Lodging Services PWS.pdf

Ver. October 2022

PERFORMANCE WORK STATEMENT (PWS)

FOR

LODGING SERVICES BPA

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform Lodging Services as defined in this PWS.

1.2 Background: The PAANG has a primary requirement for commercial lodging and associated support services to house PAANG personnel on Inactive Duty for Training (IDT) status at two locations; Harrisburg International Airport, Middletown, PA and Ft Indiantown Gap, PA. IDT status may fall on any day of the month for select individuals, but generally the requirement for lodging exists over the course of one (1) weekend per month. Required nights of lodging for eligible personnel may occasionally increase or decrease significantly, depending on mission requirements. As previously identified, requirements may exist for lodging military members on IDT status outside of the primary RSD weekends throughout the course of any given month, at any of the two locations.

1.3 The Period of Performance shall be 5 years or when the total dollar limitation/ceiling has been reached, whichever is sooner.

1.4 General Information: As requested by the Government, except on recognized US holidays. 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.

1.4.1.1 Telework: The Government will permit the contractor to telework in support of this requirement. In furtherance of Continuity of Operations Planning (COOP), a telework program may be enacted to ensure that the Government's mission-critical operations stay operational during times of national emergency or incidents of national significance. Telework shall be at no additional cost to the Government.

1.4.1.2 Unscheduled gate closures by the Security Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

1.4.1.3 The contractor’s employees shall become familiar with and obey the regulations of the installation, including fire, traffic, safety and security regulations while on the installation. Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall carry proper identification with them at all times and shall be subject to such checks as may be deemed necessary. The contractor shall ensure compliance with all regulations and orders of the installation, which may affect performance. The Government reserves the right to direct the removal of an employee from Government property or revoke access to Government systems for misconduct, security reasons, or any overt evidence of communicable disease. Removal of contractor employees for reasons stated above does not relieve the Contractor from responsibility for total performance of this contract.

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays.

The contractor shall not perform services on these days:

1.4.2.1 New Year’s Day: January 1st

1.4.2.2 Martin Luther King, Jr.’s Birthday

1.4.2.3 President’s Day

1.4.2.4 Memorial Day

1.4.2.5 Juneteenth National Independence Day: June 19th

1.4.2.6 Independence Day: July 4th

1.4.2.7 Labor Day

1.4.2.8 Columbus Day

1.4.2.9 Veteran’s Day: November 11th

1.4.2.10 Thanksgiving Day

1.4.2.11 Christmas Day: December 25th

1.4.3 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 Technical Exhibit 1, Performance Requirements Summary (PRS).

1.4.4 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).

1.4.5 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. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.5.10 Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (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 Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.9 Contract Manager (CM): The contactor shall designate 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 to resolve issues, receive technical instructions, 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.

1.4.10 Identification of Contractor Employees. All contractor personnel attending meetings, answering Government telephones and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities. Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed.

1.4.11. 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.

1.4.13 Data Rights: The Government has unlimited rights to all documents/materials produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the KO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.4.14 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

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:

ALRS Automated Lodging Reservation System BPA Blanket Purchase Agreement CM Contract Manager COR Contracting Officer Representative DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense FAR Federal Acquisition Regulation FSS Force Support Squadron GSA General Services Administration HSPD Homeland Security Presidential Directive IS Information System(s) KO Contracting Officer OCI Organizational Conflict of Interest PAANG Pennsylvania Air National Guard PII Personally Identifiable Information POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance

QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Plan SOW Special Operations Wing TE Technical Exhibit

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S):

The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Services: The POC shall work through the Contracting Officer’s Representative (COR) to resolve issues, receive technical instructions, and ensure adequate performance of services. The COR and designated representatives will be fully authorized to contact the hotels directly as well if needed.

4.0 Reserved

5.0 Requirements: The contractor shall:

5.1 Upon request from the Government, the Contractor shall furnish clean and smoke free double and single occupancy hotel/motel rooms at the predetermined price established by the price list most recently approved by the Government at the time the request is made. Rooms shall comply with all Municipal, State and Federal environmental, health and safety standards.

5.1.1 Room prices shall be no more than the approved per diem rate for the location as determined by GSA. The Middletown location shall use the city of Harrisburg rate and Ft Indiantown Gap shall use the Hershey rate.

5.1.2 Any requests for changes in room rates shall be submitted by email to the KO for approval.

5.2 The hotels shall be from an approved list. Inspected, at a minimum, annually by the hotel inspection team from the 193d SOW. The inspection team may consist of Force Support Services (FSS), Public Health, Fire Department and Security Forces. At a minimum, FSS shall be present for the inspection.

5.2.1 Hotels shall be located no more than ten miles from the Middletown, PA location and no more than 15 miles from the Ft Indiantown Gap, PA location.

5.3 Additional Charges:

5.3.1 Any charges incurred by the member outside the room charge shall be payable by the member at the time of check-out. The Government is not responsible for any extra charges. This includes but is not limited to long distance calls, room service, etc. As part of the check-in procedures, the Front Desk shall provide in depth information on services available that are not included in the room rate to all 193d SOW personnel.

5.3.2 Desk clerks shall be able to explain to customers miscellaneous charges not covered by this statement of work.

5.3.3 All facilities, services, and courtesies customarily extended to occupants without charge (i.e. concierge, shuttle, pools, lounges, parking areas, etc.) shall also be available without additional charge to the Government under this BPA.

5.4 Reservations:

5.4.1 Reservation requests shall be made available to the booking agent through the Government POCs.

5.4.1.1 Contractor shall be provided access to the Automated Lodging Reservation System (ALRS) for the purpose of notifying members of reservations from hotels and receiving cancellation requests.

5.4.1.2 The contractor shall receive email notifications from ALRS for cancellations, the contractor shall act on the cancellation notifications immediately unless instructed otherwise by the 193 SOW/SOFSS Government POC.

5.4.1.3 The contractor shall receive monthly work-to-do emails from ALRS. The contractor shall verify the lodging lists provided by the 193 SOW/SOFSS Government POC against the work-to-do email and notify the 193 SOW/SOFSS Government POC of any discrepancies by the 19th of the month.

5.4.2 The 193d Services Flight shall submit requests received to the contractor no later than the 17th of the month prior to the requested reservation month; any requests received after the 17th will be submitted as soon as possible to the contractor via email, text message or phone call.

5.4.3 The contractor shall procure hotel reservations for the requesting members then send the hotels and confirmation numbers to the 193d Services Flight no later than the 22nd of the month prior to the requested reservations. The Services flight shall use the data to create a BPA call. Upon completion of the BPA Call, the contractor shall send out the Hotel placements through the ALRS data base.

5.4.4.1 The BPA call must be in place prior to the execution of any hotel reservations.

5.5 The 193 Services flight shall determine single versus double occupancy as well as roommates.

5.6 Hotels shall provide check-in/Check-out services 24 hours a day, 7 days a week.

The contractor shall provide a roster to the hotels for use identifying 193d SOW members. The contractor shall verify with the hotel reservations for Regular Scheduled

Drill as well as the Split Drill prior to the members arrival. 193d SOW members shall provide photo identification to the front desk. The front desk shall verify against the provided roster. Hotels will notify the contractor of all no-shows; the contractor will notify the193 SOW/SOFSS Government POC of all no-shows.

5.7 The contractor shall, at the request of the Government, investigate any complaints that arise from customer experiences and provide a response within 1 business day.

5.8 Custodial/Housekeeping:

5.8.1 The contracted hotel shall maintain a clean and healthy environment. All custodial / sanitation services shall be in accordance with commercial standards.

5.8.2 Linen Service shall be provided in accordance with industry standards.

5.8.3 General daily housekeeping, to include making beds, replacing towels, emptying trash receptacles, cleaning floors and sanitizing bathrooms shall be completed in accordance with these standards unless the do not disturb sign is posted on the exterior of the room door. Upon check-in, all members rooms should have received these housekeeping services prior to the time of check-in.

5.9 Hotel Reservation Issues. The contractor shall provide their business number to each hotel on the Contract and inform the hotel to contact the contractor in the event any member checking into the hotel experiences an issue with their reservation Contractor will notify COR or Government POC in the event the issues cannot be resolved immediately. Issues are to be handled immediately or immediately after contacting the COR or Government POC.

5.10 Accommodations.

5.10.1 Each room shall contain living and sleeping areas in accordance with industry standards. Beds, linens and additional equipment provided by the hotel/motel shall also be in compliance with industry standards. Double rooms shall occupy no less than two people each with their own bed and both occupants shall share a bathroom. Roll-away beds and pullout sofas shall not be considered for double occupancy rooms.

5.10.2 Rooms shall include all standard accommodations found within the commercial market place for “Midscale” hotel/motel services. Midscale hotels typically include but are not limited to internet access, a refrigerator, a microwave, a television with cable/satellite access, iron and ironing board and an alarm clock.

5.10.3 Living quarters shall be provided with heating and air conditioning, dependent upon the season; necessary to maintain the comfort of the guests. Each room shall allow occupant control of room temperature.

5.10.4 Each room shall have a telephone in good working order. The telephone shall have free local access.

5.10.5 All rooms shall have “do not disturb” signs available for the occupant to display on the door. Property employees shall not enter a room with a sign displayed regardless of whether or not the member is present.

5.10.6 Property shall have functional wake-up call service available for guests use.

5.10.7 Bathrooms in the guest rooms shall be clean, sanitized, and fully maintained.

Bathrooms shall contain a shower and/or tub combination containing a shower door or curtain, a wash basin, a properly functioning toilet and a mirror. Bathrooms shall have adequate lighting and grounded electrical outlets no lower than counter height near the wash basin or vanity.

5.11 Security.

5.11.1 Contractor shall ensure the hotel is in a safe and crime free environment.

5.11.2 Hotel rooms shall be equipped with an interior lock, deadbolt or double lock and an entrance peephole. If the guest room has a sliding door or French doors, they shall be equipped with an effective locking device. Access shall be limited to occupants, cleaning staff and management in the case of an emergency.

5.11.3 No ground floor exterior doors to any room housing PAANG personnel are permitted.

5.11.4 All doors for main building entrances shall have controlled and secured access.

5.11.5 Each parking lot shall be equipped with adequate lighting for the safety of the members and their belongings.

5.11.6 The 193d SOW/SOSFS reserves the right to disqualify properties that do not meet their security requirements. Security requirements are based upon historical police reports and criminal activity in the local area to the property. Properties shall be in low crime areas, free of drugs and prostitution.

5.11.7 Hotels must provide a means of storing and safeguarding, in a safe or a vault;

small high-value personal property of the occupants at no additional cost. Receipts for stored items must be furnished to the guest.

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

Publication (Chapter/Page)

Date of Publication

Mandatory or Advisory

Website

Federal Acquisition Regulation Mandatory https://www.acquisition.gov/?q=browsefar Defense Federal Acquisition

Regulation Supplement Mandatory http://www.acq.osd.mil/dpap/dars/dfarspgi/current/in dex.html or https://www.acquisition.gov/dfars Joint Travel Regulation (JTR) Mandatory https://www.defensetravel.dod.mil/site/travelreg.cfm

Homeland Security Presidential Directive (HSPD)-12

Policy for a Common Identification Standard for Federal Employees and

Contractors

08/27/2004 Advisory https://www.dhs.gov/homeland-security-presidential-directive-12

DoDI 5400.11 Department of Defense Privacy and

Civil Liberties Programs

01/29/2019

Advisory https://www.esd.whs.mil/Directives/issuances/dodi/

DoD 5400.11-R Department of Defense Privacy

Program

05/14/2007 Advisory https://www.esd.whs.mil/Directives/issuances/dodm/

AFPD 17-1

Information Dominance Governance and Management

04/12/2016 Advisory https://www.e-publishing.af.mil/Product- Index/#/?view=pubs&orgID=10141&catID=1&series

=-1&modID=449&tabID=131

AFI 10-701

Operations Security 7/24/2019 (Change 1:

06/09/2020)

Mandatory https://www.e-publishing.af.mil/Product- Index/#/?view=pubs&orgID=10141&catID=1&series

=-1&modID=449&tabID=131

AFMAN 34-135

Air Force Lodging Program 7/1/2019 Mandatory https://www.e-publishing.af.mil/product-index/#/?view=search&keyword=lodging&isObsolet e=false&modID=449&tabID=131

6.1 Applicable Forms: Forms applicable to the PWS are listed below:

Form Date Website I-9

Employment Eligibility Verification 10/21/2019 https://www.uscis.gov/sites/default/files/files/form/i-9.pdf

DD 441

Department of Defense Security Agreement

Feb 2020 http://www.dtic.mil/whs/directives/forms/dd/ddforms0001- 0499.htm

DD 250

Material Inspection and Receiving

Report

Aug 2000 https://www.esd.whs.mil/Directives/forms/dd0001_0499/ https://www.acquisition.gov/?q=browsefar http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html https://www.acquisition.gov/dfars https://www.dhs.gov/homeland-security-presidential-directive-12 https://www.dhs.gov/homeland-security-presidential-directive-12 https://www.esd.whs.mil/Directives/issuances/dodi/ https://www.uscis.gov/sites/default/files/files/form/i-9.pdf http://www.dtic.mil/whs/directives/forms/dd/ddforms0001-0499.htm http://www.dtic.mil/whs/directives/forms/dd/ddforms0001-0499.htm https://www.esd.whs.mil/Directives/forms/dd0001_0499/

TECHNICAL EXHIBIT 1

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).

Performance

Objective Performance Standard Acceptable Quality

Levels (AQL) Surveillance Method / By

Whom

3.7 Customer

Complaints

The contractor shall, at the request of the Government, investigate any complaints that arise from customer experiences and provide a response within 1 business day

The contractor takes more than 1 day to investigate and return a response more than two times each contractual year

Periodic Inspection / COR/Government POC

3.9. Hotel

Reservation Issues.

The contractor shall provide their business number to each hotel on the Contract and inform the hotel to contact the contractor in the event any member checking into the hotel experiences an issue with their reservation Contractor will notify COR or

Government POC in the event the issues cannot be resolved immediately. Issues are to be handled immediately or immediately after contacting the COR or Government POC.

The contractor shall resolve 100% of the issues immediately after being contacted by the hotel

Customer Complaint/ COR/Government POC

TECHNICAL EXHIBIT 2

Deliverables Schedule

PWS Reference / Deliverable Title

Frequency Number of Copies

Medium/Format Submit To

2.4.3 Reservations

The contractor shall generate hotel reservations for the requesting members then send the hotels and confirmation numbers.

Monthly by the 22nd of the month prior to the reservation month.

1 Email, lodging spreadsheet containing Hotel names and confirmation numbers

Lodging Organizational Box

2.4.1.1 Contractor

sends reservations through ALRS

Monthly by the last day of the month prior to the reservation

1 ALRS, per the work to do list

Members

TECHNICAL EXHIBIT 3

Estimated Workload Data

This information is provided for historical background only. It is not a guarantee of workload quantities.

ITEM NAME MONTHLY ESTIMATED

QUANTITY

1 MDT Hotel Reservations Jun-256 Jul-40

Aug-200 Sep-174 Oct-127 Nov-127 Dec-173

2 FIG Hotel Reservations Jun-144 Jul-23 Aug-59 Sep-23 Oct-22 Nov-70 Dec-46