Atch 2 - SOW - 445 AW and 655 ISRW Commercial Quarters 17Jun24.pdf

STATEMENT OF WORK (SOW)

FOR

COMMERCIAL QUARTERS

Wright-Patterson Air Force Base, Ohio June 17, 2024

Section 1

GENERAL

1. SCOPE OF WORK:

The contractor shall furnish lodging accommodations (single occupancy, double occupancy and non-smoking rooms) for eligible personnel assigned to 445 AW and 655 ISRW at Wright-Patterson Air Force Base (WPAFB) that may need lodging support. Wright- Patterson AFB has a requirement for lodging accommodations to be available during the Unit Training Assembly (UTA) periods that are to be coordinated with the Authorized Caller and Contractor in advance of the date of each stay. There are also possible intermittent periods during the month when eligible members will require lodging while in an inactive status. The lodging accommodations shall contain living and sleeping areas in accordance with Federal, State, Local, and commercial standards. No more than one person shall be assigned to a single occupancy room. No more than two people shall be assigned to a double occupancy room. Double occupancy rooms shall be provided on an as needed and available basis. No less than 25 single occupancy rooms (1 bed) will be blocked for Friday and Saturday during UTA periods. The authorized caller will notify and provide the lodging facility with an updated schedule in the event of a schedule change. See tentative FY25 UTA schedule in attachments.

1.1. Reservations

1.1.1. The authorized caller will provide a rooming list of individuals authorized rooms no later than the Thursday the week before the UTA. The Government will not be responsible for payment of any reservation or room rate deviation made by unauthorized individuals.

1.1.2. Single occupancy rooms will be assigned at the discretion of the commercial lodging facility. For double occupancy rooms, the authorized caller reserves the right to designate who shares a room. Married military members may share a single occupancy room.

1.1.3. Blocked rooms not utilized shall be released by close of business on Friday the week before the UTA. Any additional rooms needed after the release shall be addressed on an as needed and available basis.

1.1.4. Members that arrive after hours and need a room but do not have a reservation, may be provided a room based on availability. The member shall be responsible for payment until evidence is provided that the room is at the Government’s expense.

The member shall have until his/her check out date to provide the evidence.

1.1.5. The commercial lodging facility shall require each member to show military ID upon check in and compare the name on the ID to the rooming list provided by the authorized caller. The commercial lodging facility shall ensure that no individuals check in without previous reservations made by the authorized callers.

1.2 Cancellations

1.2.1. Members may cancel their own reservation at any time. However, should the reservation need to be reestablished, confirmation from the authorized caller shall be required if done by the member.

1.2.2. If the authorized caller or the member has not contacted the commercial lodging facility by 6:00p.m.on the date of arrival to either confirm late arrival or to cancel the reservation, that reservation is to be canceled and the room is released to the public.

1.3 No Shows

1.3.1. In the event of any no-show, the commercial lodging facility shall provide a report by 10:00a.m. on each morning following a reservation of any no-show from the previous night’s reservations

1.3.2. No-show reports should be faxed to or e-mailed to the address provided to the lodging facility subsequent to award.

Section 2

CONTRACTOR FURNISHED ITEMS/SERVICES

2 The contractor shall furnish the following:

2.1. Lodging Facility, Furnishings and Equipment

2.1.1. Location. The lodging facility shall be located within a 25-mile driving distance to Wright-Patterson, AFB, OH.

2.1.2. Fire and Safety Requirements. Lodging accommodations shall meet fire and safety requirements per the National Fire Protection Association (NFPA) Code 10, Code 70, Code 101 and Code 96 and the Air Force Occupational Safety and Health (AFOSH) Standard 91-1.

2.1.3. Guest Rooms. Standard guest rooms shall contain at a minimum:

2.1.3.1. Rooms shall be constructed and finished to provide good light illumination, reflection and sound attenuation. All piping and wiring shall be enclosed. Sufficient electrical outlets and light switches shall be provided. All electrical cords, bulbs, lights, outlets, and switches shall be in good, operational condition.

2.1.3.2. Rooms shall be free of damage and all floors, ceilings, and walls shall be clean and in good, serviceable condition.

2.1.3.3. Entrance doors to guest rooms shall be equipped with both a primary lock and a secondary deadbolt lock. If the guest room has sliding glass or French doors they shall be equipped with an effective locking device. Doors to connecting guest units or maintenance corridors shall be equipped with a deadbolt lock. The entrance door to the guest room shall be equipped with a view port or window convenient to the door. All doors, exterior and interior, shall be free from holes, dents, or other physical defects. Emergency procedures, exit diagram and location of fire extinguishers shall be posted on entrance doors (applies only to lodging facilities with interior rooms). The room number shall be posted on or near the entrance door.

2.1.3.4. Windows overlooking a common walkway or in a ground floor room shall be equipped with a functional lock. Windows shall be well maintained, with no cracks or other defects. Drapes with blackout lining, shades or blinds shall be provided. If only drapes are provided, they shall screen out light. All window coverings shall be in good serviceable condition, free from tears or excessive wear.

2.1.3.5. Individual room-controlled heating/air conditioning units with the necessary ventilation to maintain comfort for occupants. Air filters shall be free from damage, the proper size, and be replaced or cleaned in accordance with manufacturer’s recommendations.

2.1.3.6. Adequate closet or hanger space and a dresser or drawer space. At least one luggage rack or equivalent bench space.

2.1.3.7. Means for occupants to indicate when they are not to be disturbed, for example, a “Do Not Disturb” sign. The lodging facility employees shall respect the signs when displayed.

2.1.3.8. Double occupancy rooms shall contain at least 2 beds, one for each guest.

Each bed shall have a firm mattress with box springs, mattress pad or cover, two pillows, and sufficient bed linens.

2.1.3.9. A mirror.

2.1.3.10. A telephone in good, operational condition with emergency numbers posted on or near it.

2.1.3.11. At least one color television with remote control (TV directory)

2.1.3.12. Alarm clock

2.1.3.13. Private bathroom. The bathroom shall have a fully functioning tub and/or shower, toilet and sink in good, operational condition. The tub and/or shower shall have a door or curtain. The tub and/or shower shall have a non-slip surface or a rubber mat shall be provided for use on any non-skid resistant surface. Hooks or racks shall be provided for robes or clothing. Adequate shelf space shall be provided for toiletries on or near the sink. A large mirror (minimum 18” x 30”) with ample light for shaving/make-up shall be provided over the sink. There shall be a GFI electrical outlet convenient to the mirror.

All fixtures shall be in good repair. Fixtures that control the flow of water shall not be cracked or leaking and shall operate properly to maintain a constant and adequate flow of water without sudden surges or temperature changes. The quantity of hot water provided by the facility shall be adequate for the maximum number of guests. The bathroom shall have proper ventilation by an exhaust fan, a window or a vent. The window shall be of frosted glass or a curtain shall be provided for privacy. The bathroom floor shall be in good condition. Grout, tile, and linoleum shall be in good condition, maintained properly, and be free of major tears or excessive staining. Toiletries such as bath soap, toilet tissue, sanitized drinking glasses, a cloth bath mat, facial tissues, bath towels, hand towels, washcloths shall be provided.

2.1.3.14. Parking Facility. Parking facilities shall be paved, marked, free of debris and adequately lighted. Each parking space shall receive at least indirect light.

Adequate parking spaces shall be available for all guests. A loading/unloading zone shall be available for individual guests or for vans to deliver and pick up large groups of people.

2.1.3.15. Signage. All property signage shall be legible and visible as appropriate.

The lodging facility shall have directional signs on each floor depicting room number locations. It shall have directional signs for common use areas such as the dining, lobby, laundry, etc.

2.1.3.16. Indoor Common Areas. Indoor common use areas shall be well maintained and free from damage. All furnishings shall be comfortable and well maintained. Available seating should be appropriate for size of property and typical number of guests.

2.1.3.17. Property Exterior. The exterior of the facility shall be clean, no peeling paint, broken windows or shutters, excessively dirty areas, or wood/brick/masonry deterioration. The grounds and gardens shall be well maintained. The exterior shall be well illuminated.

2.2. Lodging Facility Services. The following services shall be offered:

2.2.1. The lodging facility shall provide check in/out service on a 24 hour basis, 7 days a week. The desk area shall be clean, efficiently designed to process multiple check-in/outs simultaneously, and sufficiently staffed with trained personnel. The lodging facility shall inform all Government guests’ assigned accommodations under this contract, of the required check out time. Government guests, who incur another day's charge because of failing to meet the required check out time, do so at their own expense. The Government incurs no liability in this instance.

2.2.2. The lodging facility shall provide wake-up and message service on a 24 hour basis, 7 days a week.

2.2.3. The lodging facility shall provide a means of storing and safeguarding guest valuables. Safety deposit boxes may be provided at the front desk or in each guest room. If safety deposit boxes are in the front desk, a receipt for the stored items shall be furnished to the guest.

2.2.4. The lodging facility shall be equipped to provide a means of storing and securing luggage for guests when ready rooms are not available or at checkout. A receipt for the stored items shall be furnished to the guest.

2.2.5. The lodging facility shall provide upon request an ironing board and iron if not available in the guest room.

2.2.6. They shall have a first aid kit at the front desk in case of emergencies.

2.2.7. The lodging facility shall provide upon request an information packet that contains information about local restaurants, shopping areas, and entertainment.

They shall provide upon request a commercial telephone directory.

2.2.8. Desk clerks shall be able to explain to guests miscellaneous charges not covered by the SOW, for example, long distance personal phone charges.

2.2.9. The lodging facility shall provide management and staff personnel that present a neat appearance and operate ethically and professionally. They shall provide attentive, conscientious attention to guest service.

2.2.10. Housekeeping Services

2.2.10.1. Guest Room. All surfaces shall be clean and stain, dust and mildew free, including but not limited to floors, walls, ceiling, doors, windows, window sills, baseboards, chair rails, heating/air conditioning systems, vents, blinds, ceiling fans, light fixtures, switch plates, furniture, upholstery, knick-knacks, decorative items, silk and real plants, etc. Rooms shall be fresh smelling, free of odors from dirt, mildew, mold, poor sanitation, or heavy deodorizers.

Rooms and furniture shall be free from insects, rodents and other pests. Daily services include, but are not limited to: room cleaning, bed making, linen change if required, and replenishment of amenities, toiletries, and supplies.

2.2.10.2. Bathrooms shall be clean with no mildew, dust, rust, soap scum, stains, or grimy film on fixtures, ceiling, walls, or floors. The wastebasket shall be lined and emptied daily. Bathroom shall be fresh smelling, free of odors from dirt, mildew, mold, poor sanitation, faulty plumbing, or heavy deodorizers.

2.2.10.3. Indoor Common Areas. All surfaces shall be clean and stain, dust and mildew free, including but not limited to floors, walls, ceiling, doors, windows, window sills, baseboards, chair rails, heating/air conditioning systems, vents, blinds, ceiling fans, light fixtures, switch plates, furniture, upholstery, appliances, knick-knacks, decorative items silk and real plants, etc. The rooms and furniture shall be free from insects, rodents and other pests.

2.2.10.4. Other Areas. These areas are not a requirement; however, if on premises, they shall be well maintained and meet general standards of safety, quality, and cleanliness.

2.2.11. Linen Service. Bed sheets and pillow cases shall be washed at least once per week or when occupancy changes, whichever occurs first, and whenever necessary due to guest personal requirements. They shall be in good repair, free from tears, rips, holes and extensive wear. All blankets, mattress covers, and bedspreads shall be clean, without any objectionable odors, and in good repair, free from tears, rips, holes, stains, and extensive wear. Additional blankets shall be provided if requested by guest. Freshly laundered bath and hand towels and wash cloths shall be provided daily. Dirty linen shall not contaminate the facility or clean linen when it’s handled, stored, and transported. The lodging facility shall follow the following procedures:

2.2.11.1. Clean and dirty linen shall be kept separate on housekeeper carts.

2.2.11.2. Clean and dirty linen shall be kept separate within linen room.

2.2.11.3. Hand washing facilities shall be available in the linen room.

2.2.11.4. Linen handling is located as to prevent steam, odors, lint and objectionable noises from reaching personal living and guest rooms.

2.2.12. Additional Services. All additional services not specified in this SOW, or not included in the standard commercial room rate, shall be paid by the guest requesting and receiving the extra service.

Section 3

BILLING

3. The contractor shall adhere to the following billing process:

3.1 Invoices. A consolidated invoice, individual guest folios and all corresponding documentation with the check in/out date shall be sent to the organization identified in the Authorized Caller List for payment within 10 business days of the member’s stay.

3.2 Method of Payment. Payment shall be made with a Call Order or by Government Purchase Card (GPC) upon receipt and validation of invoices. Call orders will be completed for lodging stays over $25,000.00 and invoiced utilizing the WAWF process. Under $25,000.00 the method of payment will be GPC. Lodging facilities should not charge the GPC until cleared to do so by the authorized caller.

3.2.1 All invoices should accurately reflect only room charges. No taxes shall be charged to any order placed under this SOW.

3.2.2 Reserve members who bring family members and/or friends and accrue any additional charges beyond the agreed upon room rate shall be responsible for paying the difference. Additional charges should be collected from the member upon check out.

3.2.3 It will be the responsibility of the commercial quarters to get any additional information from the member upon check-in. The lodging facility shall be responsible for tracking the members for unpaid services left uncollected at the time of check-out. The authorized caller shall aid the commercial quarters with the collection of these charges by notifying the member’s chain of command.

Section 4

APPLICABLE FORMS

4 The forms listed shall be utilized to with regard to lodging operations.

4.1 Automated Lodging Reservation System (ALRS) Reservations Request/Roster – Computer generated roster prepared by the authorized caller identifying which members have requested reservations. Roster contains the number of nights the member requested and where.

4.2 ALRS Cancellation Request/Roster – Computer generated roster prepared by the authorized caller identifying which reservations have been cancelled by the member(s) and need to be cancelled on base or at the commercial lodging facility.

4.3 Non-Availability Letter – Computer generated letter prepared by the Wright-Patterson Inns authorizing members to utilize commercial lodging due non-availability on base.

4.4 Lodging Authorization Letter – Unit generated letter authorizing members to utilize base or commercial lodging at the expense of the authorized caller. The letter contains what unit the member belongs to and what dates the member needs lodging for. A copy of this letter shall be included with the invoice for payment.

Attachments:

1. Reservation Roster – Sample

2. Cancellation Roster – Sample

3. Non-Availability Letter – Sample

4. United Funded Lodging Letter – Sample

Automated Lodging Reservation System - Reservation Report Jun 19, 2017

Lodging Reservations - Unit: All First Night: 6/9/2017 Last Night: 6/10/2017

Site Airman Unit Gender Arrive AM Depart IDT ADT Buy

Wright-Patterson Inns

ALLEN.BRENT MAJ 655 ISRG M Jun 9, 2017 Jun 11, 2017 2 0 0 allen,jason A 1 C 445 AMXS M Jun 9, 2017 Jun 11, 2017 2 0 0 Baez.William SSGT 655 ISRG M Jun 9, 2017 Jun 11, 2017 2 0 0 Borden.David MAJ 87 APS M Jun 9, 2017 Jun 11, 2017 2 0 0 brothers,kiara AB 445 AMXS F Jun 9, 2017 Jun 10, 2017 1 0 0 BROWN,QUINCY SRA 445 MSG M Jun 9, 2017 Jun 11, 2017 2 0 0 CASWELL.MICHELLE TSGT 87 APS F Jun 9, 2017 Jun 11, 2017 2 0 0 CHRISTOPHER.KEITH A1C 87 APS M Jun 9, 2017 Jun 11, 2017 2 0 0 CONIGLIO.DAKOTA AMN 87 APS M Jun 9, 2017 Jun11,2017 2 0 0

DiBiase,Marina SRA 655 ISRG M Jun 9, 2017 Jun 11, 2017 2 0 0 Dovydenas,Gintautas SSGT 655 ISRG M Jun 9, 2017 Jun 11, 2017 2 0 0 Everett.Charles TSGT 445AMDS M Jun 9, 2017 Jun11,2017 2 0 0 GEIGER.EARNEST SSGT 445 AMOS M Jun 9, 2017 Jun 11, 2017 2 0 0 GOLDEN,SHAWNTEL TSGT 87 APS F Jun 9, 2017 Jun11,2017 2 0 0 GOODY.MICHAEL MSGT 87 APS M Jun 10, 2017 Jun 11, 2017 1 0 0 GRIFFIN ,DONALD W MSGT 87 APS M Jun 9, 2017 Jun 11, 2017 2 0 0

GUFFEY.RYAN SRA 655 ISRG M Jun 9, 2017 Jun 11, 2017 2 0 0 GUNDRUM,MATTHEW MSGT 445 MXS M Jun 9, 2017 Jun 11, 2017 2 0 0 HAMPTON.ROBERT SSGT 87 APS M Jun 9, 2017 Jun 11, 2017 2 0 0 HODGE.SAMUEL TSGT 87 APS M Jun 9, 2017 Jun 11, 2017 2 0 0 HOLLOPETER.ERIC TSGT 87 APS M Jun 10, 2017 Jun 11, 2017 1 0 0 HOY.SCOTT E MSGT 445OG M Jun 10, 2017 Jun 11, 2017 1 0 0 ISSAC,DARYL SSGT 655 ISRG M Jun 9, 2017 Jun11,2017 2 0 0 JOHNSON.GLORIA MSGT 655 ISRG F Jun 9, 2017 Jun 11, 2017 2 0 0

JOHNSON.STEVEN MSGT 445 AMOS M Jun 9, 2017 Jun11,2017 2 0 0

Jones.Casey SRA 445 AMOS M Jun 9, 2017 Jun 11, 2017 2 0 0

LETT.PHILLIP K SRA 445 AMOS M Jun 9, 2017 Jun11,2017 2 0 0

LEWIS.DANIEL MSGT 445 FSS M Jun 9, 2017 Jun11,2017 2 0 0

Lijewski.Michael TSGT 445 LRS M Jun 9, 2017 Jun 11, 2017 2 0 0

MASTERS.THOMAS TSGT 87 APS M Jun 9, 2017 Jun 11, 2017 2 0 0

MAYLE.BRIAN K. SSGT 445 MXS M Jun 9, 2017 Jun 11, 2017 2 0 0

METCALF.MICHAEL TSGT 445AMDS M Jun 9, 2017 Jun11,2017 2 0 0

MOORE,JAMES AB 87 APS M Jun10,2017 Jun 11, 2017 1 0 0

Patterson.Nicole AB 445 MXG F Jun 9, 2017 Jun 11, 2017 2 0 0 Pawlik.Lawrence SRA 445 AMOS M Jun 9, 2017 Jun 11, 2017 2 0 0 PFARR.DANIELLE SSGT 87 APS F Jun 9, 2017 Jun11,2017 2 0 0

RAYMOND.WILLIAM TSGT 655 ISRG M Jun 9, 2017 Jun 11, 2017 2 0 0 RINKES,JOSEPH A TSGT 445 MXS M Jun 9, 2017 Jun 11, 2017 2 0 0 Rooker.Michael AMN 87 APS M Jun 9, 2017 Jun 11, 2017 2 0 0

Requested by: MS gt Jess Pruitt 6/19/2017 1 :39: 14 PM Page 1

SAMPLE

DEPARTMENT OF THE AIR FORCE

HEADQUARTERS 88TH AIR BASE WING (AFMC)

WRIGH T-PATIERSON AIR FORCE BASE OHIO

MEMORANDUM FOR (Organization Name)

FROM: (Organization)

2439 SCHLATTER DR

WRIGHT-PATTERSON AFB OH 45433-5519

5439 McCORMICK AVE

WRIGHT-PATTERSON AFB OH 45433-5132

SUBJECT: Authorization for Unit Paid Lodging

l. The following individual is scheduled to perform

X 1 Rescheduled UT A

2 Equivalent Training (EQT)

3 Safety

4 Flying/Ground Training Period (FTP/GTP)

5 Reserve Management Period (RMP)

(Name)

2. Individual is authorized billeting for the night(s) of: 9 & 10 June 2017

14 June 2017

(Signature)

Wing Lodging Manager

WRIGHT-PATTERSON INN

2439 SCHLATTER DRIVE, WRIGHT-PATTERSON 45433

(937) 257-3451 FAX: (937) 257-2488

THIS IS AN AUTHORIZATION SHEET FOR NON PAYING GUESTS - ROOM

CHARGES TO BE PAID BY DEPT. OF U.S. AIR FORCE.

(Person's Name) is authorized to be lodged at the

_(Hotel Name)___ HOTEL/ON WRIGHT-PATT AFB

Hotel for the period of __ 06/09/2017__ for __ 2 __ nights at the rate of -------'-$_ ___ per night for a total cost of $

The base lodging must authorize any change to hotel or number of nights.

Please contact our front desk at the above number.

06/14/2017

U.S. AIR FORCE Base Desk Clerk Signature Date

Guest Account #: ##########

Group#: ##########

PRIVACY ACT INFORMATION - The information accessed through this system is FOR OFFICIAL USE ONLY and must be protected in accordance with the Privacy Act and AFI 33-332.