PWS - 23 July 2024 - FEMA Region IX CA HRF.pdf

Ver. October 2022

PERFORMANCE WORK STATEMENT (PWS)

FOR

Lodging Services

1.0 General:

1.1 Scope: To provide 30 Single Occupancy Rooms and 24 Double Occupancy Rooms for a duration of 7 nights each for a total of 378 nights for authorized California Army National Guard personnel of the FEMA Region IX California (CA) Homeland Response Force (HRF) and 6 parking spaces. Tax exempt form will be provided to awardee. The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform Hotel Lodging Services, as defined in this PWS.

1.2 Background: Lodging is required for the FEMA Region IX HRF will provide support to the HING 93rd CERFP, consisting of CBRNE (Chemical, Biological, Radiological, Nuclear and high-yield Explosives) Assistance Support Element (CASE) and Command and Control (C2) through the HRF Early Entry Command Post (EECP) to prepare all participants to respond to hazardous materials incidents and function at the operational level in accordance with (IAW) NPA 472 and 1072.

1.3 Period of Performance (PoP): The Period of Performance shall be August 24, 2024

– August 31, 2024.

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide services within a 3-mile radius of Kapolei, Oahu between the hours of 1100 on 24 August 2024 and 1100 on 31 August 2024, 24 hours a day. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.1.1 Telework: The Government does not permit the contractor to telework in support of this requirement.

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays.

The contractor shall not perform services on these days:

1.4.2.1 New Year’s Day

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 Juneteenth National Independence Day

1.4.2.6 Independence Day

1.4.2.7 Labor Day

1.4.2.8 Columbus Day

1.4.2.9 Veteran’s Day

1.4.2.10 Thanksgiving Day

1.4.2.11 Christmas Day

1.4.3 Quality Control (QC): The contractor shall develop and maintain an effective 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 (PRS).

1.4.4 Quality Assurance (QA): The Government will 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 will 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) or defect rate(s).

1.4.5 Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to 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 personnel 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.

1.4.6 Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.7 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 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.

1.4.8 Identification of Contractor Employees: All contractor personnel attending meetings, answering Government telephones and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities. Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed.

1.4.9 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. 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.

1.4.10 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. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose 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 Definitions:

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 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

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

2.1.4 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 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.

2.1.5 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.6 Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.7 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.8 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.9 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 Acronyms:

CM Contract Manager COR Contracting Officer Representative 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 NGB National Guard Bureau OCI Organizational Conflict of Interest PII Personally Identifiable Information

POC Point of Contact PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S):

The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Property: None

3.2 Materials: None

3.3 Equipment: None

3.4 Services: None

3.5 Utilities: None

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

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5.0 Requirements: The contractor shall:

5.1 Lodging: Provided upon request by the Government based on room availability at the current Per Diem rate for the location. The contractor shall provide clean and smoke free single and double occupancy hotel/motel rooms in accordance with industry standards and the standards outlined in this PWS.

5.2 Assignment of quarters/rooms: The Contracting Officer’s Designated Government Representative of the Region IX CA HRF Team is responsible for identifying government personnel who require lodging. The Contracting Officer’s Designated Government Representative shall document the names of Region IX CA HRF Team personnel on a roster, which the Contracting Officer’s Designated Government Representative submits to the contractor. Region IX CA HRF Team personnel shall not be lodged under this contract unless such authorization (the roster) is presented to the contractor.

5.2.1 Check in Procedures: The (Hotel/Motel Property) must provide a check in/out service on a 24-hour basis, 7 days a week. The front desk will verify all Region IX CA HRF Team via valid identification (Military ID, Driver’s License, Passport, etc.) against the final roster or other authorized method. Contractor shall not rely on wear of military uniform as an indicator of military status or authorization to receive lodging under the contract. The contractor will be responsible for collecting payment from any member who is required to make full or partial payment due to special requests for rooms other than those authorized (i.e. members with families, request for single room when double is authorized, etc.). The government shall not be responsible for payment of accommodations provided to any individuals who check into a property without being listed in the final roster or previously communicated in writing by the Contracting Officer’s Designated Government Representative. Any member who requests lodging under this program who is not listed in the final roster or previously communicated in writing by the Contracting Officer’s Designated Government Representative shall be responsible for standard room rates and any applicable taxes. Any Region IX CA HRF personnel who fail to meet the required checkout time will be held financially liable for all incurred costs. The government incurs no liability for a late checkout. Additionally, cancelations will be submitted directly by the guest, or the Contracting Officer’s Designated Government Representative in writing no later than 24 hours prior to check in at no cost to the government.

5.3.1 Living space: Each room shall contain living and sleeping areas in accordance with industry standards. Beds, linens and addition equipment provided by the Hotel/Motel Property shall also be in accordance with industry standards. Double rooms shall occupy no less than two people. Double rooms shall also contain two standard sized beds (King, Queen, Double or Twin) so that each of the two members occupying the room will each have their own bed. ROLL away beds and pullout sofas cannot be considered as double occupancy rooms. Two standard beds must be included within a “double” room.

5.3.2 Standards: Rooms shall include all standard accommodations found within the commercial marketplace for “Midscale” hotel/motel services. Midscale Hotels typically include but not limited to internet access, a refrigerator, a microwave, television with cable access, Iron and iron board, and an alarm clock. Rooms shall also comply with all Municipal, State and Federal environmental, health and safety standards.

5.3.2.1 Heating, Air Conditioning, and Ventilation: Lodging shall be provided with heating, air conditioning, and ventilation necessary to maintain comfort for guests.

5.3.2.2 Safeguarding Valuables: The contractor shall provide a means of storing and safeguarding, in a safe or vault, small high-valuable personal property of the occupants.

Receipts for the stored items must be furnished to the guest. Any cost shall be paid by the individual, not the Government.

5.3.2.3 Telephone: A telephone in good working order, with free local access and voicemail capability shall be provided in each room. The occupant is personally responsible for telephone charges exceeding the free local access. The government shall incur no liability for telephone calls.

5.3.2.4 “Do Not Disturb” Signs: All rooms shall have such signs available. Contractor personnel shall respect them when displayed.

5.3.2.5 Bathrooms: Bathrooms shall be maintained and be in sanitary condition.

Bathrooms shall contain a shower and/or tub combination with a wash basin, a properly functioning toilet, and a mirror. Additionally, bathrooms must have adequate lighting and grounded electrical outlets for use of electric razors, hair dryers etc. The shower or shower/tub combination shall have shower doors or curtains.

5.3.2.6 Linen Services: Shall be in accordance with industry standards. General daily housekeeping, to include making beds, replacing towels, emptying trash receptacles, cleaning floors and sanitizing bathrooms shall also be in accordance with these standards.

5.3.2.7 Custodial/Sanitation Services: The contractor shall maintain a clean and healthy environment. All custodial/sanitation services shall be in accordance with commercial standards.

5.3.2.8 Information Services: Desk clerks shall be able to explain to occupants any miscellaneous charges not covered by this statement of work, for example, telephone charges.

5.3.2.9 Additional Amenities/Service: All facilities and courtesies customarily extended to occupants without charge (i.e. pools, lounges, parking areas, etc.) shall also be made available without additional charge to the Government under this contract. 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). Food service is neither requested nor required in this contract. The contractor shall provide concierge, shuttle, or extra services at no cost if provided to other guests.

5.3.2.10 Liability/Miscellaneous Service: The government will not be responsible for any miscellaneous charges/damages incurred by travelers. The contractor shall explain to each service member that miscellaneous charges (such as telephone charges, pay-per-view movies, room service, meals, smoking in the facility, damage charges, etc.) are not covered by this contract and will be charged to and paid by the individual. This will be part of the check-in procedures listed in the paragraph listed above. The front desk should explain this to the Region IX CA HRF Personnel upon check-in. The contractor shall provide information to the travelers on services available that are not inclusive.

5.4 Security: The contractor will ensure a safe and crime free environment.

5.4.1 Lodging security: The rooms shall be secured, and access limited to occupants, cleaning staff, and management in case of emergencies. All entrance doors to these rooms shall have interior security locks, and either deadbolt or any other government approved lock. If the room has sliding glass or French doors, they shall be equipped with an effective locking device. Each room occupant shall be provided with a room key. No exterior doors to any room housing CA ARNG personnel are permitted.

5.4.2 Building security: All doors for main building entrances shall have controlled secured access. Each parking lot shall be equipped with enough lighting for safety of the members and their belongings.

5.4.3 Region IX CA HRF Security Requirements: The Region IX CA HRF reserves the right to disqualify properties that do not meet their security requirements. Security requirements are primarily based on historical police reports and criminal activity.

Therefore, properties shall be in a low crime area, free of drugs and prostitution.

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

Publication (Chapter/Page)

Date of Publication

Mandatory or Advisory

Website

Federal Acquisition Regulation https://www.acquisition.gov/?q=browsefar

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarspgi/current/in dex.html or https://www.acquisition.gov/dfars

Joint Travel Regulation (JTR) https://www.defensetravel.dod.mil/site/travelreg.cfm

DoDM 1000.13-M-V1 DoD Identification (ID) Cards (Enclosure 2, paragraph 3.b)

01/23/2014 (Change 1:

07/28/2020) http://www.esd.whs.mil/Directives/issuances/dodm

Federal Information Processing Standards (FIPS) Publication 201-2 Personal Identity Verification (PIV) of Federal Employees and Contractors

(paragraph 9)

August 2013 http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201 -2.pdf

DoDM 5200.2 Procedures for the DoD Personnel Security Program

(PSP)

04/03/2017 https://www.esd.whs.mil/Directives/issuances/dodm/

DoDI 5200.46 DoD Investigative and Adjudicative Guidance for Issuing the Common

Access Card (CAC)

09/09/14 (Change 1:

05/04/2018) https://www.esd.whs.mil/Directives/issuances/dodi/

Homeland Security Presidential Directive (HSPD)-12

Policy for a Common Identification Standard for Federal Employees and

Contractors

08/27/2004 https://www.dhs.gov/homeland-security-presidential-directive-12

DoDI 5400.11 Department of Defense Privacy and

Civil Liberties Programs

01/29/2019 https://www.esd.whs.mil/Directives/issuances/dodi/

DoD 5400.11-R Department of Defense Privacy

Program

05/14/2007 https://www.esd.whs.mil/Directives/issuances/dodm/

DoDD 8140.01 Cyberspace Workforce Management

10/05/2020 https://www.esd.whs.mil/Directives/issuances/dodd/

DoD 8570.01-M Information Assurance Workforce

Improvement Program

12/19/2005 (Change 4:

11/10/2015) https://www.esd.whs.mil/Directives/issuances/dodm/

DoD 5220.22-M National Industrial Security Program

Operating Manual (NISPOM)

02/28/2006 (Change 2:

05/18/2016) https://www.acquisition.gov/?q=browsefar http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html https://www.acquisition.gov/dfars http://www.esd.whs.mil/Directives/issuances/dodm http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf https://www.esd.whs.mil/Directives/issuances/dodm/ https://www.esd.whs.mil/Directives/issuances/dodi/ https://www.dhs.gov/homeland-security-presidential-directive-12 https://www.dhs.gov/homeland-security-presidential-directive-12 https://www.esd.whs.mil/Directives/issuances/dodi/ https://www.esd.whs.mil/Directives/issuances/dodd/

Army Directive 2014-05 Policy and Implementation Procedures for Common Access Card Credentialing and Installation Access for Uncleared Contractors

03/07/2014 https://armypubs.army.mil/ProductMaps/PubForm/A rmyDir.aspx

AR 25-2

Information Assurance

04/04/2019 http://armypubs.army.mil/ProductMaps/PubForm/AR .aspx

AR 530-1

Operations Security

09/26/2014 http://armypubs.army.mil/ProductMaps/PubForm/AR .aspx

AR 525-13

Antiterrorism

12/09/2019 http://armypubs.army.mil/ProductMaps/PubForm/AR .aspx

AR 381-12

Threat Awareness and Reporting

Program (TARP) (Section II, ¶ 2-4.b)

06/01/2016 http://armypubs.army.mil/ProductMaps/PubForm/AR .aspx

National Guard Regulation 5-3-1 Army National Guard Billeting and Lodging

Program

07/07/2015 ngr 5-3-1.pdf (menlosecurity.com)

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Performance

Objective Performance Standard Acceptable Quality

Levels (AQL) Surveillance Method / By

Whom

5.3.1 Living

space

Double rooms shall occupy no less than two people. Double rooms shall also contain two standard sized beds. Roll away beds and pullout sofas cannot be considered as double occupancy rooms.

100 % AQL Random Sampling by the Government.

5.3.2 Standards Rooms shall include standard

accommodations found within the commercial marketplace for “Midscale” hotel/motel services. Additionally, all rooms shall meet the minimum standards outlined in the PWS.

90% AQL. Guests will be asked to rate their stay. Any complaints that the contractor failed to meet the standards outlined in this PWS will be logged. If more than 10% of the guest lodge complaints the month will be logged, and the contractor may owe consideration to the

Government.

Random Sampling by the Government.

http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx https://safe.menlosecurity.com/doc/docview/viewer/docN6938A535A305bc4c258b0cced9b177b06a0b810cf692c2cd798931d737425cdeb69328b7da75