New_Mexico_National_Guard-Lodging_BPA__Performance_Work_Statement.pdf

Solicitation Number: W912J3-17-T-1004

New Mexico National Guard

Santa Fe, New Mexico

Blanket Purchase Agreement - Lodging

Performance Work Statement (PWS)

17 May 2017

1. SCOPE OF WORK:

The Agreementor shall provide all personnel and any property, items, and services necessary to provide agreement lodging for the members of the New Mexico Air National Guard and the New Mexico Army National Guard Traditional Reservists (TRs) during Unit Training

Assembly (UTA) drills and exercises as defined in this PWS. The Agreementor shall perform and provide the requirements in this PWS and conform to the professional standards identified in this agreement, and shall follow all applicable instructions and directives as identified by this PWS. Agreement tasks include, but are not limited to, the following:

Providing (drill weekend) lodging accommodations for eligible military personnel. Providing lodging accommodations for eligible military personnel whom are on reschedule Unit

Training Assembly (RUTA) status and to provide lodging accommodations during exercises.

2. LODGING FACILITY, FURNISHINGS, AND EQUIPMENT:

LOCATION - The lodging facility shall be located within a 15-mile driving distance from

2251 Air Guard Rd SE Kirtland Air Force Base, NM 87117. The Government will use http://local.live.com to determine the distance of the lodging facility to Kirtland Air Force

Base. 2251 Air Guard Rd SE Kirtland Air Force Base, NM 87117 will be used as the “Start” position and the lodging facility’s address will be used as the “End” position. The shortest distance as calculated by this tool will be used. The lodging services offered must meet applicable lodging adequacy standards (or better) as outlined at the following location:

http://www.defensetravel.dod.mil/Docs/ILP_Preferred_Adequacy_Standards.pdf

The key adequacy standards are outlined below.

TRAVEL QUALITY ACCOMMODATIONS

GENERAL:

• Minimum of two crown/diamond, mid-scale quality hotel (equivalent to AAA 2 diamond)

• Business is conducted in a professional and ethical manner - providing attentive, conscientious service to guests

• Lodging staff readily accessible 24/7

• Non-smoking rooms

• Free high-speed internet and/or in-room Wi-Fi

• In-room cable or satellite TV http://local.live.com/ http://www.defensetravel.dod.mil/Docs/ILP_Preferred_Adequacy_Standards.pdf

• Indoor areas are properly ventilated and climate controlled

• Each guest room has guest-controlled heating, ventilation, and air conditioning (HVAC)

TRAVEL SAFETY AND SECURITY:

• Complies with applicable parts from National Fire Protection Association (NFPA) 101

• Complies with all applicable federal codes and DoD Unified Facilities Criteria (UFC)

• Complies with Americans with Disabilities Act (ADA) and Architectural Barriers Act (ABA)

Accessibilities Standards at time of construction or last major renovation

• Complies with Virginia Graeme-Baker Act (if swimming pool on site)

• 24/7 security monitoring by either security patrol or surveillance camera

• Adequate parking (paved, marked, and illuminated) according to installation standards

• Fire safety evacuation plan in place

• Well-lit halls, public spaces, and parking areas

• Dead bolts, secondary lock, and door viewer on room doors.

GUESTROOMS:

• At a minimum, each guest room is thoroughly cleaned, with bed and bath linens changed between guest stays

• Basic housekeeping services and supplies are available on request

• Operational smoke detector in compliance with NFPA

• Guest room exit doors (on the room-side) equipped with a diagram showing the exit path from the guest room to the nearest exit

• Adequate level of soundproofing to muffle outside noises/ normal sounds in adjacent units and public areas

• Active light switch at the main entry

• Lighting fixtures that provide good level of overall illumination, including direct lighting at a writing surface, sitting area, and each bed

• Comfortable beds with a mattress pad, sheets, pillows with pillowcases and appropriate bedding in good repair

• Extra pillows and blankets in the room or available upon request

• Sliding door(s), French doors, and windows are equipped with an effective locking device;

secondary security lock on all ground-floor doors and those accessible from common walkways/adjoining balconies

• Adequate shades, drapes, or blinds to cover all windows or other transparent areas, and provide blackout effect and privacy

• Clothes-storage space in a recessed area with hangers

• Storage space is provided (e.g. open area, shelving/credenza, drawer space, luggage rack)

GUEST BATHROOM:

• Rooms have a private bathroom

• Flushing toilet with lid, sink with well-lit mirror, convenient electrical outlet, adequate shelf space, and a tub or shower with a non-slip surface

• Bath towel, hand towel, face cloth, and a cup/glass, toilet tissue, facial tissues, a cloth bath mat, soap, shampoo/conditioner, and hair dryer

• Towels are basic or modestly enhanced and displayed on caddies, bars, or shelves

• Ceilings, floors, and walls have modest enhancements to material and design

3. TRAVELER FINACIAL PROTECTIONS:

•Management has a “no deposit” room reservation policy for official travel; travel charge card information may be required to reserve room

• No added or hidden fees for amenities/services not used

• No charge for early departure

• No minimum stay

• If lodging facility faces any unforeseen circumstances, the lodging facility shall take action to relocate all guests affected by the unforeseen circumstance to another lodging facility of equal or better quality at no expense to the Government or the guests.

• Rates at or less than local lodging Per Diem

(http://www.defensetravel.dod.mil/site/perdiemCalc.cfm)

4. CONTRACTOR MANPOWER REPORTING (CMR) REQUIERMENTS:

CMR: 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://cmra.army.mil/Login.aspx. The required information includes:

Contracting Office, KO, Contracting Officer’s Technical Representative (COTR) or also known as the Contracting Officer’s Representative (COR);

Contract number, including task and delivery order number;

Beginning and ending dates covered by reporting period;

Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data;

Estimated direct labor hours (including sub-Contractors);

Estimated direct labor dollars paid this reporting period (including sub- Contractors);

Total payments (including sub-Contractors);

Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different);

Estimated data collection cost;

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);

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);

Presence of deployment or contingency contract language;

Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country).

https://cmra.army.mil/Login.aspx

As part of their submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement on CLIN 00002. 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 shown above. The McNamara-O’Hara Service Contract Act (SCA) applies for any orders placed over $2,500.

5. GENERAL INFORMATION:

RESERVATIONS:

The Government Designated Representative will email reservation requests to the lodging facility no later than 2 weeks prior to the desired reservation dates. The Government

Designated Representative will resend an email 24 hours prior to the confirmed reservation date with a consolidated list to the lodging facility with all the guests staying at the location.

The lodging facility shall then email a no-show report, (If applicable) of any military personnel to the Government Designated Representative no later than 5:00 am to 8:00 am the morning following the confirmed reservation dates. A list of individuals authorized to place orders under this agreement, identified by office and phone number, will be furnished to the

Agreementor by the Contracting Officer by separate letter. Orders received by the

Agreementor from personnel not listed shall not be honored.

ROOM CANCELLATION:

Reservations may be cancelled by the Government Designated Representative. Reservations may be cancelled by giving the lodging facility no less than 24 hours notice. Reservations cancelled within this specified time will not be charged to the Government. Hotel will automatically cancel all members’ reservations that did not show for the first night of reservations to avoid charging the government two nights of no-shows

PERFORMANCE STANDARDS:

There will be at least one initial inspection by the government representative to validate performance standards. After subsequent award of the Blanket Purchase Agreement, an inspection will be accomplished annually.

SERVICES OUTSIDE THIS AGREEMENT:

i. Any additional incidentals required by the occupant(s) such as sundry items, movie rentals, telephone calls, and room services outside the scope of services identified in this PWS, will be a responsibility between the individual and the hotel – not the Federal Government. Any differences in room cost, e.g., upgraded accommodations requested by the individual, must be paid from the individual's own funds before departure. The individual must pay any taxes applicable to such arrangements.

ii. Room upgrades or additional surcharges are not authorized to be initiated by the guest.

DATES OF SERVICE:

The dates authorized to stay during UTA weekends for the calendar year are posted no later than August of the year prior. Dates for Fiscal Year 2017 are enclosed (Attachment 1). Dates are subject to change. Agreementor/Hotels will be made aware of any changes as they occur.

Exercises will happen at various times throughout the year, when exercise dates become available the information will be past on to the companies that hold the Blanket Purchase

Agreement.

PAYMENT:

The Primary method of payment for the New Mexico Air National Guard will be made via the Government Purchase Card (Visa Credit Card). Only one credit card payment will be authorized per week and will be charged in bulk after services have been rendered. Under no circumstances can the credit card invoices exceed the amount of the Call (order). If the contractor invoices exceeds the amount of the Call (order), the Government is not responsible for those expenses, those expenses shall be covered by the contractor.

The secondary method of payment for the New Mexico Air National Guard will be made via Electronic Funds Transfer (EFT), invoices must be submitted via Wide Area Work

Flow. Orders for the Air Guard that utilize WAWF, will include the contract clause

DFARS 252.232-7006 – Wide Area Work Flow Payment Instructions. The invoice can be submitted only after services have been rendered. Under no circumstances can the invoices exceed the amount of the call (order). If the contractor invoices exceeds the amount of the Call (order), the Government is not responsible for those expenses, those expenses shall be covered by the contractor.

The Primary method of payment for the New Mexico Army National Guard will be made via Electronic Funds Transfer (EFT), invoices must be submitted via Wide Area Work

Flow. Orders for the Army Guard will include the contract clause DFARS 252.232-7006

– Wide Area Work Flow Payment Instructions. The invoice can be submitted only after services have been rendered. Under no circumstances can the invoices exceed the amount of the call (order). If the contractor invoices exceeds the amount of the Call (order), the

Government is not responsible for those expenses, those expenses shall be covered by the contractor.

6. DEFINITIONS:

- AGREEMENTOR – BPA Contractor.

- AUTHROIZED ORDERER – The only individual/individuals with the authority to obligate the Government for lodging expenses under this PWS.

- CONTRACTING OFFICER - Is the only person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

- CONTRACT ADMINISTRATOR - The individual within the contracting office who performs the day-to-day administration of the contract. The contract administrator may also be a contracting officer.

- GOVERNMENT DESIGNATED REPRESENTATIVE - An appointed individual with authority to obligate the Government, using a Credit Card for Government

Official business ONLY. This person(s) shall be identified in writing, to the hotel.

- LODGING FACILITY – A hotel, motel or inn that provides accommodations to the travelers.

- ORDER – Is defined as the act of reserving rooms by the authorized orderer through the medium of email with the lodging establishment.

- PRIMARY LOCK - Is defined as a device that permits a guest to enter a unit using some form of key and allowing the door to be locked while unit is occupied and when guest leaves the unit. Passkeys assigned to appropriate staff members will function to operate only these locks.

- SECONDARY LOCK - Is defined as a mortised, deadbolt-locking device with a throw that extends at least one-inch from the edge of the door. This permits a guest an extra measure of security against any unwanted intrusions. Unlike the primary lock, deadbolt passkeys will not be provided to guests or to staff. If a passkey is available, procedures must be in place to allow for restricted use by management staff only.

This may be a single lock with dual functions.

- SUPPLIES – Miscellaneous supplies hotel guest typically can expect to be stocked at a lodging establishment (i.e.-toiletries).

- UNFORESEEN CIRCUMSTANCE - Is defined as a circumstance unknown beforehand by the lodging facility (Excludes acts of God). Some unforeseen circumstances include, but are not limited to: fire, flooding related to maintenance issues, utilities failure, other than an area-wide failure, etc.

- UNIT TRAINING ASSEMBLY (UTA) – Is defined as a UTA is an evening drill or a half-day drill that lasts two to four hours. A MUTA refers to two or more UTAs that take place during one day or over the course of two or more days. No more than two training assemblies may be performed in one calendar day, meaning that a single-day MUTA will last a maximum of eight hours.

7. SERVICE SUMMARY:

Performance Objective PWS Paragraph Performance Threshold

1. TRAVEL SAFETY AND

SECURITY

Provide Quality Lodging Facility, Furnishing and Equipment

Section 2 No more than 3 discrepancies per inspection

2. TRAVEL QUALITY

ACCOMMODATIONS

Section 2 No more than 7 discrepancies per inspection

3. TRAVELER FINACIAL

PROTECTIONS

Section 3 Zero discrepancies

4. Contractor Manpower Reporting

(CMR)

Section 4 Contractor Manpower Reporting

(CMR) completed prior to invoicing each Call/Order.

Payment will not be issued until the report has been submitted.