PWS_Largo_06222018.docx

PERFORMANCE WORK STATEMENT (PWS)

Lodging for Emergency Evacuation - Largo 22 June 2018

1. INTRODUCTION: The Commander of the Joint Interagency Task Force South (JIATFS) is seeking lodging accommodations and associated hotel services for government personnel during emergency evacuation. Hurricane Irma in 2017 and other emergencies in the past have forced evacuation of all JIATFS personnel. The lodging consists of approximately fifty (50) rooms or number available at the time in the Largo, Florida area. The Government is considering Multiple Blanket Purchase Agreements (BPA) in support of this requirement.

2. OBJECTIVES: JIATFS personnel are provided contracted rooms and associated hotel services within Largo area for the duration of an emergency evacuation from Key West, Florida area in accordance with the terms and conditions of this PWS. Services include room internet with kitchen facilities and/or microwave with small refrigerator, coffee maker, hotel launderette accommodations, and telephonic communications.

3. DELIVERY PERIOD: The Government may order the services listed on this agreement as needed during the periods listed below. The BPA expires five (5) years from date of Agreement or when the BPA reaches $5,000,000 in total orders, whichever is earlier. The delivery periods for this BPA are as follows:

Period 01: 01 July 2018 – 30 June 2019 Period 02: 01 July 2019 – 30 June 2020 Period 03: 01 July 2020 – 30 June 2021 Period 04: 01 July 2021 – 30 June 2022 Period 05: 01 July 2022 – 30 June 2023

4. GENERAL REQUIREMENTS

4.1 Hotel Location: The Contractor shall provide accommodations and services within the Largo area, Florida. The hotel shall be in a location which shall pass a Government vulnerability security assessment in accordance with DODI 2000.16, DOD 2000.12 and AR 525.13. Hotel vulnerability security assessment will be conducted for the hotels awarded this BPA. If unable to accommodate all personnel in one (1) facility other hotels facilities shall be in a radius of 10 miles. Hotels shall not be located in a FEMA identified flood zone or hurricane evacuation zones A or B.

4.2 Hotel Regulations: The hotel shall conduct the operation in strict conformance with all current applicable Federal, State and Local requirements and with applicable provisions of:

29 CFR 1910 of the Occupational Safety and Health Act Hotel and Motel Fire Safety Act of 1990 Fire Administration Authorization Act of 1992

4.3 Hotel Security: The hotel shall provide the Government’s security director an orientation. The hotel security manager shall meet with the Government security director to establish a direct point of contact within the hotel staff to solve security issues.

4.4 Hotel Hours of Operation: The contractor is responsible for providing services twenty four hours a day, seven days a week. The Contractor must, at all times, maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS.

4.5 Hotel Representative: The contractor shall provide a representative as a liaison. The Hotel Representative (HR) must be vested with the authority to resolve issues and payment as they arise. The HR shall be available throughout the time period the hotel is in use by the Government. The hotel shall provide a list of on-call hotel points-of-contact who have the authority to resolve issues affecting their particular areas of support, (for example: maintenance of rooms, utilities, internet connectivity, security; payment, etc.)

4.6 Designated Government Point of Contact (POC). The Government will provide a Designated Government Point of Contact to act as the Government Representative (GR) to coordinate administrative, logistical and miscellaneous issues with the Contractor. This representative shall not make any changes to the terms, conditions, standards, or cost of the contract. This individual has authority to provide technical direction to the Contractor as long as the direction is within the scope of the contract, does not constitute a change, and has no funding implications.

4.7 Hotel Service Breakdowns: The hotel shall ensure required maintenance or repairs for hotel equipment, to include guest rooms, meeting/conference room facilities, admin rooms, etc., shall be corrected immediately at the expense of the hotel.

4.8 Hotel Items/Amenities: All hotel guest facilities and amenities, to include restaurant, the business center, swimming pool, spa, and exercise facilities, shall be made available for government employees, as long as they are registered guests in the hotel.

4.9 Hotel Emergency Electrical Generation: Hotels shall be equipped with emergency generators and/or emergency lighting throughout the facilities for activation during power outages.

4.10 Check-in and Checkout: In some cases, government participants may show up earlier than regular check-in time. Contractor shall allow early arrivals to check-in early if there is availability of rooms. The hotel shall additionally allow guests with late flight departures to check out as late as 7:00 PM when possible. Contractor shall provide a secure area for storage of personal luggage when neither early check- in nor late checkout are possible.

4.11 Quality Standards for Rooms: All rooms shall include kitchen facilities and/or microwave with small refrigerator, coffee maker, internet access and connectivity, fully functional air conditioning system, high standard of hygiene, and private bath with full toilet and shower facilities, hot and cold running water, and clean linen, electricity, color television with cable service, emergency lighting and appropriate furniture.

4.12 Baggage Service. The hotel shall have baggage handling available for hotel guests during check-in and check-out.

4.13 Parking Requirements: Parking shall be in a secure area with adequate lighting and security at no additional cost to the participants.

4.14 Room Rates: Room rates plus any mandatory hotel fees such as gratuities, hotel service fees, and resort fees cannot exceed effective government per diem rates in accordance with (IAW) Joint Travel Regulation (JTR) for the period of the contract.

4.15 Billing Payment: Personal expenses in guest rooms, including but not limited to long distance phone calls, move rentals, laundry, room internet fees, and room service will be paid for by the guest. The Government will only pay for rooms that are utilized and up to the area per diem rate.

4.15.1 Invoice Information: All invoices submitted for payment shall be in English and in U.S. dollars. Invoices shall have all required information as described by the JIATFS Contracting Officer. Final invoices shall be completed and submitted to the Designated Government Point of Contact no later than (NLT) 10 days after final departure for further disposition.

4.15.2 Miscellaneous/Other Charges: Charges not presented herein or those established after this agreement, will not be paid unless approved in advance by the JIATFS Contracting Officer.

4.15.3 Payment for Disputed Charges: The following post stay information will be provided by hotel: Total room pick-up, nightly, broken down to room type, total guest room. The Hotel will immediately investigate any adjustments and/or corrections requested to the account.

4.15.4 Tax Exemption: Tax exemption applies to self-fund as well as contract funded attendees; therefore, taxes shall be removed from bills once tax exempt forms have been submitted to hotel by the guest or Designated Government POC.

4.16 Operations Security (OPSEC): If the contractor, or a sub-contractor, or employees of either disclose any information that disrupts or harms the Government's operations or activities, then the Government retains the right to exclude any employee from performance of duties under this contract. The exclusion of an employee for security reasons will not relieve the Contractor from performance of services required under this contract. By way of example, personnel shall not sketch or take photos of government facilities or activities, unless related to service to be provided. Personnel shall not post or discuss government facility activities on any unauthorized public access media. All government paper products and removable digital storage material that is received, generated, or stored during the contract will be destroyed completely when no longer needed to preclude recognition of information. However, contractor will immediately report suspicious activities to security personnel.

4.17 Post Award Conference/Contract Periodic Progress Meetings: The Contractor shall attend the post award conference convened by the contracting activity or contract administration office IAW Federal Acquisition Regulation (FAR) Subpart 42.5. The JIATFS Contracting Officer and/or GR with other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the Contracting Officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

4.18 Advertisement and Social Media: The contractor shall NOT post information to public website or social media locations, personal or professional, that in any way disclose names, locations, hotel data, participants, discussions, pictures, etc. before, during or after the contract period of performance without the express consent of the Government. The use of propaganda violates DOD Commercial Use of Imagery Guidelines stated at (http://www.defenseimagery.mil/products/DODimagery/commercialuse.html). The Contractor shall not cite any information (e.g., contract information, pictures, locations, etc.) obtained through this contract on any marketing tools to include its company website.

4.19 Changes to Orders. The Government may change the requirement with a 24-hour notice with no penalty. The Government will only pay for actual services received. The only person authorized to make changes to the contract is the JIATFS Contracting Officer (not the Designated Government POC). Failure to clear changes in contract with the JIATFS Contracting Officer will result in the Contractor not receiving compensation for costs incurred. Accordingly, the JIATFS Contracting Officer will be notified prior to any additional services performed and a contract modification should be issue to the Contractor (changes in cost to the Government). The Contractor shall only take change orders from the JIATFS Contracting Officer. Changes from unauthorized persons may result in the Contractor not receiving payment for costs incurred. It is emphasized that only a Contracting Officer has the authority to modify the terms of the contract, therefore, in no event will any understanding, agreement, modification, change order, or other matter deviating from the terms of the basic contract between the contractor and any other person be effective or binding on the Government. When/if, in the opinion of the contractor, an effort outside the existing scope of the contract is requested, the contractor shall promptly notify the JIATF-S Contracting Officer in writing. No action shall be taken by the contractor under such direction unless the JIATF-S Contracting Officer has issued a contractual change or otherwise resolved the issue.

4.20 Arbitration: Will be in accordance with FAR subpart 33.2, Disputes and Appeals.

5. BASIC SERVICES

5.1 The Contractor shall provide a room-block of fifty (50) or number available at the time, studios or one (1) bedroom suites.

5.1.1 The Government will issue a final rooming list to the hotel prior to arrival date.

5.1.2 The Government reserves the right to cancel rooms up to 24 hours prior to the beginning of the period of performance. The JIATFS Contracting Officer or designated representative will inform the hotel of any cancellations. Any cancellation after check-in date of the period of performance shall result in the government paying one room night rate only per room not utilized.

5..2 Relocation Policy: The hotel agrees that JIATFS guest will be excluded from “yield management” and any other techniques the hotel utilizes to predict maximize occupancy and that it will do its best to ensure that no JIATFS guest will be relocated without approval from the JIATFS GR.

6. DEFINITIONS AND ACRONYMS

6.1 Definition

6.1.1 Contractor. The total contractor organization or a separate entity of it; such as an affiliate, division, or plant that performs its own purchasing.

6.1.2 Contracting Officer (KO). A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

6.1.3 Designated Government Point of Contact (POC). The Government will provide a Designated Government Point of Contact to act as the Government Representative (GR) to coordinate administrative, logistical and miscellaneous issues with the Hotel.

6.1.4 Performance Work Statement (PWS). A statement of work for performance-based acquisitions that describes the required results in clear, specific, and objective terms with measurable outcomes.

6.1.5 Shall. Imperative.

6.2 Acronyms: