MESF Drill Berthing JAN2025 - NOV2025 SOW.pdf

C. STATEMENT OF WORK (SOW)

Temporary Lodging (hotels, motels, travel accommodations except for casinos) to support

Reserve IDT for U.S. Coast Guard Pacific Area – 13 Maritime Expeditionary Security Forces

Units

1. BACKGROUND

U.S. Coast Guard (USCG) Maritime Expeditionary Security Forces (MESF) are part of the

Deployable Specialized Forces located throughout the country. To promote mobilization readiness and responsiveness, Pacific Area – 13 (PAC-13) is provided reserve training (RT) funds to train and employ reservists operationally while maintaining readiness for surge and contingency operations within the normal confines of reserve drills, including Inactive Duty

Training (IDT), Additional Inactive Duty Training Periods (ATP), and Readiness Management

Periods (RMP). USCG PAC-13 is seeking Berthing for Coast Guard Maritime Expeditionary

Security Forces (MESF) personnel, including Maritime Expeditionary Security Squadron

(MSRON) -1, MSRON-8, MSRON-10, MSRON11, Maritime Expeditionary Security Group

(MESG) -1, and MESG-2.

2. 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 Drills, including Inactive Duty Training (IDT), Additional Inactive Duty Training Periods (ATP), and

Readiness Management Periods (RMP). 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.

3. PERIOD OF PERFORMANCE

The contract shall include a base period of eleven months January 1, 2025 through November 30, 2025 with four (4) one-year options, if exercised by the government.

4. TECHNICAL REQUIREMENTS

4.1 LODGING SERVICES

Individual reserve members will be placed into TL during IDT, ATP, and RMP drills.

a. Total number of rooms needed each month ranges from 17-36 single rooms and 2-9 double rooms.

b. Total number of nights is approximately 346 during the base period of performance.

c. Members are segregated by officer or enlisted, gender, and rank.

d. All rooms shall be non-smoking.

e. Parking charges shall be included in the price quote (if applicable); assuming all individuals on berthing list have a vehicle each.

f. Rooms will be double occupied at the maximum extent possible, determined by U.S.

Coast Guard ranking/gender berthing policies. PAC-13 will determine occupancy per room prior to sending in the requests to the vendor.

i. For double occupancy rooms, two separate beds (pull out couches are not acceptable as a second bed without prior approval).

4.2 GENERAL REQUIREMENTS

a. Contractor is to provide TL.

b. The TL facility shall be within six miles of the unit in order to maintain recall and operational readiness, however, may extend out to seven miles of the unit’s address listed on attached document if appropriate TL is not available. A list of suggested TL facilities will be noted on member roster sheets each month to notify contractor of any preferences due to some drill site differences.

i. For MESG-1, mileage exemption allowed for use of primary TL facilities listed in

4.3.e.v.

c. Modifications. No 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 same TL provider per unit each month is preferred, unless not realistic or change of venue is necessary.

e. The following is a listing of USCG Units, their addresses and monthly lodging requirements based upon historical data:

i. MSRON-1 (San Diego / Coronado, CA): 3632 Tulagi Rd, Coronado, CA 92118

16 single occupancy rooms / 39 nights annually

8 double occupancy rooms / 20 nights annually

ii. MSRON-8 (Newport, RI): W36 Elliot Avenue, Newport, RI 02841

48 single occupancy rooms / 117 nights annually

iii. MSRON-10 (Jacksonville, FL): 6801 Roosevelt Boulevard, Jacksonville, Florida

32212

20 single occupancy rooms / 40 nights annually

10 double occupancy rooms / 20 night annually

iv. MSRON-11 (Seal Beach, CA): 800 Seal Beach Boulevard, Seal Beach, CA 90740

16 single occupancy rooms / 46 nights annually

8 double occupancy rooms / 23 night annually

v. MESG-1 (San Diego / Imperial Beach, CA): 967 Iris Avenue, Imperial Beach, CA 91932

8 single occupancy rooms / 34 nights annually

vi. MESG-2 (Virginia Beach, CA): 2465 Guadalcanal Road, Virginia Beach, VA

23459

7 single occupancy rooms / 40 nights annually

4.3 TECHNICAL REQUIREMENTS

a. Contractor will charge the CG for the actual total amount of monthly rooms used for the nights stay. Example: Month of October required 5 rooms for 4 nights at $125 night;

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

b. Contractor must provide multiple points of contact in which to coordinate or resolve emergent issues associated with TL.

c. 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. Contractor will receive a monthly manifest broken down by unit and segregated by population by the end of the first week of the previous lodging month from a Technical

Representative (TR) listed within 1.p below to secure TL. Once secured, Contractor shall return completed lists within 14 calendar days with the assigned lodging location for each unit and assigned confirmation numbers of each reserve member to the CG for reference

(which will include the names of persons assigned to each room and their duration of stay) by the 14th of the previous calendar month of when members will stay. Example:

TR sends manifests on April 7th for May lodging requirements to vendor and in return would receive booking information NLT May 21st from vendor.

e. Each monthly manifest will serve as a working document between the TR(s) and the vendor as changes, modifications or cancellation arise until the lodging month ends.

f. Late requests will be handled and emailed/communicated separately on a case-by-case basis. The Contractor shall work with the CG on late requests to see if berthing with an otherwise single occupied room is feasible.

g. Contractor will afford the CG a window for cancellation of one business day prior to actual check-in date.

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

i. Reserve members, not the CG, are responsible for charges stemming from items listed in section 6 and 7.

4.4 MINIMUM STANDARDS.

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

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

Motel Master list.

b. 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).

c. 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.

d. TL facility shall be in a low crime area and adhere to all the above requirements.

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

5. ALLOWED CONTRACT CHARGES

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

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

6. PERSONALLY CHARGED SERVICES

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

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

a. Telephone

b. Premium TV/Movie Service

c. Internet Service

d. Room Service

e. Restaurant Charges

f. Honor Bar

g. Laundry

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

i. Gratuities

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 member will be responsible for damages to the facility. Individual members will reimburse the contractor for reasonable cost to repair damages. Damages shall be reported in writing to the Contracting Officer

Representative.

8. ADMINISTRATIVE

Individual Room Cancellations and Room Assignment Lists will be provided in writing to the contractor by the COR

a. Cancellations with no charge: 24 hours prior to check in.

b. Room Assignment Lists: 5 days prior to check in.

c. Contractor shall provide room folios and invoice to the COR (PAC-13) once reservation stay is completed within 5 days after check-out date.

9. SAFETY

The Contractor 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.

10. CONTRACTOR PERSONNEL REQUIREMENTS

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

11. CONTRACTING OFFICER’S REPRESENTATIVE

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.