Nashville_MEPS_Amendment_0001.pdf

0010946810

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

Nashville MEPS Meals, Lodging, and Transportation Solicitation:

1. Changed estimated quantity in CLINS 0001, 1001, 2001, and 3001 from 7,013 to 6,874 applicants.

2. Updated Performance Work Statement (PWS) paragrah 1.5 and removed PWS paragraph 5.4.4.1.

3. All other terms and conditions of this solicitation remain unchanged.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 19

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 30-Jan-2018

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X W9124D-18-R-0002

X 9B. DATED (SEE ITEM 11)

17-Jan-2018

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer is extended, X is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

30-Jan-2018

CODE

MISSION AND INSTALLATION CONTRACTING CMD

MICC FORT KNOX

BLDG 1109B STE 373

199 6TH AVE

FORT KNOX KY 40121-5720

W9124D 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

W9124D-18-R-0002

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

SUPPLIES OR SERVICES AND PRICES

CLIN 0001

The CLIN extended description has changed from:

In Accordance With (IAW) the Performance Work Statement (PWS) included herein, the contractor shall provide each military applicant (approximately 7,013 annually) meals, lodging, transportation, and oversight services related to their processing through the Nashville Military Entrance Processing Station (MEPS), Nashville, TN, during the base period 1 May 2018 through 30 April 2019.

To:

In Accordance With (IAW) the Performance Work Statement (PWS) included herein, the contractor shall provide each military applicant (approximately 6,874 annually) meals, lodging, transportation, and oversight services related to their processing through the Nashville Military Entrance Processing Station (MEPS), Nashville, TN, during the base period 1 May 2018 through 30 April 2019..

The pricing detail quantity has decreased by 139.00 from 7,013.00 to 6,874.00.

CLIN 1001

IAW the PWS included herein, the contractor shall provide each military applicant (approximately 7,013 annually) meals, lodging, transportation, and oversight services related to their processing through the Nashville MEPS during the first option period 1 May 2019 through 30 April 2020.

To:

IAW the PWS included herein, the contractor shall provide each military applicant (approximately 6,874 annually) meals, lodging, transportation, and oversight services related to their processing through the Nashville MEPS during the first option period 1 May 2019 through 30 April 2020..

CLIN 2001

IAW the PWS included herein, the contractor shall provide each military applicant (approximately 7,013 annually) meals, lodging, transportation, and oversight services related to their processing through the Nashville MEPS during the second option period 1 May 2020 through 30 April 2021.

To:

IAW the PWS included herein, the contractor shall provide each military applicant (approximately 6,874 annually) meals, lodging, transportation, and oversight services related to their processing through the Nashville MEPS during the second option period 1 May 2020 through 30 April 2021..

CLIN 3001

IAW the PWS included herein , the contractor shall provide each military applicant (approximately 7,013 annually) meals, lodging, transportation, and oversight services related to their processing through the Nashville MEPS during the third option period 1 May 2021 through 30 April 2022.

To:

IAW the PWS included herein , the contractor shall provide each military applicant (approximately 6,874 annually) meals, lodging, transportation, and oversight services related to their processing through the Nashville MEPS during the third option period 1 May 2021 through 30 April 2022..

The pricing detail quantity has decreased by 139.00 from 7,013.00 to 6,874.00.

DELIVERIES AND PERFORMANCE

The following Delivery Schedule item for CLIN 0001 has been changed from:

DELIVERY DATE QUANTITY SHIP TO ADDRESS DODAAC

POP 01-MAY-2018 TO

30-APR-2019

N/A NASHVILLE MEPS

NASHVILLE MEPS

20 BRIDGSTONE PARK

NASHVILLE TN 37214-2428

FOB: Destination

W52BKS

DELIVERY DATE QUANTITY SHIP TO ADDRESS DODAAC

POP 01-MAY-2018 TO

30-APR-2019

N/A NASHVILLE MEPS

NASHVILLE MEPS

20 BRIDGSTONE PARK

NASHVILLE TN 37214-2428

The following Delivery Schedule item for CLIN 1001 has been changed from:

POP 01-MAY-2019 TO

30-APR-2020

N/A NASHVILLE MEPS

NASHVILLE MEPS

20 BRIDGSTONE PARK

NASHVILLE TN 37214-2428

POP 01-MAY-2019 TO

30-APR-2020

N/A NASHVILLE MEPS

NASHVILLE MEPS

20 BRIDGSTONE PARK

NASHVILLE TN 37214-2428

The following Delivery Schedule item for CLIN 2001 has been changed from:

POP 01-MAY-2020 TO

30-APR-2021

N/A NASHVILLE MEPS

NASHVILLE MEPS

20 BRIDGSTONE PARK

NASHVILLE TN 37214-2428

POP 01-MAY-2020 TO

30-APR-2021

N/A NASHVILLE MEPS

NASHVILLE MEPS

20 BRIDGSTONE PARK

NASHVILLE TN 37214-2428

The following Delivery Schedule item for CLIN 3001 has been changed from:

POP 01-MAY-2021 TO

30-APR-2022

N/A NASHVILLE MEPS

NASHVILLE MEPS

20 BRIDGSTONE PARK

NASHVILLE TN 37214-2428

POP 01-MAY-2021 TO

30-APR-2022

N/A NASHVILLE MEPS

NASHVILLE MEPS

20 BRIDGSTONE PARK

NASHVILLE TN 37214-2428

The following have been modified:

PERFORMANCE WORK STATEMENT

Nashville Military Entrance Processing Station (MEPS)

SECTION 1

GENERAL

1.1 Scope of Work. The contractor shall furnish facilities, furniture, equipment, supplies, management, supervision and labor to provide lodging accommodations, meal services, and transportation services as specified herein for armed forces/government agency applicants processing at the Nashville Military Entrance Processing Station (MEPS), currently located at 20 Bridgestone Park, Nashville, Tennessee 37214-2428.

Services will be provided as single night accommodations; this contract does not encompass long term stays. The contractor shall provide services in accordance with the terms, conditions, and specifications set forth in this Performance Work Statement (PWS). Services shall generally include:

1.1.1 Single and double occupancy hotel rooms (see paragraphs 5.2.1- 5.2.5);

1.1.2 Security for applicants (see section 5.3)

1.1.3 Meals (breakfast, supper, emergency lunches and late arrival meals) (see section 5.5);

1.1.4 Transportation (morning, point of entry, night tester, emergency, and shipper transportation if applicable is required herein) (see section 5.6);

1.1.5 Handling, processing and disposition of vouchers (see section 5.7); and

1.1.6 Complimentary parking for those applicants who are provided rooms in accordance with this contract and arrive in privately owned vehicles as well as complimentary parking for recruiters who drop off applicants.

1.2 General operational requirements.

1.2.1 Shall normally be required for applicants arriving on Sundays through Thursdays, and as many as 30 Fridays. Services may be required on other days due to emergency situations, such as canceled airline flights or inclement weather (i.e.

holdovers). Failure by the government to provide advance notice may be grounds for a claim for additional compensation by the contractor.

1.2.2 The government estimates that an average of 24 and a maximum of 150 applicants will require services daily. Of the established annual total, less than three percent of the annual estimate will require single room accommodations. An estimated 50 applicants annually will require services under emergency situations. This number shall be an estimate only based on the best information available to the government at the time of notification. The contractor shall reserve requested rooms until 8:00 p.m. each evening. Each applicant shall be provided a room assignment, checked in, and provided a key within 15 minutes after his/her arrival at the lodging facility.

1.2.3 Estimates are based on the best information available to the government. During peak processing times, the actual number of applicants requiring service may exceed the estimates stated herein.

1.2.4 Historical data depicting the actual number of applicants for a 12-month period is provided at Technical Exhibit 2 (TE)

2. This historical data is provided for information only to reflect the variations in requirements throughout the year; it does not reflect actual or projected requirements and no way guarantees future performance.

1.3 Subcontracting.

1.3.1 The contractor shall furnish meals and lodgings from the hotel specified in this contract. The contractor shall not subcontract to any other establishment or any other location not specified in the contract without prior written approval of the contracting officer. Establishments proposed for subcontracting shall meet all specifications required in the performance of services under the terms of this contract.

1.3.2 Contractor and subcontractor personnel shall not socialize or otherwise attempt to fraternize with applicants. The contractor shall ensure all of its personnel and its subcontractor personnel involved with applicant service are aware of this requirement.

1.3.3 The contractor shall establish any required subcontracting agreements with establishments and furnish an executed copy of each with the contractor’s proposal. Each subcontracting agreement shall be executed and shall contain the contractor and subcontractor’s signature. Subcontracting agreements shall acknowledge that the subcontractor will not seek payment or make a collection effort against an applicant for meals, lodging, or transportation charges or require or request applicants to sign any documentation acknowledging liability for meals, lodging, or transportation charges. The subcontractor may request applicants sign documentation acknowledging liability for any damage caused to his/her room or the hotel, and may obtain a guarantee of payment (i.e. credit card or advance payment) for services not covered under this contract, such as in-room movies, long distance phone calls, room service, etc, if such services are made readily available to applicants.

1.4 Meals. Restaurant/dining facility shall be located in the hotel. Applicants shall not be required to go outdoors to access the area in which meals will be served. The restaurant/dining facility and food preparation facilities shall comply with state and local health department rules on food sanitation. Catered meals will not be accepted.

1.4.1 Breakfast. The contractor shall serve breakfast to applicants as specified herein. Breakfast shall be served en-masse.

1.4.2 Supper. The contractor shall serve supper to applicants within the time frame established herein. The contractor shall ensure supper is made available to applicants during the entire time period specified.

1.4.3 Late arrival meals shall be made available to those applicants arriving after the time at which supper ends. Late arrival meals shall be served at the primary lodging facility unless otherwise permitted by the COR.

1.4.4 Emergency Lunches. Lunch is not required daily, but shall be provided to applicants during emergency situations and when called for by the contracting officer or the COR. The contractor shall be capable of serving lunch as early as 11:00 a.m.

and until as late as 3:00 p.m. The government anticipates the need for approximately 50 emergency lunches per year.

1.4.5 The food preparation facility and/or facilities must have received as a result of its latest city, county, or state health inspection, a score of “A" or "B"; "85 or above", or "pass", if a pass/fail inspection system is used. The score must be clearly annotated on the report. The contractor shall ensure the facility maintains these scores throughout the life of the contract. In localities where food inspections are not required, a statement to that effect, signed by the appropriate city, county or state governmental official, shall be included in the contractor’s proposal in place of the food inspection report. The Government may verify online health department websites to confirm the validity of the health inspection documents provided.

1.5 Lodging. The contractor shall provide service to all applicants. Contractors shall only propose lodging facilities that are within 35 minutes driving time of the MEPS as verified using Google Maps.

1.5.1 The MEPS will provide to the contractor the projected applicant processing list(s) by 3:00 p.m. daily, MEPS local time.

All rooms are reserved until 8:00 p.m., at which time they shall be automatically cancelled unless an applicant is guaranteed for late arrival. Applicants whose names are not reflected on the projected processing list provided by the MEPS shall be identified as “walk-in” and processed by the contractor as outlined herein. The annual estimated number of walk-ins is 635 Applicants that are on the projected processing list but that arrive after 8:00 p.m., and that are not guaranteed as a late arrival, will be processed as “walk-in”. Forms may be delivered by the MEPS to the contractor or faxed/emailed from the MEPS to the contractor. The contractor and the MEPS will agree upon a method of delivery.

1.5.2 The contractor shall be responsible for ensuring sufficient rooms are reserved daily to fulfill the requirements of this contract. The contractor shall not lodge applicants in a non-contract hotel without prior written approval of the COR. To minimize the need to lodge applicants in a non-contract hotel, the contractor shall block daily a sufficient number of rooms to lodge no less than the average number of applicants specified in paragraph 1.2.2 above, considering the possible requirement to lodge an odd number of males and/or females. During surge periods, the contractor shall adjust its daily room block to account for the potential increase in applicant numbers. See historical data at TE2. Upon receipt of the projection list from the MEPS at approximately 3:00 p.m., the contractor shall adjust the room block. All reservations shall automatically cancel at 8:00 p.m. unless the applicant is guaranteed for late arrival.

1.5.3 Lodging Overflow. Within 14 calendar days of contract award, the contractor shall submit for approval its lodging overflow procedures, to include identification of an overflow hotel. The contractor shall submit its overflow procedures to the KO and COR for review. The KO will approve or disapprove the procedures within 14 calendar days of receipt from the contractor.

1.5.4 At no time shall a female applicant be lodged in an overflow hotel.

1.6 Transportation. The contractor shall provide transportation services in accordance with Section 5.6 of this PWS.

1.6.1 Vehicles used to transport military applicants and/or military shippers shall:

1.6.1.1 Be DOD approved at the time the proposal is signed by the contractor, if using a commercial carrier;

1.6.1.2 Meet local and state inspection requirements and be appropriately insured at all times, if organic;

1.6.1.3 Be appropriately (professional quality) identified with the transportation provider or lodging facility name clearly visible. However, signs, banners, marquees, references, etc. that acknowledge affiliation with the MEPS program shall not be placed on any vehicle (DoD or organic) that transports military applicants and/or military shippers;

1.6.1.4 Be kept neat and clean inside and out;

1.6.1.5 Be equipped with a working heater and air conditioner to maintain comfortable temperature; and

1.6.1.6 Be operated by drivers who meet all state and local licensing and insurance requirements. Drivers shall transport applicants/shippers in a safe, legal and courteous manner, rendering the same safety standards and courtesy that would be afforded by any other chartered or public transportation service.

1.6.2 Drivers shall not engage in text messaging or use mobile phones, other than hands-free devices, while transporting MEPS applicants/shippers to and from their designated locations.

1.6.3 Immediately upon contract, the contractor shall provide to the COR and MEPS POC a list of drivers and driver's license numbers for all drivers performing work under the contract, including hotel shuttles and vans, and commercial vehicles (i.e.

DOD approved carriers). The contractor shall update the list of drivers as changes occur.

1.7 The MEPS will be closed on federal holidays and on approximately five training days per year. Contractors will be notified in advance of the specific training dates.

1.8 Illegal Acts. Contractor, contractor employees, and subcontractor employees shall not knowingly condone illegal acts on the premises of any establishments used in the performance of this contract.

1.9 Security/Safety. (Also see section 5.3 of this PWS)

1.9.1 The contractor shall establish and implement a security, safety, and fire prevention plan that shall remain in effect throughout the performance of the contract.

1.9.2 Within 10 calendar days after contract award the contractor shall provide to the COR its emergency evacuation plan for the proposed lodging facility that will be used during natural disasters and man-made incidents. The plan shall include the contractor's process for evacuation and accountability of applicants in case of emergencies, and reporting/notification of personnel procedures.

1.9.3 Within 10 calendar days after contract award, the contractor shall provide to the COR its plan for handling incoming telephone calls for applicants. This plan shall include the contractor's process/mitigation plan to deal with nuisance calls aimed at applicants.

1.9.4 The contractor shall ensure that all establishments and vehicles used in the performance of this contract comply with federal, state and local safety ordinances/regulations.

1.9.5 The contractor shall ensure that any security/safety risks are identified and mitigated to the maximum extent possible, and that any security/safety issue encountered that poses a danger to applicants is immediately corrected.

1.9.6 The contractor shall provide a security pamphlet and the MEPS welcome letter to each applicant upon his/her arrival at the hotel. Security pamphlets will be provided to the contractor by the local MEPS. The contractor shall download the welcome letter from the MICC website at http://www.knox.army.mil/partners/micc/default.aspx. The contractor shall also provide a verbal briefing to each applicant on security and safety procedures, evacuation procedures, hotel/meal/transportation/operation procedures and schedules, amenities, etc. The briefing may be presented individually or in a group setting.

1.9.7 Signs, banners, marquees, references, etc. that acknowledge affiliation with the MEPS program shall not be placed outside the lodging facility or on any vehicle (DoD or organic) that transports military applicants and/or military shippers.

Indoor signage acknowledging affiliation with MEPS shall be kept to a minimum.

1.9.8 Incidents. In case of a serious incident involving the health, safety, or conduct of an applicant, the contractor liaison shall notify the COR, the MEPS POC, and the MICC Fort Knox Contract administrator the same business day, or by 7:30 a.m. eastern time the next business day if the incident occurs after 4:30 p.m. MEPS local time. Serious incidents shall be considered to include, but not be limited to, allegations of criminal conduct, sexual harassment, physical assault or threat, incidents requiring relocation of applicants (i.e. fire, flooding, evacuation etc.) physical injury involving an applicant, regardless of how minor the injury may be.

1.9.9 The contractor shall ensure that any of its employees with access to applicant Personally Identifiable Information (PII) shall read and comply with the guidance provided in DoD 5400.11-R, Department of Defense Privacy Program, specifically:

Chapter 1, Section 4 (Safeguarding Personal Information) and Section 5 (Notification When Information is Lost, Stolen, or Compromised). Any unauthorized release of applicant PII shall immediately be reported to the COR.

1.10 Quality Assurance. The government will monitor the contractor’s performance under the following methods:

1.10.1 The COR, the MEPS POC, and/or any other person designated in writing by the contracting officer may inspect the contractor’s facilities to ensure that federal, state and local health, sanitation, safety, security and fire prevention standards are being maintained, and that accommodations and meals are being furnished in accordance with contractor’s proposal and the PWS. Such inspections may be conducted at unannounced times.

1.10.2 The contractor shall be capable of full performance of all required services on the effective date of this contract

1.10.3 The government will monitor the contractor’s performance in accordance with the government’s Quality Assurance Surveillance Plan (QASP).

1.11 Quality Control. The contractor shall implement its approved Quality Control Plan (QCP) immediately upon contract award. The contractor shall ensure that all contractor activities and products are compliant with the PWS and consistent with the contractor's QCP.

1.12 Liability. The government assumes no liability for any damage caused by applicants.

1.13 Courtesy. All individuals performing services under this contract shall be courteous to all persons served under this contract. Courtesy rendered shall be equal to that rendered to other customers who receive the same type of service. Services and consideration provided to the general public shall be provided to military applicants and military shippers.

1.14 The contractor shall not seek payment or make any collection efforts against the applicants for any service covered under this contract. The contractor may obtain a guarantee of payment (i.e. credit card or advance payment) for services not covered under this contract, such as in-room movies, long distance phone calls, room service, etc, if such services are made readily available to applicants.

1.15 Contract Liaison. Immediately upon contract award, the contractor shall appoint one or more members of its organization as its full-time, on-site contract liaison(s). A minimum of one liaison shall be present in the hotel at all times the applicants are in the hotel, typically from 3:00 p.m. until 6:30 a.m., and shall be dedicated at all times to the applicants.

The contract liaison shall check applicants into the hotel, ensure applicants are afforded meals, monitor applicant activity in and around the hotel, deal with applicant questions, concerns, and issues, and ensure applicants are boarded on the bus for transport to the MEPS. The contract liaison shall have the authority and capability to obtain and pay for alternate lodging in the event of surge; however, see paragraph 1.5.2 of this PWS. The contract liaison shall be the central point of contact for the COR and MEPS POC. The contractor shall designate these individuals in writing (listing names, addresses, and phone numbers) to the contracting officer, COR, and MEPS POC upon contract award and upon change.

1.16 Pre-performance Meeting. The government may hold a pre-performance meeting with the contractor prior to performance start date of this TO. This meeting will typically be held at the local MEPS. The contractor’s key manager and/or its contract liaison shall be required to attend this meeting.

1.17 CONTRACTOR MANPOWER REPORTING

1.17.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided for this contract for the US MEPCOM via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/

1.17.2 Reporting inputs will be for the labor executed during the period of performance during each government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2018. Contractors may direct questions to the help desk at: http://www.ecmra.mil/.

SECTION 2

DEFINITIONS

2.1. Walk-ins are applicants that are not projected by the MEPS and are not listed on the MEPS daily forms. A walk-in may also be an applicant that was projected, but did not arrive until after 8:00 p.m. and was not guaranteed for late arrival.

2.2. Late arrival meals are meals required after the time stated in Paragraph 5.5.5.

2.3. U.S. federal holidays, as established pursuant to 5 U.S.C. 6103(a).

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

NOTE: If the holiday falls on a Sunday, it will be observed the following Monday, those falling on a Saturday will be observed on the preceding Friday. The MEPS will normally be closed on holidays, but applicants will normally require meals and lodging on holidays to process at the MEPS on the following day. There are approximately five training days per year. The contractor will be notified in advance of the specific dates.

2.4 Organic transportation. Organic transportation is transportation routinely provided in the hotel’s general course of business. Hotel shall have provided routine transportation for its guests to and from the hotel/motel, airport, the passenger’s business destinations, and/or other locations for a period of no less than one year prior to submitting a proposal. Organic vehicles are vehicles that are owned, operated, and insured by the hotel/motel.

2.5 Time Zones. All times stated herein shall refer to the local time at the MEPS for which services are being procured unless otherwise specified.

2.6 Contracting Officer (KO). A government official with authority to enter into, administer, and/or terminate government contracts.

2.7 Contracting Officer's Representative (COR). An individual from the functional activity appointed by the contracting officer and delegated specific authority to monitor contract performance and to perform specific contract administration functions.

SECTION 3

GOVERNMENT-FURNISHED PROPERTY

3.1 The government will provide the contractor the necessary daily authorization and receipt vouchers.

3.2 The government will provide the contractor with the safety/security pamphlet.

SECTION 4

CONTRACTOR-FURNISHED PROPERTY

The contractor shall furnish all food, facilities, equipment, supplies, management, supervision and labor required for the performance of this contract, except that specifically identified as government-furnished property in Section 3.

SECTION 5

LODGING/MEALS SPECIFICATIONS AND SPECIFIC TASKS

5.1 General Operational Requirements. The contractor shall:

5.1.1 Propose lodging facilities that have a minimum of a three diamond rating on the American Automobile Association (AAA) rating scale (or equivalent);

5.1.2 Identify and fully vet each lodging facility proposed to ensure the lodging facility meets the minimum requirements set forth in this PWS;

5.1.3 Ensure that the proposed restaurant/dining facility shall be located in or attached to the hotel such that applicants are not required to exit the lodging facility to access the dining facility and shall be a full service restaurant.

5.2 Lodging requirements. The contractor shall:

5.2.1 Provide sleeping facilities which shall be solely on the basis of one individual to a bed with no more than two individuals to a room for double occupancy. NOTE: In case of an emergency, the contractor will be allowed to put three individuals in a room, using a roll-away bed or hide a-bed. THIS SITUATION WILL BE ALLOWED ONLY IN AN INTERMITTENT EMERGENCY. IT WILL BE MONITORED AND SHALL NOT BE DEEMED APPROPRIATE FOR

ROUTINE USE DURING OVERFLOW SITUATIONS.

5.2.2 Provide double occupancy for all applicants with no more than two applicants in a double room with two beds, unless the government specifically requests a single room for an individual.

5.2.3 Provide single rooms for officer candidates. A double room may be assigned to an officer candidate if a single room is not available; however, the officer candidate shall not share the double room with another applicant.

5.2.4 Provide a double set of bath towels, washcloths, hand towels, soap, shower mats, bath mats and any other amenities such as shampoo, conditioner, lotion, mouthwash, body wash, etc., that is supplied to regular hotel guests.

5.2.5 Provide to military applicants any accommodations, services and privileges normally provided to other paying guests.

5.2.6 Provide wake-up service.

5.2.7 Male and female applicants shall not be lodged in the same room. Males shall be lodged on separate floors from the females or in separate wings.

5.3 Security. The contractor shall provide safe and secure lodging and transportation for all applicants. The contractor shall provide, at a minimum, the following:

5.3.1 A dedicated contract liaison onsite at the contract hotel during all times the applicants are present (see paragraph 1.15);

5.3.2 An area dedicated to check in military applicants; may be combined with other applicant activities, such as game room, lounge, etc., provided sufficient space is available for the check-in process.

5.3.3 Operational electronic surveillance of the hotel property with recording capability. At a minimum, all entrances, exits, and the hotel lobby shall be covered by security cameras, as well as areas proposed for the sole use by military applicants (i.e.

lounge, check-in area etc.…;

5. 3.4 Interior corridor guest room entry only;

5.3.5 Fixed guest room windows and sliding doors, or windows/sliding doors that do not open more than six inches;

5.3.6 Guest rooms without cooking ranges/stove tops, garbage disposals, and/or mini bars;

5.3.7 Guest rooms located on floors two through eight only;

5.3.8 Areas proposed for the sole use by military applicants (i.e. lounge, check-in etc.) shall each be manned and supervised by a dedicated liaison during the times these areas are made available and shall not be located any higher than the eighth floor;

5.3.9 Clean vehicles that are safe and in sound mechanical condition;

5.3.10 Security for applicants that are lodged in overflow facilities;

5.3.11 Security for applicants during contractor provided transportation; and

5.3.12 A safe and secure smoking area designated for use by hotel patrons, including military applicants.

5.4 Training

5.4.1 Within 30 calendar days after contract start date, or within 10 days of new employees or subcontractor employees commencing performance under this contract, all contractor employees, to include subcontractor employees, requiring access to government installations, facilities and/or controlled access areas shall complete the training listed in paragraphs 5.4.1 through 5.4.13.5 below. Upon completion of training, the contractor shall submit to the COR a certificate (where a certificate is provided) or the name of each affected employee who has completed training. All training will be made available at the following website: http://www.mepcom.army.mil/contractors.aspx.

5.4.2 AT Level I Training. All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas, and support USMEPCOM mission on-site or remotely shall complete AT Level I awareness training within twenty calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within seven calendar days after completion of training by all employees and subcontractor personnel. AT level I awareness training is available at the following website: http://jko.jten.mil.

5.4.3 iWATCH Training. The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within thirty calendar days of contract award and within ten calendar days of new employees commencing performance with the results reported to the COR NLT 7 calendar days after contract award.

5.4.4 OPSEC Training. Per AR 530-1 Operations Security, the contractor employees must complete Level I OPSEC Awareness training. New employees must be trained within 30 calendar days of their reporting for duty and annually thereafter.

5.4.5 Reserved

5.4.6 Access and general protection/security policy and procedures. Contractor and all associated sub-contractors employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

5.5 Miscellaneous Services.

5.5.1 The government shall not be responsible for any miscellaneous charges incurred by the applicant. The contractor shall inform each applicant of those miscellaneous services not covered by this contract, such as personal telephone charges, pay-per-view movies, room service, meals in excess of the contract requirements, and other such services available. The contractor shall provide information to the applicants on meal schedules, wake-up and transportation services, other services available through this contract, and other no cost amenities afforded to regular guests, such as fitness facility, pool, business center, etc.

5.5.2 Accompanying spouses. The government is under no obligation to provide, nor will it pay for, services incurred for or by an accompanying spouse. Any charges incurred for or by accompanying spouses shall be between the contractor and the spouse.

5.5.3 The contractor shall provide a plan to provide services each morning (Applicant Wake-Up, proposed breakfast times, proposed departure time from the lodging facility and proposed arrival time at the MEPS). Additionally, the contract liaison’s shall create a by name head count of applicants that board transportation to the MEPS. The contract liaison shall provide a copy of the by name head count list to the Government POC upon arrival at the MEPS.

5.5.4 The contractor shall prepare and serve meals as follows:

5.5.5 Supper meals from 4:30 p.m. until 10:00 p.m. Applicants shall be served a hot meal for supper. The contractor shall serve supper to applicants within 20 minutes from time of arrival at the dining facility during meal times.

5.5.6 Meals for applicants that arrive after the time specified for the end of supper (i.e. late arrivals). Late arrival meal shall consist of, at a minimum, a box lunch consisting of a sandwich, chips, cookie, and drink, or a hot plated meal. Late arrival meals shall be served at the primary hotel.

5.5.7 Breakfast shall not be served prior to 05:00 a.m. The period allowed for breakfast shall not be less than 30 minutes. At a minimum, the dining facility shall be capable of accommodating in a single setting the average number of applicants stated in the contract. However, in the event of overflow or applicant surge, the dining facility shall have a contingency which will enable the contractor to seat up to the maximum number of applicants required under this contract. Applicants shall be served a hot meal for breakfast. Applicants will eat breakfast en masse.

5.5.8 Applicants shall not be awakened earlier than one half hour prior to the start of breakfast.

5.5.9 Emergency Lunches. Emergency lunch meal shall consist of, at a minimum, a box lunch consisting of a sandwich, chips, cookie and drink, or a hot plated meal.

5.6 Transportation Requirements: The contractor shall provide transportation as outlined in paragraphs 5.6.1 through

5.6.3 below. Organic transportation shall meet the requirements as defined in Paragraph 2.4, Section 2, of this PWS.

All non-organic transportation shall be DOD approved by Defense Travel Management Office (DTMO), and shall retain approval status throughout the life of the contract. If a DOD approved carrier loses its approval status at any time during the performance of this contract, the disapproved carrier will not be allowed to continue providing services. The contractor shall, at no additional cost to the government, immediately obtain services from an alternate transportation provider who is DOD approved. Unless DOD approved, taxi cabs and limousines shall not be used to transport applicants at any time.

5.6.1 The contractor shall provide transportation to incoming applicants who shall be lodged at the contractor’s facility. Transportation shall be provided from the Commercial Bus Line Terminal located at 709 5th Avenue South, Nashville, Tennessee 37203 the Nashville International Airport located at One Terminal Drive, Nashville, Tennessee 37214. The contractor shall pick up applicants within 30 minutes from the time the applicant calls.

Approximately 10 percent of the applicants staying at the hotel are expected to require transportation from the bus terminal; approximately 20 percent of the applicants staying at the hotel are expected to require transportation from the airport to the hotel.

5.6.2 The contractor shall provide transportation to move applicants from the contractor’s facility to the MEPS.

Applicants must arrive en masse. The contractor shall transport all applicants from his/her facility to the MEPS each morning so as to arrive at the MEPS site no later than 06:00 a.m.; but no earlier than 05:50 a.m. The contractor is responsible for transporting the applicants on time.

5.6.3 The contractor shall provide transportation for applicants stranded at the airport or bus station due to cancellations and/or other emergency situations. Applicants shall be picked up at the airport or bus station within 30 minutes of notification and transported to the contracted hotel. The contractor shall transport these applicants back to the airport once the applicant's flight is rescheduled. The contractor shall ensure the applicant arrives at the airport at least 90 minutes prior to his/her scheduled flight. Services will be required approximately 30 times per year.

5.6.4 The contractor shall provide evening transportation to move applicants from the Nashville MEPS to the lodging facility.

There will be an estimate 2 trips per night between the MEPS and the lodging facility. Contractor shall be notified during the day if transportation is not required for that evening. Passenger count will vary from 1-15 (one to fifteen) per trip. Trips are estimated to be at 5:30 p.m., and 7:30 p.m. MEPS personnel will notify contractor if different pickup times are required.

5.7 Meals/Lodging Vouchers. The contractor shall perform administrative functions to account for meals/lodging services provided to MEPS applicants. Necessary forms and instructions will be made available to the contractor by the MEPS POC.

By 3:00 p.m. daily, the MEPS will provide the contractor a copy of the Lodging Authorization and Receipt Voucher, USMEPCOM FORM 727-E, copy 2 (daily processing list) for the purpose of reserving that night’s rooms. No later than noon the following day, the contractor shall return the following forms to the local MEPS:

5. 7.1 Completed copy of the Lodging Authorization and Receipt Voucher, USMEPCOM FORM 727-E, DEC 2004, copy 2;

5.7.2 Completed copy of the Applicant Meal/Lodging Authorization and Receipt Voucher for late arrival add-ons, USMEPCOM FORM 728-E, DEC 2004; and

5.7.3 Completed copy of the Daily Invoice Lodging/Meal Services, USMEPCOM FORM 729-E, DEC 2004.

SECTION 6

REFERENCES

Documents applicable to this Performance Work Statement are listed below and are coded as either mandatory or advisory.

The contractor shall be obligated to follow those coded as mandatory. These references with any subsequent changes shall be furnished to the contractor. The contractor shall post and update changes to the applicable publication. If any changes become effective during the life of this contract, these changes shall be negotiated with the contractor.

MANDATORY ADVISORY

Instructions for Vendors for the Meals and Lodging Voucher System (Provided by the MEPS POC) X

Applicable State and Local Fire and Safety Codes X

Security Pamphlet (Provided by the MEPS POC) X

SECTION 7

ATTACHMENTS/TECHNICAL EXHIBIT LISTING

7.1 Technical Exhibit A – Deliverables

7.2 Technical Exhibit B – Performance Requirements Summary

7.3 Technical Exhibit C - Historical Workload Data

TECHNICAL EXHIBIT A

DELIVERABLES

Specific

Task Paragraph

Required

Title

Format

Date

Frequency

Numbe r of Copies

Distribution

1.5.3 Lodging

Overflow

Written Procedures

Within 14 days of contract award

Initially and upon change

2 COR

KO

1.6.3 List of Drivers Written Immediately upon

contract award

Initially and upon change

1 COR

1.9.2 Emergency

Evacuation Plan

Written Within 10 days of contract award

Initially and upon change

1 COR

1.9.3 Phone Plan Written Within 10 days of

contract award

Initially and upon change

1 COR

1.15 Names of

Dedicated Contract

Liaison(s)

Written Immediately upon contract award

Initially and upon change

3 COR

KO

MEPS POC

1.17 Contractor

Manpower Reporting

Written Certification

NLT than 10 days after completion of report

Annually 2 COR

KO

5.4.2 AT Level I

Awareness Training

Certificate Within 30 days of contract award and immediately upon new hire

Initially and annually thereafter

2 COR

MEPS POC

5.4.3 IWATCH

Training

Written Confirmatio n

Within 30 days of contract award and immediately upon new hire

Initially 2 COR

MEPS POC

5.4.4 OPSEC

Training

Certificate Within 30 days of contract award and immediately upon new hire

Initially and annually thereafter

2 COR

MEPS POC

5.7 Processing

Forms

Written Daily By noon following day

1 MEPS POC

New Table Below

TECHNICAL EXHIBIT B

HISTOROICAL WORKLOAD DATA

MEPS Month Lodging Report

Reservations Walk-Ins Total Billeted

Nashville March 2017 547 55 602 February 2017 522 56 578 January 2017 600 86 686 December 2016 356 28 384 November 2016 407 58 465 October 2016 417 58 475 September 2016 501 62 563 August 2016 665 50 715 July 2016 561 47 608 June 2016 601 50 651 May 2016 586 44 630 April 2016 476 41 517 Total 6,239 635 6,874

AVG DAILY CO 24 2 26

NOTE: The information contained in this chart is based on historical data. It in no way guarantees future performance.

Actual historical data will be provided with each contract.

TECHNICAL EXHIBIT C

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.

PERFORMANCE OBJECTIVE

PERFORMANCE STANDARD

PERFORMANCE

THRESHOLD

INCENTIVE /

DISINCENTIVE

Paragraph (5.2,5.2.1, 5.2.2, 5.2.3, 5.2.4, 5.2.5, 5.2.6,5.2.7) - Lodging/Sleeping Facility

Contractor should be providing sleeping facilities on the basis of one individual to a bed with no more than two individuals to a room for double occupancy. In case of emergency contractor will be allowed to put three individuals to a room, this will be monitored

Contractor shall ensure that 99% of the time that applicants will not be lodged three to a room.

This will be monitored daily.

If the contractor triples up applicants more than 1.1% during each year of the contract, then the contractor will only charge for two applicants.

Paragraph (1.5.2) – Reserving sufficient rooms & getting approval to overflow

Contractor shall ensure they are reserving sufficient rooms daily to fulfill the requirements of the contract.

Contractor shall not lodge applicants in a non-contract hotel without prior written approval of the COR. This will be monitored.

Contractor shall ensure that 100% of time that they are notifying the COR to obtain written approval to utilize a non-contract hotel.

This will be monitored daily.

If contractor uses a non-contract without written approval they will receive a Contract Discrepancy Report

(CDR)

Paragraphs (5.5.4, 5.5.5, 5.5.6, 5.5.7, 5.5.8,5.5.9)

– Applicant Meals

Contractor shall ensure that meals are prepared in a quality environment (kitchen). Contractor shall ensure meals are served timely. This will be monitored periodically.

Contractor shall ensure that the kitchen is clean during food preparation times.

Contractor shall ensure that meals are served timely.

This will be monitored periodically.

If the MEPS POC finds the kitchen dirty, the contractor will be issued a CDR. If the contractor fails to feed applicants timely, they will receive a CDR.

This will be monitored periodically.

Paragraph 5.6, 5.6.1, 5.6.2, 5.6.3, 5.6.4) – Applicant Transportation

Contractor shall ensure that they are using either a DoD Approved Carrier or hotel organic transportation at all times. Contractor shall ensure that applicants are transported en-mass for AM transportation and arrive to the MEPS on time. This will be monitored daily.

Contractor shall ensure that 99% of the time that applicants will be transported on time and en-mass for all transportation segments. Contractors shall ensure 100% of the time that applicants will be transported using either a DoD approved carrier or hotel organic transportation. This will be monitored daily.

If the contractor is late transporting applicants they will receive a Contract Discrepancy Report (CDR). If contractors use Non DoD carriers they will receive a Cure Notice.

Paragraph 1.9.2 – Incidents Contractor shall ensure they are reporting serious incidents identified in paragraph 1.9.8 to the MEPS POC, COR and MICC Ft. Knox. This will be monitored daily.

Contractor shall ensure that incidents are reported timely 100% of the time.

This will be monitored daily.

If the contractor fails to report any serious incident they will receive a CDR.

(End of Summary of Changes)