Atch 2 - SOW -Ft. Meade Lodging Accommodations - 04JAN2024.pdf

STATEMENT OF WORK (SOW)

FOR

COMMERCIAL QUARTERS

(LODGING ACCOMMODATIONS)

16th Intelligence Squadron & 512th Intelligence Squadron

9801 LOVE RD. FT MEADE, MD 20755

04 JANUARY 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 duty at Ft. Meade, Maryland that may need lodging support. The 16th Intelligence Squadron (16 IS) and the 512th Intelligence Squadron (512 IS) stationed at Ft. Meade have a requirement for lodging accommodations to be available during the Unit Training Assembly (UTA) periods that are to be coordinated with the Authorized Called 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 20 single occupancy rooms (1 bed) will be blocked for Friday. No less than 20 single occupancy rooms (1 bed) will be reserved for Saturday. The authorized caller will notify and provide the lodging facility with an updated schedule in the event of a schedule change. Dates will be provided upon award of contract.

1.1. Reservations

1.1.1. The authorized callers will make lodging reservations through the contract holder booking agents. The authorized callers will notify the booking agents via email and provide a reservation roster no later than the Thursday the week before the UTA.

The reservation roster will identify the members requiring lodging services for the upcoming UTA weekend. 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 a photo 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 persons authorized in paragraph

1.1.1. of this SOW.

1.2 Cancellations

1.2.1. Cancellations or reservation adjustments are made through the booking agents and shall be performed by authorized callers only.

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 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 8.5-mile driving distance/6.0-mile direct radius to 134 National Business Parkway, Annapolis Junction, Maryland 20701.

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 (1) 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 bathmat, 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 bi-monthly but not to exceed 10 business days of the member’s stay.

3.2 Method of Payment. Payment shall be made with a Purchase Order or by

Government Purchase Card (GPC) upon receipt and validation of invoices. Lodging facilities should not charge the GPC until cleared to do so by the authorized caller.

The lodging facility shall not request a personal credit card to be kept on file after check-in.

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 16IS & 512IS Reservation Roster – Unit generated letter authorizing members to commercial lodging at the expense of the authorized caller will be emailed to the lodging facility. 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.

4.2 16IS & 512IS Cancellation Roster – Unit generated letter will be sent to lodging facility informing of cancellation requests. The letter contains what unit the member belongs to and what dates the member needs to cancel reservations for. A copy of this letter shall be included with the invoice for payment.

Attachments:

1. 16 IS Reservation Roster

2. 512 IS Reservation Roster

3. 16IS Cancellation Roster

4. 512IS Cancellation Roster

DEPARTMENT OF THE AIR FORCE

16th Intelligence Squadron

Fort George G. Meade, Maryland

(current date)

MEMORANDUM FOR (insert lodging facility)

FROM: 16 IS/CC

9801 Love Road Fort Meade MD 20755

SUBJECT: Lodging Reservations for (insert month) Drill

1. Below are the reservation requests for (insert month) lodging at the (insert lodging facility).

Name Check In Check Out

2. Please let me know if you have any questions. I can be reached at xxxxxxxx@us.af.mil or (xxx)xxx-xxxx.

Lodging Program Manager mailto:xxxxxxxx@us.af.mil

512th Intelligence Squadron

FROM: 512 IS/CC

9801 Love Road

1. Below are the reservation requests for (insert month) lodging at the (insert lodging facility)

Name Check in Check out

2. Please let me know if you have any questions. I can be reached at xxxxxx@us.af.mil.

16th Intelligence Squadron

FROM: 16 IS/CC

9801 Love Road

1. I need to ask for adjustments to the drill reservations.

a. Please request to cancel the reservations for Last, First (Confirmation #xxxxx) and Last, First (Confirmation #xxxxx).

mailto:xxxxxx@us.af.mil

512th Intelligence Squadron

FROM: 512 IS/CC

9801 Love Road

1. I need to ask for adjustments to the drill reservations.

a. Please request to cancel the reservations for Last, First (Confirmation #xxxxx) and Last, First (Confirmation #xxxxx).