70LGLY25QGLB00090.pdf

Department of Homeland Security (DHS) Off Center Lodging Services Federal Law Enforcement Training Centers (FLETC)

SECTION A – Notice to Offerors

The RFQ number is 70LGLY25QGLB00090 and must be referenced on any documentation submitted to the Government.

This acquisition is expected to result in multiple firm fixed price awards.

This is a combined synopsis/solicitation for lodging of students as a Request for Quotes (RFQ) for commercial items prepared in accordance with the format in Subpart 12.6, using the procedures under FAR Part 13, Simplified Acquisition Procedures and FAR Part 13.5 Simplified Procedures for Certain Commercial Products and Commercial Services as applicable, and supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested and a written solicitation will not be issued. This RFQ documents and incorporated provisions and clauses are those in effect through Federal Acquisition Regulation (FAR) Circular (FAC): FAC 2025-05, effective 8/7/2025.

System for Award Management. By submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the SAM database at time of submission of quote, prior to award, during performance and through final payment of any contract resulting from this solicitation. If the is not fully registered in the SAM database by time of submission of quote, the Contracting Officer will consider the vendor ineligible and any offer will not be accepted. Offerors may obtain information on registration and annual confirmation requirements via the SAM database accessed through https://www.sam.gov.

Set Aside Requirement. This commercial item acquisition will be a competitive 100% set aside for small business. There is a geographical restriction on the hotel/motel rooms for an area within 60 driving miles from the Federal Law Enforcement Training Centers (FLETC) Front Gate. The address for the front gate is 1131 Chapel Crossing Road, Glynco (Brunswick), Georgia. The associated North American Industry Classification System (NAICS) code is 721110 with size standard $40M.

Question Deadline. All questions concerning this acquisition must be submitted via email by September 30, 2025, 1:00 pm ET. Answers to all questions will be posted on sam.gov to this solicitation. Questions are to be submitted to erin.johnson@fletc.dhs.gov. Questions received after this date and time will not be accepted.

Service Contract Act. Any resultant awards will be subject to the Service Contract Act. Wage Determination 2015-4477, Revision 32, dated 7/8/2025 has been attached for your reference (Exhibit 1). Employees must be paid the rate listed on the attached Wage Determination when performing work under any resultant award. This applies only to the time the employee spends performing work under any resultant award. These rates must be incorporated into the nightly rate quoted. For questions on how to determine what an employee is to be paid, please contact Department of Labor.

https://www.sam.gov/ mailto:erin.johnson@fletc.dhs.gov

Basis for Award. The Government will award a contract(s) resulting from this solicitation to the responsible offeror(s) whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. Please note that an award may not be issue for this request for quote. See F.2 52.212-2 Evaluation-Commercial Items (NOV 2021)

Special Requirement Notice. No hotel/motel will be considered for an award if the facility is not within 60 driving miles from the front gate of FLETC, Glynco, GA; does not have an active SAM registration; or do not meet the requirements listed below. Please see Set Aside Requirement for geographical restrictions. Services are for Off Center Lodging as detailed in the Requirements and Dates (Section C) listed below.

Instruction to Offerors. Offerors are to submit quotes in accordance with 52.212-1 Instructions to Offerors listed below. Quotes that differ from the instructions listed in 52.212-1 will be considered non-responsive and will not be evaluated nor eligible for award. See F.1 52.212-1 Instructions to Offerors - Commercial Products and Commercial Services. (SEP 2023).

It is the contractor’s responsibility to monitor sam.gov for any amendments or changes to this RFQ. As stated in 52.212-1 below, all amendments must be acknowledged and submitted with your quote. Acknowledging an amendment is reviewing the amendment and filling in Block 8;

signing the first page; and submitting JUST the first page of the Amendment Standard Form 30 (SF30) with your quote. If an Amendment is issued and not acknowledged; then the quote will be considered unacceptable and will not be evaluated nor eligible for an award. See F.1 52.212-1 Instructions to Offerors – Commercial Products and Commercial Services.

If you are quoting for multiple hotels; then a separate Hotel Services and Prices Form must be submitted for each hotel. All forms can be submitted in the same email. If you are submitting separate Hotel Services and Prices forms in separate emails; then each email should be for one or more hotel with all required documents for the submitted Hotel Services and Prices included in that email.

Acceptance of an award certifies that the firm will comply with FAR 52.222-50, Combating Trafficking in Persons, by notifying all employees and subcontractors at all levels.

The Government reserves the right to cancel this RFQ in its entirety at any time.

3 Revised by Amendment 001

SECTION B – HOTEL SERVICES AND PRICES FORM

Solicitation #: 70LGLY25QGLB00090 Due: October 3, 2025; 1:00 pm ET.

Terms of Express Warranty : N/A

A. CONTRACTOR LEGAL BUSINESS NAME:

B. CONTRACTOR DOING BUSINESS AS (OR FOR) This would be the hotel’s name:

C. COMPLETE PHYSICAL ADDRESS OF HOTEL(and include remit address if different):

D. SAM Unique Entity Identifier (UEI) NOTE: this is not your DUNS #:

E. POINT OF CONTACT:

Alt. POC NOTE: This person will be cc on all correspondence:

F. TELEPHONE:

G. POINT OF CONTACT’S EMAIL ADDRESS:

H. Designated Manager (paragraph 1.2.1 below) Name, Phone, and Email address if different from Point of contact above:

I. Representation and Certifications are registered in SAM: (Yes/No) If yes, fill out the following paragraph b of 52.212-3. If no; then submit a complete copy of 52.212-3.

(b)

(1) Annual Representations and Certifications. Any changes provided by the Offeror in paragraph (b)(2) of this provision do not automatically change the representations and certifications in SAM.

(2) The offeror has completed the annual representations and certifications electronically in SAM accessed through http://www.sam.gov. After reviewing SAM information, the Offeror verifies by submission of this offer that the representations and certifications currently posted electronically at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard(s) applicable to the NAICS code(s) referenced for this solicitation), at the time this offer is submitted and are incorporated in this offer by reference (see FAR 4.1201), except for paragraphs

J. Acknowledgment of Solicitation Amendments. Acknowledging an amendment is reviewing the amendment and filling in Block 8; signing the first page; and submitting JUST the first page of the Amendment Standard Form 30 (SF30) with your quote.

K. Offeror agrees prices and terms are effective for any purchase order awarded during the time period of October 28, 2025, through March 31, 2026. Yes/No If No; then include exceptions.

LINE

ITEM DESCRIPTION

HOTEL

RATE Per

Night

ROOMS

AVAILABLE

DATES

AVAILABLE

0001 SINGLE OCCUPANCY

DOUBLE OCCUPANCY

must have 2 beds If quoting this is separate from the rooms listed in 0001.

VIP Suites -Single Occupancy.

A suites is two (2) separate rooms that are separated by a wall. One (1) room has to be the bedroom and the other rooms is a sitting room/living room.

Restrooms do not count as a room.

NOTE: You must quote for VIP suites, double and single occupancy separately to be considered for all line items. If you quote only for single; then you will only be considered for classes that will be single occupancy. If you only quote for double occupancy; then you will only be considered for classes that will be double occupancy. Most awards are for single occupancy. If you only quote for VIP suites; then you will only be considered for VIP classes and there may not be any VIP classes for that month.

_______________________________________________SIGNATURE, TITLE, DATE

5 Revised by Amendment 001

SECTION C - REQUIREMENTS AND DATES

The Government has a requirement for an estimated 2754 rooms for the time period of October 28, 2025, through March 31, 2026, for lodging students. This number is subject to change based on needs of the Government due to class changes, including but not limited to cancellations;

additions; etc. The number is total rooms and will be broken down by class. At this time the Government does not know the specific arrival dates or departure dates because classes are still registering. Specific classes with number of students, arrival dates, and departure dates has not been finalized. Classes will arrive at different dates throughout the months of October 28, 2025, through March 31, 2026. Rooms will be ordered for the number of students in one (1) class.

Thus, multiple awards are expected.

Typically, classes range from 24 students to 48 students; however, may be smaller or larger than 24 or 48. The classes will be arriving and departing at different times. For example: there may be two (2) classes of 24 students arriving on 4/1/2024 and departing on 4/14/2024; four classes of 24 to 48 students arriving on 4/1/2024 and departing on 4/10/2024; and then six classes of 24 to 48 students arriving on 4/15/2024 and departing on 4/28/2024 and the same for each month following.

The Government understands that availability will change due to changes and public use. Due to this, the Government will check with the offeror to see if the number of rooms quoted for a certain time period are still available before any resultant award(s). Hotels/motels will have four (4) hours to respond to this email request for availability. The four (4) hours starts from the time the Government sends the email and is in Eastern Time. If a response is not received within four (4) hours; then the next hotel will be considered. The only exception is if the four (4) hour response would be after 5:00 pm ET. Then the response will be due the following weekday by 8:00 am ET unless otherwise noted on the request. NOTE: if responses are needed before the four (4) hours due to an emergency; then the request will list a time frame and if required imminently; then the point of contact listed on the HOTEL SERVICES AND PRICES form will be contacted via phone for availability. Note: changes to classes happen throughout the month (i.e. class cancellation;

early arrivals, late departures; class reduction in size; class increase in size, etc). The Government will not accept any responses after the four (4) hours.

Please submit a completed HOTEL SERVICES AND PRICES form along with additional documentation required under 52.212-1, 52.212-2, and 52.212-3 below to Erin.Johnson@fletc.dhs.gov no later than 1:00 pm, ET, October 3, 2025.

A separate HOTEL SERVICES AND PRICES form can be submitted for each month. A different format from the Hotel Services and Prices form CANNOT be used to provide a quote. If you are quoting for different hotels; then a separate Hotel Services and Prices form is to be submitted for each hotel. It is acceptable to submit hotel availability dates on a separate document; however, the Hotel Service and Prices form must be attached with all information filled in, but under the line items “see attached,” and the dates are to be clearly listed for each of the line items (0001, 0002, 003). See 52.212-1. If information required in mailto:Erin.Johnson@fletc.dhs.gov the Hotel Service and Price form and the required documentation under 52.212-1, 52.212-2, and 52.212-3 is not submitted with your quote; then your quote will not be considered for an award.

Note: If you are quoting for a hotel that requires a toll or parking pass to get to the hotel location (i.e. Jekyll Island); then the hotel is responsible for reimbursing the students on the day of arrival and then supplying passes that will cover the remaining dates of the students stay. This fee must be included in your quoted per night rate.

Note: If you are quoting for a hotel that has additional fees other than hotel room (i.e. parking etc); then this fee must be included in your quoted per night rate.

Note: If you are a third party submitting an offer on behalf of a Hotel Owner, General Manager, or Director of Sales; offeror must include an authorization letter. This authorization letter must be the same format as Attachment 4; for the hotel quoted; dated and signed by the Owner, General Manager, or the Director of Sales of the hotel; not the Corporation. If the letter is signed by anyone other than one of these three (3) individuals (Hotel Owner, General Manager, or the Director of Sales), then the authorization letter cannot be considered. The authorization letter must be dated no earlier than the issuance date of this RFQ and must be for the length of this RFQ. This authorization letter must also include a point of contact (POC) at the hotel who is authorized to make changes in the event of emergencies and the third party cannot be reached; along with a statement that the POC is aware and knowledgeable of the terms and conditions of this RFQ; and the POC understands that only a Contracting Officer can make changes to any order.

If more than one (1) authorization letter and quote is received on a hotel from different third party companies and the letters are signed by the person(s) listed above; then the Government will take the lowest price quote. No matter what agreement is between the hotel and the third party or what is listed in the authorization letter. In the case of third parties, the hotel is a subcontractor. If a subcontractor does not follow an agreement that is in place between the subcontractor and the prime contractor; then that is between the Prime contractor and the subcontractor. The Government does not have privity of contract with any subcontractor.

PERFORMANCE WORK STATEMENT

1. Requirements/Specifications

1.1 Scope of Work

a. Contractor shall furnish all labor, materials, equipment, management, and supervision, for the length of stay indicated on orders. Hotels/Motels must be within 60 driving miles from the front gate of FLETC, Glynco, GA.

b. These services shall be performed in support of the training programs at the DHS, FLETC located in Glynco, GA as described herein:

(1) This performance-based, firm-fixed price (FFP) contract describes the services to be performed and provides to the contractor both a standard for acceptable performance and quantities, limits, or areas that the service covers. The Contractor shall be responsible for achieving the stated results.

(2) The Contracting Officer (CO) shall appoint the Contracting Officer’s Representative (COR) for this contract at time of award. During the terms of this contract any changes of the COR will be made in writing and provided to the Contractor.

1.2 Contractor Personnel

a. The Contractor shall manage the total work effort associated with the requirements of this PWS to assure adequate and timely completion of services. All employees assigned by the Contractor to the performance of work under this contract shall be capable and experienced in the type of work assigned or be given on the job training by the Contractor. All Contractor employees must be physically and mentally capable to perform the essential functions and demands of their assigned work in a safe and effective manner. Contractor shall ensure that all Contractor personnel have, as a minimum, a thorough knowledge of the contract specifications that pertain to their work skills. Prior to commencing work, the Contractor shall ensure employees are not under the influence of alcohol, drugs, or any other incapacitating agent(s).

The Contractor shall ensure each employee is alert and capable of exercising good judgement and following instructions.

b. The Contractor shall not employ any person who is an employee of the United States Government without the consent of the CO. The CO will determine if the employment of that person would create a conflict of interest. The Contractor shall ensure employees always conduct themselves in a courteous and businesslike manner. The Contractor shall ensure that no Contractor personnel accept gratuities of any kind. The Contractor shall ensure employees always practice acceptable personal hygiene and shall present a neat appearance.

1.2.1. Manager/Alternates

Contractor shall:

Designate in writing at time of proposal, the name of the Program/Hotel manager and alternate. The designees shall be assigned to the facility and available to meet with the CO and/or COR at the facility between the hours of 8:00 am and 4:00 pm ET Monday through Friday, weekends, and federal holidays. The designees must be able to act on all contract matters. The employee’s designation shall include at the minimum, the name, business email, and office phone number. If the designated point of contact leaves employment, the contractor must provide the Government with the new point of contact within four (4) hours of notification of employment termination.

1.2.2. Front Desk Clerk

a. Contractor shall ensure Front Desk Clerk is available on a 24-hour basis to include Federal holidays and weekends in order to assist in resolving student issues regarding the quality of assigned rooms.

b. Contractor shall ensure that the Front Desk Clerk maintains a daily log of FLETC student complaints. Upon request, the Contractor will provide the student complaint log to the CO/COR.

1.3. Other Requirements

The Contractor shall conduct the hotel/motel operation in strict compliance with all Federal, State and Local requirements and with all applicable provisions of the Department of Labor Wage Determination (Exhibit 1).

1.3.1. Safety

The Contractor shall conduct the operation in strict compliance with:

(1) The Occupational Safety and Health Act of 1970 (OSH Act of 1970 | Occupational Safety and Health Administration).

(2) The Hotel and Motel Fire Safety Act of 1990 (H.R.94 - 101st Congress (1989-1990):

Hotel and Motel Fire Safety Act of 1990 | Congress.gov | Library of Congress).

(3) The Fire Administration Authorization Act of 1992 (H.R.2042 - 102nd Congress (1991-1992): Fire Administration Authorization Act of 1992 | Congress.gov | Library of Congress).

1.3.2. Handicap Accessibility

Contractor shall conduct the operation in strict conformance with all Federal, State, and Local requirements and with all applicable provisions of the Americans with Disabilities Act (ADA).

1.3.3. Advertisement/Signage

a. The Contractor shall not place any signage in public view, on internet websites, or social media platforms making reference to FLETC or FLETC's students housed on the premise. Contractor shall place any informational signage specific to FLETC students in the rooms utilized by the students.

https://www.osha.gov/laws-regs/oshact/completeoshact https://www.osha.gov/laws-regs/oshact/completeoshact https://www.congress.gov/bill/101st-congress/house-bill/94 https://www.congress.gov/bill/101st-congress/house-bill/94 https://www.congress.gov/bill/102nd-congress/house-bill/2042 https://www.congress.gov/bill/102nd-congress/house-bill/2042 https://www.congress.gov/bill/102nd-congress/house-bill/2042

b. The Contractor shall always maintain the anonymity of FLETC students. Contractors who knowingly display signage or share information concerning FLETC students with individuals who do not have a need to know may incur penalties in the form of a Contract Discrepancy Report (CDR) and/or risk the termination of their contract. Area hotels/motels shall not refer to FLETC or its students in any form of advertisement (e.g., print media, internet, television, radio, etc...). Contractor shall only respond to inquiries for student information submitted by the CO and/or COR. Any other FLETC personnel requesting student information, either by phone or in person, shall be referred to the CO and/or COR.

1.3.4. Security

Contractor shall:

(1) Ensure at all times the personal security and safety of FLTEC students.

(2) The Contractor shall ensure that the premises are free of loud noises (e.g. loud music, TV or guest), public drunkenness, illicit drug use, drug sales, prostitution; and transients.

(3) Prior to students’ arrival and during students’ stay, the Contractor shall ensure that measures have been taken to prohibit the unauthorized entry into FLETC assigned rooms (e.g. re-coding/re-keying and or changing locks). These actions shall be taken for situations where room keys or access cards have been reported missing, lost or stolen.

(4) With the exception of cleaning staff, hotel managers, hotel maintenance staff, and Emergency Responders, the Contractor shall not allow entry to rooms occupied by FLETC students to any persons unless authorized by the CO/COR.

(5) The Contractor shall maintain the security of FLETC occupied rooms during cleaning and maintenance services by ensuring staff maintain room doors locked at all times when housekeeping and maintenance personnel are not in the rooms. The Contractor shall ensure that staff secure all room doors upon completion of housekeeping and maintenance services.

1.3.5. Do Not Disturb Signs

a. If “Do Not Disturb” signs are on the room doors of FLETC students, the Contractor shall notify the CO/COR via email, during normal duty hours from 7:00 AM to 4:30 PM ET, Monday through Friday, with the exclusion of Federal Holidays. The email shall identify the class, room and name of the student utilizing the do not disturb sign during normal training hours.

b. The hotel/motel management shall not address the use of the do not disturb signs directly with FLETC students.

1.3.6. Service Animal

a. Under ADA guidelines, hotel guests are not allowed to leave their service animal in their hotel room when they leave the hotel. A service animal must be under the control of its handler and must be harnessed, leashed, or tethered, unless the individual’s disability prevents using these devices or these devices interfere with the service animal's safe, effective performance of tasks. In that case, the individual must maintain control of the animal through voice, signal, or other effective controls.

b. Students with service animals are protected, by law, under Title III (public accommodations and commercial facilities) of the ADA (Nondiscrimination on the Basis of Disability in Public Accommodations and Commercial Facilities (ada.gov)). The Government will inform the hotel/motel manager of a student checking into the hotel/motel with a registered service animal. The student and service animal shall be accommodated unless the animal poses a disruption or direct threat to hotel/motel staff or its patrons.

c. The Contractor shall immediately notify the CO/COR, if a service animal poses a threat to hotel/motel staff or other patrons.

1.3.7. Pest Control

a. The Contractor shall provide pest control services for all rooms occupied by FLETC students at least bi-weekly and when requested by the Government during the duration of the student’s stay. Notification shall be provided to occupant(s) prior to scheduled spraying, and after Government request(s) for special spraying, has been accomplished. Contractor shall provide a copy of the Pest Control Record to the CO/COR upon request.

b. Upon notification of a bed bug complaint, the Contractor shall immediately reassign the occupant to another room at no cost to the Government and shall have the room inspected by the Contractor’s servicing pest control company. Once the inspection has been completed, the contractor will forward the pest control report to the CO/COR upon receipt, but no later than 24 hours after completion of the bed bug inspection.

c. All pest control companies, and their employees shall be licensed and certified in accordance with the “Georgia Structural Pest Control Act,” Chapter 620-3. The Contractor shall ensure pest control companies use only those pesticides that comply with the Federal Insecticide, Fungicide and Rodenticide Act (7 U.S.C.135 et seq.) The Federal Insecticide, Fungicide and Rodenticide Act (7 U.S.C.135 et seq.) can be found at the following web address:

https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&cad=rja&uact=8&ved =2ahUKEwj8p5O9qZTvAhXvRt8KHYmzAl4QFjAKegQIBRAD&url=https%3A%2F%2Fwww .epa.gov%2Fenforcement%2Ffederal-insecticide-fungicide-and-rodenticide-act-fifra-and-federal-facilities&usg=AOvVaw1uxPrnEXmZJXdjLllOgWxA as amended by the Federal Environmental Pesticide Control Act of 1972, Public Law 92-526 (86 Stat. 973).

1.3.8. Air Conditioner (A/C) and or Packaged Terminal Air Conditioner (PTAC) https://www.ada.gov/regs2010/titleIII_2010/titleIII_2010_regulations.htm https://www.ada.gov/regs2010/titleIII_2010/titleIII_2010_regulations.htm https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&cad=rja&uact=8&ved=2ahUKEwj8p5O9qZTvAhXvRt8KHYmzAl4QFjAKegQIBRAD&url=https%3A%2F%2Fwww.epa.gov%2Fenforcement%2Ffederal-insecticide-fungicide-and-rodenticide-act-fifra-and-federal-facilities&usg=AOvVaw1uxPrnEXmZJXdjLllOgWxA https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&cad=rja&uact=8&ved=2ahUKEwj8p5O9qZTvAhXvRt8KHYmzAl4QFjAKegQIBRAD&url=https%3A%2F%2Fwww.epa.gov%2Fenforcement%2Ffederal-insecticide-fungicide-and-rodenticide-act-fifra-and-federal-facilities&usg=AOvVaw1uxPrnEXmZJXdjLllOgWxA https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&cad=rja&uact=8&ved=2ahUKEwj8p5O9qZTvAhXvRt8KHYmzAl4QFjAKegQIBRAD&url=https%3A%2F%2Fwww.epa.gov%2Fenforcement%2Ffederal-insecticide-fungicide-and-rodenticide-act-fifra-and-federal-facilities&usg=AOvVaw1uxPrnEXmZJXdjLllOgWxA https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&cad=rja&uact=8&ved=2ahUKEwj8p5O9qZTvAhXvRt8KHYmzAl4QFjAKegQIBRAD&url=https%3A%2F%2Fwww.epa.gov%2Fenforcement%2Ffederal-insecticide-fungicide-and-rodenticide-act-fifra-and-federal-facilities&usg=AOvVaw1uxPrnEXmZJXdjLllOgWxA

a. AC/PTAC units shall be free of dust, rust, mildew, and mold. The contractor shall ensure that unit cleanings occur in accordance with manufacturer’s maintenance and cleaning instructions in rooms occupied by FLETC students.

1.3.9. Quiet Hours

a. FLETC students assigned lodging at hotels/motels shall follow the quiet hour policy of the assigned hotel. The Contractor shall notify the student(s) of quiet hour restrictions upon check-in.

b. If FLETC students fail to comply with established quiet hours and interfere with the peace and quiet of other guests, the hotel may notify local law enforcement to assist with the student disturbance. The Contractor shall inform the CO/COR via email, by 9:00 AM ET on the next business day of the action taken and provide the student’s name, class, and room number.

The Government will take action to inform the student’s employer/agency and will respond to the Contractor on the next business day.

1.4. Services

a. Hotel/motel support service shall include, but is not limited to, 24-hour-a-day message service, wake up calls, ice machine, and vending machines for beverages and snacks.

b. The Government shall not be responsible for student(s) use of the hotel/motel FAX or other amenities.

2. Contractor Furnished Facilities, Property, and Services

2.1. Hotel/Motel facilities and rooms shall include the following at a minimum:

a. Bedroom

(1) King, Queen or double sized bed, with the same sized bed linens, blankets, comforter/bedspreads, and mattress pad or a bedbug cover

(2) Dresser or chest of drawers

(3) Bedside table with working lamp

(4) Working color TV with remote control and basic cable/satellite package

(5) Closet or cubical space for hanging clothes

(6) Working micro fridge or refrigerator

(7) Working microwave. Common area microwaves are acceptable

(8) Table or desk, with lamp and chair. Table/desk shall have sufficient space to hold a laptop and shall be suitable for studying purposes.

(9) Working safe or safety deposit boxes in a secure location of hotel that is accessible to the students

(10) Working stain-free iron and ironing board/with cover

(11) Windows equipped with window dressing (drapes with blackout lining, drapes with window shades, or drapes with Venetian blinds.)

(12) Individual climate control unit in each room for air conditioning and heating

b. Bathroom will include at a minimum:

(1) Working sink and mirror (may be located outside of the bathroom area)

(2) Working toilet

(3) Working shower or tub

(4) Shower curtain, door, or walk in shower

(5) Bath linens for at least a one (1) night’s stay (i.e., bath towels, washcloths, and hand towels)

(6) Paper supplies (i.e., toilet tissue and face tissue) for at least a one (1) night’s stay.

(7) Complimentary items for at least a one (1) night’s stay. Items are to include but are not limited to soap and shampoo

(8) Working hair dryer (may be located outside bathroom area)

c. Hotel shall have a minimum of two wheeled luggage carts available for student use during their arrival and departure from the hotel.

d. Hotel/Motel must be equipped with a functional elevator with a current inspection from a license elevator inspector. Elevator cannot be in any form or repair or have exposed wiring.

e. Hotel/Motel must provide wireless internet service accessible in each room at no additional cost to the government.

f. Hotel/motel cannot be in any phase of remodeling.

3. Housekeeping Services

a. Cleaning Supplies and Paper Products: Unless specified otherwise in this PSOW, the Contractor shall furnish all materials and supplies required to perform the work prescribed in this contract. The Contractor shall furnish all paper products, soaps, cleaners, disinfectants, sanitizers, etc., that will be required to clean all areas in the specifications herein to include, but not limited to, cleaning the bathrooms, hallways, floors, rooms, and windows, etc. Cleaning services will require the use of products from the Environmental Protection Agency (EPA) List of Registered Products. This list can be found at the following web address:

https://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2

b. Contractor shall ensure the accomplishment of housekeeping services daily between the hours of 8:00 am and 3:00 pm ET, Monday through Friday, excluding Holidays, to maintain overall room cleanliness.

c. The Contractor shall perform services when the room is not occupied. If the occupant is present, the housekeeper shall ask permission to enter the room for cleaning. The Contractor personnel shall not disturb or rearrange personal belongings (other than bedding materials) of occupants.

https://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2

d. The Contractor shall report to the CO/COR within two hours of detection any room found unlocked and with the door open when the occupant assigned to that room is not present.

e. Housekeeping services shall include, but is not limited to, bed(s) making, vacuuming and spot cleaning of carpet, sweeping/mopping all uncarpeted areas, cleaning bathrooms/fixtures, cleaning kitchenettes/fixtures, cleaning iron surfaces as needed, trash removal and cleaning the trash containers as needed, cleaning all appliances, dusting, and replenishment of disposable room supplies. Rooms shall be free of odors. Rooms designated as “No Smoking” shall be free from any residual odor.

f. Contractor shall ensure that all cleaners and disinfectants used are in accordance with the manufacturer’s recommendations. The Contractor shall clean any visible dirt or debris from all surfaces using the cleaning or detergent products compatible with the surfaces requiring cleaning.

g. Contractor shall exchange all bed(s) linens, except for bedspreads, at a minimum of twice per week on Monday and Thursday or upon request by the CO/COR. Bed linens shall be clean and free of mold, mildew, dirt, stains, odors, holes, and tears. Contractor shall exchange discolored or stained bedbug covers. Mattresses and box springs shall be clean, free of holes, tears, rips, dirt, stains, mold, mildew, and odors.

h. The Contractor shall supply, each day to each student, a complete set of clean bath linens as follows: two washcloths, two hand towels, two bath towels and one bathmat. All bath linen shall be changed and laundered daily, Monday-Friday, excluding Holidays and non-training days. On Fridays and the day before a Federal Holiday, in addition to that day’s bath linen, additional bath linen shall be provided to each student for the weekend/holiday coverage. Bath linens shall be clean and free of mold, mildew, dirt, stains, odors, holes, and tears.

i. Floors in rooms, entrances, lobbies, and corridors shall be free of dirt, and odors. Carpets shall be free of noticeable stains, debris, dirt, tears, burns, cuts, mold, and mildew. Contractor shall ensure carpeted floors are spot clean as needed. All uncarpeted areas shall be free of dust, dirt, stains spills, mold, and mildew. Contractor shall ensure areas under the bed(s), between beds and nightstands, behind furniture at the base of walls, and under freestanding furniture are clean and free of dust, dirt, debris, mold and mildew.

j. Contractor shall ensure that all window coverings fit properly, are clean, free of holes no greater than one inch in diameter), tears, rips, dirt, stains, mold, mildew, and odors.

k. Windows, Glass, and Metal Surfaces, including all surfaces on entrance doors, windows (interior and exterior that are accessible without a lift), partitions, pictures, and television screens shall be clean, free of dust, dirt, grime, streaks, grease smears, spider webs, and fingerprints.

l. Walls within the room shall be clean and free of mold, mildew, dirt, dust, and stains or any other substances. Walls shall be free from peeling, damage, scars, marks, or unfinished/unpainted patch repairs.

m. Ceilings within the room shall be clean and free of mold, mildew, dirt, dust, stains, or any other substances. Ceilings shall be free from damage, cracks, leaks, marks, peeling, scuffs, or unfinished/unpainted patch repairs that do not exceed one foot in diameter).

n. All vents within the room shall be clean and free of dirt, dust, rust, mold, mildew, spider webs and other foreign objects.

o. All furniture within the room shall not have any missing or loose parts, and shall be clean and free of stains, spots, dirt, dust, odors, foreign objects, mold, mildew, tears, or holes.

p. All electrical appliances within the room shall be clean in working order and be free of dirt, dust, stains, mildew, mold, cracks, broken switches, odors, and loose/protruding wires. If lamps are equipped with lampshades, the lampshades will be free of dirt, dust, stains, mold, mildew, holes, and tears. If the electrical appliance is affixed to a surface, it shall be securely fastened to the surface, so it does not detach from the surface during its operation.

q. Sink, toilet, and tub/shower shall be clean and free of mold, mildew, dirt, dust, stains, rust, chips, cracks, calcium build-up, broken or loose fittings, handles, waterspouts or shower curtain rods. Tub/shower curtain or door shall be clean and free of mold, mildew, dirt, dust, stains, holes, or tears.

r. Safes or security deposit boxes are to be free of dirt, dust, mold, mildew, holes, stains, odor, foreign debris, and loose, broken, or missing control panels.

s. Iron boards are to be in the room and equipped with a cover that is free of stains, marks, scars, tears, or holes.

4. Other Important Information

a. The Government will compete all purchase orders.

b. All oral orders will be followed up with a written order.

c. Purchase Orders may be modified/ordered by the CO only. The CO reserves the right to decrease the number of FLETC guests within the check in period without incurring any penalty or cost.

d. Whenever possible, a two-week advance notice will be provided in the case of cancellations. However, the Government reserves the right to make changes 24 hours in advance without incurring any penalty or cost for CANCELLATION OR RELOCATION.

SPECIAL NOTE: Relocation can be to on Center dorms. If the Government cancels after the 24-hour notification window; then the contractor may invoice for one (1) night for rooms ordered.

e. If cancellations are made due to non-conformance with contract requirements, no notice shall be required, and the Government will not be liable for additional cost.

f. All communications (verbal and written) must identify the Purchase Order number, class name, and class number.

g. Hotels that require a toll or parking fee to access the location (e.g., Jekyll Island); are responsible for reimbursing the student on the day of arrival and then providing passes to the student that will cover the remaining dates of the student’s stay.

h. All hotel fees (i.e. parking, tolls, etc.) shall be incorporated into the contract price.

5. Student Check-In and Checkout

a. The Contractor is REQUIRED to verify the student’s FLETC identification badge for class name and number upon check-in. The Contractor shall not make copies of the student badges or any other ID (driver’s licenses, etc.). However, the Contractor is allowed to make copies of the “Check-in Information” sheet. If the Contractor allows students to check in without verification of the class name and number and the student is unauthorized, neither the Government nor the student is responsible for the reimbursement of the cost of the hotel/motel services. Check-In Information sheets cannot be stored for public viewing at any time. Check-In sheets shall only be made available to the student after their student ID is shown. Only the class check-in sheet coordinating with the student’s class number shown on their ID shall be given to the student to sign.

If a student arrives to check in and is not part of the class scheduled in the hotel/motel;

then the hotel/motel shall inform the student to go to FLETC, Bldg. 1. If the student does not have transportation, the hotel/motel shall call (912) 267-2458 or (912) 267-2468 for pickup. It is the contractor’s responsibility to ensure students that are checked in are assigned to the hotel. If the hotel assigns a room to a student that is not assigned to the hotel; then the contractor is responsible for the cost of the student staying at the hotel unless proof (student’s check in information sheet) is provided to the Government to show that the student was assigned to the hotel. The hotel cannot charge the student for a night if the above was not followed.

SPECIAL NOTE: Signatures of FLETC student(s) are required at the date of check-in.

Summary sheets shall not be typed due to possibility of late arrivals and early departures.

b. The first business day after check-in, no later than 9:00 am ET, the Contractor shall submit to the CO/COR or any other government representative identified on or before contract award via email the name(s) and room assignments of student(s) who has/have checked into the hotel/motel on the Summary Sheet (Attachment 2) provided with the order. The summary sheet must be sent in PDF format. Photos of the Summary Sheet will not be accepted. The Contractor shall also annotate all “no shows” on the Summary Sheet. The contractor shall continue to provide updated Summary Sheets that reflect student(s) check-in and checkout, room assignment changes and the number of rooms occupied by FLETC students throughout the scheduled time of the class’s arrival and departure. The updated Summary Sheet shall be forwarded to the COR the next business day after the change(s) occur. The COR shall resolve any “no-shows” identified on the summary sheet and shall notify the contractor if the “no-show” room(s) can be released. If the Government does not respond to the contractor before 12:00 pm on the first business day after check-in; then the Government will incur the cost of the room for that day.

c. The Government will only pay for the actual nights that students were in residence at the hotel/motel. The only exception is when there is a “no show.” Hotels/Motels may invoice for “no shows” for one night unless Government notification listed in paragraph 5.b did not occur or the contractor did not provide the summary sheet to the COR by the time listed in 5.b above.

Contractor shall attach accurate summary sheets signed by the individual student(s) at check-in to all invoices (Sample Invoice Attachment 3) provided for payment. Summary Sheets are compared against the invoice and are used to validate the invoice. Vendors are allowed to submit an invoice after the class checks out. In cases where the class is in residence for longer than a month; the contractor may invoice every two weeks. Invoices MUST include all of the information listed on Sample Invoice, Attachment 3. If an invoice is received that does not have this information and/or incorrect information, it will be returned to the contractor.

d. FLETC student(s) will be allowed early/late check-in on the date of arrival and late checkout on the day of departure without incurring any penalty or additional cost to the Government. In accordance with industry standards, the checkout time for the FLETC student(s) shall be 12:00 pm. Students must have prior approval for late departures. The CO/COR will notify the hotel of any approved late departures. FLETC student(s) shall have access to the assigned room until checkout time stated herein.

e. The Contractor shall notify the CO(s) and COR within 4 hours via email when a FLETC student departs early.

f. If a room is discovered empty by housekeeping or other hotel staff, the hotel/motel shall notify the CO and COR within four hours of discovery. Exceptions will be if the CO(s) has previously notified the Contractor of the early departure date or if the student(s) is departing only one day early.

6. Liability

a. The Government shall not be liable for damages caused by the persons occupying the rooms covered under this contract, or any other expense incurred by these persons other than those prescribed in the provisions of this contract. The Contractor shall be responsible for notifying the COR if damages occur and are found prior to checkout. The Contractor is responsible for obtaining payment from each student for incidentals such as long-distance phone calls, room service, laundry services, damages, any unauthorized guests, etc.

b. The Government will not be responsible for the cost of any extra-nights lodging incurred by student(s) arriving earlier than the contracted arrival day or departing later than the contracted departure date unless notified and approved by the CO in advance. The Government will not be responsible for additional occupancy charges or fees incurred by student(s) or family of the student(s). The Contractor shall notify the CO/COR on the next business day of any family members or guest remaining overnight in a student’s assigned room.

SECTION D - CONTRACT CLAUSES

System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations, including 52.223-22, Public Disclosure of Greenhouse Gas Emissions and Reduction Goals—Representation, and paragraph (t) of 52.212-3, Offeror Representations and Certifications—Commercial Products and Commercial Services. Components shall not consider or use these representations.

System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Examples include 52.222-25, Affirmative Action Compliance, and paragraph (d) of 52.212-3, Offeror Representations and Certifications—Commercial Products and Commercial Services. Additional examples include 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders—Commercial Products and Commercial Services, and 52.213-4, Terms and Conditions—Simplified Acquisitions (Other Than Commercial Products and Commercial Services).

D.1 52.252-2 Clauses Incorporated by Reference. (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

www.acquisition.gov/far

Federal Acquisition Regulations (FAR) Clauses Incorporated by reference are as follows:

52.204-13 – Systems for Award Management Maintenance (OCT 2018)

52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020)

52.204-19 Incorporation by Reference of Representations and Certifications (DEC 2014)

52.212-4 Contract Terms and Conditions - Commercial Products and Commercial Services.

(NOV 2023)

52.225-14 Inconsistency between English Version and Translation of Contract. (FEB 2000)

52.232-8 Discounts for Prompt Payment. (FEB 2002)

52.233-1 Disputes. (MAY 2014)

52.246-4 Inspection of Services - Fixed-Price. (AUG 1996)

Department of Homeland Security Acquisition Regulations (HSAR) Clauses Incorporated by reference are as follows:

3052.205-70 Advertisements, Publicizing Awards, and Releases. (SEP 2012)

D.2 52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders - Commercial Products and Commercial Services. (JAN 2025)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab Covered Entities (DEC 2023) (Section 1634 of Pub. L.

115-91).

(3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (NOV 2021) (Section 889(a)(1)(A) of Pub. L. 115-232).

(4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015).

(5) 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (MAR 2023) ( 31 U.S.C. 3903 and 10 U.S.C. 3801).

(6) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553).

(7) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Public Laws 108-77 and 108-78 ( 19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

[Contracting Officer check as appropriate.]

_X_ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (JUN 2020), with Alternate I (NOV 2021) (41 U.S.C. 4704 and 10 U.S.C. 4655).

__ (2) 52.203-13, Contractor Code of Business Ethics and Conduct (NOV 2021) (41 U.S.C. 3509)).

__ (3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (JUN 2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.)

https://www.acquisition.gov/far/part-52#FAR_52_203_19 https://www.acquisition.gov/far/part-52#FAR_52_204_23 https://www.acquisition.gov/far/part-52#FAR_52_204_25 https://www.acquisition.gov/far/part-52#FAR_52_209_10 https://www.acquisition.gov/far/part-52#FAR_52_232_40 https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title31-section3903&num=0&edition=prelim https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title10-section3801&num=0&edition=prelim https://www.acquisition.gov/far/part-52#FAR_52_233_3 https://www.acquisition.gov/far/part-52#FAR_52_233_4 https://www.acquisition.gov/far/part-52#FAR_52_203_6 https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title10-section4655&num=0&edition=prelim https://www.acquisition.gov/far/part-52#FAR_52_203_13 https://www.acquisition.gov/far/part-52#FAR_52_203_15

_X_ (4) 52.203-17, Contractor Employee Whistleblower Rights (NOV 2023) ( 41 U.S.C.

4712); this clause does not apply to contracts of DoD, NASA, the Coast Guard, or applicable elements of the intelligence community—see FAR 3.900(a).

_X_ (5) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (JUN 2020) (Pub. L. 109-282) ( 31 U.S.C. 6101 note).

__ (6) [Reserved].

__ (7) 52.204-14, Service Contract Reporting Requirements (OCT 2016) (Pub. L. 111- 117, section 743 of Div. C).

__ (8) 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (OCT 2016) (Pub. L. 111-117, section 743 of Div. C).

__ (9) 52.204-27, Prohibition on a ByteDance Covered Application (JUN 2023) (Section 102 of Division R of Pub. L. 117-328).

__ (10) 52.204-28, Federal Acquisition Supply Chain Security Act Orders—Federal Supply Schedules, Governmentwide Acquisition Contracts, and Multi-Agency Contracts. (DEC 2023) ( Pub. L. 115–390, title II).

__ (11)

(i) 52.204-30, Federal Acquisition Supply Chain Security Act Orders— Prohibition.