Performance_Work_Statement_Hotels.rtf

PERFORMANCE WORK STATEMENT

TERMS AND CONDITIONS

1. Description of Agreement: The contractor shall furnish rooms and related services for the Mississippi Air National Guard personnel and others as designated, participating in our supporting weekend Unit Training Assemblies (UTA’s), Rescheduled Unit Training Assemblies (RUTAs), Additional Flying Training Periods (AFTPs) and Active Duty for Training. Services required are as follows:

Room Requirements:

(1) Each room will contain one television set (color preferred) in good working order, dresser space, not less than two drawers per occupant, all beds shall be equipped with innerspring or foam mattresses, box springs and all necessary linens, blankets, pillows, night stand with lamp, desk or writing table with chair, trash containers, etc.

(2) Each room is to have a private bath, tub, shower or both. Bathrooms must be constructed to provide convenient sanitary facilities. Wash basin and shower tub areas shall have a vanity table, a large lighted mirror, stopper devices, soap dishes, towel bars/hooks, and grounded electrical outlets conveniently located for use of electrical razors, hair dryers etc. The shower or shower/tub combination shall have shower doors or curtains.

(3) Bed linens will be changed on a daily basis or as per the standards of the Hotel/Motel industry.

(4) Rooms are to be cooled by refrigerated air conditioning and adequately heated in season with an individual temperature control in each room. All windows shall be provided drapes with blackout lining, shades or blinds. If only drapes are provided, they must screen out light.

(5) Rooms will be provided with daily maid service, to include, but not limited to: clean towels, soap and shampoo.

(6) Rooms must be neat, clean, free from rodents, insects, in good repair and free from fire and health hazards.

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

(8) Adequate unlimited parking facilities will be provided at no extra cost to the occupants.

(9) All hotels that place individuals in a common corridor room must have a sprinkler system installed and in proper working order (NFPA 101, Chapter 17).

Room Availability:

(1) The contractor is required to have a minimum of 15 double occupancy rooms available for UTA weekends. Single rooms should be accommodated on an “as available” basis and not be included into the total number of rooms set aside for Guard personnel. Rooms are held up to 5 days prior to the scheduled drill dates. After that, all rooms are released to the public and Guard members are accommodated on an as available basis. The current schedule for UTA’s will be provided to the Contractor by Base Services personnel. This schedule is issued at the beginning of the federal fiscal year (October).

(2) Management may designate single rooms in lieu of double rooms at no additional cost to the Government, if no double rooms are available.

(3) Rooms shall also be available on an as needed basis for individuals making RUTA’s, AFTP’s, and active duty for training. There is no requirement to have these rooms set aside for a period of time.

(4) Rooms shall be made available to all personnel assigned regardless of gender, race, color, creed or national origin and the contractor shall affirmatively act to insure that all designated personnel are given identical consideration in assignment of room accommodations and use of public facilities provided for guests generally.

Room Sharing Restrictions:

(1) Females and males will not share a double room. Officers and enlisted personnel will also not share a room.

(2) Spouses and any individuals who are not members of the Mississippi Air National Guard will not occupy rooms at Government expense. When making reservations, members may request a single room to share with spouses or other individuals not assigned to the Mississippi Air National Guard, but the member will pay the hotel costs above the rate paid by the Government prior to checking out of the hotel. Only the portion of the bill the Government pays will be tax exempt.

Reservation / Check-In Procedures:

(1) All reservations will be made by Base Services. The Government shall only be charged for the rooms actually utilized. Any member making reservations and not utilizing the room shall be responsible for the room charges.

(2) Military members must show their military I.D. card at the time of check-in to obtain the Government rate. Personnel not possessing a current, valid military I.D. card at the time of check-in shall not be allowed to obtain a room at government expense. No one shall be allowed to get room keys for another person.

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.

Heating, Air Conditioning, and Ventilation:

Living quarters shall be provided with individual room-controlled heating and air conditioning (in season) and otherwise provided the ventilation necessary to maintain comfort for guests. If utilities fail, other than an area-wide failure, for more than eight hours the contractor shall take action to relocate all occupants to other commercial quarters facilities at no expense to the government or the occupant.

Miscellaneous:

(1) Contractor agrees the facilities provided may be inspected by billeting, fire protection, medical and contracting personnel at any time during the agreement period.

(2) Only a warranted Contracting Officer is authorized to change anything in this agreement on the Government’s behalf. All issues will be coordinated between the contractor, the Base Contracting Office and the Base Services Office.

(3) The Contracting Officer, Force Support Squadron member, and the contractor will review the contents of this agreement annually and make any necessary changes. This agreement can be terminated by either party with 30 days advance written notice.

(4) All Hotel/Motels providing a quote for this requirement shall be within 26 miles of the 186th ARW.

(5) Multiple vendors are expected to be awarded Blanket Purchase agreements for this requirement.

Department of Labor Information:

(1) Notice to Employees Working on Government Contracts must also be displayed in conspicuous places available to all employees and applicants for employment.

(2) The “Equal Opportunity is the Law” poster must be displayed in conspicuous places available to all employees and applicants.

(3) Employment of the Handicapped must be displayed in conspicuous places available to employees and applicants.

(4) Wage Determination No. 15-5169 Revision No. 03 (dated 01 AUG 2017) is hereby incorporated and made part of this agreement. Contractor is advised that compliance with this wage determination is mandatory under the rules and regulations of the Secretary of Labor. During the annual review of this agreement, if the Department of Labor has issued a revised wage determination, it will be incorporated into the agreement at that time.

2. Extent of Obligation: The Government is obligated only to the extent of authorized purchases actually made under the BPA. Under no circumstances will calls be authorized when placed after the expiration date of the Agreement.

3. Pricing: The prices to the Government shall be as low as or lower than those charged the supplier’s most favored customer for comparable quantities under similar terms and conditions, in addition to any discounts for prompt payment. Pricing may be changed at any time with a 30 day written notice to the Contracting Officer; however discounted or lower pricing may be offered at any time without written notice. Rates shall not be above the Government Per Diem rate of the Meridian, MS area.

Double occupancy: double room with two (2) beds and a private bath. Room rates are on a per room basis including applicable hotel/motel no taxes. Rate for one double room: $ , effective 1 April 2019 and ending 30 September 2024.

Single occupancy: single room with one (1) bed and a private bath. Room rates are on a per room basis including applicable hotel/motel no taxes. Rate for one single room: $ effective

1 April 2019 and ending 30 September 2024.

The Government is charged only for rooms actually utilized. Any additional room charges, such as phone calls, movie charges, meals, etc. will be charged to the individual(s) occupying the room.

4. Purchase Limitation: The dollar limitation for each individual purchase under the BPA shall not exceed $50,000.00.

5. Individuals authorized to purchase under the BPA:

NAME OF INDIVIDUAL MAXIMUM AMOUNT OF BPA CALL

6. Billing/Invoicing:

A summary invoice shall be submitted at least monthly or upon expiration of this BPA, whichever occurs first, for all deliveries/services provided during a billing period. Billing period shall be from the 1st day of each month to the 30th day of the month. Summary invoices shall be a consolidated listing of all folio’s for the billing period. Attached to the summary invoice should be a copy of each individual folio showing the member’s name, their roommate if applicable and all charges to include the member’s personal charges. This information is needed for prompt payment. The Force Support Squadron has been designated as the office authorized to reconcile and receive invoices for payment. Payment will be made using the Force Support Squadron’s Government purchase card.

The Force Support Squadron will coordinate with the hotel staff regarding which Air National Guard members are authorized to stay in the hotel at the Government’s expense. This information will be provided in the form of a sign-in roster. Once notified by the Force Support Squadron that a member was not authorized a room at the Government’s expense, the hotel will charge the individual member’s credit card to receive payment for services.

7. Contractor Management Reporting

The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall completely fill in all the information in the format using the following web address https://Contractormanpower.army.pentagon.mil. The required information includes:

(1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative (COTR) or also know as the Contracting Officer’s Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e‐mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub‐Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub‐Contractors); (7) Total payments (including sub‐Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub‐Contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (11) Locations where Contractor and sub‐Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub‐Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year.

Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractor’s system to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website.

END OF TERMS AND CONDITIONS