Attachment 1-BPA PWS.docx

Contract Lodging Facilities

Blanket Purchase Agreement Performance Work Statement

Louisiana Air National Guard V1 27 May 23

TABLE OF CONTENTS

SECTION NO. AND_TITLE

I. Description of Services

1. Scope of Work

2. Operational Requirements and Specific Tasks

3. Normal Hours of Operation

4. Sanitation Requirements

5. Contractor Personnel

II. Government Furnished Items and Services

1. Items

2. Services

III. Contractor-Furnished Items and Services

IV. General Information

1. Training

2. Security Requirements

3. Hotel Inspections

4. Room Rates

5. Disorderly Conduct

6. Acts of Nature

I. DESCRIPTION OF SERVICES

1. Scope of Work:

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 lodging for the members of the Louisiana Air National Guard as defined in this PWS. The contractor shall perform and provide the requirements in this PWS, conform to the professional standards identified, 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 LA ANG 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).

Location: The geographical restriction for this requirement is within 20-mile radius of Belle Chasse, LA 70037, 10-mile radius 901 S. Airport Rd, Hammond, LA 70401, 10-mile radius of 1611 Arnold Dr. Alexandria, LA 71303, 10-mile radius of Camp Beauregard, LA 71360.

2. Operational Requirements and Specific Task: This list is comprehensive but not all-inclusive. Hotel shall be minimum of 3-diamond on www.aaa.com. Hotel rooms shall only be accessible from inside the establishment (no motel-style/outdoor access permitted). Each single and double occupancy room shall contain net living and sleeping areas in accordance with local standards. No more than two people shall be assigned to a room or share a bathroom. Clean and sanitary rooms provided, and quality customer service.

a. 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. ALL reservations must come directly from the Contracting Officer or Services representative listed on the Authorized Caller Letter. Individual members will not be authorized to enter a rental agreement without Services approval (see authorized call list from Contracting Officer). The Services office will provide lodging requests no less than 15 days and up to 90 days prior for UTA/SUTA. All reservations will be made as guaranteed 11:00pm arrival rooms or notification for late check-ins. The Services rep will forward a list of authorization identifying each person authorized lodging. The Services Office will make requests for single and double rooms at no additional cost.

i. 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.).

ii. 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.

iii. All reservation confirmation numbers should be sent to the Services representative via email within 7 days of reservation requests being made.

b. Cancellations. All cancellations must come directly from the Contracting Officer or Services representative listed on the Authorized Caller Letter. Cancellation notices must be provided to the contractor no later than 48 hours prior to the reservation date. In the event the minimum notice is not met, the government will be responsible for, and guarantee payment of quarters reserved but not used, however, the government will not be responsible for any additional nights.

c. Room Assignments.

If two occupants are assigned to a double room and one individual checks out prior to the second individual, then the charge for the second individual reverts to the single occupancy rate. 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.

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.

d. 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 approximately 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.

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.

e. No Shows. The military will be responsible for, and guarantee payment of quarters reserved but not used. Lodging office will check-in all no-show personnel after the 11:00pm 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 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.

f. 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.

g. 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 agreement must have a private bath with shower or tub/shower combination.

Each room will contain a minimum of one 20-inch or greater color television in good working order and must receive all local area television stations. Each room will have a guest information book concerning the hotel and local area. Double rooms shall consist of a minimum of two queen-sized beds 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 or one queen-sized bed equipped with inner spring mattress, box spring, and all necessary linens, blankets, and pillows. Walls will be painted or have wall coverings that present a pleasant environment.

h. Room Services. Rooms under this agreement 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 will be changed out completely at a minimum of once weekly per stay, or anytime persons check-out of the room.

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

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

k. 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.

l. 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.

m. Non-smoking Policy. ALL rooms will be reserved as non-smoking. Hotel 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. Hotel 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).

n. 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 hotel has contact with the military member before departure to collect any personal charges and ensure all hotel keys, invoices and signatures are collected.

o. Billing Procedures. Hotel must be willing to accept a government issued credit card as payment for direct-billed personnel. Billing cycle will be based MONTHLY (1st being the first day of the billing cycle and the last day of the month, regardless of date will be considered the last day of the cycle). The contract hotel, at the end of the cycle, should submit a fully calculated invoice within 7 work days, along with copies of all individual room invoices. All items MUST be submitted for payment in full. Payment for personal charges, e.g. telephone, in-room resale items, late check out fees, etc. is the responsibility of the member(s) occupying the room. Any conflict concerning responsibility of payment should be forwarded to the Services rep. Upon receipt of all invoices, the Services rep will have seven (7) days to compute and issue payment.

3. Normal Hours of Operation.

Hotel lodging must operate 24 hours a day.

4. Sanitation Requirements.

Hotel lodging must comply with the sanitation requirements of the state and local laws / regulations.

5. Contractor Personnel.

a. Management. The vendor shall provide a primary point of contact (POC) 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 primary and alternates shall have full authority to act for the vendor on all matters relating to daily operations of this agreement. The designated POC(s) must be able to read, write, speak, and understand English. The vendor shall also supply the Services rep/ Contracting Officer a telephone number(s) to be used in case of an emergency.

b. Front Desk Personnel. At least one front desk staff member must be in the immediate vicinity of the front desk at all times. 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 agreement.

c. 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.

II. GOVERNMENT FURNISHED ITEMS AND SERVICES

The government shall provide the facilities, fixtures, equipment, materials and services listed here:

1. Items.

a. Personnel. Lodging office will be available to contact during scheduled duty hours for any discrepancies during check-in/check-out. An after-hours Services contact number will be available for urgent requirements.

b. Materials. The Services representative will forward a list of authorization identifying each person authorized lodging and their reserved dates of stay.

2. Services.

III. CONTRACTOR FURNISHED ITEMS AND SERVICES. Except for those items or services specifically stated as government-furnished, the contractor shall furnish everything required to perform this agreement, to include:

a. Property. The contractor must provide all applicable facilities, equipment, and properties necessary to fully satisfy this agreement. All property provided must meet all fire protection, safety, and sanitation requirements of the local and state government. In addition, properties must be available for inspection by military personnel coordinated with the Services representative within 24 hour notice.

b. Materials. The military Services office will forward a list of authorization identifying each person authorized lodging and their reserved dates of stay.

IV. GENERAL INFORMATION

1. Training. All employees responsible for providing service under this agreement should have a lodging operation overview, to include reservations, front desk operations, housekeeping, and maintenance and customer service specific to this agreement.

2. Security Requirements.

a. 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.

i. 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.

ii. 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.

b. 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.

3. 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 Blanket Purchase Agreement, 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.

4. Room Rates. Room rates shall be at or below the Federal Government’s local per diem rate in place at the time of the BPA Call (reservation). Prices should be at or below prices offered to the contractor’s most favored customer(s); to include discounts offered for prompt payment. Federal Government Tax is exempt in accordance with 52.229-3 Federal, State, and Local Taxes. Agreed room rates should be billed as per agreement.

5. Disorderly Conduct. Incidents of disorderly conduct on the part of LA ANG personnel occupying the rental accommodations shall be reported by telephone to the Services representative/COR 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.

6. 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 agreement 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 Services representative office and it representatives immediately of any such occurrence. Vendor will also provide information concerning the impact on availability of services.