PWS 2020 Lodging BPA (5DEC19).pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

BARNES AIR NATIONAL GUARD BASE, WESTFIELD, MA

Lodging Blanket Purchase Agreement (BPA) 5 December 2019

1.0 General:

1.1 Scope. The Contractor shall furnish high quality lodging accommodations for authorized members or Temporary Duty (TDY) personnel, based at Barnes Air National Guard, 104th Fighter Wing (FW), Westfield, MA during authorized periods of duty. If and when requested by the Contracting Officer or his/her authorized representative for the period of performance, unless sooner terminated. There may be extended stays of members, i.e. 30 days or more paid by the member (paying on own). Charges against this BPA shall be for rooms only; all other charges shall be the responsibility of the individual concerned.

1.2 Background. The Government is seeking commercial lodging services to support Inactive Duty Training (IDT) for personnel of the 104th FW, Barnes Air National Guard Base, Westfield, MA. The contractor’s staff shall be fully qualified, professional, and customer service oriented. The contractor shall ensure quality work performance in accordance with (IAW) applicable standards and guidelines. Additionally, the contractor is expected to be a partner with the base community in continuously improving the quality of programs and service offered to customers.

1.3 Period of Performance (PoP). Services shall be from 01 January 2020 through 31 December 2021

1.3.1 The Government is obligated only to the extent of authorized occupants (Active Duty Air Force and National Guard personnel) as identified in this Blanket Purchase Agreement Performance Work Statement.

1.3.1.1 Purchase Limitation: Each individual delivery ticket will not exceed $10,000.00.

1.3.1.2 Total BPA ceiling amount for Base plus one option year is $205,000.00 (Distributed amongst multiple awarded vendors).

1.3.1.3 Invoices: The contractor shall submit an original invoice on a monthly basis to the Contract Officer Representative (COR), indicated below, no later than five (5) days after the last day of the RSD. The COR will be responsible only for the room charges of authorized Air Guard personnel. Any other incidental charges incurred are the responsibility of the person(s) staying in the room and should be collected by the vendor upon checkout.

Contract Officer Representative: SMSgt Sandra Woodin/MSgt Lauren Gallagher Base Services Superintendent/Base Services Specialist

104th Force Support Squadron 175 Falcon Drive Westfield, MA 01085

(413) 568-9151 ext. 698-1765 Comm

1.3.1.4 Payment: 104FSS/FSV COR will validate invoice and make payment for confirmed lodging costs by GOVERNMENT PURCHASE CARD (GPC). The card number shall not be kept on file. Fully detailed invoice reflecting personnel name and date(s) of stay per IDT is REQUIRED. This COR will authorize charges per night of occupancy and give the appropriate card number after review of the statement no later than 14 days after receipt of bill. A summary invoice shall be submitted at least monthly or upon expiration of this BPA, whichever occurs first, for all deliveries made during a billing period, identifying the delivery tickets covered therein, stating their total dollar value, and supported by receipt copies of the delivery tickets.

All charges will be exempt from taxes (a Blanket Certificate of Exemption will be provided.)

1.4 General Information:

1.4.1 Quality Control (QC). The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed IAW this PWS. The QCP will be reviewed by the COR during the annual facility inspection (reference 1.4.2.2). 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 Technical Exhibit 1, Performance Requirements Summary. A written copy of the contractor’s QCP shall be furnished to the Contracting Officer (KO) at the pre-performance meeting. Records of the contractor’s quality inspections shall be maintained for the life of the contract and made available for Government inspection as requested. The Government evaluator must have a specific contractor quality control inspector to notify in case of customer complaints. After acceptance of the QCP, the contractor shall obtain the KO’s acceptance in writing of any proposed changes to its QCP.

(Technical Exhibit 2)

1.4.2 Quality Assurance (QA). The Government shall 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 must do to ensure that the contractor has performed IAW the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality levels/defect rates.

1.4.2.1 Government will conduct monthly review and approval of personnel list and invoicing.

1.4.2.2 An annual inspection of the lodging facility will be conducted by a team of representatives from the 104 FW (e.g., Lodging Office, Contracting Office, Fire Department, Security Forces and Military Public Health). 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.

1.4.2.3 Government remedies. The KO will follow the requirements of FAR 52.246-4, Inspection of Services – Fixed-Price, for contractor’s failure to correct non-conforming services. In the event that services fail to conform to contract requirements, and cannot be remedied by re-performance, the Government reserves the right to reduce the contract price to reflect the reduced value of the non-conforming services.

1.4.2.4 The contractor shall ensure that timely and effective corrective action is obtained for all deficiencies identified by the Government. All deficiency responses shall include identification of the cause of the deficiency to preclude recurrence and an analysis of the quality program’s effectiveness in the area of the deficiency.

1.4.3 Recognized Holidays. The contractor is required to work during Federal Holidays. The following are recognized US holidays.

New Year’s Day 1 January Martin Luther King, Jr.’s Birthday 3rd Monday in January Presidents Day 3rd Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day 25 December

1.4.4 Place and Performance of Services. The contractor shall perform the services required under this contract within 15 mile radius of Barnes ANG Base, MA. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS.

1.4.4.1 Employees with Criminal Records. Employees with criminal records shall be identified on an individual basis to the KO.

1.4.4.2 Employee Training. The contractor is responsible for providing a fully trained and qualified workforce.

Therefore, except as otherwise indicated, the contractor shall train, qualify, and certify personnel for specific job tasks to be performed at its own expense. Records of training, qualification, and certification shall be maintained by the contractor and made available for Government review upon request.

1.4.5 Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the Contract Specialist (CS). The contractor shall ensure compliance with all personal identity verification requirements as directed by Department of Defense (DoD), and/or local policy. Should the installation Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes. The contractor, his employees, and his subcontractors are subject to, and shall abide by and comply with, all relevant statutes, ordinances, laws and regulations of the United States (including Executive Orders of the President) and any state (or other public authority now or hereafter in force).

1.4.5.1 COMSEC/IT Security. All communications with DoD organizations are subject to communications security (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 contractors 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.

1.4.5.2 Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services IAW DFARS 224.103 and DoDD 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals whose PII has been compromised.

1.4.6 Safety/Environmental: The contractor shall comply with all federal and state OSHA requirements and standards, technical orders, regulations, and referenced publications as published in the OSHA 29 CFR. The contractor shall comply with the highest degree of safety protection where any disagreements exist.

1.4.6.1 Accident prevention and safety practices on contractual work are the responsibilities of the contractor concerned. The contractor shall provide all occupational health services to his employees. Contractor employees shall be instructed to notify their Manager of potential or existing occupational health hazards that require attention.

1.4.6.2 Liability. The contractor hereby agrees to release the Government (to include its officer, enlisted personnel, agents, and employees) from any liability for any loss, damage, or injury sustained by the contractor or his employees during the performance of this contract. The contractor also agrees to indemnify the Government for any loss, damage, or injury to Government personnel or agents or other third parties, provided such loss to the Government is caused by the negligence of the contractor or his personnel while performing this contract.

1.4.7 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR Subpart 42.5. The KO, Contracting Officer’s Representative (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.

1.4.7.1 Government Observations and Inspections. Government personnel other than KOs and CORs may occasionally observe contract operations. These personnel will not, however, interfere nor provide direction to the contractors’ performance.

1.4.7.2. Defects. When the contractor fails to meet the contract requirements the failure is considered a defect. The term “defect” is used in reference to a service output that does not meet the standard of performance specified in the contract for that service. A defect is a valid customer complaint or a failure to meet contract requirements observed during a periodic inspection.

1.4.8 Contract Manager (CM): The contactor shall provide a CM who shall ensure performance under this contract.

The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. 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 work through the COR, or the KO if a COR is not available, to resolve issues, receive directions and ensure adequate performance of services. 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.

1.4.8.1 The CM or alternate(s) shall be available during normal duty hours. After normal duty hours, the manager or designated alternate(s) shall be available within one (1) hour of notification. The contractor shall furnish, in writing to the KO, the names and phone numbers of the CM and alternate(s) not later than the contract pre-performance conference. The KO shall be notified immediately whenever changes are made.

1.4.8.2 Performance Evaluation Meetings. The KO will require the CM to meet with the KO, CS, COR, and other Government personnel as deemed necessary. These meetings shall be held as determined by the KO. The purpose of these meetings is to establish a partnership to resolve issues. Written minutes of any such meeting shall be recorded in the contract and distributed to all interested parties.

1.4.9 Contractor Employees. The contractor shall employ only personnel who meet or exceed minimum qualifications. The contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the KO as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

1.4.9.1 The contractor’s staff shall be fully qualified, professional, and customer service oriented. The contractor shall ensure quality work performance IAW applicable standards and guidelines. Additionally, the contractor is expected to be a partner with the base community in continuously improving the quality of programs and service offered to customers.

1.4.9.2 Identification of Contractor Employees: All contractor personnel are required to identify themselves as such to avoid creating an impression that they are Government employees. Contractor personnel shall present a neat appearance and wear identification distinguishing themselves as such. The badges or uniform shall have the hotel/motel company name and employee name displayed.

1.4.10 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 any form 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. Such actions may include, but are not limited to, removal from the contract, reduction in benefits, or termination of employment. 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.

1.4.11 Coordination with Other Contractors. The Government may award other contracts or additional work not prescribed in this contract. The contractor shall fully cooperate with other such contractors. The contractor shall not commit or permit any act that will interfere with the performance of work by another contractor.

1.4.12 The contractor may propose substitutions for the Government’s consideration for any equipment and software for any provided product(s) that may become available as a result of technical improvements, to include billing administration and processing services.

2.0 Definitions/Acronyms:

2.1 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.

2.2 CONTRACTING OFFICER (KO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

2.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government designated by the KO to monitor contractor performance. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.4 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.5 DELIVERABLE. Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.6 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 Key Personnel listed in 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.

2.7 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.8 QUALITY ASSURANCE (QA). The Government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

2.9 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.10 QUALITY CONTROL (QC). All necessary measures taken by the contractor to assure that the quality of an end product or service shall meet contract requirements.

2.11 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.12 WORK DAY. The number of hours per day the contractor provides services in accordance with the contract.

2.13 WORK WEEK. Monday through Friday, unless specified otherwise.

2.14 ACRONYMS: Following are acronyms commonly used in DoD contracts.

AF Air Force AFI Air Force Instruction AFMAN Air Force Manual ANG Air National Guard AT/OPSEC Antiterrorism/Operational Security CFR Code of Federal Regulations

CM Contract Manager CMRA Contractor Manpower Reporting Application COMSEC Communications Security COR Contracting Officer Representative CPARS Contract performance reporting system CS Contract Specialist DFARS Defense Federal Acquisition Regulation Supplement DFAS Defense Finance and Accounting System DOD Department of Defense FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services IAW In Accordance With KO Contracting Officer MSDS Material Safety Data Sheets NHO Normal hours of operation ODC Other Direct Costs OPSEC Operations Security OSHA Occupational Safety and Health Standards PII Personally Identifiable Information PIPO Phase In/Phase Out PIV Personal Identity Verification PKI Public Key Infrastructure POC Point of Contact PoP Period of Performance PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit UIC Unit Identification Code UCI Unit Compliance Inspection

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will not provide GFP/M/E/S to the contractor.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E): The contractor shall furnish everything required to perform these services as indicated in Section 1.1.

5.0 Requirements: The contractor shall:

5.1. The contractor shall provide hotel/motel lodging for military personnel. The 104th FSS/FSV Lodging Manager or his/her designated representative is responsible for designating the government personnel eligible to occupy the Lodging Facility by providing the hotel a current list of 104th personnel names. Individuals of the same sex designated for double room occupancy shall be billeted in rooms with two beds. Personnel married to each other may be roomed together upon request.

5.1.1. All facilities and courtesies customarily extended to occupants without charge, i.e., pools, lounges, parking areas, etc., shall also be made available without additional charge to personnel billeted under this contract.

5.1.2 Rooms and facilities shall be lighted and lights should be operable, in good working condition and of adequate intensity. Sufficient electrical outlets and light shall be provided. All electrical cords, bulbs, lights, outlets and switches shall be in good serviceable condition.

5.1.2.1 Entrance doors to guest rooms shall be equipped with both a primary lock and a secondary deadbolt lock. If the guest room has sliding glass or French doors they shall be equipped with an effective locking device. Doors to connecting guest units or maintenance corridors shall be equipped with a deadbolt lock. The entrance door to the guest room shall be equipped with a view port or window convenient to the door. All doors, exterior and interior, shall be free from holes, dents, or other physical defects. Emergency procedures, exit diagram and location of fire extinguishers shall be posted on entrance doors (applies only to lodging facilities with interior rooms). The room number shall be posted on or near the entrance door.

5.1.2.2 Individual room-controlled heating/air conditioning units with the necessary ventilation to maintain comfort for occupants. Air filters shall be free from damage, the proper size, and be replaced or cleaned in accordance with manufacturer’s recommendations.

5.1.2.3 Provide a means of storing and safeguarding guest valuables. Safety deposit boxes may be provided at the front desk or in each guest room. If provided at the front desk, a receipt for the stored items shall be furnished to the guest.

5.1.3 In the event of utility failure (i.e.: Electrical Storm, Flood, Snow Storm) for more than four (4) hours the Lodging Facility shall be responsible for evaluating each occupant for possible relocation to another facility of equal or better quality at no expense to the occupants.

5.1.3.1 In the event of individual room electrical, plumbing, HVAC failures that are unable to be fixed within 3 hours, the Lodging Facility shall relocate the occupants to an equal or better room within the facility.

5.2. Single/Double occupancy, all rooms shall include a high standard of hygiene, private bath with full toilet and shower facilities, hot and cold running water, clean bed linen upon arrival and made beds daily. The room shall be appropriately furnished according to AFMAN 34-135 para. 3.4. Guest Room Standards

5.3. The contractor shall comply with fire, health, safety, and sanitation regulations of the local laws/regulations, which results in a satisfactory or better rating in Health Inspections.

5.4. The contractor shall provide 24 hour check in and checkout services seven days a week with a minimum of one person at the front desk at all times. The lodging facility shall provide wake-up and message service on a 24 hour basis, 7 days a week.

5.4.1. The contractor shall maintain a guest security program to include, but not limited to, safeguarding guest room number, personal information, and key control procedures.

5.4.2. Providing reservations for the specific number of rooms and beds for specific period of time. These reservations shall be specifically canceled by the lodging manager or designated representative.

5.4.3. Accepting advance reservation as necessary. Regularly Scheduled Drill (RSD) reservations shall be sent on the Wednesday prior to the scheduled RSD. Daily reservation calls shall be placed by authorized personnel.

5.4.4. Guaranteed No Show / Cancellation provisions: All reservations shall be guaranteed. Vendors shall inform the Lodging Office of those members that fail to cancel reservations. When the Contracting Officer or designated representative has requested hotel or motel rooms, but the traveler has not registered by 10:00 p.m. on the date of arrival, the reservation shall be automatically canceled.

5.4.5. The number of adults shall be provided to the hotel 10 business days prior to check in. Hotel shall provide their NO Show listing for Friday night no later than 10:00 AM Saturday, and for Saturday night no later than 10:00 AM Sunday, for authorization to cancel rooms.

5.6. The Government is only responsible for contractual payments made by authorized individuals for “direct billing”. Any “self pay” payments are the responsibility of the member and the government shall not be held liable.

5.7. Extent of Obligation: The Government is obligated only to the extent of calls actually placed against this BPA by authorized personnel. The Government shall only pay for rooms and services actually used and any applicable penalties due to late cancellations or no shows. Requests shall generally be made orally; informal correspondence may be used when more convenient. Government guests, 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

5.8. Problems or questions concerning the correct charge for the quarter’s room rate shall be settled between the innkeeper and the Contracting Officer or Lodging Manager. Problems or questions concerning corrections of the other items on the final bill (phone calls, food, drinks, cleaning, valet and number of days in room) should be settled between the innkeeper and traveler in the same manner as any innkeeper/guest problems are solved.

5.9. Check-in/out. In some cases participants may show up earlier than the regular check-in time. The hotel shall accommodate early arrivals, if there is availability of rooms. The hotel shall also accommodate guests with late flight departures to check out later than the regular time when possible. The hotel shall provide a secure storage area for personal luggage when neither early check-in nor late check-out is possible.

5.10. The contractor shall provide adequate, properly maintained, well-lit guest parking.

5.11. The contractor shall be given annual Regular Schedule Drill (RSD) schedule at start of contract, to forecast blocked rooms.

5.12. When notified by the COR, the contractor shall block an adequate amount of rooms to lodge scheduled members 10 days prior to scheduled training. After that time, unused rooms may be released.

5.13. Agreed upon rate applies to all reservations supporting Inactive Duty Training (IDT) and shall not exceed government per diem rate. Only IDT lodging costs shall be included on the “direct bill”.

5.14. Contractor shall allow for immediate inspection by 104FSS/FSV staff of rooms that have resulted in complaints from 104FW members.

5.15. Other areas (restaurant, dining area, swimming pool, spas, fitness center, laundry room, ice machines, vending machines, etc). These areas are not a requirement; however, if on premises, they must be well maintained and meet general standards of safety, quality, and cleanliness.

5.17. The contractor shall notify the COR or contracting officer of issues for resolution.

6.0. Publications/References: Please contact COR for applicable reference materials – if there is a 104th exception to the regulation used for lodging.

6.1. The contractor is obligated to follow those publications to the extent specified in other sections of this PWS.

The contractor shall be guided by those publications to the extent necessary to accomplish requirements in this

PWS.

6.2. All the publications are considered mandatory for successful performance of the contract.

PWS

Paragraph

Publication (Chapter/Page)

Publication Title

1.4.2.1 FAR 52.246-4 Inspection of Services

1.4.5.2 DFARS 224.103

DODD 5400.11

DODD 5400.11-R

DOD Privacy Program

1.4.6 OSHA 29 CFR Occupational Safety and Health Act

1.4.10 FA 22.17 Combatting Trafficking in Persons

5.2 AFMAN 34-135 Air Force Lodging Programs

TECHNICAL EXHIBIT 1

Performance Requirements Summary

This Performance Requirements Summary includes performance standards. The Government will use these standards to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

PWS

Paragraph

Task Performance Standard Acceptable Quality

Levels (AQL)

Surveillance Method / By COR(OR

STATE BY WHOM)

5.1.2 – 5.2 Rooms Meet Standards

Rooms shall meet standards of furnishings, fully supplied, clean, and properly maintained.

95% compliance per RSD

AQL of 5% non-compliance allowed per drill weekend

Periodic Inspection and Valid Customer

Complaint

5.1.3.1 Utility Failures

Occupant is provided new room when utility failure cannot be remedied within 3 hours

AQL of exceeding time by 2 hours with guaranteed repair.

Valid Customer Complaint

5.3 Health – Safety –

Fire compliance

Lodging complies with fire, health, safety, and sanitation regulations of the local laws/regulations; maintaining a “Satisfactory” or better rating in Health Inspections. 99%

AQL of no more than 1% of room inspections failed during a drill weekend.

Periodic Inspection and Valid Customer

Complaint.

1.4.5 & 5.4.1

Security

Guest room numbers and personal information shall be protected, and key control procedures practiced.

100% Compliance. No errors due to Lodging staff.

Periodic Inspection and Valid Customer

Complaint