PRESOL | V | Off-Post Lodging | 11-Mar-11

FBO DAILY ISSUE OF MARCH 11, 2011 FBO #3394
SOLICITATION NOTICE

V -- Off-Post Lodging

Notice Date: 3/9/2011
Notice Type: Combined Synopsis/Solicitation
NAICS: 721110 — Hotels (except Casino Hotels) and Motels
Contracting Office: Department of the Air Force, Air Education and Training Command, Fort Sam Houston, 502d Contracting Squadron, 2107 17th Street Suite 202, Fort Sam Houston, Texas, 78234, United States
ZIP Code: 78234
Solicitation Number: GFEBS0010032608
Archive Date: 3/29/2011
Point of Contact: Robyn A Villafranco, Phone: 210-221-3827, Chantel Smith, Phone: 2102213966
E-Mail Address: robyn.villafranco@jbtx.mil, chantel.a.smith@jbtx.mil
(robyn.villafranco@jbtx.mil, chantel.a.smith@jbtx.mil)
Small Business Set-Aside: Total Small Business
Description: COMBINED SYNOPSIS / SOLICITATION GFEBS0010032608 The 502d Contracting Squadron, Fort Sam Houston, TX has a requirement for the services of a management group to coordinate hotel room reservations off-post in preparation for overflow students not able to be housed due to non-availability. The management group will provide the lodging support services needed to support a Blanket Purchase Agreement (BPA) for Base year plus four additional performance years (Base +4). The NAICS code being used in this requirement is 721110 Hotels (except Casino Hotels) and Motels and the small business size standard is $30M. The quotes are to be Firm Fixed Price (FFP). This requirement is being "set-aside 100% for Small Business". This award will be made in accordance with FAR Part 12. This is a combined synopsis/solicitation for commercial management group services prepared in accordance with the format in Subpart 12.6 and 13.106, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations/offers are being requested/accepted and a written solicitation will not be issued. Solicitation number GFEBS0010032608 is issued as a request for quotation (RFQ). This combined synopsis/solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular 2005-42 and DFARS change notice 20100623. This combined synopsis/solicitation is NOT to be construed as a commitment by the United States Air Force. The Government is NOT liable for any costs and/or activity associated with providing a response to this announcement. Any costs incurred as a result of a response to this announcement shall be borne by the firm and will not be charged to the government for reimbursement. The following provisions are applicable to this solicitation and can be viewed through Internet access at the FAR Site, http://farsite.hill.af.mil; 52.212-1 Instructions to the Offerors - Commercial Items; 52.212-2 Evaluation - Commercial Items; 52.252-2 Clauses Incorporated by Reference; 52.212-3 Alt I Offeror Representations and Certifications - Commercial Items; 52.252-1 Solicitation Provisions Incorporated by Reference; 252.212-7001 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items. The following clauses are applicable to the resulting contract: 52.204-7 Central Contractor Registration; 52.212-4 Contract Terms and Conditions - Commercial Items and 52.212-4 Addendum; 52.212-5 Deviation: Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items; 52.222-3 Convict Labor; 52.222-21 Prohibition of Segregated Facilities; 52.222-26 Equal Opportunity; 52.222-36 Affirmative Action for Workers with Disabilities; 52.222-50 Combating Trafficking in Persons; 52.225-13 Restrictions on Certain Foreign Purchases; 52.232-33 Payment by Electronic Funds Transfer - Central Contractor Registration; 52.233-3 Protest After Award; 52.233-4 Applicable Law for Breach of Contract Claim; 52.252-2 Clauses Incorporated by Reference; 52.252-6 -- Authorized Deviations in Clauses (Apr 1984). The use in this solicitation or contract of any FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (Jan 2009) deviation (48 CFR 2001-O0002/2004-o0002) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the name of the regulation. 252.204-7004 Alternate A, Central Contractor Registration; 252.212-7001 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items; 252.203-7000 Requirements Relating to Compensation of Former DoD Officials; 252.232-7003 Electronic Submission of Payment Requests and Receiving Reports; 252.232-7010 Levies on Contract Payments; 252.243-7001 Pricing on Contract Modification; 252-247-7023 Alt III Transportation of Supplies by Sea; 5352.201-9101 Ombudsman; WAWF Invoicing information; and any local clauses/statements as necessary. ADDENDA TO FAR 52.212-4(c) Contract Modifications - Unilateral modifications will be used to 1) Make administrative contract changes, 2) Issue change orders, 3) Make changes authorized by clauses other than a changes clause, and 4) Issue termination notices. INSTRUCTIONS TO OFFERORS - COMMERCIAL ITEMS 1. PROPOSAL INSTRUCTIONS AND INFORMATION (a) Questions. To ensure the integrity of the procurement process, questions regarding this acquisition are to be directed ONLY to the 502d Contracting Squadron. Questions to other contractors and other government personnel may render a quote invalid. Questions will be accepted until 1200 noon (CST) 11 March 2011. Answers considered material to the successful receipt of quotes will be made accessible to all potential quoters via FedBizOpps (FBO). Questions should be in writing and sent by email to robyn.villafranco@jbtx.mil. (b) Proposal - Submit no later than 12:00 pm Local Time (CST), on 14 March 2011. Submit by email to: robyn.villafranco@jbtx.mil. Late packages will not be considered and no materials submitted will be returned. The Proposal must include: (1) All required Offeror Representations and Certifications specified IAW FAR 52.212-3 Alt I. (submit a copy of the Offeror Representations and Certifications, or your ORCA record) (2) A written quote to include tax identification number, cage code, DUNS, firm evidence of their ability to perform, and any discount terms. Oral quotes will not be accepted. All responses that meet the criteria contained within will be considered. Contractors must be registered in the DoD Central Contractor Registration (CCR) database; NO EXCEPTIONS. To register, you may call 1-888-227-2423 or apply via the Internet at http://www.bpn.gov. The CCR registration must be completed before award can be made. Contractors must also complete the Representations and Certifications in the ORCA database at http://www.bpn.gov/orca. (3) Points of Contact Robyn Villafranco, Contract Specialist, Tel: 210-221-3827, Fax: 210-221-4452,robyn.villafranco@jbtx.mil Chantel Smith, Contracting Officer, Tel: 210-221-3966, Fax: 210-221-4452, chantel.a.smith@jbtx.mil Basis for Award 1. The government will award a contract to the responsible offeror(s) whose proposal, conforming to the RFP, will be most advantageous to the Government considering price and technical factors stated in this RFP. Failure to propose a price for all CLINs will render the proposal unacceptable and the proposal will be rejected. 2. Multiple Awards: The government reserves the right to make multiple awards as a result of this solicitation. 3. Evaluation factors upon which award will be based, are set forth below. Evaluation Approach: A. The Government will evaluate each proposal by employing the best value trade off method. B. All proposals will be subjected to an initial screening by the Contracting Officer to determine whether proposals are complete before being evaluated as detailed below. Proposals that are considered substantively incomplete after initial screening shall be rejected and offerors will be notified they are no longer eligible for further consideration. Offerors are advised that unsupported promises to comply with contractual requirements will not be sufficient. Additionally, a proposal that is unreasonable or incomplete in terms of price will not be considered for award. C. The Government intends to award without discussions. Offerors shall ensure their initial proposal contains its best terms from a technical and price standpoint. However, the Contracting Officer reserves the right to hold discussions if necessary. Discussions, if any, will be conducted in accordance with FAR 13.106-2 and final offers will be evaluated in the same manner and against the same criteria as were initial offers. D. Evaluation Factors for Award. Proposals submitted in response to the solicitation will be evaluated based on the responses to items one through three under heading "The Proposal must include". E. Price. Price will be evaluated for reasonableness IAW FAR 13.106-2. Award will be made to the technically acceptable offeror whose proposal offers the best overall value to the Government. BPA Price LIst: CLIN 0001 Single Occupancy Room Rate $ ________.xx CLIN 0002 Double Occupancy Room Rate $ ________.xx CLIN 0003 Discounted Single Occupancy Room Rate $ ________.xx (for use when a double room should be issued, but not available) PERFORMANCE WORK STATEMENT OFF-POST TEMPORARY HOTEL LODGING IN SUPPORT OF US ARMY MEDICAL DEPARTMENT CENTER & SCHOOL (AMEDDC&S) Part 1 1. GENERAL/SCOPE The Army Medical Department Center and School (AMEDDC&S) at Fort Sam Houston, Texas requires the services of a management group to coordinate hotel room reservations off-post in preparation for the massive influx of Soldier. The expectation is for the incumbent to provide guidance, assist with planning, and general overview of the multiple tasks needed to establish billeting alternatives for our overflow requirements. The Contractor shall provide experienced personnel support services to coordinate, make room reservations, and arrange billeting accommodations for Soldiers who must be housed off-post while in attendance at Leadership Development Training courses with the MTSS Program held at Fort Sam Houston, Texas. The government reserves the right to add Joint Base units from Fort Sam Houston, Lackland Air Force Base (AFB) and Randolph AFB for off post lodging of Soldiers/Airman attending training courses located in the San Antonio TX area. The incumbent contractor(s) will be given a 30 day notice to agree/disagree with any added units. 1.1. BACKGROUND The Lodging Success Program ended at Fort Sam Houston, Texas on August 31, 2010. The responsibility for providing off-post lodging for overflow rest with the AMEDDC&S. Army lodging privatized on 14 August, 2009 under Department of Army. As such, the organization is in need of a universal approach to implementing a process to identify alternate billeting when such an need occurs. First choice of the AMEDDC&S is to house student's on-post at Fort Sam Houston; however, the student loads particularly during the summer months, quickly overwhelms the post's available beds. A realistic approach will provide a solution to assist the AMEDDC&S in its endeavor to provide suitable accommodations at or below the on post rate of $87.75. Overflow requirements are coordinated by AMEDDC&S for the courses listed below. • 1. Basic Officer Leader Course (BOLC), 6-8-C20 (a.k.a. OBC, OBOLC) - all components. o Lengths vary from three (3) weeks, four (4) days to twelve (12) weeks, depending on the Officer's Corps. o BOLC students holding the rank of Second Lieutenant (01) to Captain (03) shall be housed two Officers per room (i.e., double occupancy). o BOLC students holding rank of Major (04) and higher shall be housed one person, per room (i.e., single occupancy) unless for all practicality purposes, must occupy two per room. • 2. Captain's Career Course (CCC), 6-8-C22 - all components / all Corps. o Lengths vary from two (2) weeks to nine (9) weeks. o BOLC students holding the rank of Second Lieutenant (01) to Captain (03) shall be housed two Officers per room (i.e., double occupancy). o BOLC students holding rank of Major (04) and higher shall be housed one person, per room (i.e., single occupancy) unless for all practicality purposes, must occupy two per room. • 3. Advance Leaders Course (ALC), formerly known as the Basic NCO Course - BNCOC. o Resident phase lengths vary from four (4) training days to ten (10) weeks, two (2) days, depending on their MOS. o All ALC Soldier students shall be housed two people, per room (i.e., double occupancy). • 4. Senior Leaders Course (SLC), formerly known as the Advanced NCO Course - ANCOC. o Resident phase is four (4) days. o All SLC Soldier students shall be housed two people, per room (i.e., double occupancy NOTE: Occupants of the same gender shall be housed together. Mixing of genders is prohibited. In the event same gender student numbers don't allow for double occupancy, separate rooms are authorized. 1.2. OBJECTIVES The objective is to award a non-personal commercial blanket purchase agreement with a performance based work statement to perform the services as outlined in this PWS. Contractor shall ensure rooms are made available upon student's arrival when no on post lodging is available without substantial wait for occupancy. Some Soldiers do not have automobile or transportation to and from the off post lodging, so arrangements should be made in order to transport the Soldiers to the post and back on a daily basis. Anticipate the hotel(s) offering that service free of charge. Currently the AMEDDC&S request transportation through the 502nd Trans Sq. 1.3. PERSONNEL Contactor personnel performing under this contract shall not be placed in a position where they are employed by a Federal Officer or are under the supervision, direction, or evaluation of a Federal Officer, military or civilian. The contractor shall direct all contractual questions to the contracting officer. 1.3.2. Contractor personnel shall conform to standards of conduct and code of ethics, which are consistent with those applicable to Government employees as provided in the Joint Ethics Regulation DOD 5500.7.R including changes 1- 6; page 14 para 1 416.. Contractor personnel shall present a neat professional appearance and be easily identified. This shall be accomplished by wearing appropriate badges that contain the company name and employee's name. 1.3.3. The Contractor shall comply with all laws, rules and regulations cited in this PWS 1.3.4. Contractor personnel shall obtain a vehicle pass for access to Fort Sam Houston See para 1.6.2.5 of this PWS 1.3.5. Background Checks. All DoD Contractor employees must submit a Position of Trust background investigation (SF 85P) to the 502 MSG Security Office. A favorable SF 85P (http://www.forms.gov/bgfPortal/docDetails.do?dId=2863) is required before gaining access to a U.S. Government installations. Each Facility Security Officer (FSO) must setup a profile in the Joint Personnel Adjudicative System (JPAS) for each Contractor employee within 5 working days of employment. The Contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. 1.4. SPECIAL QUALIFICATIONS/CERTIFICATIONS Contractor shall ensure all drivers have the appropriate licenses, registration and insurance as required by law. 1.5. PERIOD OF PERFORMANCE The Period of Performance will be identified on the blanket purchase agreement 1.6 GENERAL INFORMATION 1.6.1 Contract Work location. Contractor shall provide services in San Antonio, Texas. 1.6.2. Security and Safety: 1.6.2.1. Identification of Privacy Act. This contractor is required to develop a system of records in accordance with the Privacy Act of 1974. 1.6.2.2. Neither the Contractor nor any of its contract service providers shall disclose or cause to disseminate any information concerning operations of military activities. Such action(s) could result in violation of the agreement and cause possible legal implications. 1.6.2.3. U.S. Government records, copies of original results and reports, verified original data, corrected data, and corrected supporting final reports are maintained by the Contractor, but remain the property of the U.S. Government. These files/results must be surrendered to the Contracting Officer's Representative (COR) and marked as "For Official Use Only". 1.6.2.4. Work under this agreement is UNCLASSIFIED. The Contractor shall comply with all applicable Department of Defense (DoD) security regulations and procedures during the performance of this contract. The Contractor shall not disclose and must safeguard procurement sensitive information, computer systems and data, Privacy Act data, and Government personnel work products that are obtained or generated in the performance of this contract. This includes dissemination of protocols and papers not generally available through the public literature. 1.6.2.5. Installation passes. The COR will coordinate the issuance of required installation passes to Contractor personnel, if applicable. Contract personnel shall wear a badge that clearly identifies them as a contract employee. The badge will contain a personal picture, name of employee, and Contractor's name. Badges shall be worn on the outer garment in full view at all times, attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard. 1.7. PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT. The Contractor shall be responsible for ensuring that their employees are familiar with and follow normal safety precautions typical in an office environment. 1.8. TRAVEL N/A 1.8.1. Travel within the local vicinity is required. Travel reimbursement for local travel is not authorized, nor is the use of a government vehicle. 1.9. QUALITY CONTROL / QUALITY ASSURANCE 1.9.1. Quality Control. The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor's quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The Quality Control Plan shall be delivered to the COR for delivery to the Contracting Officer (CO) within 30 days of contract award. In the event revisions are required the Contractor shall return the revised Quality Control Plan (QCP) within five (5) working days of receipt of notification to revise. After acceptance of the quality control plan the Contractor shall receive the CO's acceptance in writing of any proposed change to his quality control system. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. 1.9.2 Quality Assurance. The Government shall evaluate the Contractor's performance under this contract in accordance with the Performance Plan. 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 the minimum acceptable defect rate(s). See Part 7 of this PWS. 1.10. HOURS AND DAYS OF OPERATIONS : The Contractor shall provide 24 hours, 7 day a week (including holidays) services to accommodate check-in services. Soldiers attending training will arrive at all times of day and throughout the year. 1.11. CONTRACTING OFFICER'S REPRESENTATIVE 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 The COR monitors all technical aspects of the contract and assists the contracting officer in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs in accordance with the contract CO 1.12. POST AWARD CONFERENCE / PERIODIC PROGRESS MEETINGS The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The CO, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the CO will brief the Contractor of how the government views the Contractor's performance and the Contractor will explain to 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. 1.13. KEY PERSONNEL The Contractor shall provide a Project Manager who shall be responsible for the performance of the work. The name of this person and an Alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the CO. The Project Manager or Alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The Contractor shall designate this individual in writing (listing name and telephone number) within 30 days of contract award to the CO and the COR, to include work days after contract award date. The Project Manager shall be available during the hours of 0730-1630 Monday through Friday, plus be able to be contacted after duty hours or on weekends/holidays. 1.14. DATA RIGHTS The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the CO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights. Part 2 2.1. DEFINITIONS: 2.1.1. CONTRACTOR. A supplier or vendor having 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 (CO). 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 appointed by the CO to administer the contract. 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 but may include non-physical things such as meeting minutes. 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). Now known as a "Performance Plan" 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. Is defined as Monday through Friday, unless specified otherwise. 2.2. ACRONYMS: AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation BAMC Brooke Army Medical Center 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 DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation CO Contracting Officer MTSS Military Training Service Support OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs 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 Part 3 3. GOVERNMENT FURNISHED ITEMS AND SERVICES: 3.1. Government will be responsible for providing the Contractor with a list of requirements to house students off-post. The list shall be comprehensive to include names, gender, rank and course start and end dates. Government shall also provide Contractor notice within 24 hours of all cancellations. Otherwise, after the 24 hour period, the Government will be responsible for the incurred costs of the first night. The Government will also be responsible for transporting on daily basis students from the hotel to the training facilities located at Fort Sam Houston and back to the hotel, to include relocation of students from the hotel back onto Post lodging. Part 4 4.0. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES 4.1. General : The Contractor shall provide all supervision, labor, materials, and equipment required to secure hotel rooms, off-post as outlined in this PWS. 4.1.1. The Contractor shall ensure rooms are available upon student's arrival. 4.2. The contractor shall provide a list of hotel amenities and a map to all hotels within 5 days of contract award. Contractor shall provide updates as needed. Part 5 SPECIFIC TASKS 5. SPECIFIC TASKS. 5.1. The Contractor shall independently negotiate and secure contractual agreements with local hotels to provide off-post hotel accommodations for two students per room (i.e. double occupancy) throughout the school year and as outlined in this PWS. 5.1.1. Hotel Rooms. Contractor shall secure hotel rooms capable of accommodating sixty -six (66) rooms at a minimum to reduce transportation and command and control concerns. The rooms shall meet or exceed the following requirements. 5.1.1.1. Hotel lodging shall be FEMA-certified. 5.1.1.2. Hotel lodging shall be in proximity of 12 miles or less from Fort Sam Houston, Texas. 5.1.1.3. Hotels shall have 24 hour check-in service. Check-in and shuttle service shall be available everyday including holidays. Students attending training will arrive at all times of day and throughout the year. 5.1.1.4. Upon completion of training, Contractor shall ensure check-out service, including holidays. Students attending training will depart at all times of day and throughout the year. 5.1.1.5. Hotels shall have lighted, safe, secure parking and shall be equipped with working security cameras in and around hotel. 5.1.1.6. Hotels shall provide Continental Breakfast in the hotel, or allow for non-Contractor food delivery service. 5.1.1.7. Hotels shall provide wake-up services. 5.1.1.8. Hotels shall have an on-site Laundry Room for use by hotel occupants. 5.1.1.9. Hotel shall have fitness center for use by hotel occupants. 5.1.1.10. Hotels shall provide copier and fax services and safe or safe deposit box for hotel occupants. 5.1.2. Hotel Room Amenities. Contractor shall ensure hotel rooms at a minimum, be equipped as follows: 5.1.2.1. Rooms shall as a minimum contain 2 beds, sheets sets, comforters, blankets, pillows, and clock radio with alarm, capable of double occupancy. Rooms shall contain iron & iron board, all standard utilities, electrical, water, (see 5.1.2.6 below). 5.1.2.2. Rooms shall have a microwave oven, refrigerator. 5.1.2.3. Rooms shall contain 2 sets of hand/wash/bath towels, for possible double occupancy, shower curtains, bath mats, waste baskets, and toilet. 5.1.2.4. Rooms shall be equipped with heating and air conditioning. 5.1.2.5. Rooms shall be clean and free of rodents and insects. 5.1.2.6. Rooms shall contain a telephone with voice mail capabilities in good working order with free local service. Long distance service will not be reimbursed by the Government. 5.1.2.7. Rooms shall have basic cable/satellite television included in the cost of the room. The Government will not reimburse for Pay-per-View services or any premium movie services. 5.1.2.8. Rooms shall include free internet connection with industry standard connectivity. 5.1.2.9. Rooms shall include a coffeemaker (to include filters and coffee or coffee packs cups, sugar/sweetener, and stirrers), hair dryer, and desk. 5.1.3. Hotel Room Cleaning Services. Contractor shall provide the following hotel room cleaning services as follows: 5.1.3.1. Rooms shall be cleaned, trash removed, coffee refilled, beds freshened, and soiled towels replaced every day. 5.1.3.2. Room sheets sets, comforters, and blankets shall be replaced once a week, unless otherwise requested by occupant. 5.2. Contractor shall have two occupants per room (i.e., double occupancy), unless rank of the student attending Leader Development Training courses precludes it as outlined in the table below. Mixing of genders is prohibited. In the event same gender student numbers don't allow for double occupancy, separate rooms are authorized. 5.3. Contractor shall make room reservations, and arrange billeting accommodations for students determined by the COR to be housed off-post while in attendance at Leadership Development Training courses. 5.3.1. Initial Notice of Billeting Off-Post. The Government will make every effort to secure student housing on Fort Sam Houston before moving students off -post. The Government shall provide the Contractor with a tentative notice of billeting requirements for students to be housed off-post on or before forty (40) days prior to the date rooms are required for advance planning. The Contractor shall receive room confirmation five (5) days prior to the date rooms are required; listed names are subject to change and Contractor shall be notified as soon as possible of the changes. 5.4. COR shall coordinate with the Contractor if transferring students back onto Post when it becomes necessary. 5.4.1. Students Transferred Back Onto Post From Hotels. The Contractor shall maintain a log of students transferred as required. Contractor shall not take students request directly. Student request shall be coordinated through the COR. 5.5. The Contractor shall be compliant with communications from the COR regarding room cancellations. Cancellation information will be made available to the Contractor by the COR within 24 hours; otherwise, the Government will incur the costs for occupancy for that first night. 5.5.1. Early Departures. In the event a student must depart early from the training due to an emergency, family illness, etcetera, the COR will notify the Contractor immediately. Upon notification, the Contractor will be required to work with the hotel in the check-out process and adjust weekly reports accordingly. 5.6. The following weekly contractor logs are due to the COR no later than the Thursday of each week. 5.6.1. Student Lodging Off-Post Logs. Contractor shall maintain a log of students for each week. The generated report must reflect in detail the number of students by name housed that week. 5.6.2. Student Transfer On-Post Logs. When applicable the Contractor shall maintain a log of students transferred on-post prior to completion of stay. The generated report must reflect in detail the number of students by name transferred back onto Post during that week. 5.6.3. Student Incident Logs. Contractor shall maintain an incidents report for each week. The generated report must reflect in detail all incidents involving students housed in off-post hotels. 5.7. The Contractor shall invoice the Government for reimbursement of costs associated with lodging expenses on a monthly basis in accordance with the Terms and Conditions of the contract. The Contractor will not bill the Government for any charges incurred by occupants that are non-allowable (i.e. long distance charge, pay-per-view movies, room service charges, internet services, parking, etc.). Validation List. Contractor shall provide a final list of filled requirements to be validated by the COR. Listing to be submitted at the end of each month. 5.7.2. Invoice. The Contractor shall submit written supporting documentation to the COR reflecting actual costs paid for the rooms. The COR shall reconcile the costs submitted and if appropriate, request that the Contractor adjust dollar amounts with the validated actual usage of rooms requested at each location for the period of the invoice. 5.8. DELIVERABLES. Deliverables are required in accordance with the following schedule. Deliverable Frequency # of Copies Medium/Format Submit To Provide list of hotels, amenities and a map of locations of hotels (see PWS 4.2.) Due within 5 calendar days upon contract award and as updates occur. 1 Original Hard Copy and 1 Electronic Copy Hard copy and e-copy COR Provide a weekly report of students living off-post (See PWS 5.6.1). Due no later than the Thursday day of each week. 1 Original Hard Copy and 1 Electronic Copy Paper (hard copy) MS Word, Excel Spreadsheet and electronic version COR Provide a weekly list of students transferred on-post as applicable prior to completion of stay (See PWS 5.6.2). Due upon notification or transfer request 1 Original Hard Copy and 1 Electronic Copy Paper (hard copy) MS Word, Excel Spreadsheet and electronic version COR Provide a list of issues; that is, incidents relating to students that occurred and corrections made. (See PWS 5.6.3). Due no later than the Thursday day of each week. 1 Original Hard Copy and 1 Electronic Copy Paper (hard copy) MS Word, Excel Spreadsheet and electronic version COR Provide a final list of filled requirements (See PWS 5.7.1.) Due no later than the end of each month. 1 Original Hard Copy and 1 Electronic Copy Paper (hard copy) MS Word, Excel Spreadsheet and electronic version COR 5.8.1. N/A Part 6 APPLICABLE REGULATIONS AND MANUALS - N/A Part 7 PERFORMANCE REQUIREMENTS SUMMARY The Government will assess the Contractor's performance under this contract using the procedures specified in Performance Requirements Summary (PRS). Contractor will receive a deficiency notice from the CO and Contractor will have 5 days to address and correct any area identified as unsatisfactory. PERFORMANCE OBJECTIVE PERFORMANCE STANDARD PERFORMANCE THRESHOLD Hotel location, room description, amenities, and services are met (PWS 4.2., 5.1.1. - 5.1.3.2.) Contractor will ensure distance of hotel, room capacity, amenities, and services are consistent with requirements as outlined in the PWS. No more than five (5) validated customer complaints per month. Contractor ensures rooms are available upon student's arrival, with no substantial wait for occupancy (PWS 4.1.1). Contractor will ensure hotel is available for immediate occupancy. No more than five (5) validated customer complaints per month.
Web Link: FBO.gov Permalink
(https://www.fbo.gov/notices/ceeee78876a55372c6501641303196fb)
Place of Performance: Address: San Antonio, Texas, United States
Record: SN02396460-W 20110311/110309234153-ceeee78876a55372c6501641303196fb (fbodaily.com)
Source: FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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V -- Off-Post Lodging