Attachment 1-ITDLM Statement of Work.pdf

Attachment 1- Statement of Work

W9124L-26-Q-A007, ITDLM BPA

STATEMENT OF WORK

Institutional Training Directed Lodging and Meals (ITDLM)

1. GENERAL.

1.1. SCOPE OF WORK. This Blanket Purchase Agreement (BPA) for Government personnel will be used in support of in-processing and training troops to provide off-post lodging when Government lodging facilities are not available to Soldiers. The contractor shall furnish referenced supplies if and when requested by the Contracting Officer or his/her authorized representative during the period specified herein. The Government is obligated only to the extent of authorized orders actually placed against this BPA. The terms and conditions included in this requirement apply to all call outs made pursuant to this requirement under any resultant call order/call out. In the event of an inconsistency between the provisions of the BPA and the supplier’s invoice, the provisions of this statement of work and resultant BPA will take precedence. Contractor shall provide fully-furnished two beds per room in the Lawton, Oklahoma area. Contractor shall provide general cleaning daily and bed making three times a week, unless declined by occupant, and meet or exceed industry standards. Health and safety condition of room/s shall meet or exceed city, state and Government standards. Distance of hotel to Fort Sill must be within 10 miles, one way trip, early start time and late end of training along with traffic and construction delays makes the distance a significant factor. Requirement for hotel room/s will be only after the student bed capacity at the International Hotel Group (IHG) on Fort Sill is filled. When bed space becomes available at IHG Fort Sill, OK and student Soldier’s course graduation date is greater than two training weeks/ten training days, from the day space becomes available, the Soldier will be moved and relocated on to the IHG Fort Sill, OK. Soldiers housed at contractor hotel will not be relocated during the normal work week

1.1.1 PLACE OF PERFORMANCE. The place of performance for this BPA will be at the local area hotels servicing the Lawton, Oklahoma area within the proper city limits. These locations will be within 10 miles or less from Fort Sill, OK.

1.2. BACKGROUND. The purpose of this BPA is to obtain the necessary hotel rooms to support in-processing and training troops at Fort Sill, OK. As part of a continuing effort, the Fires Center of Excellence (FCoE) has been assigned the mission to provide lodging to Soldiers who are attending training at Fort Sill, OK. The first choice is to house student Soldiers on post (Fort Sill) at IHG, however, our student loads, particularly during the summer months, quickly overwhelm the installation’s available beds. The Government estimates a need for 5,000 room nights per year, based on Soldier student’s class capacity. This estimated quantity will fluctuate between quarters of the year, with the highest estimates occurring during summer months. This estimate is provided solely as an estimate based on historical need but world events to include budget constraints, travel restrictions and training location changes, all affect the room nights per year needed. Amenities for the hotel are noted below in Paragraph 1.5.2. Incidentals not mentioned in amenities may be available for an extra charge and shall be noted as such.

1.3. PERIOD OF PERFORMANCE. The period of performance of this BPA will be for a five

(5) year period from the date award.

Base Year: 22 April 2026 – 21 April 2027 Option Year One: 22 April 2027 – 21 April 2028 Option Year Two: 22 April 2028 – 21 April 2029 Option Year Three: 22 April 2029 – 21 April 2030 Option Year Four: 22 April 2030 – 21 April 2031

1.4. HOURS OF OPERATIONS. Hotels shall have 24-hour check-in service. Check-in shall be available every day, including holidays. Soldiers attending training will arrive at all times of day and throughout the year.

1.5. ROOM CHARGES, AMENITIES, AND INCIDENTALS.

1.5.1. ROOM RATE PER DAY: 10 room nights at each hotel shall be set aside at the prevailing per diem rate for the Lawton-Fort Sill area per night. Contractor shall provide an average rate for additional rooms with their quote. Additional rooms will be available on a first come-first serve basis and will not be blocked. Contractor shall provide a list of incidental items available and any applicable charge with submitted quote.

1.5.2. AMENITIES. Amenities for each hotel shall include the following, at a minimum:

a. In room: television with remote, coffeemaker (to include filters and coffee or coffee packs, cups, sugar/sweetener, stirrers), hair dryer, and desk in good and safe working order

b. Wake-up Service

c. Laundry Room on site and operational for Soldiers use at their expense

d. Copier and fax services (Personal use of copier and fax services is the responsibility of the

Soldier and will be paid by the Soldier.)

e. Continental Breakfast

f. Fitness Center

g. Vending Machine

h. Ice machine

i. Free access to internet/Wi-Fi for Soldiers

1.6 STANDARD SERVICE DEFINITIONS. Hotel rooms shall meet or exceed the following requirements.

1.6.1. Rooms shall as a minimum contain 2 beds, sheets set, comforters, blankets, pillows, and clock radio with alarm, capable of double occupancy. Rooms shall contain iron & iron board and all standard utilities, operational individual room thermostat to control heat and air, electrical, water, telephone with voice mail capability; providing this service does not increase cost to the Government.

1.6.2. Rooms shall have a microwave oven, refrigerator, and in-room safe all in good and safe operating order.

1.6.3. Rooms shall contain 2 sets of hand/wash/bath towels, for possible double occupancy, shower curtains, bathmats, waste baskets, and clean toilet. Rooms shall be appropriately heated or cooled, as weather conditions require.

1.6.4. Rooms shall be clean and free of rodents to include rats and mice; and insects to include ants, roaches, bed bugs, silver fish, flies, mosquitoes, bees, wasps, spiders, and fleas.

1.6.5. Rooms shall contain a telephone in good working order with free local access. The Soldier occupant is personally responsible for telephone charges exceeding the free local access.

Providing this service does not increase cost to the Government.

1.6.6. Rooms shall have basic cable/satellite TV included in the cost of the room; purchase of service above base level is the responsibility of the Soldier and will be paid by the Soldier.

Contractor shall provide free internet connection with industry standard connectivity.

Providing these services does not increase cost to the Government. Government will not be billed for any Pay-per-View service requested by the occupant. This service cost is the responsibility of the individual occupant.

1.6.7. For safety and security reasons, rooms shall be accessed via interior corridors only, have clearly marked emergency exits and clearly marked fire extinguisher stations. Door lock should be in operating order; in addition, a swing bar guard or security chain lock type device shall be available on the inside to provide an additional level of security. Room shall have a functional smoke detector.

1.6.8. Contractor shall have lighted, safe, secure parking on hotel grounds.

1.6.9. Contractors with security cameras in and around hotel will be given higher consideration over other offers. Security will be a key factor in the selection consideration process. This may lead to the low offeror being removed from consideration and award.

1.6.10. Contractor shall have dining facilities or food service in the hotel or allow for non-contractor food delivery service. Contractor hotel located within safe walking distance, not greater than one city block, from a commercial public dining will be given higher consideration over other offers. Food service is at the individual Soldier’s expense and providing this service does not increase cost to the Government.

1.7 PRICING.

1.7.1. The Supplier agrees that the fixed prices quoted to the Government shall be as low as, or lower than those charged to the Contractors most favored customers, for comparable quantities under similar terms and conditions, in addition to any discounts for prompt payment.

1.7.2. This BPA does not obligate any funds.

1.8. PAYMENTS. All payments for services received under this BPA will be paid prior to consolidated occupancy reaching $25,000.00 using the Government Purchase Card. All contractors are required to have the capability of accepting payment via the Government Purchase Card. No other form of payment is authorized.

1.19. CANCELLATIONS/LATE ARRIVALS/EARLY DEPARTURES.

1.9.1. CANCELLATION POLICY. Room cancellations require notice before 6 PM Central Standard time on arrival day at no additional fees or charges. If cancelled after 6 PM Central Standard time on arrival day, rooms will be charged a cancellation fee that is equal to the first night’s rate.

1.9.2. LATE ARRIVALS. All room occupants will provide notice to the hotel of arrivals after 6 PM Central Standard Time in the same manner as the CANCELLATION POLICY referenced above.

1.9.3. EARLY DEPARTURES. It is the intent of the Government to provide on-post lodging to Fires Center of Excellence students attending classes at Fort Sill. Early departures will be provided to the hotel by the Government on a case-by-case basis or group basis 24 hours prior to occupant(s) departure(s). Early departures from the contractor hotel to on-post lodging will not occur during the regular work week.

1.10. PURCHASE LIMITATION AND CALL OUTS. The Government will award a multiple award BPA to the three offerors who present the best value to the Government, in terms of pricing, availability of rooms, and amenities provided by the location. Orders will be issued to the awarded locations based on the number of rooms needed to accommodate military students attending classes. Orders will be billed prior to total occupancy reaching $25,000.00. Order billing amounts will be reconciled at the end of each lodging stay to adjust estimated dollar amounts with the actual usage of rooms requested at each location for the Order period.

1.10.1. No individual call out placed against this BPA by a Contracting Officer or an authorized individuals assigned to the Contracting Office shall exceed $720,000.00.

1.10.2. No individual call out will be placed against this BPA by any individual outside the Contracting Office. An Ordering Official will be appointed in writing by the Contracting Officer to coordinate day-to-day operations within delivery order parameters

1.10.3. The total amount ordered under this contract shall not exceed $3,712,000.00.

1.10.4. Room occupants will not be allowed to charge incidentals, movies or non-complimentary food or beverages under any BPA Call Out issued for this requirement.

1.11. DELIVERY/SHIP TO ADDRESS. Each individual delivery order will specify the delivery/ship to address.

1.12. EVALUATION OF CONTRACTOR PERFORMANCE. The Government will monitor the Contractor's performance under the terms of these BPA procedures as outlined in Federal Acquisition Regulation (FAR) Clause 52.212-4, Contract Terms and Conditions - Commercial Items.

2. DEFINITIONS, ACRONYMS AND TERMS.

2.1. GENERAL. The following definitions, acronyms and terms are applicable to this contract.

In instances where the definition or acronym listed in the publications referenced above differ from those listed below, the definition or acronym listed below shall apply.

BPA MODIFICATION. Any written alteration in the contract period, price, quantity, or other contract provisions of an existing contract issued by the Contracting Officer.

CONTRACTING OFFICE. Office which awards or executes a contract for supplies or services and performs post award functions not assigned to a contract administration office.

CONTRACTING OFFICER (KO). Any person, either by virtue of his position or by appointment in compliance with procedures prescribed by the FAR, is currently a Contracting Officer with the authority to enter into and administer contracts and make determinations and findings with respect thereto, or any part of such authority.

CORRECTIVE ACTION. Consists of those efforts required to correct reported deficiencies and determine that other products are not similarly defective.

DEFICIENT PERFORMANCE. A unit of service which contains one or more deficiencies or nonconformance with specified requirements of the contract.

GOVERNMENT. The term "Government" as used herein includes the Contracting Officer and the Contracting Officer's designated representatives.

INSPECTION. The examination or testing of supplies or services to determine whether they conform to technical requirements and standards.

ORDERING OFFICER. Individual authorized in writing by the Contracting Officer to initiate Call Outs on behalf of the Government.

PROCEDURE. The step-by-step method or way that a policy or plan is to be carried out.

PROPERTY. The terms "Government Property", "Army Property" or "Property" include property, equipment, supplies and vehicles under the control of the Department of the Army.

SHALL. The word "shall" is used in connection with the Contractor and specifies that the provisions are binding.

WILL. The word "will" is used to express a declaration of purpose on the part of the Government.

24-HOUR CHECK-IN SERVICE. A period of time commencing on one workday and ending at the same time the following workday. Example: 9:00 a.m., Tuesday to 9:00 a.m., Wednesday.

2.2. ACRONYMS AND TERMS.

BPA Blanket Purchase Agreement CDC Center for Disease Control CLIN Contract Line Item Number FAR Federal Acquisition Regulation FCoE Fires Center Of Excellence FS Fort Sill GFP Government-Furnished Property IDTLM Institutional Training Directed Lodging and Meals IHG International Hotel Group KO Contracting Officer

3. GOVERNMENT FURNISHED SERVICES.

3.1. The US Government will provide the following services in support of this contract.

3.1.1. A copy of Appointment Letter for the designated Ordering Official will be furnished to the Contractor.

3.1.2. Government will be responsible for transporting student Soldiers from the hotel to the training facilities and back to the hotel.

3.1.3. A list of names of Soldiers who may be occupying the hotel rooms will be furnished to the contractor. Listed names are subject to last-minute changes. The Government will first fill student housing on Fort Sill before moving Soldiers off the installation.

4. PLACING ORDERS. Orders will be placed against this BPA via email, fax, paper, or oral communications. The following information will be provided:

a. Basic BPA award number and applicable call out number

b. The unit price and total price established by the awarded BPA with the Supplier; and

c. Dates of occupancy

d. Estimated dollar amount for the Call Out

5. INVOICES. An itemized, fully summarized invoice shall be submitted once total consolidated amount reaches just under $25,000.00 or upon expiration of the BPA, whichever occurs first, for all deliveries made during a billing period for which payment has not been received. Billing period will be the 19th through the 18th of each month.

5.1. It is the intent of the government to move Soldiers to lodging located on Fort Sill as it becomes available. Therefore, the contractor shall bill monthly for actual rooms occupied since the quantities requested to reserve are estimated. A separate cover invoice by Contract Line Item Number (CLIN) shall be provided to go along with any folio.

5.2. The requirements of a proper invoice are as specified in the contract in the local clarification section. Invoices are to be sent to the designated Ordering Officer.

5.3. All Call Out summary invoices under this BPA must be accompanied by individual occupancy room folios which must contain the following information as a minimum:

a. Name of Supplier

b. Period of Occupancy

c. BPA Number and applicable call out number

d. Occupant’s name per room occupied

e. Unit price per night

f. Total price for each individual room occupant

6. PERFORMANCE CRITERIA. The government shall consider this BPA as being successfully met when as a minimum the contractor has a clean, safe, secure room, furnished and equipment to industry standards. Also having and keeping the rooms bug and insect free will greatly influence a successful rating.

7. DELIVERABLES. The contractor shall furnish deliverables for monthly billing purposes. All deliverables are subject to verification of the Contracting Officer or designated representative.

a. Individual Folio

b. Summary Billing