NEW_Contract_Encl_8_-_PWS_241st_EDIT_20_Jul_2018.pdf

(Ver. Jun 2014)

PERFORMANCE WORK STATEMENT (PWS)

FOR

Temporary Lodging Services

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary to perform Temporary Lodging Services, as defined in this PWS.

1.2 Background: The 134th Air Refueling Wing has a need to supplement our Base Lodging program for our Globally Separated Unit (GSU), 241st Engineering Installation Squadron (EIS), for off base lodging requirements for 2018 and 2019:

7 Sept 18-9 Sept 18

12 Oct 18-14 Oct 18

2 Nov 18-4 Nov 18

1 Dec 18-2 Dec 18

12 Jan-13 Jan 2019

2 Feb-3 Feb 2019

2 Mar-3 Mar 2019

6 Apr-7 Apr 2019

2 May-5 May 2019

1 Jun-2 Jun 2019

3 Aug-4 Aug 2019

The contractor shall furnish lodging accommodations for McGhee Tyson Air National Guard (ANG)

Base GSU personnel as required for weekends (Friday night thru Sunday morning) based on the dates above for calendar year 2018 and 2019. The contractor shall also furnish an estimated additional 10% of rooms required for days that could occur during the week. These days will be on an “as needed” bases. Confirmation of reservations will be sent to the contractor no later than 24 hours prior to check in. The contractor may release rooms that are not confirmed before 24 hours of the reservation date.

1.3 Period of Performance (PoP): The period of performance for the base contract period is projected for 1 Sept 2018-31 Aug 2019. The Government desires a pricing to extend the period of performance for four (4) additional contract performance periods, 1 Sept 2019-31 Aug 2020, 1

Sept 2020-31 Aug 2021, 1 Sept 2021-31 Aug 2022; and 1 Sept 2022-31 Aug 2023. The schedule

(special order) for required rooms will be provided before the option is exercised each year. This order is published yearly between July and September.

1.4 General Information: The 134th Air Refueling Wing Force Support Squadron provides support to members of the 134th and tenant units located at McGhee Tyson ANG Base in addition to the 241st EIS located in Chattanooga, TN. The 134th Force Support Squadron mission is to provide lodging support for members.

1.4.1 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)).

1.4.2 Recognized Holidays: The following are recognized US holidays. The contractor shall perform services on these days:

1.4.2.1 New Year’s Day: January 1st

1.4.2.2 Martin Luther King, Jr.’s Birthday

1.4.2.3 President’s Day

1.4.2.4 Memorial Day

1.4.2.5 Independence Day: July 4th

1.4.2.6 Labor Day

1.4.2.7 Columbus Day

1.4.2.8 Veteran’s Day: November 11th

1.4.2.9 Thanksgiving Day

1.4.2.10 Christmas Day

1.4.3 Place and Performance of Services: Lodging facilities must be within 20 miles of 6511

Bonny Oaks Drive, Chattanooga, TN 37421. The contractor must provide a check in/out service on a 24 hour basis, 7 days a week.

1.4.3.1 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.

1.4.3.2 Protection of Personally Identifiable Information (PII). The contractor shall protect all

Personally Identifiable Information (PII) encountered in the performance of services in accordance with DFARS 224.103 and DoDD 5400.11, Department of Defense Privacy Program, and DoD

5400.11-R. 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.

1.4.4 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with Federal Acquisition Regulations

Subpart 42.5. The KO, Contracting Officer’s Representative (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.

1.4.5 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 KO. 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 KO 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 KO. 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.

1.4.6. 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.

1.4.7 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO and in the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may affect other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

2.0 Definitions and Acronyms:

2.1.1 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.

2.1.2 CONTRACTING OFFICER (KO). 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.

2.1.3 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.

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

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

2.1.6 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.

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

2.1.8 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

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

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

Government does not have privity of contract with the subcontractor.

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

2.1.13 WORK WEEK. Monday through Friday, unless specified otherwise.

2.2 ACRONYMS:

AFARS Army Federal Acquisition Regulation Supplement

AR Army Regulation

AT/OPSEC Antiterrorism/Operational Security

CFR Code of Federal Regulations

CONUS Continental United States (excludes Alaska and Hawaii)

COR Contracting Officer Representative

COTS Commercial-Off-the-Shelf

DA Department of the Army

DFARS Defense Federal Acquisition Regulation Supplement

DOD Department of Defense

FAR Federal Acquisition Regulation

GFP/M/E/S Government Furnished Property/Material/Equipment/Services

IA Information Assurance

IS Information System(s)

KO Contracting Officer

OCI Organizational Conflict of Interest

ODC Other Direct Costs

PII Personally Identifiable Information

PIPO Phase In/Phase Out

POC Point of Contact

PRS Performance Requirements Summary

PWS Performance Work Statement

QA Quality Assurance

QAP Quality Assurance Program

QASP Quality Assurance Surveillance Plan

QC Quality Control

QCP Quality Control Program

TE Technical Exhibit

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

3.1 General: The contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

3.1.1. Rooms

3.1.1.1. Each single and double occupancy room shall contain net living and sleeping areas in accordance with local standards. No more than two people shall be assigned to a room or share a bathroom.

3.1.2. Standards:

3.1.2.1. Rooms shall be constructed and finished to provide good light and sound attenuation. All piping and wiring must be enclosed.

3.1.2.2. All finishes (walls and ceilings) should be free from damage, scars, marks, dirt, and dust.

Vents and surrounding finishes must be free of dirt and dust.

3.1.2.3. Ceilings and walls shall be finished in paint or wall covering.

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

3.1.2.5. All windows shall be provided drapes with blackout lining, shades, or blinds. If only drapes are provided, they must screen out light.

3.1.2.6. Sufficient electrical outlets shall be available. All electrical cords, bulbs, lights, and switches shall be operational and free from defects.

3.1.2.7. All entrance doors to rooms shall have interior security locks, either deadbolt or double locking locks. Each room occupant shall be provided with a room key. All doors shall be free from holes, dents, or other physical defects.

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

3.1.2.9. 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. Loose, missing, or badly worn/damaged wall tiles, floor tiles, fixtures or accessories are unacceptable. The fixtures controlling the flow of water must not be cracked or leaking and shall operate properly to maintain a constant, adequate flow and temperature without sudden surges or temperature changes. The shower or shower/tub combination shall have shower doors or curtains.

4.1.3. Furnishings and Equipment: Furnishings and equipment must be clean and in good repair.

3.1.4 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 four hours, the contractor shall take action to relocate all occupants to another lodging facility of equal or better quality at no expense to the Government or the occupants.

3.1.5. The contractor provides washers and dryers for use of personnel authorized lodging under this Agreement to wash and dry their personal clothing. The machines may be free or coin-operated.

4.0 Requirements: The contractor shall:

4.1 ASSIGNMENT OF QUARTERS/ROOMS: The Contracting Officer, or his/her designated representative (The Lodging Representative assigned from the 241st), is responsible for designating the Government personnel to occupy the contractor’s facility, and shall provide these personnel with a reservation confirmation number which they shall receive upon booking the reservation at the contracted facility. The 134th Lodging Activity may issue a reservation confirmation number to the Air Force traveler by either hard copy at the lodging activity or by telecommunication methods (phone, fax, and computer). Government personnel shall not be accommodated under this Agreement unless a reservation confirmation number is presented to the contractor (i.e. a reservation has been made in the system by the Lodging Representative prior to member’s check in). When two persons are assigned to a double room and one individual checks out prior to the second individual, then the charge for the second individual reverts back to the single occupancy rate. Rooms normally will be double occupied with either two males or two females; unless they are a married couple. NO co-ed accommodations will be made unless requested/specified by the 134th ARW lodging manager in advance. Individuals of the same sex designated for double room occupancy shall be accommodated in rooms with two beds, if available. If not available, single rooms shall be used. The contractor may offer accommodations to uniformed members of the Armed Forces, active duty and retired, accompanied or unaccompanied by their immediate family who are not on official duty at the agreed upon price. Contractor shall accept advance reservations as necessary.

Automatic cancellation provisions. If the occupant has not been registered, or advance reservations have not been confirmed within 24 hours of the reservation date, reservations are to be considered as canceled. In case of over-booking. Personnel will be transported to, and accommodated in another lodging facility of equal or higher quality standards at no additional expense to the individual or the Government.

4.2 CHECK IN/OUT SERVICE. The contractor must provide a check in/out service on a 24 hour basis, 7 days a week. Contractor agrees to inform all government personnel assigned accommodations under this agreement of the required check out time. Government personnel who incur another day’s charge because of failing to meet the required check out time, do so at their own expense. The government incurs no liability in this instance.

4.3 TELEPHONE. A telephone shall be provided in each room at no charge to the occupant.

Each room occupant shall pay for all toll calls placed by them. Services provided shall be available 24 hours a day, seven days a week.

4.4 EXTRA SERVICE. All extra services not specified in this statement of work, or not normally included in the room rate, shall be paid by the individual(s) requesting and receiving the extra service.

4.5 CUSTODIAL/SANITATION SERVICES. Daily services include, but are not limited to, room cleaning, bed making, linen change (as required), adequate quantities of deodorant soap bar, bath towels, hand towels, wash cloths, sanitized drinking glasses, facial tissues, and cloth bath mat.

4.6 LINEN SERVICE. Linen service shall be provided at least once per week or when occupancy changes, whichever occurs first, and whenever necessary due to guest personnel requirements. Additional blankets shall be made available if requested by occupant. All linen and blankets shall be clean, freshly laundered, without any objectionable odors, and in good repair, free from tears, rips, holes, stains, and extensive wear. Pillows shall be of adequate thickness to provide proper support.

4.7 COMMON USE AREAS. The contractor shall keep all hallways, corridors, grounds, and other adjacent areas under the contractor’s control in a clean, neat, and safe condition.

4.8 “DO NOT DISTURB” SIGNS. All rooms shall have such signs available. Contractor employees shall respect them when displayed.

4.9 INFORMATION SERVICES. Desk clerks shall be able to explain to occupants miscellaneous charges not covered by this statement of work, for example, telephone charges.

The contractor shall provide information on bus schedules, taxis, and other local transportation, dining facilities and locations, and commercial telephone directory service.

4.10 INSPECTION REPORT. Contractor shall be current on Hotel/Motel Inspection Report from the Department of Health.

4.11 U.S. FIRE ADMINISTRATION/FEMA COMPLIANT. Contractor shall be current and remain current with the U.S. Fire Administration/FEMA compliance located at http://www.usfa.fema.gov.

4.12 RESTORATIVE MAINTENANCE. The contractor shall preform restorative maintenance within the established timeframes. The contractor shall preform restorative maintenance within the established timeframes 98% of the time each month. 2% failure to preform restorative maintenance within the established timeframes each month. Periodically the COR will inspect and review monthly work order logs.

4.13 Contractor Manpower Reporting Application (CMRA):

4.13.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the National Guard

Bureau or the 134th Force Support Squadron via a secure data collection site.

4.13.2 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 2018. Contractors may direct questions to the help desk at http://www.ecmra.mil.

http://www.usfa.fema.gov/ http://www.ecmra.mil/

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

4.1. The contractor shall assign single

or double occupancy rooms as directed by COR.

The contractor shall assign rooms correctly 100% of the time.

0% Failure rate. Periodic Inspection - COR will review monthly billing statements for errors.

4.4. The contractor shall ensure that all

charges for services not specified in this statement of work, or not normally included in the room rate are paid by the individual(s) requesting and receiving the service.

The contractor shall be 100% compliant

0% Failure Rate Periodic Inspection - COR will review monthly billing statements for unauthorized charges.

4.5. Contractor shall provide services to

include room cleaning, bed making, linen change (as required), adequate supplies of towels, wash cloths, soaps, shampoos, drinking glasses, facial tissue, and bath mat.

Contractor shall be

100% compliant

0% Failure Rate Periodic Inspection – COR will request individuals complete a survey to identify services that are not received or corrected on the spot on a case by case basis.

4.6. Contractor shall provide linen

change when occupancy changes or weekly as a minimum for extended stays. Linen shall be clean, free from odors, and in good repair. Pillow shall be of adequate thickness.

Contractor shall be

100% compliant

0% Failure Rate Periodic Inspection – COR will request individuals complete a survey to identify services that are not received or corrected on the spot on a case by case basis.

4.8. Contractor shall ensure a “Do Not

Disturb” sign is available in all rooms and that contractor employees respect them when displayed.

Contractor shall be

100% compliant

0% Failure Rate Periodic Inspection – COR will request individuals complete a survey to identify services that are not received or corrected on the spot on a case by case basis.

4.12 The contractor shall perform

restorative maintenance within the established timeframes.

The contractor shall perform restorative maintenance within the established timeframes 98% of the time each month.

2% failure to perform restorative maintenance within the established timeframes each month.

Periodic Inspection - COR will review monthly work order logs.

TECHNICAL EXHIBIT 2

Deliverables Schedule

PWS Reference /

Deliverable Title

Frequency Number of

Copies

Medium/Format Submit To

4.13 CMRA reporting 31

Oct of CY

1 Electronic http://www.ecmra.mil and COR

TECHNICAL EXHIBIT 3

Estimated Workload Data

(This information is provided for historical background only. It is not a guarantee of workload quantities.)

ITEM NAME ANNUAL ESTIMATED

QUANTITY

1 Room Nights 268