A 02 SOW - Lodging BPA.pdf

STATEMENT OF WORK (SOW) FOR CONTRACT QUARTERS

SECTION 1 - GENERAL

1.1 DESCRIPTION OF AGREEMENT: Utilizing Google Maps, the Contractor shall be within a 10 mile commute to the 128th Air Refueling Wing, 1835 East Grange Avenue Milwaukee, WI 53207, and furnish lodging accommodations for Government personnel traveling under official status on a rental basis, if and when requested by the Contracting Officer or his/her authorized representative (see paragraph 2.3) for the period from 01 January 2021 through 31 December 2023, unless sooner terminated. The performance standards and requirements for these services include the following responsibilities.

a. Provide single and double occupancy hotel rooms at the agreed upon rate if and when called for by the lodging manager or designated representative, but primarily on unit training weekends (dates supplied on separate document). Vendor agrees to block off designated amount of rooms for all scheduled RSD/RD weekends and will provide rooms during the week, if needed.

b. Provide reservations for the specific number of rooms and beds for specific period of time. These reservations must be specifically cancelled by the lodging manager or designated representative. In the event the Government Purchase Card holder, Lodging manager or designated representative is not available or it’s after normal work hours, the military member may cancel their own reservation. The automatic provisions of paragraph 1.1.e. do not apply.

c. Acceptance of advance reservation as necessary. Regular scheduled drills (RSD) and Rescheduled drills (RD) reservations will be sent by e-mail, the Wednesday prior to the scheduled RSD. Daily reservation(s) will be placed by telephone or e-mail by authorized personnel as identified in Paragraph (2.3).

d. In the event a reservation was not made for the military member, the vendor will contact the lodging manager or designated representative to confirm lodging is authorized. Members entitled to lodging will be authorized a room and as determined by the members rank and gender may be assigned to a double occupancy room.

e. Guaranteed No Show / Cancellation provisions: All reservations will be guaranteed. Military members are responsible for cancelling reservations 1 day prior to the reservation by calling the hotel directly. In case of emergency, the member has until 10:00pm to cancel their reservation with the hotel. Members with a 2 night reservation that do not cancel the first night will automatically have the second night cancelled. Vendors will inform the Lodging Office of those members that fail to cancel reservations.

f. In case of overbooking by the vendor, after the vendor has accepted a reservation for military personnel, they will not be moved to another facility. Members will be accommodated with a room at hotel at the designated negotiated rate.

g. Problems or questions concerning the invoice will be settled between the vendor and the Government Purchase Card holder. The Government Purchase Card holder is only authorized to pay for contracted lodging charges. Problems or questions concerning unauthorized stays or corrections of items on the final bill (phone calls, food, drinks, cleaning, and number of days in room) will be settled between the vendor and individual. All local, 800, or 877 calls will be no charge.

h. The contractor, whether it is the owner of a hotel property or a third party, must act as the single point of contact in all matters. The contractor shall provide a point of contact who has sufficient authority to authorize changes, address issues within 24 hours, and address emergency issues immediately.

1.2 QUALITY ASSURANCE: The Government will monitor the vendor’s performance under this agreement using the following procedures.

a. Military personnel from the 128th Air Refueling Wing, DCRA consisting of

Security, Lodging, Public Health and Fire Protection personnel will assess the facility prior to award. Quarterly, lodging personnel may conduct an unannounced inspection. The Fire Department may conduct an unannounced inspection at any time.

b. All findings of unsatisfactory performance will be recorded, verbal notice given, and confirmed in writing to the vendor. The vendor will reply in writing, notifying the lodging manager of corrective action taken and the procedures in place to prevent recurrence.

1.3 EXTENT OF OBLIGATION: The Government is obligated only to the extent of authorized military occupants (Active Duty Air Force and National Guard personnel) as identified in Paragraph 4.2 of this Statement of Work. In the event that a military member’s family member stays in the room for base events, the military member is responsible to pay half of the agreed upon rate themselves at checkout.

1.4 INVOICES: The contractor shall submit an original invoice on a monthly basis to the Government’s Point of Contact (POC). The invoice shall contain the name, date(s) of stay, daily charge and total charge for each authorized member. The POC will be responsible for the room charges of authorized military personnel. Any other charges incurred are the responsibility of the individual(s) staying in the room and should be collected by the vendor upon checkout. The POC will be provided when a BPA is awarded.

Upon request the invoice shall include the signature of each guest, to verify occupancy of billed room (see paragraph 4.2). All charges will be exempt from tax, (Certificate of Tax Exemption will be provided).

1.5 PAYMENT: Payment is expected to be made by GOVERNMENT PURCHASE CARD (GPC). The card number shall not be kept on file. Invoicing per night of occupancy is REQUIRED. The POC will authorize charges per night of occupancy and ensure the invoices is paid in a timely manner.

1.6 BILLING CYCLE: The charges for the billing cycle will be aggregate of the authorized room charges since the previous billing cycle. Invoices MUST be received by the contract POC within one week after the close of the month.

SECTION 2

2.1 128 FSS/ FSV LODGING OFFICE: Responsible for providing off base lodging to authorized transient government employees.

2.2 CONTRACTING OFFICER: A person with the authority to enter into, administer, or terminate contracts for the Government and makes related determination and findings.

2.3 DESIGNATED REPRESENTIVE OF THE CONTRACTING OFFICER: The

individual designated in writing to the vendor as being authorized to assign lodging, place calls, and make advance reservations for lodging. This individual is the Government Purchase Card holder.

2.4 LODGING FACILITY: A hotel or inn which provides sleeping

accommodations to the traveling public.

2.5 STANDARD LODGING FACILITY: Single or double rooms will have a bed for each occupant with pillow, two sheets, mattress pad or cover, blanket(s), or bedspread, wall to wall carpeting, a wall switch near the entrance door for at least one lamp, table or wall mounted lights for each bed, color TV, closet or hanger space, smoke detectors, individual thermostat, telephone, note pad with pen, bathrooms with vanity mirror, light with grounded electrical and exhaust fan, ironing board, coffee pot, hair dryer, adequate towels, wash cloths, dead bolt, and entrance peep hole.

2.6 STANDARD LODGING FACILITY SERVICES: 24 hour check-in/out, wake-up call service, and message service, cable or satellite TV, internet and wifi capability, room identification/directory, signs and smoke detectors in hallways, air conditioning, adequate lighted parking spaces for all guests. There will be passenger/baggage loading zones, and secure luggage storage access for guests when rooms are not immediately available or for storage at checkouts.

SECTION 3 - VENDOR FURNISHED ITEMS

3.0 THE VENDOR SHALL FURNISH THE FOLLOWING:

3.1 ROOMS: LIVING SPACE

a. Each single and double occupancy room shall contain net living and sleeping areas in accordance with local standards. No more than two people shall be assigned to a room or share a bathroom without permission from the 128 FSS/FSV Lodging Office.

3.2 STANDARDS:

a. Rooms shall be constructed and furnished to provide good light and sound attention. All piping and wiring must be enclosed.

b. All finishes (walls and ceilings) should be free from damage, scars, marks dirt, and dust. Vent and surrounding finishes must be free of dirt, dust and mold.

c. Ceiling and walls shall be finished in paint or wall covering.

d. All floors in living and sleeping areas have clean, serviceable covering.

e. All windows shall provide room darkening drapes, shades, or blinds. Secure from outside entry.

f. Sufficient electrical outlets will be available. All electrical cords, bulbs, lights, and switches shall be operational and free from defect.

g. All entrance doors to room shall have interior doors with security locks, either deadbolt or double locks. Each room occupant will be provided with a room key.

All doors shall be free from holes, dents, or other physical defects. Each door will have visitor view capability.

h. Smoke and fire protection systems must be installed and meet Federal, State, and local fire codes.

i. All rooms shall have an emergency exit route posted in a visible location, either on the door or on the wall next to the door.

j. Bathrooms must be constructed to provide convenient sanitary facilities. Wash basin and shower tub areas shall have a vanity table, a large lighted mirror, stopper device, towel bars/hooks, and grounded electrical outlets conveniently located for use of electrical razors, hair dryers, etc. Loose, missing, or badly worn/damaged wall tiles, fixtures or accessories are unacceptable. The fixtures controlling the flow of water must not be cracked or leaking and shall operate properly to maintain constant adequate flow and temperature without sudden surges or temperature changes. Bathrooms must have a working exhaust fan. The shower or shower/tub combination shall have shower door or curtains.

k. If at any time the Unit Member is dissatisfied with the current state of the room (i.e. bed bugs, no heat, no AC…) Vendor will re-assign member to another room at the designated contracted rate.

3.3 FURNISHINGS AND EQUIPMENT: Furnishings and equipment must be clean and in good repair, the following minimum furnishings are required.

a. Lamp, one (1) per desk or writing table.

b. Chair, occasional, one (1) per sleeping room.

c. Clothes, storage drawers, two (2) per bed.

d. Mirror, one (1) per sleeping room.

e. Table, night, with lamp, one (1) per bed

f. Desk or writing table with chair, one (1) per bedroom.

g. Luggage rack, one (1) per bed.

h. Coffee pot, one (1) each per room.

i. Refrigerator, one (1) each per room.

j. Microwave, one (1) each per room.

3.4 HVAC: Heating, air conditioning, and ventilation, living quarters shall be provided with individual room controls. If utilities fail, other than by an Act of God (i.e.: Electrical Storm, Flood, Snow Storm) for more than four hours the vendor is responsible for evaluating each occupant for possible relocation to another facility of equal or better quality at no expense to the occupants.

3.5 SAFEGUARDING VALUABLES: The vendor must provide a means of storing and safeguarding, in a safe or vault, small high-value personal property of the occupants. Receipts for stored items must be furnished to the guest.

SECTION 4-SPECIFIC TASKS

4.1 SERVICES: The innkeeper shall provide the following services:

ASSIGNMENT OF QUARTERS/ROOMS: The 128 FSS/FSV Lodging Manager, or his/her designated representative is responsible for designating the government personnel to occupy the vendor’s facility (see paragraph 2.3). Individuals of the same sex designated for double room occupancy shall be lodged in rooms with two beds. Members designated for double room occupancy shall have the option to perform a “buyout” to obtain a single room.

If allowed by the lodging manager the member will be responsible for half the cost of the contracted rate. The hotel shall collect this cost upon check-in directly from the member.

Personnel married to each other may be roomed together upon request. To the best of the vendor’s ability all RSD/RD reservations must be physically blocked together within the same area/wing of hotel, civilian patrons should not be roomed within the block which will enable the military member adequate rest.

4.2 CHECK IN/OUT SERVICE: The vendor must provide a check in/out service on a 24-hour basis. All military members (guests) are required to sign for their room, this can be done at check-in or check out. A copy of this signature must accompany the invoice (see paragraph 1.4). The desk area shall be clean, efficiently designated to process multiple check in/outs simultaneously, and efficiently staffed with trained personnel. The vendor agrees to inform all government personnel assigned accommodations under this agreement of required checkout time. Check out time must be posted.

4.3 TELEPHONE: A telephone shall be provided in each room at no charge to the occupant. Room occupants shall pay for all toll calls placed by them. Services provided shall be available 24 hours a day. Local, 1-800/887 calls will be free of charge.

4.4 EXTRA SERVICES: All extra services not specified in this agreement or not normally included in the room rate, shall be paid by the individual(s) requesting and receiving the extra service.

4.5 CUSTODIAL SANITATION SERVICES: Daily services included, but are not limited to, room cleaning, bed making, linen changing (as required), adequate quantities of soap (minimum of 1¼ oz deodorant bar), bath towels, wash cloths, sanitized drinking glasses, facial tissues, and cloth bath mat.

4.6 LINEN SERVICES: Linen service shall be provided at least once per week or when occupancy changes, whichever occurs first, and whenever necessary due to guest personnel requirements. Additional blankets shall be clean, freshly laundered, without any objectionable odors, and in good repair, free from tears, rips, holes, stains, and extensive wear. Pillows shall be at least six inches thick to provide proper support.

4.7 COMMON USE AREAS: The vendor shall keep all hallways, corridors, grounds, and other adjacent areas under their control in a clean, neat, and safe condition.

4.8 SIGNS: All rooms shall have “Do Not Disturb” signs available. Vendor employees shall respect them when displayed.

4.9 INFORMATION SERVICES: Desk clerks shall be able to explain occupant’s miscellaneous charges not covered by the statement of work, for example, telephone charges.

The innkeeper shall provide information on bus schedules, taxis, and other transportation facilities and locations, and commercial telephone directories.

SECTION 5 – 2021 Schedule

Note: RSD = Regular Scheduled Drill RD = Rescheduled Drill