1.5_Statement_of_Work_19-Q-5000.pdf

DEPARTMENT OF THE AIR FORCE

HEADQUARTERS 122d FIGHTER WING (ACC)

3005 W. FERGUSON ROAD

FORT WAYNE INTERNATIONAL AIRPORT (IAP), IN 46809-3158

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Statement of Work

LODGING SERVICES – 122D FW

1.0. DESCRIPTION OF SERVICES: The contractor shall furnish lodging accommodations (single occupancy, double occupancy, non-smoking rooms) for 122D Fighter Wing (FW), Indiana Air National Guard eligible personnel assigned to duty at Fort Wayne IN, IAP - Air National Guard Base (3005 W Ferguson Rd. Fort Wayne, IN. 46809) that may need lodging support. The 122D Fighter Wing has a requirement for lodging accommodations to be available during the Regularly Scheduled Drill (RSD) an official order containing RSD dates will be provided annually. Over RSD Weekends, 340 to 370 nights of lodging are typically required in the Fort Wayne, IN area for 260 to 280 personnel. Additionally, there are also possible intermittent periods during the month when eligible members will require lodging while in an inactive status. The lodging accommodations shall contain living and sleeping areas in accordance with Federal, State, Local, and Commercial standards. No more than one person shall be assigned to a single occupancy room. No more than two people shall be assigned to a double occupancy room. The lodging manager will notify and provide the lodging facility with a draft copy and finalized copy of the 122D lodging request(s) prior to RSD. Dates will be provided upon award of contract. The Government (122D FW) intends to enter into a Firm Fixed Price, Blanket Purchase Agreement (BPA), that will consist of a two (2) year, period of performance (POP) of May 1, 2019 to April 30, 2021. Initial dates required for lodging: Friday, May 3rd, 2019 and Saturday, May 4th, 2019. Specific dates for future requirements shall be provided in any resultant award. Contractor is expected to submit a filled out RFQ Proposal Template Survey form demonstrating their full range of capabilities with regard to lodging reservation management services.

1.1. LODGING FACILITY, FURNISHINGS, AND EQUIPMENT:

1.1.1. LOCATION. The lodging facility shall be located within a 20-mile driving distance to the 122D FW; 3005 W Ferguson Rd, Fort Wayne, IN 46809-3158.

1.1.2. FIRE AND SAFETY REQUIREMENTS. Lodging accommodations shall meet fire and safety requirements per the National Fire Protection Association (NFPA) Code 10, Code 70, Code 101 and Code 96 and the Air Force Occupational Safety and Health (AFOSH) Standard 91-1. Annual fire and safety inspections will be conducted annually by the 122D FW Fire Department, Security Forces, Public Health, and Services Flight(s).

1.1.3. GUEST ROOMS. Standard guest rooms shall contain at minimum:

1.1.3.1. Rooms shall be constructed and finished to provide good light illumination, reflection and sound attenuation. All piping and wiring shall be enclosed. Sufficient electrical outlets and light switches shall be provided. All electrical cords, bulbs, lights, outlets, and switches shall be in good, operational condition.

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1.1.3.2. Rooms shall be free of damage and all floors, ceilings, and walls shall be clean and in good, serviceable condition.

1.1.3.3. Entrance doors to guest rooms shall be equipped with both a primary lock and a secondary deadbolt lock (See Appendix A for definitions). If the guest room has sliding glass or French doors they shall be equipped with an effective locking device. Doors to connecting guest units or maintenance corridors shall be equipped with a deadbolt lock. The entrance door to the guest room shall be equipped with a view port or window convenient to the door. All doors, exterior and interior, shall be free from holes, dents, or other physical defects. Emergency procedures, exit diagram and location of fire extinguishers shall be posted on entrance doors (applies only to lodging facilities with interior rooms). The room number shall be posted on or near the entrance door.

1.1.3.4. Windows overlooking a common walkway or in a ground floor room shall be equipped with a functional lock. Windows shall be well maintained, with no cracks or other defects.

Drapes with blackout lining, shades or blinds shall be provided. If only drapes are provided, they shall screen out light. All window coverings shall be in good serviceable condition, free from tears or excessive wear.

1.1.3.5. Individual room-controlled heating/air conditioning units with the necessary ventilation to maintain comfort for occupants. Air filters shall be free from damage, the proper size, and be replaced or cleaned in accordance with manufacturer’s recommendations.

1.1.3.6. Adequate closet or hanger space and a dresser or drawer space. At least one luggage rack or equivalent bench space.

1.1.3.7. Means for occupants to indicate when they are not to be disturbed, for example, a “Do Not Disturb” sign. The lodging facility employees shall respect the signs when displayed.

1.1.3.8. Double occupancy rooms shall contain at least 2 beds, one for each guest. Each bed shall have a firm mattress with box springs, mattress pad or cover, two pillows, and sufficient bed linens. Pull out sofa beds are not authorized/classified as a bed.

1.1.3.9. A mirror

1.1.3.10. A telephone in good, operational condition with emergency numbers posted on/near it

1.1.3.11. At least one television with remote control (TV directory)

1.1.3.12. Alarm clock or wake-up call service

1.1.3.13. Private bathroom. The bathroom shall have a fully functioning tub and/or shower, toilet and sink in good, operational condition. The tub and/or shower shall have a door or curtain. The tub and/or shower shall have a non-slip surface or a rubber mat shall be provided for use on any

3 | P a g e non-skid resistant surface. Hooks or racks shall be provided for robes or clothing. Adequate shelf space shall be provided for toiletries on or near the sink. A large mirror (minimum 18” x 30”) with ample light for shaving/make-up shall be provided over the sink. There shall be a GFI electrical outlet convenient to the mirror. All fixtures shall be in good repair. Fixtures that control the flow of water shall not be cracked or leaking and shall operate properly to maintain a constant and adequate flow of water without sudden surges or temperature changes. The quantity of hot water provided by the facility shall be adequate for the maximum number of guests. The bathroom shall have proper ventilation by an exhaust fan, a window or a vent. The window shall be of frosted glass or a curtain shall be provided for privacy. The bathroom floor shall be in good condition. Grout, tile, and linoleum shall be in good condition, maintained properly, and be free of major tears, excessive staining and/or hard mold. Bathrooms shall be mold free and all towels will be replaced daily or as requested by guest(s). Toiletries such as bath soap, toilet tissue, facial tissue, bath towels, hand towels, washcloths, shall be provided.

1.1.4. PARKING FACILITY. Parking facilities shall be paved, marked and adequately lighted.

Each parking space shall receive at least indirect light. Adequate parking spaces shall be available for all guests. A loading/unloading zone shall be available for individual guests or for vans to deliver and pick up large groups of people. There shall be no charge for parking or pricing for parking shall be included in an offer.

1.1.5. SIGNAGE. All property signage shall be legible and visible as appropriate. The lodging facility shall have directional signs on each floor depicting room number locations. It shall have directional signs for common use areas such as the dining, lobby, laundry, etc.

1.1.6. INDOOR COMMON USE AREAS (LOBBY AND PUBLIC RESTROOM). Indoor common use areas shall be well maintained and free from damage. All furnishings shall be comfortable and well maintained. Available seating should be appropriate for size of property and typical number of guests.

1.1.7. PROPERTY EXTERIOR. The exterior of the facility shall be clean, no peeling paint, broken windows or shutters, excessively dirty areas, or wood/brick/masonry deterioration. The grounds and gardens shall be well maintained. The exterior shall be well illuminated.

1.2. LODGING FACILITY SERVICES. The following services shall be offered:

1.2.1. The lodging facility shall provide check in/out service on a 24 hour basis, 7 days a week.

The desk area shall be clean, efficiently designed to process multiple check-in/outs simultaneously, and sufficiently staffed with trained personnel. The lodging facility shall inform all government guests’ assigned accommodations under this contract, of the required check-in and check-out times. Government guests, who incur another day's charge if they fail to meet the required check out time, will be at their own expense. The Government incurs no liability in this instance.

1.2.2. The lodging facility shall provide wake-up and message service on a 24 hour basis, 7 days a week.

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1.2.3. The lodging facility shall provide a means of storing and safeguarding guest valuables.

Safety deposit boxes may be provided at the front desk or in each guest room. If safety deposit boxes are in the front desk, a receipt for the stored items shall be furnished to the guest.

1.2.4. The lodging facility shall be equipped to provide a means of storing and securing luggage for guests when ready rooms are not available or at checkout. A receipt for the stored items shall be furnished to the guest.

1.2.5. The lodging facility shall provide upon request an ironing board and iron if not available in the guest room. They shall have a first aid kit at the front desk in case of emergencies.

1.2.6. The lodging facility shall provide upon request an information packet that contains information about local restaurants, shopping areas, and entertainment. They shall provide upon request a commercial telephone directory. Desk clerks shall be able to explain to guests miscellaneous charges not covered by the PWS, for example, long distance personal phone charges.

1.2.7. The lodging facility shall provide management and staff personnel that present a neat appearance and operate ethically and professionally. They shall provide attentive, conscientious attention to guest service.

1.2.8. HOUSEKEEPING SERVICES:

1.2.8.1. Guest Room. All surfaces shall be clean and stain, dust and mildew free, including but not limited to floors, walls, ceiling, doors, windows, window sills, baseboards, chair rails, heating/air conditioning systems, vents, blinds, ceiling fans, light fixtures, switch plates, furniture, upholstery, knick-knacks, decorative items, silk and real plants, etc. Rooms shall be fresh smelling, free of odors from dirt, mildew, mold, poor sanitation, or heavy deodorizers.

Rooms and furniture shall be free from insects, rodents and other pests. Daily services include, but are not limited to: room cleaning, bed making, linen change if required, and replenishment of amenities, toiletries, and supplies.

1.2.8.2. Bathrooms shall be clean with no mildew, dust, rust, soap scum, stains, or grimy film on fixtures, ceiling, walls, or floors. The wastebasket shall be lined and emptied daily. Bathroom shall be fresh smelling, free of odors from dirt, mildew, mold, poor sanitation, faulty plumbing, or heavy deodorizers.

1.2.8.3. INDOOR COMMON USE AREAS (LOBBY AND PUBLIC RESTROOMS). All surfaces shall be clean and - stain, dust and mildew free, including but not limited to floors, walls, ceiling, doors, windows, window sills, baseboards, chair rails, heating/air conditioning systems, vents, blinds, ceiling fans, light fixtures, switch plates, furniture, upholstery, appliances, knick-knacks, decorative items, silk and real plants, etc. The rooms and furniture shall be free from insects, rodents and other pests.

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1.2.8.4. OTHER AREAS (RESTAURANT, DINING AREA, SWIMMING POOL, SPAS,

FITNESS CENTER, LAUNDRY ROOM, ICE MACHINES, VENDING MACHINES, ETC).

These areas are not a requirement; however, if on premises, they must be well maintained and meet general standards of safety, quality, and cleanliness.

1.2.9. LINEN SERVICE. Bed sheets and pillow cases shall be washed at least once per week or when occupancy changes, whichever occurs first, and whenever necessary due to guest personal requirements. They shall be in good repair, free from tears, rips, holes and extensive wear. All blankets, mattress covers, and bedspreads shall be clean, without any objectionable odors, and in good repair, free from tears, rips, holes, stains, and extensive wear. Additional blankets shall be provided if requested by guest. Freshly laundered bath and hand towels and wash cloths shall be provided daily. Dirty linen must not contaminate the facility or clean linen when it’s handled, stored, and transported. The lodging facility shall follow the following procedures:

1.2.9.1. Clean and dirty linen shall be kept separate on housekeeper carts.

1.2.9.2. Clean and dirty linen shall be kept separate within linen room.

1.2.9.3. Hand washing facilities shall be available in the linen room.

1.2.9.4. Linen handling is located as to prevent steam, odors, lint and objectionable noises from reaching personal living and guest rooms.

1.2.10. ADDITIONAL SERVICES. All additional services not specified in this PWS, or not included in the standard commercial room rate, shall be paid by the guest requesting and receiving the extra service.

2.0. SERVICES SUMMARY:

Performance Objective PWS Paragraph Performance Threshold

1. Provide Quality Lodging Facility, Furnishings, and Equipment

Sections 1.1, 1.2 No more than 7 discrepancies per inspection per month

2. Provide Quality Lodging Facility Services

Section 1.2 Quality of services provided for 95% of rooms per month

3. Provide a Safe Environment 1.1.2, 4.1. Zero discrepancies

4. Provide Quality Lodging Guest Rooms

Section 1.1.3 No more than 5 discrepancies per room inspection

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3.0. GOVERNMENT FURNISHED PROPERTY AND SERVICES:

3.1. NONE

4.0. GENERAL INFORMATION:

4.1. The Contractor shall comply with all applicable federal, state, and local statues, ordinances, laws and regulations.

4.2. Contractor Employees. The contractor shall not employ any person who is an employee of the US Government if employing that person would create a conflict of interest. Additionally, the contractor shall not employ any person who is an employee of the Department of the Air Force or Indiana Air National Guard, either military or civilian, unless such person seeks and receives approval according to Department of Defense (DoD) 5500-7-R (for military) or AFI 36-703 (for civilians). The contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies in AFI 64-106, Air Force Industrial Labor Relations Activities.

4.2.2. Reservations may be cancelled by a 122D Services Lodging Representative, an approved 122D Designated Representative or the individual for which the reservation is made. All reservations may be cancelled by giving the lodging facility notice not later than 24 hours before the time the reservation would begin. Reservations cancelled within this specified time will not be charged to the Government.

4.2.3. The 122D FW lodging office will provide the Contract Quarters Location with a Computerized Contract Quarters Authorization listing or a locally developed form by hard copy, phone, fax, or e-mail with the name of the individuals authorized contract lodging. Confirm the room rate, call number, and authorize billing to the 122D FW Lodging Office. The Contract Quarter Authorization listing whether form or computerized listing will be required to be attached to the direct billing invoices identifying by call/confirmation number to confirm utilization of quarters.

4.2.4. 122 FW LODGING OFFICE: The 122D FW lodging office will provide a Contract Quarters Authorization DRAFT listing (Sign-in sheet) containing the names of the individuals authorized lodging at the contracted lodging facility NLT two weeks prior to the next scheduled RSD. The 122D FW lodging office will provide a Contract Quarters Authorization FINAL listing, including all updates the week of the scheduled RSD.

Rooms will be assigned as listed on 122D FW Contract Quarters Authorization Listing which will be provided by the lodging manager. Officers and DV’s are authorized single rooms or as indicated by "Single”, “No Roommate”, or “None” on the 122D Fighter Wing Contract Quarters Authorization Listing. Married 122D members may share a room. All 122D members must present a valid government ID at check-in and sign the sign-in sheet available at the front desk. If a member is “pay-on-own” they are still required to provide an official government ID, however, sign-in is not required.

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Female Officers Male Officers Chief Master Sergeants Senior Master Sergeants 1st Sergeants Pay On Own Recipients Married couples may share a room

Female enlisted may room with the same sex (Double Occupancy) Male enlisted may room with the same sex (Double Occupancy)

All rooms provided shall be Non-smoking by default.

4.2.4. LODGING FACILITY: Will, send changes made by the Contract Quarters on the authorization list to the 122D Services lodging office NLT the Wednesday prior to RSD for review/correction - via email, fax, or over the phone with an authorized Services representative.

4.2.5. LODGING FACILITY: The contracted facility will provide accommodations that meet or exceed the requirements as outlined in the PWS.

4.2.6. LODGING FACILITY: The lodging facility will ensure all members authorized lodging at the Governments expense sign-in at the time of check in utilizing the Contract Quarters Authorization Listing.

4.2.7. LODGING FACILITY: To receive payment the lodging facility will provide an itemized bill and the Contract Quarters Authorization Listing containing sign-in signatures, to the lodging manager within ten business days of the lodging event.

4.2.8. 122D FW LODGING OFFICE: The 122D FW lodging office will reconcile the itemized bill with the Contract Quarters Authorization Listing to verify charges. Any discrepancies will be resolved prior to payment being made. If no discrepancies exist, payment will be made. If discrepancies are identified, payment will be made following the final resolution of the discrepancy. The account will not be billed until the 122D FW authorizes the payment.

4.2.9. CANCELLATIONS: The 122D lodging office (Services) or the member will notify the lodging facility of cancellations. The Government will not be subject to or charged a cancellation fee to any request occurring within the 24hr grace period (all cancellations must be made 24hrs prior to expected check-in time).

4.2.10. The 122D FW Lodging Office will provide travelers going to contract quarters a briefing concerning the use of government contracted quarters and standard of conduct etc. An open line of communication is offered to the contractor to report and resolve problems concerning our travelers. Our standard of conduct will not allow you or your employees to be mistreated in any way by those authorized use of the contracted facility.

ALL SINGLE OCCUPANCY

ROOMS

ALL DOUBLE

OCCUPANCY ROOMS

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4.2.11. Incidents of disorderly conduct on the part of 122D FW personnel occupying the rental accommodations will be reported by telephone to the Services Flight Chief or designated representative. An itemized list of damages caused by personnel in the assigned rooms will be submitted to the Services Flight Chief giving the specifics of the incident, occupants name and room number for referral to appropriate persons. However, the Government does not assume liability for any damage caused by personnel acting outside the scope of their employment. Such damage will remain the responsibility of the individual(s) causing damage.

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

4.2.13. Criminal activity in the locale that constitutes danger to any person, whether or not within the contractor’s ability to control, shall be considered cause for the Government to unilaterally cancel rooms on a monthly basis until the condition in question is resolved or until the contact is permanently terminated. Any temporary cancellation of rooms or termination of the contract shall be at no cost to the government.

4.2.14. In case of an unforeseen circumstances (See Appendix A, paragraph 1.8 for definition), 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. If guests are moved to another lodging facility, the lodging facility must notify a Services Lodging Representative or a Government Designated Representative (Shop Supervisor).

4.2.15. In the case that a member claims to have bed bugs, the hotel will move them to a new room and will provide the 122D Services Flight Chief/NCOIC with proof that a certified contractor inspected the room and declared the area free of bed bugs before reoccupying the room. All members must notify the front desk and a Services lodging representative or a government designated representative of such incident. Members are not authorized to move to a different hotel without further approval.

4.2.15. QUALITY ASSURANCE. The Government will evaluate the contractor’s performance under this contract using periodic inspections and customer complaints. Inspection records will be maintained in the contract file as past performance information to be used in future acquisitions.

5.0. Additional Requirements

5.1. SUBCONTRACTING. The contractor shall furnish lodging in his or her establishment or at a location agreed to by the Contracting Officer. The contractor shall not subcontract to any other establishment or any other location not specified in the BPA without prior written approval from the Contracting Officer. Establishments proposed for subcontracting shall meet all of the terms, conditions, and specifications of services in this BPA.

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5.2. ILLEGAL ACTS. The contractor shall not knowingly condone illegal acts on the premises of the establishment.

5.3. QUALITY ASSURANCE. The Contracting Officer’s Designated Government Representative will monitor the contractor’s performance and may use command surveys to solicit feedback from occupants to ensure terms, conditions and specifications of services are met.

5.4. EVALUATION OF CONTRACTOR PERFORMANCE. The Government may issue out command surveys from the command team to 122nd FW personnel whom have occupied rooms of the facility. The comments from the surveys will be evaluated against the requirements of the

BPA.

5.5. SYSTEM FOR AWARD MANAGEMENT (SAM). In order for a contractor to be eligible to conduct business with the Government, the contractor must be registered on the System for Award Management website (https://www.sam.gov/portal/SAM/) and keep their registration current by renewing the registration annually. Vendor shall provide their CAGE code, DUNS Number, and Federal Tax ID Number with their quote.

APPENDIX A

DEFINITIONS:

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

1.2. 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.

1.3. GOVERNMENT DESIGNATED REPRESENTATIVE: The Quality Assurance Personnel (QAP). (Services Representative or Shop Supervisor).

1.4. LODGING FACILITY: A hotel or motel that provides accommodations to the travelers.

1.5. QUALITY ASSURANCE PERSONEL (QAP): Is the individual(s) who will evaluate, document and accept contract performance on behalf of the Government and assist the Contracting Officer in technical matters. At contract award, a letter will be sent to the lodging facility with the name of the individual(s). (Services lodging representative).

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1.6. 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.

1.7. 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.

1.8. 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.

The 122D FW typically performs RSDs on the first or second weekend of each month. However, in some cases due to holidays and Super Drill (four day RSD) this may not be the case.

Traditionally, once a year, the wing may perform a Super Drill weekend which consists of Thursday, Friday, Saturday, and Sunday. This will require additional lodging beginning on Wednesday and normal lodging for the remainder of the RSD period, usually four consecutive days. RSD schedules will be sent out via email and fax to the 122D FW Contracted Quarters when it is approved and authorized by the base commander, typically at the end of the FY.

APPENDIX B

APPLICABLE PUBLICATIONS

DEPARTMENT OF DEFENSE and AIR FORCE PUBLICATIONS:

Number Title AFI 34-135 Air Force Lodging Program