Attachment 1 PWS.pdf

3/7/2017 10:38:27 AM

Performance Work Statement (PWS)

26 January 2017

Maid Services/Front Desk Services at Training and Education Center

(TEC) McGhee Tyson Air National Guard Base (ANGB), Louisville, Tennessee

1. General

1.1 Scope of Work: The contractor shall provide all personnel, equipment, tools, materials, supervision, transportation, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform lodging management of buildings 406, 408, 410, 412, and 414 for the TEC at McGhee Tyson ANGB, Louisville, Tennessee, as defined in this PWS.

The services performed shall consist of maid service (housekeeping) and front desk reception services for guests staying in TEC lodging.

1.2 Background. The TEC is the Air National Guard's (ANG) premier education and training center that provides Enlisted Professional Military Education, Professional Continuing

Education, and conferencing capabilities to over 5,000 members of the active duty, ANG and Air Force Reserves annually.

1.3 Period of Performance (PoP). The Period of Performance shall be one (1) Base Year of 12 months plus 3 option years.

1.4 Place of Performance. Services to be performed will involve buildings 406, 408, 410, 412, and 414 at TEC, McGhee Tyson ANGB, Louisville, Tennessee

1.4.1 Operating Hours. The contractor shall operate the front desk 24 hours a day, seven

(7) days a week, to include holidays. The contractor shall provide full housekeeping services seven (7) days a week, to include holidays. The operating hours for housekeeping shall be given to the contracting officer’s representative (COR). In the event of inclement weather the contractor shall still perform all requirements of this contract unless otherwise directed by the contracting officer (CO) or COR.

1.4.2 Recognized Holidays. The contractor shall provide lodging services outlined in this

PWS on all federal holidays as classes may be in session. The contractor may coordinate with the COR for reduced work schedules on holidays and during periods of reduced occupancy

(such as the Christmas season). The following are recognized US holidays:

New Year’s Day: January 1st

Martin Luther King, Jr.’s Birthday

President’s Day

Memorial Day

Independence Day: July 4th

Labor Day

Columbus Day

Veteran’s Day: November 11th

Thanksgiving Day

Christmas Day

1.4.3 Telework. Not Applicable.

1.4.4 Unscheduled Gate / Base Closures. Unscheduled gate closures by the Security Forces may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

1.4.4.1 Contractor shall not report to work on those days the Government or installation is closed due to inclement weather, national emergencies, or other events requiring installation closure. During periods of closure, the Contractor shall work with the Government to determine payment terms; any payments will be subject to CO approval.

1.4.5 Performance of Services during Crisis or Emergency Conditions. In the event of a crisis, services on this contract have been determined as non-essential and do not require continued support during the crisis.

1.5 General Information

1.5.1 Air Force Privacy Act Program. Contractor personnel may be exposed to data subject to the Privacy Act of 1974. The Contractor shall ensure all its personnel assigned to perform work under this PWS take appropriate action to prevent disclosure of this information and follow the guidance provided in AFI 33-332, Air Force Privacy and Civil Liberties

Program, 12 January 2015.

1.5.2 Air Force Messaging. The contractor is required to comply with Air

Force Manual (AFMAN) 33-152, User Responsibilities and Guidance for Information

Systems, 1 June 2012Chapter 2, Information Systems and End User Devices (entire section) Section 6.2, Air Force Messaging, (entire section) Section 6.4, Electronic

Message Format, (entire section)

1.5.3 Quality Control (QC). The contractor shall develop and maintain a QC Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non- recurrence of defective services. The contractor’s QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary.

After acceptance of the QCP, the contractor shall obtain the CO’s acceptance in writing of any proposed changes to its QCP.

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

(QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) (defect rate(s)).

1.6 Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the Contracting Officer’s Representative (COR). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by the local installation’s Security Forces, Director of Emergency Services or local Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by DoD, HAF and/or local policy. Should the Force

Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

The contractor shall:

a. Comply with established security procedures for entering an installation and its facilities. The Government reserves the right to refuse entry to any individual at any work location.

b. Protect DoD information technology resources from damage, loss, theft or unauthorized physical access. The contractor shall ensure physical security is in accordance with DoDD 8570.01.

c. The contractor’s employees shall obey fire, traffic, safety and security regulations while on the installation. All contractor employees shall carry proper identification with them at all times.

d. The contractor’s employees are prohibited from possessing weapons, firearms, or ammunition on themselves or within their Contractor-owned or privately owned vehicle while on the Installation.

1.6.1 COMSEC / IT Security. All communications with DoD organizations are subject to communications security (COMSEC) review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.6.2 Use of Government Information Systems. Use of Government Information Systems

(IS) and access to Government networks is a revocable privilege, not a right. Users are the foundation of the DoD strategy and their actions affect the most vulnerable portion of the

Air Force’s and Air National Guard’s Enterprise Information (EI). Contractor employees shall have a favorable background investigation or hold a security clearance and access approvals commensurate with the level of information processed or available on the system.

Contractor employees shall:

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

b. Complete initial and/or annual Information Assurance (IA) training IAW AFI 33-200, Cyber Security.

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

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

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

1.6.3 Protection of Personally Identifiable Information (PII). The contractor shall protect all Personally Identifiable Information (PII) encountered in the performance of services in accordance with DoDD 5400.11, Department of Defense Privacy Program. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals who’s PII has been compromised.

1.6.4. CAC Requirements. The Common Access Card (CAC) will be issued to contractors required to access the base network to utilize the TEC lodging management software.

1.6.4.1 Background Investigation Requirements. Upon contract award and no later than

15 days prior to contract start, the Contractor shall provide a list of employees to the Contracting

Officer for input into the National Crime Information Center System (NCIC). The list, on company letterhead, shall include the employees’ full name, address, and date of birth, social security number, valid/current email address, and phone number. The Contracting Officer will coordinate with the 134th SF Security Manager to input the data into NCIC. Contractors also must pass a Tier 1 investigation (NACI) or higher. Tier 1 investigations are paid for by the ANG.

Once cleared, the Contractor’s employees must go to the Security Forces Front Desk, building

120, for issuance of a Common Access Card (CAC). Employees will need two forms of identification, including at least one photo ID (Driver’s License, State issued ID, Military ID, Dependent ID, U.S. or Foreign Passport). The second ID may be an original (not a copy) Social

Security Card, Birth Certificate, Voter’s Registration Card or School ID.

1.6.4.2 Trusted Associate Sponsorship System (TASS). Contractors will be added to the

DEERs system in order to obtain the CAC.

1.6.5 Advanced Distributed Learning Service (ADLS). All contractor employees and associated sub-contractor employees assigned to work on a government site and/or requiring access to a DoD network will be required to register with ADLS at commencement of services in order to complete the necessary training required of them initially and annually for the duration of the contract (i.e., DoD Information Assurance, OPSEC, Protecting Sensitive Information). ADSL website https://golearn.csd.disa.mil/kc/rso/login/ADLS_login.asp

1.6.6 Classified Information. Not Applicable.

1.6.7 Visitor Group Security Agreement (VGSA). Not Applicable

1.6.8 Antiterrorism (AT) Level 1 Awareness Training. Not Applicable.

1.6.9 Information Assurance (IA) / Information Technology (IT) Training and/or

Certification. All contractor employees and associated sub-contractor employees shall complete the DoD Information Assurance Awareness CyberAwareness Challenge before issuance of network access and annually thereafter. All contractor employees performing services involving

IA/IT functions shall comply with DoD and Air Force training requirements in DoDD 8570.01, DoD 8570.01-M and AFPD 33-2 within 15 days of the start of contract performance.

1.6.10 OPSEC Requirements/Plan. Not Applicable.

1.6.10.1 OPSEC Training. Not Applicable.

1.6.11 Physical Security. Areas controlled by contractor employees shall comply with base

Operations Plans/Instructions for Force Protection Conditions (FPCON) procedures, Random

Anti-Terrorism Measures (RAMs) and local search/identification requirements. The contractor shall safeguard all Government property including controlled forms provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.7 Key Control. The contractor shall establish and implement methods of ensuring all keys/key cards issued by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued by the

Government shall be duplicated. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The contractor shall immediately report any occurrences of lost or duplicated keys/key cards to the COR.

1.7.1 Lost / Duplicated Keys. In the event keys, other than master keys, are lost or duplicated the contractor shall, upon direction by the CO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the

Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the contractor.

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

1.7.3 Lock Combinations. The contractor shall establish and implement methods of ensuring all lock combinations are not revealed to unauthorized persons. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations.

1.7.4 Electronic Keys for Billeting Rooms. The Government will provide the Contractor with all the equipment required to prepare and issue electronic keys for billeting rooms, including blank key cards. The contractor shall use existing TEC systems to prepare, issue, and track key cards for billeting rooms. The contractor shall report any problems with the electronic key system to the COR for resolution.

1.8 Special Qualifications. The contractor shall ensure that services are performed in a manner that will maintain the facility to present a clean and professional appearance. The contractor shall ensure contractor personnel maintain clean and professional appearance at all times and are required to wear clothing or uniforms that will identify them as contractor personnel.

1.9 Post Award Conference / Periodic Progress Meetings. The contractor agrees to attend any post award conference convened by the CO in accordance with Federal Acquisition

Regulations Subpart 42.5. The KO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the Contacting Officer will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the

Government. Contractor attendance at these meetings shall be at no additional cost to the

Government.

1.10 Contract Manager (CM). The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the CO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR, (or the CO if a COR is not assigned), to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the

CO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.11 Identification of Contractor Employees. All contractor personnel shall wear identification badges distinguishing themselves as “contractor.” The contractor shall retrieve all identification media (including vehicle passes) from their employees who depart employment for any reason. All identification media (i.e., badges and vehicles passes) shall be returned to the CO within 14 days of an employee’s departure.

1.12 Combating Trafficking in Persons. The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. Such actions may include, but are not limited to, removal from the contract, reduction in benefits, or termination of employment. The

Contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.13 Contractor Travel. Not Applicable.

1.14 Data Rights. Not Applicable.

1.15 Reserved

1.16 Phase In / Phase Out Periods. To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the contractor shall have personnel on board, during the 15 day phase in/phase out period. Reference Technical Exhibit 2, Deliverable

Schedule.

1.16.1 Phase In. During the phase in period, the contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date. The contractor shall provide a phase-in plan describing the overall strategy, approach and time period proposed for ensuring a smooth and seamless transition of personnel, equipment, and resources for effective and efficient operations without disruption in services. The plan must address all major areas of operations to include Housekeeping, and Registration. It must also address laundry service. At contract start (or the end of the phase-in period), the contractor shall begin full service and be capable for providing all services in the performance work statement.

1.16.2 Phase Out. The contractor must recognize that services under this contract must continue without interruption and that upon contract expiration, a successor (either

Government or other Contractor) will continue services. The contractor agrees to exercise its best effort and cooperate effectively in an orderly and efficient transition to any successor.

The contractor shall provide a phase-out plan describing the overall strategy, approach and time period for a smooth and seamless transition of personnel, equipment, and resources with minimal disruption in services. The plan must address all major areas of operations to include

Housekeeping and Registration. The contractor shall include in the phase-out plan a schedule with the time required for all transition activities, the method by which duties and responsibilities will transition to the new service provider, and any other issues deemed critical to a successful transition to the new service provider. The contractor shall include within the phase-out plan a risk assessment describing how all risks associated with the proposed phase-out approach have been identified and mitigated for successful achievement of the requirements. The contractor shall provide coordination of phase-out services at no additional cost to the Government.

2. Definitions and Acronyms. This section includes all applicable definitions and acronyms utilized in this PWS.

2.1 Definitions.

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

CONTRACTING OFFICER (CO). 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'S REPRESENTATIVE (COR). An employee of the U.S.

Government designated by the KO to monitor contractor performance. 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.

DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

DELIVERABLE. Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

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.

SUBCONTRACTOR. One that enters into a contract with a prime contractor. The

Government does not have privity of contract with the subcontractor.

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

WORK WEEK. Monday through Friday, unless specified otherwise.

2.2 Acronyms.

ANG Air National Guard

ANGB Air National Guard Base

AT/OPSEC Antiterrorism/Operational Security

CONUS Continental United States

CO Contracting Officer

COR Contracting Officer Representative

DoD Department of Defense

DSN Defense Switched Network

FAR Federal Acquisition Regulation

IA Information Assurance

IS Information System(s)

IT Information Technology

MSDS Material Safety Data Sheets

NACI National Agency Check with Inquiries

NCIC National Crime Information Center System

OCONUS Outside Contiguous United States (OCONUS)

PII Personally Identifiable Information

PWS Performance Work Statement

QA Quality Assurance

QAP Quality Assurance Program

QASP Quality Assurance Surveillance Plan

QC Quality Control

QCP Quality Control Program

TEC Training and Education Center

3. Government (GFP/M/E/S): The Government will provide some property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

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

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

Government will be responsible for cable TV and wireless internet services and be responsible for replacement and repairs of computers and televisions. The contractor shall ensure proper care of this equipment and shall provide prompt notice of any problems.

3.3 Telephone Service. The Government shall provide base, Defense Switched Network

(DSN), local commercial, continental United States (CONUS), and Outside Contiguous

United States (OCONUS) long distance telephone service. Telephone service is only for official

Government business.

3.4 Furniture. The Government will provide the current inventory of furniture in Technical

Exhibit 4. A listing of standard room and VIP room furnishings is in Technical Exhibit 4. All newly purchased or replaced furniture items shall be added to the contract property inventory and all shall remain the property of the Government. Contractor shall submit listing to the COR and Contracting Officer for review/approval prior to purchase to ensure items are consistent with existing furniture style, color, finishing, and quality. See paragraph 3.5 for instructions on replacing furniture and other equipment in the rooms.

3.5 Equipment Inventory. A joint inventory of property and equipment listed in Technical

Exhibit 4 will be completed by the contractor and TEC no later than one week after contract start. The current inventory list shall be updated with any changes and maintained by the contractor. The Contract Manager and COR will sign the original inventory at contract start and an updated inventory prior to start of any contract option period. All property and equipment listed will be provided by TEC at the inception of the contract. All property listed will remain the property of the Government. The Government will replace items for the rooms as they become unserviceable, damaged or worn beyond fair wear and tear. The contractor shall coordinate with the COR for proper disposition or disposal. The contractor is required to support and coordinate delivery and installation of all replacement equipment or furniture regardless of the source of replacement. All additions or changes to equipment and furnishings shall be added to the Government property inventory list. The contractor will be responsible for providing access to the rooms, to include moving items within the room as needed, to facilitate the removal and delivery. The contractor will be required to assist in the installation of these items, and removal of the associated old items, to include moving items to/from the

TEC warehouse. The Government will provide additional vehicles and drivers for this, if required. Coordination with the TEC Campus Operations Office will be made for furniture disposition. Reference Technical Exhibit 2, Deliverable Schedule.

3.6 Ice Machines: The Government will furnish an ice machine for the billets (bldg. 412). The contractor will be responsible for the cleaning and maintenance of the ice machines to ensure proper operation, to include the routine replacement of filters as established by manufacturer guidelines or hotel industry standards. The service shall include removing all ice prior to cleaning; disassembling and reassembling water system to clean all parts; cleaning includes the dispenser or bin, the air cooled condensers, the water system parts, and inside of ice machine.

To prevent harm to machines the cleaners will be used only when necessary. Semi-Annual

Maintenance shall be conducted during the months of April and November. Contractor shall provide a service log identifying ice machine and date serviced to COR by the 15th of May and

15th of December. The contractor shall notify the COR in the event an ice machine is unserviceable or identified as being in need of repairs. If repairs are determined necessary by the COR, the contractor will be responsible to report to the COR any repair activities effecting lodging operations and allow repair personnel access to the ice machines. All cost associated with repairs will be a responsibility of the Government to include the method of repair and payment. If ice machines become unserviceable, the replacement of the Government furnished ice machines will be the responsibility of the Government and at the discretion of the

Government.

3.7 Linen, Pillows, Pillowcases and Protectors, Mattress Pads, and Blankets. The

Government shall provide Linen (towels, wash cloths, sheets), Pillows, Pillowcases and

Protectors, Mattress Pads, and blankets.

4. Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General. Except for those items specifically stated to be Government-Furnished in

Paragraph 3, the contractor shall furnish everything required to perform these services as indicated in this PWS to include property, materials, tools, vehicles, and support services required to perform lodging and transportation.

4.2 Office supplies. The contractor shall provide all office supplies required for operation of services under the contract.

4.3 Cleaning, Guest and Bathroom Supplies. The contractor shall furnish all cleaning supplies to clean the guest and bathrooms. The contractor shall provide to the COR a listing of all cleaning supplies (as described in paragraph 5.2.1.1) and guest room supplies prior to beginning of contract performance. The cleaning inventory supply list shall contain the following information:

Product Name

Manufacturer

Item Use

Storage Use

The contractor will be responsible for storage of supplies, as minimal space is available within the facilities. All necessary HAZMAT and safety training and documentation must be maintained by the contractor. The contractor shall be responsible for the proper disposal of all cleaning supplies. Products containing chlorofluorocarbons (CFC’s) or ozone depleting substances shall not be allowed or approved for use. Reference Technical Exhibit 2, Deliverable

Schedule.

4.4 Linen/laundry and dry cleaning service. The contractor shall provide laundry and dry cleaning service per the recommended garment maker instructions for all bed linens, bath linens, blankets, bed spreads, and drapes. Contractor will be responsible for the replacement of any items that are damaged by laundry services with items of equal or better quality.

Contractor is responsible to ensure inventory is always maintained at the level necessary to provided guest services. Reference Technical Exhibit 2, Deliverable Schedule.

5. Requirements.

5.1 Front Desk Services. The contractor shall;

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

5.1.2 Utilize the hotel management software (HMS) system currently in use by TEC, or any system adopted by TEC in the future, to operate the lodging function. The HMS system is a comprehensive report and scheduling tool developed to maintain the lodging facilities.

Reports generated by the HMS include: occupancy reports and status, room maintenance status, and room cleaning status. Additionally, contractor shall coordinate with TEC Campus

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

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

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

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

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

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

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

5.2 Housekeeping

5.2.1 Guest Rooms

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

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

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

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

Bed sheets, mattress pads, blankets, and pillow covers must be removed and laundered, and if torn, stained or otherwise unserviceable, replaced. The guest bathroom must be scoured and sanitized. Guest rooms must be dusted and vacuumed. Refrigerator, microwaves, and other appliances must be cleaned inside and out. Items left in the refrigerator by the previous guest will be removed and disposed of. Serviceability of appliances in the room must be verified, with any failures reported immediately to the front desk. Faulty items must be replaced within four hours. Housekeeping must also notify front desk when curtains, carpeting or other room furnishings are stained or otherwise in need of replacement. Rooms are to be cleaned prior to guests checking in and daily during their stay.

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

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

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

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

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

Operations Office and furnishings replacement will be the responsibility of the Government.

5.2.2 Public Area Cleaning

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

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

5.2.3 Deep Cleaning

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

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

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

5.2.5 General In-house Maintenance.

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

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

5.2.6 Signage and Placards. The contractor shall maintain and/or replace signage (e.g.

no smoking, room housekeeping requirements, etc.) as needed. The signage will be provided by Government.

5.2.7 Grounds Appearance. The contractor shall ensure the areas inside and around the outside of the facilities are kept clean and free of trash and leaves to maintain a professional appearance. Area should be checked twice daily ( morning and afternoon.) The lawn, flower beds and hedges are maintained by the Government and are not the responsibility of the contractor.

5.2.8 Pest control

5.2.8.1 Contractor shall be responsible for the pest control management of all interior lodging facilities of buildings 406, 408, 410, 412, and 414. The Government will continue to maintain responsibility for all pest control management exterior to the buildings.

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

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

5.2.8.4 In the event of an infestation of any type of pest occurs, the Contractor's

Housekeeping staff shall conduct proper control of pests/bed bugs as the situation requires

(for example: in the case of bed bugs - isolating rooms, bedding removal, and luggage disinfection).

5.2.8.5 The contractor shall be responsible for establishing pre- and post-bed bug infestation procedures and training of their staff. In the event bed bugs are suspected, the

Contractor's Housekeeping staff shall be trained to trap the suspected bed bug insects for inspection by a licensed pest management company.

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

5.2.8.7 The contractor shall notify the COR immediately upon report or discovery of any potential pest infestation of any kind and continue to update the COR of the status until a determination is made about the nature of the infestation. If needed, and after coordination with the COR and 134th Bio-Environmental, the contractor shall be responsible for extermination, encasement of infested items, removal, replacement and disposal of contaminated linen/bedding. Mattresses and box springs as well as furniture will be replaced at Government expense as required. The contractor shall return the room or area back into service once the COR has examined and confirms that the infestation problem has been solved.

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

5.2.10 Hazardous Material Identifications. Material Safety Data Sheets (MSDS) are required as specified in the latest version of Federal Standard No 313 (including revisions adopted during the term of the contract) for any material designated by a Government technical representative as potentially hazardous and requiring safety controls. MSDS’s must be submitted by the Contractor upon contract award. Failure to provide MSDS’s or certificate when requested could result in the Contractor being considered non-responsive and result in termination of the contract. Reference Technical Exhibit 2, Deliverable Schedule.

5.3 Contractor Manpower Reporting Application (CMRA): Reference Technical Exhibit

2, Deliverable Schedule.

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

5.3.2 The contractor shall completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs shall 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 2017. Contractors may direct questions to the help desk at http://www.ecmra.mil.

6.0 Applicable Publications. Publications applicable to this PWS are listed below:

Publication

(Chapter/Page)

Date of Publication Mandatory or

Advisory

Website

AFI 33-332 AF Privacy and Civil Liberties

12 Jan 2015 Mandatory http://www.e-publishing.af.mil/

AFMAN 33-152 User

Responsibilities and

Guidance for

Information Systems

30 Oct 2014 Mandatory http://www.e-publishing.af.mil/

DoDD 8570.01E 23 April 2007 Mandatory http://www.dtic.mil/whs

/directives/index.html http://www.ecmra.mil/

AFI 33-200 Cyber

Security

31 Aug 2015 Mandatory http://www.e-publishing.af.mil/

DoDD 5400.11 DoD

Privacy Program

29 Oct 2014 Mandatory http://www.dtic.mil/whs

/directives/index.html

DoDD 5220.22

Industrial Security

Regulation

17 April 2014 Mandatory http://www.dtic.mil/whs

/directives/index.html

Federal Standard 313

MSDS

NA Mandatory https://www.gsa.gov/por tal/content/101201

DoD 8570.01

Information Assurance

Workforce Improvement

Program

19 Dec 2005 thru

Change 4 dated 10 Nov

Mandatory http://www.dtic.mil/whs

/directives/

TECHNICAL EXHIBIT 1

Performance Requirements Summary

This Performance Requirements Summary includes performance standards. The

Government will use these standards to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

PWS

Paragraph

Task Performance

Standard

Acceptable Quality

Levels (AQL)

Surveillance

Method /

By Whom 5.1 Front

Desk

Services

The contractor shall perform front desk services

24 hours a day, to include holidays

No more than 5 validated complaints per month.

Random

Inspection through observation, review of reports, customer satisfaction surveys 5.2

Houseke eping

Services.

The contractor shall perform housekeeping services in order to maintain cleanliness of facilities

No more than 5 validated complaints per month.

Random inspection, Customer

Complaints, And customer satisfaction surveys

5.3 Contract

Manpo wer

Reportin g

Applicat ion

(CMRA

The contractor shall complete

CMRA by 31 Oct of each calendar year.

100% completion Validation report from contractor and

CMRA

website.

TECHNIAL EXHIBIT 2

Deliverables

Schedule

PWS

Reference /

Deliverable

Title

Frequency Number of

Copies

Medium/Format Submit To

1.16 Phase In/Phase

Out Plan

NLT 15 Day after contract award and

NLT 15 days before end of contract

1 Electronic

Submission

COR

3.5 Equipment

Inventory

1 week after contract start

1 Electronic Submission COR

4.3 Cleaning, Guest and

Bathroom

Supplies.

Daily 1 Electronic

Submission

COR

4.4

Linen/laundry and dry cleaning service

Daily 1 Electronic

Submission

COR

5.1.8 Monthly

report NLT the 10th of each month

1 Electronic

Submission

COR

5.2.10 Hazardous

Material

Identifications.

Prior to contract start

1 Electronic

Submission

COR

5.3 Contractor

Manpower

Reporting

Application

(CMRA)

Report no later than

October

31 of each calendar year

1 Electronic

Submission http://www.ec mra.mil/

TECHNICAL EXHIBIT

Estimated Workload Data

(This information is provided for historical background only. It is not a guarantee of workload quantities. Building 414 is a new facility containing 97 rooms; therefore, there are is no historical data)

FY 2013 BLDG 406 BLDG 408 BLDG 410 BLDG 412 DV QTRS TOTAL

12-Oct 487 969 489 927 30 2902

12-Nov 2200 2827 1332 2800 35 9194

12-Nov 1329 1977 747 1107 55 5215

13-Jan 1620 2768 1322 2634 39 8383

13-Feb 946 1762 1075 1828 45 5656

13-Mar 1851 3533…