Attachment 0001, PWS OMAN BPA - 13 NOV 2019.pdf

PERFORMANCE WORK STATEMENT

HOTEL ACCOMMODATION SERVICES

MULTIPLE LOCATIONS; SULTANATE OF OMAN

13 NOVEMBER 2019

TABLE OF CONTENTS

1. Description of Services

2. Scope

3. General Information

3.1 Quality Control

3.2 Quality Control Plan (QCP)

3.3 Quality Assurance

3.4 Recognized Holidays

3.5 Hours of Operation

3.6 Security Requirements

3.6.1 Site and Neighborhood

3.7 Safety Requirements

3.8 Key Control

3.9 Key Personnel

3.10 Identification of Contractor Employees

3.11 Contracting Officer Representative (COR)

3.12 Room Rates

3.13 Over-Booking

3.14 Reservations

3.15 Other Costs

3.16 Billing Issues

3.17 Deviations from the Contract

3.18 Room Standards

4. Contractor Furnished Property, Equipment & Services

4.1 General

4.1.1 Rooms

4.1.1.1 Living Space

4.1.2 Standards

4.1.2.1 Rooms

4.1.2.2. Finishes

4.1.2.3 Ceiling

4.1.2.4 Floors

4.1.2.5 Windows

4.1.2.6 Electrical outlets

4.1.2.7 Entrance doors

4.1.2.8Smoke and fire protection

4.1.2.9 Bathrooms

4.1.3 Furnishings and Equipment

4.1.4 Heating, Air Conditioning and Ventilation

4.1.5 Safeguarding Valuables

5. Specific Tasks

5.1 Services

5.2 Check in/out Service

5.3 Telephone Services

5.4 Extra Services

5.5 Custodial Sanitation Services

5.6 Linen Services

5.7 Common Use Areas

5.8 Information Services

5.9 Parking

5.10 Laundry Area

5.11 Internet Services

6. Ordering

7. Cancellations

8. Payments

8.1 Invoices

Page 12: Definitions & Acronyms Page 14: Annex 1(Performance Requirements Summary)

PERFORMANCE WORK STATEMENT

HOTEL ACCOMMODATION SERVICES

MULTIPLE LOCATIONS, SULTANATE OF OMAN

1. Description of Services: The contractor shall provide hotel accommodation services in Salalah, Muscat and Duqm as specified in the scope given below of this Blanket Purchase Agreement (BPA).

2. Scope: Contractor shall provide hotel accommodation in the Sultanate of Oman as needed. The Contractor provided hotel accommodations, should be included in the U.S Department of Defense approved facilities. In the event of room non-availability particularly during peak seasons, contractor shall provide optional hotel accommodation without additional charge to the government. Pricing is per accommodation type - daily, weekly and monthly:

1) Standard Single Room – King Size Bed

2) Standard Single Room - Queen Size Bed

3) Standard Single Room - Double Beds (Usually Queen/Full Size (European sizes))

Non-smoking rooms are requested for this requirement.

3. General Information:

3.1 Quality Control: The contractor shall provide, develop and maintain an effective quality control program to ensure that the lodging room facilities meet the minimum requirements in accordance with the Performance Work Statement (PWS) and approved by the Contracting Officer Representative (COR). The hotel’s quality control program is the means by which the contractor assures the rooms comply with the requirement of this contract.

3.2 The Quality Control Plan (QCP): Shall identify how the offeror will correct/replace non-conforming services and how they will ensure non-recurrence of defective services.

The QCP shall address the areas identified in Annex 1, “Performance Requirements Summary (PRS)”. The QCP will be submitted to the COR and Procuring Contracting Officer (PCO) for approval and after acceptance of the QCP the contractor shall receive the PCO’s acceptance in writing of any proposed change to the QCP. The Contractor shall provide the requested QCP within 10 days of contract award date.

3.3 Quality Assurance: The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP).

3.4 Recognized Holidays: The Contractor will observe all local holidays. The Contractor shall maintain the capability to respond to emergency situations 24 hours a day 7 days a week.

3.5 Hours of Operation: The hotel must provide 24 hours services during stay of all Government personnel.

3.6 Security Requirements: As a minimum, the contractor shall be able to provide the following security services:

a. Hotel Security that provides basic security coverage at all entrances.

b. CCTV security system with 24 hour recording monitors.

c. Security Guards: 24hr security monitoring 7 days per week. Guards will be English speaking and conduct building perimeter checks.

d. Have secure, limited access to the building. All room doors should include a key

(either manual or credit card type) access lock and deadbolt.

e. Contractor shall provide contract manager contact data and relevant emergency contact roster for security, fire, police and medical.

f. The building must provide an alternate means of exit in case of fire (minimum 2 exits on one floor).

g. Hotel site must have multiple entry and exit points (minimum 2) that leads to the main road and should not be at a dead end location.

3.6.1 SITE AND NEIGHBORHOOD: The site and neighborhood must be reasonably free from disturbing noises and reverberations or other dangers to the health, safety, and general welfare of the occupants. The site and neighborhood may not be subject to serious adverse natural or manmade environmental conditions, such as dangerous walks or steps, instability, flooding, poor drainage, septic tank back-ups or sewer hazards, mudslides, abnormal air pollution, smoke or dust, excessive noise, vibration, or vehicular traffic, excessive accumulations of trash, vermin, or rodent infestation, or fire hazards.

3.7 Contractor shall provide the following Safety requirements: Conduct monthly fire alarm and fire extinguisher inspections with Quarterly Fire Marshal inspections.3.8 Key Control: The hotel must establish and implement methods of making sure all keys/key cards issued to individual guests are not duplicated. Hotel must replace any lost or misplaced keys/keycards at no additional charge to the Government and/or individuals.

NOTE: The hotel must prohibit the use of issued keys by any persons other than each individual person staying at the hotel. The hotel must prohibit the opening of locked rooms by hotel employees/other personnel to permit entrance of persons other than personnel assigned/authorized the specific room. The hotel shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons.

3.9 Key Personnel: The Contractor shall provide a Primary Representative who must be responsible for coordination.

3.10 Identification of Contractor Employees: All hotel employees are required to identify themselves, in the performance of services.

3.11 Contracting Officer Representative (COR): The COR monitors all technical aspects of the contract and assists in event administration. The COR is authorized to perform the following functions:

1. Assure that the hotel performs the technical requirements of the contract,

2. Perform inspections necessary in connection with contract performance,

3. Maintain written and oral communications with the hotel concerning technical aspects of the contract

4. Monitor hotel's performance in accordance with QASP and notifies both the

Contracting Officer and hotel of any deficiencies.

5. The COR is not authorized to do any changes to the contract especially with regard to changes in cost or price, estimates or changes in delivery dates.

6. The COR is not authorized to increase or decrease the contract or change any of the terms and conditions of the resulting order.

3.12 Room Rates: Room rates will be calculated using the price matrix according to the location and dates/time for lodging. The price matrix was built using the Defense Travel Management Office website, the link: https://www.defensetravel.dod.mil

3.13 Over-Booking: In case of over-booking, personnel will be transported to/and or be, accommodated in another lodging facility of equal or higher quality standards at no additional expense to the individual or the Government.

3.14 Reservations: The hotel shall guarantee reservation to guests appearing on the reservation rooming lists submitted by the Contracting Office. Guaranteed reservations shall be held unless a cancellation has been requested. The hotel shall allow name changes without penalty. The hotel shall not move any hotel guests with an existing reservation. In special situations, addressing construction or remodeling, the hotel shall notify the Contractor who will then notify the Contracting Office Representative (COR) immediately and upon approval, provide comparable arrangements at another facility at no increase in cost to the Government.

3.15 Other Costs: Any Item(s) authorized under this contract (such as additional rooms or room nights not specified), beverages, movies, laundry, room service, telephone charges, mini-bars, and any other hotel charges, other than those specifically provided for in this contract are not authorized to be charged against this contract. Guests will pay for all charges that are not authorized by the Contracting Officer but added on their room statements. The Government will not be held liable. The room’s occupant is responsible for any additional charges incurred by him or her.

3.16 Billing Issues: Problems or questions concerning the accuracy of other items on the final bill (phone calls, food, drinks, laundry service, and number of days in room) should be settled between the hotel and the traveler in the same manner as other hotel/guest problems are solved

3.17 Deviations from the Contract: No deviations that will result in a monetary action shall be made without prior approval from the Contracting Officer, in writing.

3.18 Room Standards: All rooms will include high standard of hygiene, private bath with full toilet and shower facilities, hot and cold running water, air conditioning/heaters, and clean towels/linens on a daily basis, electricity, color cable television, Wi-Fi and appropriate furniture. All regular hotel guest facilities and amenities will be made available for room occupants free of charge for as long as they are registered in the hotel in accordance with market standards. See additional information herein.

4. Contractor Furnished Property Equipment and Services:

4.1 The contractor shall furnish the following:

4.1.1 Rooms: Each single and double occupancy rooms shall contain net living and sleeping area in accordance with local standards

4.1.2. Standards:

4.1.2.1 Room shall be constructed and finished to provide good light and sound attenuation. All piping and wiring should not be exposed either covered or hidden within building structure as to not become a potential hazard.

4.1.2.2 All finishes (wall and ceilings) should be free from damage, scars, marks, mold, dirt, and dust. Vents and surrounding finishes must be free of dirt and dust. Elevators must be working safely.

4.1.2.3 Ceiling and walls shall be finished in paint or wall covering and should be free from molds.

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

4.1.2.5 All windows will have drapes with blackout lining, shades, or blinds and will be fully operational with working locks. If only drapes are installed, they must screen out all 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 (same as 3.6d). All doors shall be free from holes, dents, or other physical defects.

4.1.2.8 Smoke and fire protection systems such as fire extinguishers and smoke detectors must be installed and meet and local fire and safety codes.

4.1.2.9 Bathrooms must be constructed to provide convenient sanitary facilities. Wash basin and shower tub area shall have a vanity table, a large lighted mirror, stopper devices, 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.

Bathrooms must have a working exhaust fan or an exterior window that can be opened which must be frosted glass, or curtains to provide privacy. The shower or shower/tub combination shall have shower doors or curtains.

4.1.3 Furnishings and equipment must be clean and in good condition. The following minimum furnishings are required:

a. Lamp 1 per desk or writing table

b. Occasional Chair 1 per occupant

c. Clothes Drawers 2 per bedroom

d. Mirror 1 per sleeping room

e. Night Stand with Lamp 1 per bed

f. Desk or Writing Table 1 per sleeping room

g. Luggage Rack 1 per bed

h. Throw Rug 1 per room (if not carpeted) I. Trash Containers 1 per bedroom and 1 per bathroom J. Television 32" or larger 1 per room

k. Radio/DVD player 1 per room

l. Refrigerator available

m. Iron available

n. Ironing Board available

4.1.4 Heating, Air Conditioning and Ventilation: Living quarters shall be provided with individual room-controlled heating and air condition (in season) and otherwise providing the ventilation necessary to maintain comfort for guests. If utilities fail, other than area-wide failure, for more than four hours, the contractor shall take action to provide equal or better quality at no expense to the Government or the occupants.

4.2 Safeguarding Valuables: The contractor must provide a means of storing and safeguarding, in a safe or vault, small high-value personal property of the occupants.

Receipts for the stored items must be furnished to the guest.

5. Specific Tasks:

5.1 Services: The contractor shall provide the following services:

5.2 Check IN/OUT Service. The contractor must provide a check in/out service. The contractor must provide a check-in/out service on a 24-hour basis, seven days a week.

The desk area shall be clean, efficiently designed to process multiple check-in/outs simultaneously and sufficiently staffed with trained personnel.

a. Contractor should notify the COR in case of No-Show via phone call and followed by email to serve as a record.

b. Contractor agrees to inform all government personnel assigned accommodations under this agreement of the required check out time. Check out time must be prominently posted. Government personnel, who incur another day under this agreement of 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 calls placed by him or her. Services provided shall be available 24 hours a day seven days a week.

5.4 Extra Service: Any extra services not specified in this statement of work or not included in the room rate, shall be paid by the individual (s) requesting and receiving the extra services.

5.5 Custodial Sanitation Services: Daily services include, but are not (limited to), room cleaning, bed making, linen change, adequate quantities of soap (minimum of one 1 1/4 oz. deodorant bar), bath towels, hand towels, wash cloths, sanitized drinking glasses, facial tissues, and cloth bath mat. If the occupant doesn’t want room cleaning then the occupant will hang the, “Do Not Disturb” sign on the door.

5.6 Linen Services: Linen service shall be provided daily for short stays and at least twice per week on long stays or when occupancy changes, whichever occurs first, and whenever necessary due to guest personal 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. Additional pillows and/or blankets are to be available after hours at the 24-hour reservation desk.

5.7 Common Use Areas: The contractor shall keep all hallways, corridors and other adjacent areas under the contractors control in a clean, neat, safe and free of any debris, pests and/or rodents and maintained without any safety hazards and always in good condition.

5.8 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, taxi's and other local transportation, dining facilities and locations, commercial telephone directory service, and directions to airport.

5.9 Parking: The hotel facility should have ample private parking, with security, to accommodate guest’s vehicles.

5.10 Laundry Area (if applicable): The hotel shall provide washers and dryers for use by personnel authorized lodging under this Agreement to wash and dry their personal clothing if not available on the property the hotel shall provide a suitable substitute.

5.11 Internet Services: As a minimum, the contractor shall be able to provide wired and wireless internet service or (Wi-Fi) in the lodging rooms, the connection needs to be at least 3 Mbps per second connection.

6.0 Ordering:

a. Orders will be placed in writing, via Standard Form (SF) 1449.

b. Only Contracting Officers assigned to the U.S. Army Contracting Command, Rock Island Illinois and appointed Ordering Officers are authorized to place calls against this

BPA.

c. The Government is obligated only to the extent of authorized orders placed under this BPA.

d. The initial term of individual orders shall not exceed one (1) year.

e. Individual orders are limited to $100,000.00.

f. The total amount of orders placed against this BPA during the ordering period shall not exceed $500,000.00 US.

g. Oral / verbal orders are NOT authorized.

h. The contractor shall maintain a list (to include the date and amount) of all orders received, subject to review by the COR at any time during the ordering period.

7. Cancellation:

7.1 Orders may be cancelled without any penalty to the U.S. Government given that prior notice is provided to the contractor within twenty four (24) hours of the check-in time for daily/weekly reservation and within forty eight (48) hours prior notice to the contractor for monthly reservation. The twenty four (24) hour and forty eight (48) hour notices shall be the maximum extent of liability of the US Government for any cancellation. Payments for cancellations shall be calculated at the straight pro-rata daily rate for the number of days of occupancy based upon the rate stated in this contract.

7.2 Cancellations of orders that are already in place may be cancelled without any penalty to the U.S. Government given that prior notice is provided to the contractor within twenty four (24) hours of the intended check out time for daily/weekly reservation and within forty eight (48) hours prior notice to the contractor for monthly reservation.

INDIVIDUAL NO SHOW TERMS (ROOM ACCOMMODATIONS): In the event the government individual fails to arrive on CHECK-IN DATE without cancellation notice from the government, the contractor shall be entitled to the sum of 100% of one (1) night stay of reserved room(s).

8. Payments:

8.1 Invoices: Invoices will be made per the contract pricing or discounted pricing agreed in the contract. An itemized invoice shall be submitted upon completion of the contract for all hotel rooms during a billing period, identifying the individual CLINs covered, stating their total dollar value, and supported by receipt. Invoicing amount shall not be above the agreed to price of the contract. The contractor shall deliver the itemized invoices to the COR along with applicable receipts as specified on the order within 10 working days from tenant’s check out date. All payments will be made within 30 days upon receipt of correct invoices and receipts.

DEFINITIONS AND ACRONYMS

DEFINITIONS:

Contractor. A supplier or vendor awarded a contract to provide specific service to the government. The term used in this contract refers to the prime.

Contracting Officer. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note:

The only individual who can legally bind the government.

Contracting Officer Representative). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

Quality Assurance. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

Quality Assurance Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

Quality Control. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

Work Day. The number of hours per day the Contractor provides services in accordance with the contract.

Availability: Defined as necessary meeting space and sleeping rooms not yet committed to other groups and guests.

2.2. ACRONYMS

ADA: Americans with Disabilities Act AFARS: Army Federal Acquisition Regulation Supplement AR: Army Regulation CFR: Code of Federal Regulations COR Contracting Officer Representative DA: Department of the Army DD Form 250: Department of Defense Form 250 (Receiving Report) DD Form 1423: Contract Data Requirements List DFARS: Defense Federal Acquisition Regulation Supplement DOD: Department of Defense FAR: Federal Acquisition Regulation FEMA: Federal Emergency Management Administration KO: Contracting Officer OCI: Organizational Conflict of Interest

ODC: Other Direct Costs POC: Point of Contact PRS: Performance Requirements Summary QA: Quality Assurance QASP: Quality Assurance Surveillance Plan QC: Quality Control QCP: Quality Control Program SOW: Statement of Work TE: Technical Exhibit

ANNEX 1

Performance Requirements Summary

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Although the Performance Requirements Summary (PRS) contains only those items considered most important for mission accomplishment, the Government retains the right to inspect all requirements of the contract.

PERFORMANCE

OBJECTIVE

STANDARD PERFORM

ANCE

THRESHO

LD

METHOD

OF

SURVEILLA

NCE

PRS #1

The contractor shall provide hotel accommodation as specified in the Schedule within the terms and conditions of this Blanket Purchase Agreement (BPA).

100% compliance

Direct Surveillance

PRS #2

All accommodations shall be fully furnished, clean and in good repair, and shall include as a minimum the following services and amenities:

• Daily housekeeping services

• All utilities, including water and electricity

• Cable or satellite television equipment and service to include multiple English-speaking channels

• 24-hour on-call maintenance service with translator available for potential language barrier

• 24-hour security (controlled access)

• Daily clean linen

• Free use of all common use amenities (e.g.

health club, swimming pool, activity hall or lobby where available) Access to conference rooms (if available)

Access to conference rooms (if available)

Internet services at a minimum need to be at least 3 Mbps or greater

100% compliance

Direct

OBJECTIVE

STANDARD PERFORM

ANCE

THRESHO

LD

METHOD

OF

SURVEILLA

NCE

PRS #3 Safety and security of the hotel (lodging) is a USG mandatory requirement IAW DODI

1015.12 :

Provide a means of storing and safeguarding, in a safe or vault, small high-value personal property of the occupants

Hotel Security that provides basic security coverage at all entrances.

CCTV security system with 24 hour recording monitors.

Security Guards: Contractor will maintain 24hr security monitoring 7 days per week. Guards will be English speaking and conduct building perimeter checks.

Have secure, limited access to the building. All room doors should include a key access lock and deadbolt.

The building must provide an alternate means of exit in case of fire (minimum 2 exits in one floor).

Hotel site must have multiple entry and exit points (minimum 2) that leads to the main road and should not be at a dead end location.

No common solicitation

All windows shall be operational with locks and secure locks

100% compliance

PRS #4

The contractor shall have the ability to provide optional hotel accommodation in the required locations in Oman if the hotels are fully booked due to hotel peak seasons in those locations.

No more than 2 complaints monthly

Direct

PRS #5

The contractor shall maintain a list (to include the date and amount) of all orders received, subject to review by the Contracting Officer at any time during the ordering period.

No more than 2 complaints monthly

Random Inspection

PRS #6 The contractor shall be consistent with the cancellation policies written in the PWS.

No more than 2 complaints monthly

Customer Complaint

OBJECTIVE

STANDARD PERFORM

ANCE

THRESHO

LD

METHOD

OF

SURVEILLA

NCE

PRS #7 The contractor shall deliver itemized invoices to 831st US ARMY Trans BN along with applicable receipts as specified on the order within 10 working days from tenant’s check out date.

No more than 2 complaints monthly

Customer Complaint