PWS Maid Service 7 April 2022.pdf

Ver. June 2021

PERFORMANCE WORK STATEMENT (PWS)

FOR

TEC Maid 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 lodging management of buildings 405, 406, 407, 408, 409, 410, 411, 412, 413, 414, 415, 417, 419 also sanitizing and cleaning of building 404 for the TEC at McGhee Tyson ANGB, Louisville, Tennessee, as defined in this PWS. The services performed shall consist of maid/cleaning service (housekeeping) and front desk reception services for guests staying in TEC lodging

1.2 Background: The TEC is the Air National Guard's (ANG) premier education and training center that provides Enlisted Professional Military Education, Professional Continuing Education, and conferencing capabilities to over 5,000 members of the active duty, ANG and Air Force Reserves annually.

1.3 Period of Performance (PoP): The Period of Performance shall be 1 Base Year of 6 months and 4 12-month option years. 1 June 2022-30 November 2026

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide services 24 hours a day, seven (7) days a week to include holidays. The contractor shall provide full housekeeping services seven (7) days a week, to include holidays. The operating hours for housekeeping shall be given to the contracting officer’s representative (COR) SMSgt Christopher Gragg. In the event of inclement weather the contractor shall still perform all requirements of this between the hours of the contract unless otherwise directed by the contracting officer (CO) or COR. Performance shall be at the Training and Education Center, McGhee Tyson ANG Base, Louisville, Tennessee. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential. Teleworking is not authorized.

1.4.1.1 Telework: The Government does not 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 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). A final QCP shall be submitted to the Contracting Officer Representative (COR) NLT 10 days after contract award.

After acceptance of the QCP, the contractor shall obtain the Contracting Officer’s (KO’s) acceptance in writing of any proposed changes to its QCP.

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 Access and General Protection/Security Policy and Procedures. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the Contracting Officer’s Representative (COR). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by the local installation’s Security Forces, Director of Emergency Services or local Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by DoD, Headquarters Air Force (HAF) and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1. The contractor shall obtain base identification and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Air Force installation(s) cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished, contractor identification badges while visiting or performing work on the installation.

2. The contractor shall submit a written request on company letterhead to the contracting officer listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign for a request for base identification credentials or vehicle passes. The contracting officer will endorse the request and forward it to the issuing base pass and registration office or Security Forces for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver s license, current vehicle registration, valid vehicle insurance certificate, and [insert any additional requirements to comply with local security procedures] to obtain a vehicle pass.

3. During performance of the contract, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who no longer requires access to the work site.

5. Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes issued to employees and subcontractor employees are returned to the issuing office.

6. Failure to comply with these requirements may result in withholding of final payment.

1.4.5.1.1 Homeland Security Presidential Directive (HSPD)-12 Background Investigation Requirements: The contractor shall ensure that all contractor and subcontractor personnel whose duties require CAC card issuance obtain them, and shall process all CAC card applications. The contractor shall ensure that all employees requiring a T1 be vetted by the cognizant security activity Chief, Information Protection (CIP) to ensure a proper investigation is on record. The CIP will process the T1 if needed. The contractor shall ensure immediate compliance with all instructions regarding background investigation processing, including those provided verbally, by e-mail or via a Government system. The contractor is cautioned that the entire process from submittal of the investigation may take multiple weeks and shall factor this lead time into its hiring/placement process. The contractor shall make all reasonable efforts to ensure that contractor employees meet CAC eligibility standards upon assignment to the contract and shall be held responsible for delays, failure to meet performance requirements or decreases in efficiency in accordance with the applicable inspection clause.

1.4.5.1.4 During the performance period of the contract, the contractor shall:

1. Within 7 working days of any changes to the listing of the contract personnel authorized a CAC, provide an updated listing to the contracting officer who will provide the updated listing to the authorizing Government official;

2. Return CACs in accordance with local policy/directives within 7 working days of a change in status for contractor personnel who no longer require logical or physical access;

3. Return CACs in accordance with local policy/directives within 7 working days following a CACs expiration date; and

4. Report lost or stolen CACs in accordance with local policy/directives.

1.4.5.2 For Contractors that do not require CAC, but require access to a DoD Facility and/or Installation. Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Air Force Instruction (AFI) 10-245, AFI 31-101 and Air Force Manual (AFMAN) 31-113), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by Government representative)

1.4.5.3 Antiterrorism Awareness Level I Training (AT Level I). All contractor employees, to include subcontractor employees, requiring access to US Government installations, facilities and controlled access areas shall complete AT Level I training within 15 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. AT Level I may be accomplished by a Level I qualified instructor; completing the Force Protection computer-based training (CBT) course on the Advanced Distributed Learning System (ADLS) or Joint Knowledge Online at http://jko.jten.mil. Tracking for each contractor or subcontractor employee is the responsibility of the COR or unit AT Representative. The contractor shall submit certificates of completion for each affected contractor and subcontractor employee to the COR within 15 calendar days after completion of training by each employee or subcontractor personnel.

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 Use of Government Information Systems (IS) and access to Government networks is a revocable privilege, not a right. Users are the foundation of the DoD strategy and their actions affect the most vulnerable portion of the Air Force Info structure. Contractor employees shall have a favorable background investigation or hold a security clearance and access approvals commensurate with the level of information processed or available on the system. Contractor employees shall:

1.4.5.6.1 Comply with the command's Acceptable Use Policy (AUP) for Government owned IS and sign an AUP prior to or upon account activation.

1.4.5.6.2 Complete initial and/or annual Information Assurance (IA) training as required by applicable Air Force/ANG policy.

1.4.5.6.3 Mark and safeguard files, output products, and storage media per classification level and disseminate them only to individuals authorized to receive them with a valid need to know.

1.4.5.6.4 Protect IS and IS peripherals located in their respective areas in accordance with physical security and data protection requirements.

1.4.5.6.5 Practice safe network and Internet operating principles and take no actions that threaten the integrity of the system or network.

1.4.5.7 Distributed Learning Service (ADLS). All contractor employees and associated sub-contractor employees assigned to work on a Government site and/or requiring access to a DoD network will be required to register with ADLS at commencement of services in order to complete the necessary training required of them initially and annually for the duration of the contract (i.e., DoD IAA CyberAwareness, Protecting Sensitive Information, Force Protection, etc.). ADLS website:

https://golearn.csd.disa.mil/kc/rso/login/ADLS_login.asp

1.4.5.8 Information Assurance (IA) Training. All contractor employees and associated sub-contractor employees shall complete the DoD Information Assurance Awareness CyberAwareness Challenge before issuance of network access and annually thereafter.

All contractor employees performing services involving IA/IT functions shall comply with DoD and Air Force training requirements in DoDD 8140.01, DoD 8570.01-M and AFMAN 17-1301 within 180 days of the start of contract performance.

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 Requirement for OPSEC Training. In accordance with AFI 10-701, Operations Security, OPSEC PMs/Signature Managers/Coordinators will provide OPSEC training or training materials to contract employees within 30 days of employees’ initial assignment to the contract and prior to having access to any critical information (CI) and annually thereafter. General organizational orientations may need to be supplemented by duty-related orientations in the work center targeted toward specific critical information and vulnerabilities associated with the work. Initial training (OPSE 1301 - OPSEC

Fundamentals) is located on the ADLS website and refresher OPSEC training is conducted annually (at Commander's Call). The contractor shall submit certificates of completion for each contractor employee to the COR within 15 calendar days after completion of training.

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.

1.4.6.1 Key Control. NOTE: All references to keys include key cards. The contractor shall establish and implement methods of ensuring that no keys/key cards issued by the Government are lost or misplaced or are used by unauthorized persons. No keys issued by the Government shall be duplicated. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The contractor shall include procedures covering key control in the QCP.

1.4.6.1.1 The contractor shall immediately report any occurrences of lost or duplicated keys/key cards to the COR.

1.4.6.1.2 In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon direction by the KO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the Government replaces or re-keys the locks, the Government will deduct the total cost of lock replacement or re-keying from the monthly payment due the contractor. In the event a master key is lost or duplicated, the Government will replace all locks and keys for that system, and will deduct the total cost from the monthly payment due the contractor.

1.4.6.1.3 The contactor shall prohibit the use of the Government issued keys/key cards by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contactor employees engaged in the performance of services in those areas, or personnel authorized entrance by the KO.

1.4.6.2 Lock Combinations: The contractor shall establish and implement methods of ensuring that no lock combinations are revealed to unauthorized persons. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the contractor’s QCP.

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 Phase In / Phase Out Periods: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the contractor shall have personnel on board, during the 15 Days phase in periods. During the phase in period, the contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date. The phase out period does not have a required time period.

2.0 Definitions and Acronyms:

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.

2.1.10 WORK DAY: The number of hours per day the Contractor provides services in accordance with the contract.

2.2 Acronyms:

ANG Air National Guard ANGB Air National Guard Base AT/OPSEC Antiterrorism/Operational Security CONUS Continental United States CO Contracting Officer COR Contracting Officer Representative DoD Department of Defense DSN Defense Switched Network FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services IA Information Assurance IS Information System(s) IT Information Technology MSDS Material Safety Data Sheets NACI National Agency Check with Inquiries NCIC National Crime Information Center System OCONUS Outside Contiguous United States (OCONUS) PII Personally Identifiable Information PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SCR Service Contract Reporting

TEC Training and Education Center

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 Property: The Government will furnish the necessary workspace for the contractor to perform services outlined in this PWS to include desk space, telephones, computers and other items necessary to maintain an office environment. The office space, furniture and equipment currently being utilized by Government lodging staff will be provided to the contractor for its use in fulfillment of the contract. However, any such items needing replacement due to damage by the contractor will be the responsibility of the contractor to replace with items of like or better quality. All items will become the property of the Government at the end of the contract.

3.2 Reserved

3.3 Equipment: Reserved

3.4 Services: Reserved

3.5 Utilities: All utilities in the facility will be available for the contactor’s use in the performance of this contract. The contractor shall instruct employees in utilities conservation practices. The contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount.

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.

5.0 Requirements: The contractor shall:

5.1 Front Desk Services:

5.1.1 Operate the front desk 24 hours a day, seven (7) days a week, to include holidays. The contactor shall coordinate with Campus Operations Office to ensure maximum utilization of TEC rooms. The contractor must be flexible in meeting the needs of guests, such as making accommodations for handicapped guests (i.e. assignment of a handicapped assessable room). The contractor shall provide necessary guest forms and informational handouts used by the front desk.

5.1.2 Utilize the hotel management software (HMS) system currently in use by TEC, or any system adopted by TEC in the future, to operate the lodging function. The HMS system is a comprehensive report and scheduling tool developed to maintain the lodging facilities. Reports generated by the HMS include: occupancy reports and status, room maintenance status, and room cleaning status. Additionally, contractor shall coordinate with TEC Campus Operations Office on the scheduling of VIP and guest rooms utilizing the HMS contingency plan report.

Contractor shall run a daily report to show occupancy status, arrivals and departures to include room status with guest names. The Government will provide initial training on the HMS system to a manager or other person identified by the contractor. After the initial training, contractor will be responsible to train all contract personnel who are required to input data into the system.

5.1.3 Track customer service issues/concerns/requests daily. Ensure actions are being taken to address issues or concerns. The contractor can utilize an excel database to track issues/concerns addressed by guests. Information collected shall include guest name, room number, date of issue, issue, date of resolution, resolution.

5.1.4 Issue all guest keys and all keys are to be collected at time of check-out.

5.1.5 Telephone support shall be handled in a courteous and professional manner.

5.1.6 Deliver cards and/or packages to special guest rooms prior to their arrival as designated by TEC Commander. A representative from Mission Support Division of TEC will provide the card and/or package/gift bag/basket for placement. The cards and/or packages/gift bag/basket are presented on behalf of the TEC Commander. Estimated deliveries are approximately 5-10 per week during normal operations and up to 50 cards and/or packages/gift bags/baskets during special events, which occurs approximately 6-12 times per year.

5.1.7 Purchase and maintain a stock of guest amenities (toothbrushes, tooth paste, deodorant, razors, shaving cream) in the event a guest has forgotten such items or has issue of temporary lost luggage.

5.1.8 The contractor shall provide a monthly report with a summary sheet detailing the number of guests for the month for each hall. All reports shall be submitted to the COR no later than the 10th of each month except for those that are specified to be run daily or weekly. All information for reports can be found and pulled from the HMS. These may change within the life of the contract. Reference Technical Exhibit 2, Deliverable Schedule.

5.2 Housekeeping:

5.2.1 Guest Rooms:

5.2.1.1 Contractor is responsible for maintaining cleanliness of guest rooms (including bathrooms), lobbies, offices, and common use areas in a clean and professional condition.

Contractor shall provide all labor and cleaning supplies needed to provide and maintain a clean and sanitary environment. The cleaning supplies which the Contractor must provide include such things as cleaning chemicals and dispensers, trash can liners, vacuum cleaners, shampooers, housekeeping carts, mops, buckets and brooms. As equipment becomes unserviceable; the contractor will be responsible for replacing it. Paper products such as toilet paper and paper towels will be provided by the Government.

5.2.1.2 Housekeeping staff must be scheduled for full service support seven (7) days a week to include holidays.

5.2.1.3 Each time a guest checks out of a room, it must be stripped and thoroughly cleaned to prepare for the arrival of the next guest. Towels, wash cloths, and bath mats must be changed.

Bed sheets, mattress pads, blankets, and pillow covers must be removed and laundered, and if torn, stained or otherwise unserviceable, replaced. The guest bathroom must be scoured and sanitized. Guest rooms must be dusted and vacuumed. Refrigerator, microwaves, and other appliances must be cleaned inside and out. Items left in the refrigerator by the previous guest will be removed and disposed of. Serviceability of appliances in the room must be verified, with any failures reported immediately to the front desk. Faulty items must be replaced within four hours.

Housekeeping must also notify front desk when curtains, carpeting or other room furnishings are stained or otherwise in need of replacement. Rooms are to be cleaned prior to guests checking in and daily during their stay.

5.2.1.4 Occupied rooms must be cleaned in the same manner as vacated rooms except that bed linens must be changed weekly for extended guests. If linens become soiled, they must be changed the same day. In any event, beds must be made-up daily; however, if occupant has left items on the bed, the bed will not be made-up. Towels, wash cloths, and bath mats must be changed daily when placed on the floor or as needed when soiled. When cleaning occupied rooms, contractor housekeeper shall not move personal items that occupants leave on the floor or bed.

5.2.1.5 If a room is listed as unoccupied but is found to be occupied the housekeepers must notify the front desk. If a room listed as occupied is found to be empty, housekeepers must notify the front desk. The front desk must advise the housekeepers if the room is to be cleaned as occupied or as vacant. Any discrepancies must be noted by front desk in HMS.

5.2.1.6 Contractor must immediately report any unsafe actions or violations by either occupants or contract personnel to the COR.

5.2.1.7 Contractor must maintain all room furnishings and keep them in a safe and professional working condition. The contractor must ensure proper care of this equipment and must provide prompt notice of any problems to the COR.

5.2.1.8 Contractor shall utilize HMS to produce a room deficiency report for repair needs. This report will be used to ensure repairs are made in a timely manner and facilities are satisfactory and meet the needs of the guest. Repairs to the facility will be coordinated by the TEC Campus Operations Office and furnishings replacement will be the responsibility of the Government.

5.2.2 Public Area Cleaning:

5.2.2.1 The contractor is responsible for the appearance of public areas. Lobbies, restrooms, hallways, and other rooms must be cleaned daily to ensure a professional appearance at all times.

The contractor shall perform daily vacuuming and quarterly cleaning with a commercial shampooer. Uncarpeted floors usually require daily mopping and monthly waxing. Windows must be kept clean and streak-free inside and outside. The contractor shall conduct daily cleaning of drinking fountains and weekly disinfection. In addition to cleaning, the housekeeping department must also organize public areas, such as putting furniture back in its proper place, straightening and plumping decorative pillows, and organizing magazines and brochures that are displayed for guest use.

5.2.2.2 The housekeeping department shall maintain the cleanliness of the laundry rooms, including keeping washing machines free of accumulation of soap scum and dryers are kept free of accumulations of lint. This requires daily cleaning at a minimum. Contractor shall maintain laundry rooms and equipment in a safe working condition and coordinate maintenance with the TEC Campus Operations Office.

5.2.3 Deep Cleaning:

5.2.3.1 Each room must be scheduled for deep-cleaning quarterly. This will include all duties performed when a room is vacated in addition to the following: mattresses are stripped of all linens and mattress covers, left to air for several hours in accordance with commercial practices, then flipped over and left to air again before the bed is remade with a freshly laundered mattress cover in addition to fresh linens and bedspread. Upholstered furniture is to be removed and cleaned at a minimum annually. Drapes are to be cleaned every other year. Carpets are to be cleaned at a minimum twice a year.

5.2.3.2 The contractor shall coordinate with the TEC Campus Operations Office to facilitate mandatory deep cleaning in a manner that is least disruptive to the guests and mission of the

TEC.

5.2.4 Elevators: The contractor shall ensure that elevators are kept clean and all deficiencies are reported to the COR. The contractor shall request any needed repairs or maintenance through the TEC Campus Operations Office.

5.2.5 General In-house Maintenance:

5.2.5.1 The contractor will be responsible for coordinating general in-house type maintenance, including but not limited to: moving of and placement of furniture, making appropriate repairs to furniture, replacement of light bulbs. Any structural maintenance work shall be coordinated with the COR and through the TEC Campus Operations Office for guidance or assistance.

5.2.5.2 Fire Extinguishers: The contractor shall inspect all fire extinguishers monthly and ensure they are maintained in accordance with OSHA fire standards. The contractor shall coordinate with the COR as needed for replacement of any defective or discharged extinguishers.

5.2.6 Signage and Placards: The contractor shall maintain and/or replace signage (e.g. no smoking, room housekeeping requirements, etc.) as needed. The signage will be provided by Government.

5.2.7 Grounds Appearance: The contractor shall ensure the areas inside and around the outside of the facilities are kept clean and free of trash and leaves to maintain a professional appearance.

Area should be checked twice daily (morning and afternoon.) The lawn, flower beds and hedges are maintained by the Government and are not the responsibility of the contractor.

5.2.8 Pest control:

5.2.8.1 Contractor shall be responsible for the pest control management of all interior lodging facilities of buildings 405, 406, 407, 408, 409, 410, 411, 412, 413, 414, 415, 417, 419.. The Government will continue to maintain responsibility for all pest control management exterior to the buildings.

5.2.8.2 The contractor shall be responsible for quarterly pest prevention treatment (spraying) of all internal building areas for pests. Any company the contractor uses to provide the quarterly pest treatment must be appropriately licensed, bonded and insured to perform this type of work in the State of Tennessee, and must comply with all Federal, State, and local laws and regulations related to this work. Prior to any treatment (spraying) being applied, the COR must be contacted to coordinate with the 134th Bio-Environmental office to ensure compliance with environmental and safety requirements.

5.2.8.3 The contractor shall investigate any and all pest and/or bed bug complaints by guests or members of TEC staff, and shall inform the COR of any and all pest complaints. The contractor shall train their Housekeeping staff on where to look in and around the rooms for common signs of all pests, to include bed bugs. The Contractor Housekeeping staff shall be required to look for signs of infestations every time they clean a room to include inspecting beds, baseboards, bedding and luggage stands.

5.2.8.4 In the event of an infestation of any type of pest occurs, the Contractor's Housekeeping staff shall conduct proper control of pests/bed bugs as the situation requires (for example: in the case of bed bugs - isolating rooms, bedding removal, and luggage disinfection).

5.2.8.5 The contractor shall be responsible for establishing pre- and post-bed bug infestation procedures and training of their staff. In the event bed bugs are suspected, the Contractor's Housekeeping staff shall be trained to trap the suspected bed bug insects for inspection by a licensed pest management company.

5.2.8.6 If the initial assessment by an appropriate pest control company confirms there are bed bugs, the Contractor shall utilize a licensed professional pest control company for treatment of effected areas at no cost to the Government, per the procedures outlined in 5.2.8.2 above. If bed bugs are identified and confirmed, the contractor will be responsible for immediately taking the affected rooms/areas out of use and moving any guest who is affected or believes they may be affected.

5.2.8.7 The contractor shall notify the COR immediately upon report or discovery of any potential pest infestation of any kind and continue to update the COR of the status until a determination is made about the nature of the infestation. If needed, and after coordination with the COR and 134th Bio-Environmental, the contractor shall be responsible for extermination, encasement of infested items, removal, replacement and disposal of contaminated linen/bedding.

Mattresses and box springs as well as furniture will be replaced at Government expense as required. The contractor shall return the room or area back into service once the COR has examined and confirms that the infestation problem has been solved.

5.2.9 Lost and Found: All found items must be reported to the contractor’s program manager but maintained in a secure location within the lodging office. The item must be tagged with date, location to include room number, guest name, person who found the item, and secured. All efforts must be made to identify the owner and return item at no cost to contractor at owner’s expense. Any items unclaimed after 30 days must be turned over to the COR for final disposition.

5.2.10 Hazardous Material Identifications: Material Safety Data Sheets (MSDS) are required as specified in the latest version of Federal Standard No 313 (including revisions adopted during the term of the contract) for any material designated by a Government technical representative as potentially hazardous and requiring safety controls. MSDS’s must be submitted by the Contractor upon contract award. Failure to provide MSDS’s or certificate when requested could result in the Contractor being considered non-responsive and result in termination of the contract.

Reference Technical Exhibit 2, Deliverable Schedule.

5.3 Building 404 (Wilson Hall) Services:

5.3.1 Contractor will be responsible for cleanliness of Bldg 404 (Wilson Hall) fitness facility.

The contractor must be flexible in meeting the needs of guests, such as keeping gym wipes filled.

In addition, contractor shall monitor equipment to ensure equipment is operational and safe, report deficiencies to COR.

5.3.2 Hours of Fitness Center Operations. The contractor shall perform the service required under this contract during the following hours:

Monday – Friday: during standard business hours 0700 – 1600

5.3.3 Contractor shall maintain the fitness center in a clean and sanitary manner. The contractor is responsible for janitorial cleaning of the facility with the exception of bathrooms and showers.

See Technical Exhibit 21 for expected workload and requirements

5.3.8 Maintenance

5.3.8.1 Contractor shall maintain all equipment in good working condition as specified by manufacturer’s specifications. Unserviceable equipment shall be marked, secured, taken out of use and immediately reported to the COR. Contractor shall perform minor preventative maintenance and repairs, such as oiling, lubrication, cleaning and/or waxing painted parts of equipment, upholstery cleaning, removal of excess grease, tightening/replacing screws and cleaning compact disc and DVD heads. If equipment failure or damage results from lack of or deficient maintenance, the contractor shall replace equipment at its expense with equipment of like quality that is in keeping with what has been provided by the government. Any replacement or major repairs that are not due to contractor neglect shall be processed through the COR for procurement through federal sources. Contractor shall notify COR of any equipment that is nearing the end of its serviceable life or otherwise in need of replacement. Any structural maintenance work shall be coordinated with the COR for guidance or assistance.

5.3.8.1 Lost and Found. All found items must be reported to the contractor’s program manager but maintained in a secure location within the lodging office. The item must be tagged with date, location to include room number, guest name, person who found the item, and secured. All efforts must be made to identify the owner and return item at no cost to contractor at owner’s expense. Any items unclaimed after 30 days must be turned over to the COR for final disposition.

5.3.8.2 Grounds Appearance. The contractor shall ensure the areas inside and around the outside of the facilities are kept clean and free of trash and leaves to maintain a professional appearance.

Area should be checked twice daily (morning and afternoon.) The lawn, flower beds and hedges are maintained by the Government and are not the responsibility of the contractor.

5.4 Service Contract Reporting:

5.4.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the National Guard Bureau via a secure data collection site.

5.4.2 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 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 Joint Travel Regulation (JTR) https://www.defensetravel.dod.mil/site/travelreg.cfm

DoDM 1000.13-M-V1 DoD Identification (ID) Cards (Enclosure 2, paragraph 3.b)

01/23/2014 (Change 1:

07/28/2020) http://www.esd.whs.mil/Directives/issuances/dodm

Federal Information Processing Standards (FIPS) Publication 201-2 Personal Identity Verification (PIV) of Federal Employees and Contractors

(paragraph 9)

August 2013 http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201 -2.pdf

DoDM 5200.2 Procedures for the DoD Personnel Security Program

(PSP)

04/03/2017 https://www.esd.whs.mil/Directives/issuances/dodm/

DoDI 5200.46 DoD Investigative and Adjudicative Guidance for Issuing the Common

Access Card (CAC)

09/09/14 (Change 1:

05/04/2018) https://www.esd.whs.mil/Directives/issuances/dodi/

Homeland Security Presidential Directive (HSPD)-12

Policy for a Common Identification Standard for Federal Employees and

Contractors

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

DoDI 5400.11 Department of Defense Privacy and

Civil Liberties Programs

01/29/2019 https://www.esd.whs.mil/Directives/issuances/dodi/

DoD 5400.11-R Department of Defense Privacy

Program

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

DoDD 8140.01 Cyberspace Workforce Management

10/05/2020 https://www.esd.whs.mil/Directives/issuances/dodd/

DoD 8570.01-M Information Assurance Workforce

Improvement Program

12/19/2005 (Change 4:

11/10/2015) https://www.esd.whs.mil/Directives/issuances/dodm/

DoD 5220.22-M National Industrial Security Program

Operating Manual (NISPOM)

02/28/2006 (Change 2:

05/18/2016) https://www.esd.whs.mil/Directives/issuances/dodm/

AFI 10-245

Antiterrorism

03/28/2013 (Certified current

03/30/2017) https://www.e-publishing.af.mil/Product- Index/#/?view=pubs&orgID=10141&catID=1&series

=-1&modID=449&tabID=131

AFI 31-101

Security Forces Standards and

Procedures

08/18/2020 https://www.e-publishing.af.mil/Product- Index/#/?view=pubs&orgID=10141&catID=1&series

=-1&modID=449&tabID=131

AFMAN 31-113

Security Forces Standards and Procedures

03/05/2013 Change 1:

12/02/2015 https://www.e-publishing.af.mil/Product- Index/#/?view=pubs&orgID=10141&catID=1&series

=-1&modID=449&tabID=131

AFPD 17-1

Information Dominance Governance and Management

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

=-1&modID=449&tabID=131

AFMAN 17-1301

Computer Security (COMPUSEC)

02/12/2020 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) https://www.e-publishing.af.mil/Product- Index/#/?view=pubs&orgID=10141&catID=1&series

=-1&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/

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine…