Largo BPA PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

Lodging For Emergency Evacuation -Largo FL

PART 1

GENERAL INFORMATION

1 GENERAL INFORMATION

1. General: This is a non-personal services contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees. The United States (U.S.) Government shall not exercise any supervision or control over the Contractor’s employees performing the tasks herein. Such contract employees shall be accountable solely to the Contractor who, in turn, shall be responsible to the U.S. Government.

1.1 Description of Services/Introduction: The Contractor shall provide lodging accomodations and associated hotel services for government personnel during emergency evacuation consists of approximately one hundred to one hundred twenty (100-120) rooms in the Largo, FL area. The Government is considering Multiple Blanket Purchase Agreements (BPA) in support of this requirement.

1.2 Background: The Joint Interagency Task Force South (JIATFS) was created as a result of Presidential Decision Directive 14, which ordered a review of the nation's command and control and intelligence centers involved in international counternarcotics operations. This National, Joint Interagency Task Force is assigned to United States Southern Command (USSOUTHCOM) for command and control purposes, but also receives guidance from the Office of National Drug Control Policy via the United States Interdiction Coordinator, and maintains close operational and planning coordination with interagency entities and partner nations.

1.3 Objectives: JIATF-S 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, small refrigerator, coffee maker, hotel launderette accommodations, and telephonic communications. Hotels shall be equipped with emergency generators and/or emergency lighting throughout the facilities for activation during power outages.

1.4 Scope: : 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 indentified flood zone or hurricane evacuation zones A or B.

1.5 Delivery Period: The Government may order the services listed on this agreement as needed during the periods listed below. The BPA expires ten (10) 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: 06/30/2025 – 05/31/2026

Period 02: 06/30/2026 – 05/31/2027 Period 03: 06/30/2027 – 05/31/2028 Period 04: 06/30/2028 – 05/31/2029 Period 05: 06/30/2029 – 05/31/2030 Period 06: 06/30/2030 – 05/31/2031 Period 07: 06/30/2031 – 05/31/2032 Period 08: 06/30/2032 – 05/31/2033 Period 09: 06/30/2033 – 05/31/2034 Period 10: 06/30/2034 – 05/31/2035

1.6 General Information:

1.6.1 Quality Control Plan (QCP): The Contractor shall develop, implement, and maintain a QCP and program to ensure all work described in this contract is performed at or above the standard defined in the Performance Requirements Summary (PRS). The QCP is developed by the Contractor for its internal use to ensure that Contractor performs and delivers high-quality service. The Contractor’s QCP is the means by which the Contractor ensures all work complies with the requirements of the contract. The QCP identifies and corrects potential and actual problem areas throughout the entire scope of the contract.

1.6.1.1 The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The QCP shall be submitted by the Contractor to the Customer within thirty (30) days of contract award. After acceptance of the QCP, the Contractor shall receive the contracting officer’s (KO) acceptance in writing of proposed changes to the QC procedures. The Contractor shall submit QCP changes within five (5) days to the KO and Contracting Officer’s Representative (COR) for review and approval prior to implementation.

1.6.1.2 The Quality Control Plan shall address as a minimum:

1.6.1.2.1 Inspection Program. Included shall be a quality control inspection program covering all general and specific tasks included in the contract scope of work. It shall specify tasks or areas to be inspected on a scheduled or unscheduled basis, the manner in which inspections are to be conducted, the titles of the individuals who will perform the inspections, and the percentage of the work that will be inspected on a recurring basis. In developing this inspection program, the Contractor shall identify the key activities and associated characteristics in each process that have a significant influence on specific services and provide for methods for evaluation of the selected characteristics.

1.6.1.2.2 Deficiency Identification. The QCP shall include a method of identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable as defined in the PRS. This shall contain processes for corrective action without dependence upon Government direction.

1.6.1.2.3 Deficiency Correction. The program shall contain process control and process performance measurement procedures that shall include how the Contractor shall implement preventive corrective actions. The Contractor shall demonstrate that it has designed quality into the delivery of services thereby mitigating the risk(s) associated with delivery of deficient or nonconforming services.

1.6.1.2.4 Documentation and Enforcement. The QCP shall include a method of documenting and enforcing quality control operations of both prime contractor and subcontractor work; including inspection and testing.

1.6.1.2.5 Trend Analysis. The QCP shall include a method of performing trend analysis and assessments through the use of metrics.

1.6.1.2.6 Surveillance Methods. N/A

1.6.2 Quality Assurance (QA): N/A.

1.6.3 Recognized Holidays: N/A

1.6.4 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.

1.6.5 Place of Performance: Largo FL.

1.6.6 Type of Contract: BPA

1.6.7 Access and General Protection Policy and Procedures:N/A

1.6.7.8 Access to Government Information Systems: N/A

1.6.7.9 Key Control: N/A

1.6.7.10 Lock Combinations: N/A

1.6.8 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 KO, COR, with other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the KO 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. Appropriate action shall be taken by Contractor to resolve outstanding issues. These meetings shall take place at no additional cost to the government.

1.6.9 Contracting Officer Representative (COR): The COR will be identified by separate letter.

The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: Ensure the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the KO and Contractor of any deficiencies; coordinate availability of government furnished property; and provide site entry of Contractor personnel. A letter of designation issued to the

COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates, or changes in delivery dates.

The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.10 Key Personnel: N/A

1.6.11 Special Qualifications: N/A

1.6.12 Identification of Contractor Employees: N/A

1.6.13 Contractor Travel: N/A

1.6.14 Other Direct Costs (ODC): Reserved

1.6.15 Data Rights: N/A.

1.6.16 Non-Disclosure Requirements:

1.6.16.1 Advertisement and Social Media: The Contractor shall NOT post information to public websites 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 (www.dimoc.mil/resourcess/limitations/). 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.

1.6.16.2. 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.

1.6.17 Organizational Conflict of Interest (OCI): N/A

1.6.18 Phase-in/Phase-Out (PIPO) Period: N/A.

1.6.19 General Training Requirements: N/A.

1.6.20 Overseas Training Requirements: N/A.

1.6.21 Foreign (OCONUS) Requirements: N/A.

1.6.22 Synchronized Pre-deployment and Operational Tracker (SPOT): N/A.

http://www.dimoc.mil/resourcess/limitations/

1.6.23 Safety: N/A.

1.6.24 Environmental Compliance: N/A.

PART 2

DEFINITIONS AND ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. Definitions:

2.1.1 Area of Responsibility. The U.S. Southern Command (USSOUTHCOM) area of responsibility (AOR) includes the geographic areas of Antigua and Barbuda, Argentina, Aruba, Barbados, Belize, Bolivia, Brazil, British Virgin Islands, Cayman Islands, Chile, Colombia, Costa Rica, Cuba, Curacao, Dominica, Dominican Republic, Ecuador, El Salvador, Falkland Islands, French Guiana, Grenada, Guadeloupe, Guatemala, Guyana, Haiti, Honduras, Jamaica, Martinique, Mayotte, Montserrat, Nicaragua, Panama, Paraguay, Peru, Saint Barthélemy, Saint Martin, Saint Kitts and Nevis, Saint Lucia, Saint Vincent and the Grenadines, Saint Maarten, Suriname, Trinidad and Tobago, Turks and Caicos Islands, Uruguay, and Venezuela.

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

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

2.1.4. Contracting Officer’s Representative (COR). An individual designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

2.1.4.1 Customer. Joint Inter Agency Task Force South (JIATFS)

2.1.5. Defective Service. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.6. Deliverable. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.7. Foreign National. A foreign national is not a U.S. citizen. Green card holders are also identified as foreign nationals. A foreign national is further categorized as either a third country national or a local national based on the person’s citizenship and location of performance of duty.

2.1.8. 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.

2.1.9. Local National. Local nationals are foreign nationals who are citizens of the country where the performance of duty will occur.

2.1.10. 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.

2.1.11. Physical Security. Protection of the perimeter area, government property, and assets that prevent the loss or damage of Government property.

2.1.12. Quality Assurance. The various functions, including inspection, performed by the government to determine whether a Contractor has fulfilled the contract obligations pertaining to quality and quantity.

2.1.13. Quality Assurance Surveillance Plan (QASP). A plan describing how the agency will survey, observe, test, sample, evaluate and document the Contractor’s performance in meeting critical performance standards identified in the contract.

2.1.14. Quality Control (QC). Tasks performed by the Contractor to improve the quality of the organization’s output.

2.1.15. Shall. An imperative command; has a duty to or is required to. Denotes that a regulation must be followed unless the contracting officer has obtained a deviation.

2.1.16. Subcontractor. Any supplier, distributor, vendor, or firm that furnishes supplies or services to or for a prime contractor or another subcontractor.

2.1.16.1 System. Used during stay

2.1.17. Third Country National. Third country nationals are foreign nationals who are not citizens of the country where the performance of duty will occur.

2.1.18. Work Day. Monday through Sunday.

2.1.19. Work Week. 24 hour a day, seven days a week.

2.2 Acronyms:

ANSI American National Standards Institute AOR Area of Responsibility AR Army Regulation AT Anti-Terrorism CFR Code of Federal Regulations CI Counter Intelligence CLIN Contract Line Item Number CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative DD Form 254 Department of Defense Contract Security Requirement List DOD Department of Defense DODD Department of Defense Directive DODI Department of Defense Instruction

FAR Federal Acquisition Regulation FHP Force Health Protection FY Fiscal Year GFE Government Furnished Equipment GFP Government Furnished Property GFS Government Furnished Services IA Information Assurance IAW In Accordance With IT Information Technology JTR Joint Travel Regulation KO Contracting Officer LOA Letter of Authorization NIST National Institute of Standards and Technology ODC Other Direct Costs OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OSHA Occupational Safety and Health Administration OPSEC Operation Security PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QCP Quality Control Program RA Requiring Activity SCR Service Contract Reporting SOP Standard Operating Procedures U.S.C. United States Code USSOUTHCOM United States Southern Command

THIS SECTION INTENTIONALLY LEFT BLANK

PART 3

GOVERNMENT FURNISHED EQUIPMENT (GFE), GOVERNMENT FURNISHED

PROPERTY (GFP), AND GOVERNMENT FURNISHED SERVICES (GFS)

3. GOVERNMENT FURNISHED ITEMS AND SERVICES: N/A.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES: N/A

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS

5.1. 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.

5.2. 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.

5.3. 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 will 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).

4.4. 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.

5.5. 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. The BPA should also include an option to obtain meeting spaces to accommodate command meetings and workspaces if required.

5.6. 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.

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

5.8. 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.

5.9. Quality Standards for Rooms: All rooms shall include kitchen facilities and/or microwaves, small refrigerators, coffee makers, 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.

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

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

5.12. Room Rates: Room rates plus any mandatory hotel fees such as gratuities / hotel service fees / resort fees / cannot exceed effective government per diem rates for the period of the contract.

5.13. 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.

5.14. 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 JIATF-S 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.

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

5.16. 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.

5.17. 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 Designated Government POC.

5.18. 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 JIATF-S Contracting Officer (not the Designated Government POC). Failure to clear changes in contract with the JIATF-S Contracting Officer will result in the Contractor not receiving compensation for costs incurred. Accordingly, the JIATF-S 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 JIATF-S 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.

5.19. The Contractor shall provide a roomblock of 100 to 120 studios or one bedroom suites. The Government will issue a final rooming list to the hotel prior to arrival date. The Government reserves the right to cancel rooms up to 24 hours prior to the beginning of the period of performance. The JIATF-S 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.

5.20. Relocation Policy: The hotel agrees that JIATF-S 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 JIATF-S guest will be relocated without approval from the

JIATF-S GR.

PRICE LIST – LARGO AREA

LINE ITEM SUPPLY/SERVICES

Contractor shall provide one hundred to hundred twenty

(100-120) contracted rooms to include Wi-Fi and kitchen facilities. All guest rooms shall be located on-site, accessible by elevator (if more than one floor), opens into lobby or hotel hallway and be non-smoking rooms.

0001 Studio and 1-bedroom at current Government rate Day