UTA Loding Requirement PWS V2 27 May 2021.pdf

Ver. January 2021

PERFORMANCE WORK STATEMENT (PWS)

FOR

Temporary Lodging Services

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 Temporary Lodging Services, as defined in this

PWS.

1.1.1 Objectives: The contractor shall furnish lodging accommodations for McGhee Tyson Air National Guard (ANG) Base personnel as required for UTA weekends (Friday night thru Sunday morning) based on the dates above for calendar year 2021. The contractor shall also furnish an estimated additional 10% of rooms required for rescheduled UTA days that could occur during the week. These days will be on an “as needed” bases, when members are completing UTA duty. Confirmation of reservations will be sent to the contractor no later than 24 hours prior to check in. The contractor may release rooms that are not confirmed before 24 hours of the reservation date

1.2 Background: The 134th Air Refueling Wing has a need to supplement our Base Lodging program for off base lodging requirements for Unit Training Assembly (UTA) weekends for 2021. The 134th ARW requires 190 room nights in June, 60 room nights in August and, 90 room night in September for UTA. The total number of room nights needed is 340. Below are a list of UTA dates:

June 25-June 26, 2021 August 6-August 7, 2021 September 10-September 11, 2021

A breakdown of rooms per night can be found in Technical Exhibit 3.

1.3 The period of performance for the base contract period is projected for 25 June 2021 - 31 September 2021.

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide services on Friday June 25, 2021, Saturday 26 June 2021, Friday 6 August 2021, Saturday 7 August 2021, Friday 10 September 2021 and Saturday 11 September 2021. 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 Reserved

1.4.1.2 Reserved

1.4.1.3 Reserved

1.4.2 Reserved

1.4.3 Reserved

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 Reserved

1.4.5.1 Reserved

1.4.5.2 Reserved

1.4.5.3 Reserved

1.4.5.4 Reserved.

1.4.5.5 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.

1.4.5.6 Reserved

1.4.5.7 Reserved

1.4.5.8 Reserved

1.4.5.9 Reserved

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.

1.4.5.11 Reserved

1.4.5.12 Reserved

1.4.5.13 Reserved

1.4.5.14 Reserved

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.

1.4.7 Reserved

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR 42.5.

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.

1.4.9 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.

1.4.10.1 The contractor shall retrieve all identification media (including vehicle passes) from its employees who depart employment for any reason. The contractor shall return all identification media (i.e., badges and vehicles passes) to the KO within 14 days of an employee’s departure.

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.

1.4.12 Reserved

1.4.13 Reserved

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.

1.4.15 Reserved

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:

AEI Army Enterprise Infostructure AR Army Regulation AT/OPSEC Antiterrorism/Operational Security BI Background Investigation

CM Contract Manager COR Contracting Officer Representative DA Department of the Army DD254 Department of Defense Contract Security Classification Specification DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services HQDA Headquarters, Department of the Army HSPD Homeland Security Presidential Directive IA Information Assurance IS Information System(s) KO Contracting Officer NGB National Guard Bureau OCI Organizational Conflict of Interest PII Personally Identifiable Information PIPO Phase In/Phase Out 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 Program SCR Service Contract Reporting SSN Social Security Number TE Technical Exhibit USD(I) Under Secretary of Defense for Intelligence

3.0 Reserved

3.1 Reserved

3.2 Reserved

3.3 Reserved

3.4 Reserved

3.5 Reserved

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

4.1.1 Rooms

4.1.1.1 Each single occupancy room shall contain net living and sleeping areas in accordance with local standards. No more than one person shall be assigned to a room or share a bathroom.

4.1.2. Standards:

4.1.2.1. Rooms shall be constructed and finished to provide good light and sound attenuation. All piping and wiring must be enclosed.

4.1.2.2. All finishes (walls and ceilings) should be free from damage, scars, marks, dirt, and dust. Vents and surrounding finishes must be free of dirt and dust.

4.1.2.3. Ceilings and walls shall be finished in paint or wall covering.

4.1.2.4. All floors in living and sleeping areas shall have clean, serviceable, covering.

4.1.2.5. All windows shall be provided drapes with blackout lining, shades, or blinds. If only drapes are provided, they must screen out light.

4.1.2.6. Sufficient electrical outlets shall be available. All electrical cords, bulbs, lights, and switches shall be operational and free from defects.

4.1.2.7. All entrance doors to rooms shall have interior security locks, either deadbolt or double locking locks. Each room occupant shall be provided with a room key. All doors shall be free from holes, dents, or other physical defects.

4.1.2.8. Smoke and fire protection systems must be installed and meet federal, state, or local fire codes.

4.1.2.9. Bathrooms must be constructed to provide convenient sanitary facilities. Wash basin and shower tub areas shall have a vanity table, a large lighted mirror, stopper devices, soap dishes, towel bars/hooks, and grounded electrical outlets conveniently located for use of electrical razors, hair dryers, etc. Loose, missing, or badly worn/damaged wall tiles, floor tiles, fixtures or accessories are unacceptable. The fixtures controlling the flow of water must not be cracked or leaking and shall operate properly to maintain a constant, adequate flow and temperature without sudden surges or temperature changes. The shower or shower/tub combination shall have shower doors or curtains.

4.2 Reserved

4.3 Reserved

5.0 Requirements: The contractor shall:

5.1 ASSIGNMENT OF QUARTERS/ROOMS: The Contracting Officer, or his designated representative, is responsible for designating the Government personnel to occupy the contractor’s facility, and shall provide these personnel with a Lodging Authorization number which they shall submit upon registering at the contracted facility. The 134th Lodging Activity may issue the Lodging Authorization number and the room rate to the Air Force traveler on official travel orders by either hard copy at the lodging activity or by telecommunication methods (phone, fax, and computer). Government personnel shall not be accommodated under this Agreement unless such authorization is presented to the contractor. Due to Covid-19 precautions, the contractor must make every attempt to provide single occupancy rooms. Double occupied rooms are not acceptable at this time, unless directed by 134th ARW lodging manager in advance. The contractor may offer accommodations to uniformed members of the Armed Forces, active duty and retired, accompanied or unaccompanied by their immediate family who are not on official duty at the agreed upon price. Contractor shall accept advance reservations as necessary.

Automatic cancellation provisions. If the occupant has not been registered, or advance reservations have not been confirmed within 24 hours of the reservation date, reservations are to be considered as canceled. In case of over-booking. Personnel will be transported to, and accommodated in another lodging facility of equal or higher quality standards at no additional expense to the individual or the Government.

5.2 CHECK IN/OUT SERVICE. The contractor must provide a check in/out service on a 24 hour basis, 7 days a week. Contractor agrees to inform all government personnel assigned accommodations under this agreement of the required check out time.

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.

5.3 TELEPHONE. A telephone shall be provided in each room at no charge to the occupant. Each room occupant shall pay for all toll calls placed by them. Services provided shall be available 24 hours a day, seven days a week.

5.4 EXTRA SERVICE. All extra services not specified in this statement of work, or not normally included in the room rate, shall be paid by the individual(s) requesting and receiving the extra service.

5.5 CUSTODIAL/SANITATION SERVICES. Daily services include, but are not limited to, room cleaning, bed making, linen change (as required), adequate quantities of deodorant soap bar, bath towels, hand towels, wash cloths, sanitized drinking glasses, facial tissues, and cloth bath mat.

5.6 LINEN SERVICE. Linen service shall be provided at least once per week or when occupancy changes, whichever occurs first, and whenever necessary due to guest personnel requirements. Additional blankets shall be made available if requested by occupant. All linen and blankets shall be clean, freshly laundered, without any objectionable odors, and in good repair, free from tears, rips, holes, stains, and extensive wear. Pillows shall be of adequate thickness to provide proper support.

5.7 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.

5.8 “DO NOT DISTURB” SIGNS. All rooms shall have such signs available. Contractor employees shall respect them when displayed.

5.9 INFORMATION SERVICES. Desk clerks shall be able to explain to occupants miscellaneous charges not covered by this statement of work, for example, telephone charges. The contractor shall provide information on bus schedules, taxis, and other local transportation, dining facilities and locations, and commercial telephone directory service.

5.10 INSPECTION REPORT. Contractor shall be current on Hotel/Motel Inspection Report from the Department of Health.

5.11 U.S. FIRE ADMINISTRATION/FEMA COMPLIANT. Contractor shall be current and remain current with the U.S. Fire Administration/FEMA compliance located at http://www.usfa.fema.gov.

5.12 RESTORATIVE MAINTENANCE. The contractor shall preform restorative maintenance within the established timeframes. The contractor shall preform restorative maintenance within the established timeframes 98% of the time each month. 2% failure to preform restorative maintenance within the established timeframes each month.

Periodically the COR will inspect and review monthly work order logs.

5.13 Service Contract Reporting:

5.13.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the 134 Air Refueling Wing via a secure data collection site.

5.13.2 The contractor shall completely fill in all required data fields using the following web address: https://sam.gov. Log in and select Entity Registrations and then select Service Contract Reporting.

The Contractor shall report the required information annually by October 31, for services performed under this contract during the preceding Government fiscal year (October 1- September 30).

The DoD Guidebook for Service Contract Reporting in SAM, available on the DoD Procurement Toolbox at https://dodprocurementtoolbox.com/site-pages/service-contract-reporting-scr. The General Services Administration (GSA) has also posted http://www.usfa.fema.gov/ https://dodprocurementtoolbox.com/site-pages/service-contract-reporting-scr additional guidance such as quick start guides, informational videos, and frequently asked questions, that can be accessed by going to https://sam.gov and searching the “HELP” section. The SAM Federal User Guide is also available in the “HELP” section for comprehensive instructions on navigating SAM. Contractors requiring assistance using SAM should contact the Federal Service Desk at https://www.fsd.gov.

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

Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarspgi/current/in dex.html or https://www.acquisition.gov/dfars DoD 5400.11-R

Department of Defense Privacy Program

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

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.fsd.gov/ 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.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

5.1. The

contractor shall assign single occupancy rooms as directed by

COR.

The contractor shall assign rooms correctly

100% of the time.

0% Failure rate. Periodic Inspection - COR will review monthly billing statements for errors.

5.4. The

contractor shall ensure that all charges for services not specified in this statement of work, or not normally included in the room rate are paid by the individual(s) requesting and receiving the service.

The contractor shall be 100% compliant

0% Failure Rate Periodic Inspection - COR will review monthly billing statements for unauthorized charges.

5.5.

Contractor shall provide services to include room cleaning, bed making, linen change (as required), Contractor shall be 100% compliant

0% Failure Rate Periodic Inspection – COR will request individuals complete a survey to identify services that are not received or corrected on the spot on a case by case basis.

adequate supplies of towels, wash cloths, soaps, shampoos, drinking glasses, facial tissue, and bath mat

TECHNICAL EXHIBIT 2

Deliverables Schedule

PWS

Reference / Deliverable

Title

Frequency Number of Copies

Medium/Format Submit To

5.13 Service

Contract Reporting

1 Electronic https://dodprocurementtoolbox.com/site-pages/service-contract-reporting-scr

TECHNICAL EXHIBIT 3

Room Requirements

Month Day Rooms Required 25 June 21 Friday 90 26 June 21 Saturday 100 6 August 21 Friday 30 7 August 21 Saturday 30

10 September 21 Friday 45 11 September 21 Saturday 45