desk at all times. The vendor shall not employ off-duty quality assurance personnel nor any person who is an employee of the U.S. Government if the employment of that person would create a conflict of interest, nor shall the vendor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval in accordance with Joint Ethics DOD 5500.7-R. The vendor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies in AFI 64-106. The vendor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours, or deployment. Military Reservist and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the vendor’s ability to perform, however, their absence at any time shall not constitute an excuse for nonperformance under this contract.

5.17.3. Housekeeping. Every effort should be made to ensure guests have a clean, comfortable room that affords them a good night’s rest. All lodging employees have a significant role in this effort. All housekeepers must provide guests with friendly, prompt, professional service that reinforces customer service. Guest requests for towels or other housekeeping supplies must be fulfilled as soon as possible, but no later than 30 minutes after the request during normal working hours; after normal duty hours, towels, spare light bulbs, toilet paper, etc., will at least be made available at the front desk.

5.18. Security Requirements.

5.18.1. Guest Security. Guest safety and security is of the utmost importance. Accordingly, the front desk staff must not give a guest’s room number or personal information to others over the phone or in person.

5.18.2 Key control procedures will be implemented to ensure security. Do not print room numbers on the key, key chain, or electronic door openers. If room numbers are already placed on keys or key chains, place the key in a small envelope to conceal the room number until replaced.

5.18.3 Do not issue replacement keys to guests when another key is requested without positive identification confirming that the guest is assigned to the particular room.

5.18.4 Safe Handling Personal Valuables. For security reasons, a safe/safe deposit box shall be provided in either the rooms or at the registration desk for protecting valuables.

5.18.5 Contractor shall have 24/7 security/crisis management plan which may include security patrol or surveillance cameras.

5.18.6 Guest rooms shall be accessible only through interior corridors if property located outside the installation-controlled perimeter for all new construction or replacement facilities.

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

5.18.8 Dead bolts, safety chains, or swing lock, and one-way door viewer shall be on all guest room doors (subject to local law and fire code). Doors of connecting/ adjoining rooms shall be secured by non-keyed deadbolt.

5.18.9 All sliding door(s), French doors, and windows shall be equipped with an effective locking device; secondary security lock shall be on all exterior-facing doors.

5.19 Removal of Employees. The use of alcoholic beverages or illegal drugs by vendor personnel while on duty is strictly forbidden. The vendor will immediately remove any employee who is under the influence of alcohol or illegal substance. This action does not relieve the vendor from total performance of the contract tasks specified herein.

5.20. Hotel Inspection. Prior to entering into the agreement, the facility will be inspected by a team comprised of Lodging, Fire Protection, Safety, and Environmental Health. Contracted hotels/motels understand and consent that the military lodging office, medical office, safety office, fire department, and contracting office representatives may inspect the premises at the discretion of the Base Services Manager at any reasonable time. Any discrepancy noted during an inspection will be made known to the Contractor, who will in turn acknowledge notice of the discrepancy and annotate the inspection sheet with his concurrence or non-concurrence and make any other desired comments. In the event the facilities fail to meet the standards outlined in the PWS, the Government reserves the rights to suspend billeting official travelers in the facility until such time that the facility has been re-inspected (per your written request) to ascertain that deficiencies have been corrected and that the facility is acceptable.

5.21. Room Rates. Room rates will be based on a per room basis to include applicable Hotel/Motel Taxes. Agreed room rates should be billed as per agreement.

5.22. Disorderly Conduct. Incidents of disorderly conduct on the part of Air National Guard personnel occupying the rental accommodations shall be reported by telephone to the Contracting Officer or designated representative. An itemized list of damages caused by personnel in the assigned rooms will be submitted to the Contracting Officer giving the specifics of the incident, occupants’ name and room number for referral to appropriate persons. However, the Government does not assume liability for any damage caused by personnel acting outside the scope of their employment. Such damage will remain the responsibility of the individual(s) causing the damage.

5.23. Acts of Nature. The contractor shall use reasonable diligence to provide a regular and uninterrupted supply of service, but shall not be liable for damages, breach of contract or otherwise, to the government for failure, suspension, diminution, or other variations of service occasioned by or consequence of any cause beyond the control of the vendor, including but not limited to acts of nature or of the public enemy, fires, floods, earthquakes, or other catastrophes strikes of failure or breakdown of transmission or other facilities. If any such failure, suspension, diminution, or other variation of service shall aggregate more than 48 hours during any billing period hereunder, an equitable adjustment shall be made in the monthly billing specified in this contract (including the minimum monthly charge). Vendor shall notify the 162d Lodging office and it representatives immediately of any such occurrence. Vendor will also provide information concerning the impact on availability of services.

6.0 Points of Contact

162D Contracting Office:

Contracting Officer – SMSgt Keron Watson – 520-295-6113 Contract Specialist – MSgt Michael Salmon – 520-295-6119

162D Lodging Office:

MSgt Philip Giarraputo – 520-295-6077, MSgt Danielle Peavler – 520-295-6121

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

Publication (Chapter/Page)

Department of Defense (DoD) Lodging Adequacy Standards

ILP_Lodging_Standards.pdf

Performance Requirements Summary (PRS)

This (PRS) includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

END PWS

Ver. December 2020