SOW ALA-26-002 Temporary Lodging U.S. Coast Guard Southwest District.pdf

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C. STATEMENT OF WORK (SOW)

Temporary Lodging (hotels, motels, travel accommodations except for casinos) to support Reserve Inactive Duty Training (IDT) for U.S. Coast Guard Southwest District

C.1 SCOPE

The Coast Guard (CG) is seeking Temporary Lodging (TL) to include but not limited to lodging locator and reservation services for Reserve Coast Guard personnel while performing Inactive Duty Training (IDT). The service requirements relate directly to mission essential items as identified in this Statement of Work (SOW) and provide for the highest level of service delivery performance critical to mission success.

C.2 BACKGROUND

Southwest District is comprised of California, Arizona, Nevada, and Utah, the coastal and offshore waters out over thousand miles and the offshore waters of Mexico and Central America down to South America. Coast Guard operational units are located throughout the state of California, with the District and Pacific Area headquarters located on Coast Guard Island in Alameda, California.

To promote mobilization readiness and responsiveness, U.S. Coast Guard Southwest District was provided with resources and expertise to train and employ reservists operationally while maintaining readiness for surge and contingency operations within the normal confines of Inactive Duty Training (IDT).

C.3 PERIOD OF PERFORMANCE

The contract shall include a base period of one year (e.g. preferred start date February 1, 2026 – January 31, 2027) with four (4) one-year options, if exercised by the government.

Base Period February 1, 2026 – January 31, 2027 Option Year 1 February 1, 2027 – January 31, 2028 Option Year 2 February 1, 2028 – January 31, 2029 Option Year 3 February 1, 2029 – January 31, 2030 Option Year 4 February 1, 2030 – January 31, 2031

C.4 TECHNICAL REQUIREMENTS

C.4.1 LODGING SERVICES

Individual reserve members will be placed into TL during IDT drills. The number of rooms needed each month is up to 115 but maybe less. Members are segregated by officers or enlisted, gender, and rank. Daily lodging per diem rates range from approximately $110.00 to $272.00.

a. All rooms shall be non-smoking, double occupancy with two separate beds (pull out couches are not acceptable as a second bed without prior approval).

i. Junior enlisted (E-6 and below) members must not share rooms with senior enlisted (E-7 and above) members.

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ii. Junior officers (O-4 and below) must not share rooms with senior officers (O-5 and above).

iii. Officers must not be roomed with enlisted members.

iv. Separate berthing must be made available for males and females.

v. Coast Guard Investigative Service (CGIS) agents must only be roomed with other

CGIS agents.

vi. When double occupancy berthing is not available notify the U.S Coast Guard

Southwest District Berthing POC.

vii. Special circumstances which require single occupancy will be noted by the Coast

Guard (i.e. operations that require adjusted rest times, lactating members, etc.).

viii. Since the USCG Reserve workforce is a manpower force multiplier for natural and manmade disasters unexpected changes to temporary lodging needs can occur as members mobilize or demobilize for contingency operations. The USCG shall not be charged for rooms not used.

ix. The current U.S. Coast Guard Southwest District (DXR) authorized technical representative contact is the Contracting Officer Representative (COR) and will be provided after the contract is awarded by the U.S. Coast Guard.

C.4.2 GENERAL REQUIREMENTS

a. The Contractor is to provide TL.

b. The TL facility is preferred to be within ten miles of the unit in order to maintain recall and operational readiness, however, may extend out to 20 miles of the unit’s address listed on the attached document if approved by the U.S. Coast Guard Southwest District (DXR) COR. A list of suggested TL facilities will be noted on member roster sheets each month to notify the Contractor of any preferences due to drill site differences.

c. Modifications. No financial modifications or special requests by any person other than the Contracting Officer shall in any manner or degree modify or otherwise affect the terms of this contract.

d. Maintaining continuity with the same TL provider per unit each month is preferred, unless not realistic or a change of venue is necessary.

e. The following is a list of current USCG units and their addresses. If additional units within the Southwest District geographic area of responsibility add or increase reserve positions, the Contractor is to provide TL.

a. USCG Southwest District, 1 Eagle Road Bldg. 50-7, Alameda, CA 94501

b. USCG Sector Los Angeles/Long Beach, 1001 Seaside Ave. San Pedro, CA 90731

c. USCG Base Los Angeles/Long Beach, 1001 Seaside Ave. San Pedro, CA 90731

d. USCG Station Los Angeles/Long Beach, 1001 Seaside Ave. San Pedro, CA 90731

e. USCG Base Alameda, 1 Eagle Road Alameda, CA 94501

f. USCG Pacific Area Strike Team, 450 Hangar Ave. Novato, CA 94949

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g. USCG Sector San Francisco, 1 Yerba Buena Island San Francisco, CA 94103

h. Maritime Intelligence Fusion Center Pacific, 1 Eagle Road, Alameda, CA 94501

i. USCG Sector San Diego, 2710 N. Harbor Drive San Diego, CA 92101

j. USCG Pacific Area, 1 Eagle Road, Alameda CA, 94501

k. USCG Air Station Ventura, 190 3rd Street NAS Point Mugu, CA 93042

l. USCG Air Station San Francisco, 1020 North Access Road San Francisco, CA

94128

m. USCG Air Station Sacramento, 6037 Price Avenue McClellan Park, CA 95652

n. USCG Sector Humboldt Bay, 1001 Lycoming Ave, McKinleyville, CA 95519

o. USCG Training Center Petaluma, 599 Tomales Road, Petaluma, CA 94952

p. USCG Station Tahoe, 2500 Lake Forest Rd, Tahoe City, CA 96145

q. USCG Station Channel Island, 4201 Victoria Ave, Oxnard, CA 93035

r. USCG Station Monterey, 100 Lighthouse Ave, Monterey, CA 93940

s. USCG Station Vallejo, 2 Harbor Way, Vallejo, CA 94590

t. USCG Station San Diego, 2710 N Harbor Dr, San Diego, CA 92101

u. USCG Station San Francisco, 1 Yerba Buena Island San Francisco, CA 94103

v. Defense Innovation Unit, 230 R T Jones Rd, Mountain View, CA 94043

w. Coast Guard Investigative Service, 1 Eagle Road Bldg. 18, Alameda, CA 94501

C.4.3 TECHNICAL REQUIREMENTS

a. The Contractor will charge the CG for the actual total amount of monthly rooms used for the nights stayed plus service fees if applicable. “Parking charges shall be included in the price quote (if applicable); assuming all individuals on berthing list have a vehicle each.” Example: Month of October required 5 rooms for 4 nights at $125/ night;

calculation would be [(5 rooms X 4 nights X $125) + service fee] = [$2,500 + service fee] = Total Charge.

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b. The Contractor must provide multiple points of contact in which to coordinate or resolve emergent issues, 24 hours per day, seven days a week, associated with TL.

c. The Contractor shall not exceed nightly room rates as outlined on the GSA Per Diem table for each unit’s zip code based on seasonal, locality and calendar year rates.

https://www.gsa.gov/travel/plan-book/per-diem-rates.

d. The Contractor will receive monthly lodging request manifests broken down by unit, and segregated by population, by the 14th of each month for TL requested during the following month from the COR. Once TL has been secured, the Contractor shall return the lodging request manifests within five business days with the assigned lodging location for each unit and assigned confirmation numbers for each reservist. This manifest will include the names of persons assigned to each room and their duration of stay. E.g., the TR sends a manifest on April 14th for a unit’s May lodging requirements to the Contractor, and in return the Contractor would provide the manifest with booking information back to the TR no later than April 21st.

e. The USCG will provide recommended primary lodging for Sector San Diego that meets the requirements outlined in this SOW based upon previous lodging history. The following lodging location is considered primary for Sector San Diego, 2710 N. Harbor Drive San Diego, CA 92101:

Navy Lodge San Diego Bldg. 3526, San Diego, CA 92136

f. Each monthly manifest will serve as a working document between the TR(s) and the vendor as changes, modifications or cancellations arise.

g. Late requests will be handled and emailed or communicated separately on a case-by-case basis. The Contractor shall work with the CG on late requests to see if berthing is feasible following dual occupancy standards.

h. The Contractor will afford the CG a window for cancellation of three business days prior to actual check-in date.

i. Contractor will provide monthly reports of those members with a reservation that did not use their stay (i.e., “no shows”).

j. Reserve members, not the CG, are responsible for charges stemming from items listed in section C.6.b.

C.4.4 MINIMUM STANDARDS.

a. The contractor shall ensure that all TL facilities provided shall meet the following standards:

i. Meet the Hotel and Motel Fire Safety Act of 1990 (PL101-391) and be listed on the

Hotel-Motel Master list.

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ii. The TL facility will at minimum meet the requirements of three stars for a Mobile Travel Guide rating, three diamonds for an American Automotive Association (AAA) rating, or Cranley Rating Level six (6).

iii. The TL facility room entrance shall be accessible only by internal hallway(s). The

TL facilities internal hallways(s) shall have locked exterior doors, accessible by key-holding facility guests only. Internal hallway(s) shall be accessible by the berthing facilities lobby. A front desk attendant shall man the berthing facilities lobby 24 hours a day and 7 days a week.

iv. The facility shall be located in an area that does not exceed 100% of the violent and property crime rate for the county or Metropolitan Statistical Area (MSA) in which it is located. This means the proposed location must have a crime rate that is at, or below, the statistical average for the surrounding region.

For example: If 'Liberty County' has an average of 50 violent and property crimes per 10,000 residents annually, a facility located within a specific neighborhood that has a crime rate of 45 per 10,000 residents would be compliant. A facility in a neighborhood with a rate of 60 per 10,000 residents would not be compliant, as its rate exceeds 100% of the county average.

The baseline crime rate shall be determined using the most recent, publicly available data from either the FBI Uniform Crime Reporting (UCR) Program or the primary local law enforcement agency (e.g., city police or county sheriff's department) with jurisdiction over the proposed facility's address. The Contracting Officer Representative will have final determination authority on the acceptability of the data source and the location.

v. The Contractor shall omit any facility or location formally designated as 'off-limits' to military personnel by the cognizant unit Commanding Officer. Such designations are made in accordance with the authority granted in COMDTINST 1620.1 (series), Off-Limits Areas, which permits Commanding Officers to restrict access to areas deemed to pose a significant risk to the health, safety, and welfare of personnel.

Any official designation will be communicated to the Contractor in writing via the

TR.

vi. If related issues, i.e., bed bugs, safety, or police reported events are identified during a members stay, then alternate lodging will need to be identified for the requested lodging dates.

C.5 ALLOWED CONTRACT CHARGES

a. The Government will only pay for the items requested on the Task order itself.

b. The Government is exempt from Federal and State taxes including hospitality taxes, and local taxes.

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C.6 PERSONALLY CHARGED SERVICES

a. The Contractor will make sure alternate arrangements have been made for any charges other than that of the room charge in Contract Line-Item Numbers.

b. Individual Coast Guard members will be solely responsible for any other valid charge(s) including but not limited to:

i. Telephone

ii. Premium TV/Movie Service

iii. Internet Service

iv. Room Service

v. Restaurant Charges

vi. Honor Bar

vii. Laundry

viii. Vallet Parking

ix. Gratuities

x. Any other charges that can be charged to room accounts

C.7 MISCELLANEOUS CHARGES/DAMAGES

The Government/U.S. Coast Guard will not be responsible for any miscellaneous charges incurred by individual occupants that are not covered by the contract. Individual USCG members will be responsible for damages to the facility and charged for said damages to their personal credit card.

If a TL facility erroneously charges the Contractor for damages, individual members will be required to reimburse the Contractor. Damages shall be reported in writing to the Contracting Officer Representative.

C.8 SAFETY

The TL facility shall remove all debris, ice and/or snow and any other potential hazards from the steps, sidewalks and parking lot(s) of the lodging facility and other buildings needed by the USCG.

C.9 CONTRACTOR PERSONNEL REQUIREMENTS

The Contractor shall provide staff with the necessary management expertise to assure the performance of the services required.

C.10 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

The Government will provide a COR who will be identified by a separate letter. The COR monitors all technical aspects of the contract and assists in contract administration.