Attachment 0002 - Draft SOW_ASamoa-Guam-Saipan LIK.pdf
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- Solicitation number
- W912CN-26-M-EC01
About this file
This is a Statement of Work (SOW) for transient commercial lodging services for Army personnel in American Samoa, Guam, and Saipan. The Contractor shall provide guest rooms for Temporary Duty (TDY) and Lodging-in-Kind (LIK) personnel in accordance with Department of Defense Lodging Adequacy Standards (dated October 1, 2024, FY2025) and the Joint Travel Regulation (JTR). Nightly room rates plus applicable state and occupancy taxes may not exceed the current maximum OCONUS lodging per diem rate for each specific location, as calculated by the Defense Travel Management Office (DTMO) Per Diem Calculator. Parking fees must be quoted as a separate, optional, and as-needed line item and are only billable to the Government for personnel explicitly authorized in writing to operate vehicles for official government business.
The SOW establishes a Blanket Purchase Agreement (BPA) with two categories of cancellation policies. For group events, the Government may cancel the entire room block up to 48 hours prior to the scheduled start with no surcharge, penalty, or fee; short-notice cancellations due to official military necessity incur no charges; and room count revisions less than 48 hours before the event allow the Contractor to invoice only for actual, direct, and documented cost changes. For individual room attrition and delays, the Government may cancel individual reservations up to 4:00 PM local time on the arrival date without penalty, no "no-show" or late cancellation fees apply if arrival is delayed or canceled due to military flight disruptions or emergencies, and no administrative fees or penalties apply for early departures—the Contractor invoices only for nights actually occupied. The Contractor must provide written cancellation notice for all awarded requirements no less than 72 hours prior to the scheduled event start; failure to do so permits the Government to file a claim for any incurred reprocurement fees.
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Text version
STATEMENT OF WORK: LODGING ACCOMMODATIONS FOR ARMY PERSONNEL
(AMERICAN SAMOA, GUAM, SAIPAN)
1. DESCRIPTION OF SERVICE. The Contractor shall provide transient commercial lodging for Temporary Duty (TDY) and Lodging-in-Kind (LIK) personnel in American Samoa, Guam, and Saipan. All accommodation and room rates shall be in accordance with the Department of Defense Lodging Adequacy Standards, dated 1 Oct 2024 (FY2025), and the Joint Travel Regulation (JTR).
1.1. ACCOMMODATIONS. The Contractor shall be able to provide guest rooms to accommodate individual personnel in accordance with current JTR lodging rates and DoD Lodging Adequacy Standards. The nightly room rate, plus applicable state and occupancy taxes, may not exceed the current maximum OCONUS lodging per diem rate for the specific location, as calculated by the Defense Travel Management Office (DTMO) Per Diem Calculator.
1.2. PARKING. Parking fees shall NOT be included in the base contract rate. If parking is required, it must be quoted as a separate, optional and as-needed line item. The Government will only pay parking fees for personnel who are explicitly authorized in writing to operate a vehicle for official government business.
2. CHANGES/CANCELLATION POLICY. Since this Blanket Purchase Agreement (BPA) is established for unit and group travel, the cancellation guidelines are split into two categories to protect government funds while providing the hotel with commercial stability.
2.1. Group Event (48-Hour Rule): These rules apply when the Government must cancel or significantly modify the entire room block.
Action Policy and Timeline
Standard Cancellation
The Government may cancel the entire room block up to 48 hours prior to the start of the scheduled event with no surcharge, penalty or fee.
Short-Notice Cancellation
If the Government cancels the entire event within 48 hours due to official military necessity or circumstances beyond the Government's control, no fees shall be charged.
Late Revisions If the room count is revised less than 48 hours before the event, the Contractor may invoice the Government only for actual, direct and documented cost changes resulting from that modification.
2.2. Individual Room Attrition and Delays (4:00 PM Rule): To prevent the Government from being billed "no-show" fees for individual travelers who experience flight delays, medical issues, or sudden duty changes.
https://www.travel.dod.mil/Travel-Transportation-Rates/Per-Diem/
STATEMENT OF WORK: LODGING ACCOMMODATIONS FOR ARMY PERSONNEL
(AMERICAN SAMOA, GUAM, SAIPAN)
Scenario Policy and Rule
Same-Day Cancellations
The Government may cancel individual room reservations within the larger block up to 4:00 PM (local time) on the scheduled day of arrival without penalty.
No-Show Waiver No "no-show" or late cancellation fees shall be charged to the Government for individual rooms if the traveler's arrival is delayed or canceled due to military flight disruptions, mission adjustments, or emergencies.
Early Departures No administrative fees or penalties shall be charged if individual personnel check out earlier than the scheduled end date. The Contractor shall invoice only for nights actually occupied.
2.3. Contractor Cancellation: The Contractor shall provide the Government a written cancellation notices for all awarded requirements no less than 72 hours prior to the scheduled start of the event. If the Contractor fails to provide this timely notice, the Government reserves the right to file a claim against the Contractor for any incurred reprocurement fees.
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