Attachment 1 - Lodging BPA Statement of Work.pdf

STATEMENT OF WORK (SOW)

94TH AIRLIFT WING

LODGING SERVICES

May 2024

1.0. SCOPE OF WORK: The contractor shall provide single room occupancy lodging accommodations (hotel/motel) for Air Force personnel and other official visitors for the 94th Airlift Wing (94 AW) located at Dobbins Air Reserve Base, Georgia. Air Force personnel (guests) will occupy lodging facilities while they are in Inactive Duty Status (IDT).

2.0. SPECIFIC LODGING REQUIREMENTS: The facility shall comply with all city, county, state, and federal building codes and ordinances applicable to ownership and operation of the building in which the rooms are located.

2.1. Contractor’s lodging facility shall have the following standard amenities:

2.1.1. Vending area

2.1.2. 24-hour check-in/out

2.1.3. Wake-up and message service

2.1.4. Business center, complimentary wireless internet

2.1.5. Central TV antenna or cable TV

2.1.6. Room identification/directory signs

2.1.7. Smoke detectors in hallways

2.1.8. Air conditioning

2.1.9. Ice machines

2.1.10. Adequate parking space for all guests

2.1.11. TV/radio directory

2.1.12. Local information packet

2.1.13. Passenger/baggage loading zones

2.1.14. Secure luggage storage areas for guests when rooms are not immediately available or for storage at checkout.

2.1.15. Accept advance reservations.

2.1.16. Complimentary parking

2.2. LODGING REQUIREMENTS FOR LONG-TERM/EXTENDED ORDERS GUESTS

2.2.1. Kitchenette equipped with full-sized refrigerator/freezer, stove, microwave, sink or dishwasher.

2.2.2. Separate living and bedroom/sleeping area and dining area.

2.2.3. On-site/in-room guest laundry.

2.2.4. Amenities listed in paragraph. 2.1.1. to 2.1.16.

2.3. Automatic cancellation provision. If the occupant has not been registered, or advanced reservations have not been confirmed by 6 p.m. on the scheduled date of arrival, reservations are to be considered cancelled.

2.3. Smoke and fire protection systems shall be installed and meet federal, state, and local fire codes throughout the facility.

2.5. Safeguarding Valuables. The contractor shall provide a means of storing and safeguarding, in a safe or vault, small high-value personal property of the occupants. Receipts for the stored items shall be furnished to the guest.

2.6. Check In/Out Service. The commercial lodging facility agrees to inform all Government personnel assigned accommodations under this agreement that if another day’s charges are incurred because of failing to meet the required checkout time, the guests do so at their own expense. The government will not incur liability above agreed rate for single occupancy accommodations. Incidentals and deposits are the responsibility of the guest.

2.7. Extra Services. All extra services not specified in this statement of work, or not normally included in the room rate, shall be paid by the guest requesting or receiving the extra services.

2.8. Common Use Areas. The commercial lodging facility shall keep all hallways, corridors, grounds, and other adjacent areas under the commercial lodging facility’s control in clean, neat, and safe conditions.

2.9. Information Services. Desk clerks shall be able to explain to occupants, miscellaneous charges not covered by this statement of work, for example, telephone charges. The commercial lodging facility shall provide information on bus schedules, taxis, and other local transportation, dining facilities and locations, and commercial telephone directory service.

2.10. Standard Lodging Room Requirements/Services. Each room shall consist of the following:

2.10.1. Single occupancy rooms shall have a bed with pillow, two sheets, firm mattress, mattress pad or cover, blankets, bedspread.

2.10.2. Wall-to-wall carpeting (desired) or other floor covering.

2.10.3. Wall switch near the entrance door for at least one lamp.

2.10.4. Incandescent table or wall-mounted lights for each bed.

2.10.5. Color TV.

2.10.6. Closet or hanger space (minimum of 24 inches/9 hangers) per bed.

2.10.7. Smoke detectors.

2.10.8. Individual thermostats.

2.10.9. Telephone.

2.10.10. Iron and ironing board.

2.10.11. Note pad with pen.

2.10.12. Bathrooms with vanity, mirror, light with grounded electrical outlet.

2.10.13. Exhaust fan/privacy outside window.

2.11. Living space. Each single occupancy rooms shall contain net living and sleeping areas in accordance with local standards.

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

2.13. All finishes (walls and ceilings) should be free from damage, scars, marks, dirt, and dust. Vents and surrounding finishes must be free of dirt, dust and mildew.

2.14. Ceilings and walls shall be finished in paint or wall covering.

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

2.16. All windows shall be provided drapes with blackout lining, shades, or blinds. If only drapes are provided, they must screen out light completely.

2.17. Sufficient electrical outlets shall be available. All electrical cords, bulbs, lights, and switches shall be operational and free from defects.

2.18. All entrance doors to rooms shall have interior security locks, either deadbolt or double locking locks. Each room occupant shall be provided with a room key. All doors shall be free from holes, dents, or other physical defects.

2.19. Bathrooms must be constructed to provide convenient sanitary facilities. Wash basin and shower tub areas shall have a vanity table, a large (minimum 18” X 30”) lighted mirror, stopper devices, soap dishes, 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, floor tiles, fixtures or accessories are unacceptable. The fixtures controlling the flow of water shall not be cracked or leaking and shall operate properly to maintain a constant, adequate flow and temperature without sudden surges or temperature changes. Bathrooms shall have a working exhaust fan or an exterior window that can be opened (which is constructed of frosted glass or curtained to provide privacy). The shower or shower/tub combination shall have shower doors or curtains.

2.20. Furnishings and Equipment. Furnishings and equipment must be clean and free from defects such as cigarette burns, scratches, marks, tears, and pests.

2.21. Heating, Air Conditioning, and Ventilation. Living quarters shall be provided with individual room–controlled heating and air conditioning (in season) and otherwise provided the ventilation necessary to maintain comfort for guests. If utilities fail, other than an area-wide failure, for more than four hours, the contractor shall take action to relocate all occupants to another lodging facility of equal or better quality at no expense to the Government or the occupants.

2.22. Telephone. A telephone shall be provided in each room at no charge to the occupant. Each room occupant shall pay for all toll calls placed by him/her. Service provided shall be available 24 hours a day, seven days a week.

2.23. Custodial/Sanitation Services. Daily services include, but are not limited to, room cleaning, bed making, linen change (as required), adequate quantities of soap (minimum of 1 ¼ oz. deodorant bar), bath towels, hand towels, wash cloths, sanitized drinking glasses, facial tissues, and cloth bathmat.

2.24. Linen Service. Linen service shall be provided at least once per week or when occupancy changes, whichever occurs first, and whenever necessary to meet personnel requirements. Additional blankets shall be made available if required by occupant. All linen and 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 of adequate quality to provide proper support.

2.25. “Do Not Disturb” Signs. All rooms shall have such signs available. The commercial lodging facility’s employees shall respect them when displayed.

2.26. Rooms shall be non-smoking.

2.27. Rooms shall in compliance with American Disabilities Act (ADA).

2.28. The Contract Lodging Facility Inspection Checklist will be used to verify that the hotel services meet the government requirements. This will include Base Contracting, Lodging, Fire Department, Safety and Bio- Environmental Offices.

3.0. INVOICING AND PAYMENTS

3.1. 94 FSS lodging representative will communicate lodging requirements via telephone or email. The guest will be provided with the hotel’s name, address and telephone number. It is the responsibility of the commercial hotel to ensure they are provided a valid government purchase card/personal credit card number.

3.2. Guests who are in IDT status will occupy contract lodging and unit pays the lodging facility directly. 94 FSS/SV will provide each hotel with a lodging roster which will serve as the hotels source document for invoicing.

The commercial hotel will input the guest names into their property management system. Each IDT member checking in will sign the lodging roster beside their name. The contractor will be notified in advance of IDT Lodging dates for the fiscal year. 94 FSS will request a specific amount of guest rooms be blocked for the IDT Lodging dates. 94 FSS will notify the contractor immediately of increases or decreases in the group block. The contractor is responsible for notifying 94 FSS immediately if circumstances arise will prevent them from accommodating IDT members. The 94th Airlift Wing is not responsible for incidental or damage charges.

3.3. The contractor shall accept any method of payment, for all incidentals in IDT status. Incidentals are to be paid by the guest and is not the responsibility of 94 FSS regardless of guest’s status. Special requests, upgrades or double occupancy requests are the responsibility of the member. Contract Lodging Facility may accept cash, credit cards, and/or any other methods of payment for charges.

3.4. At registration, the contractor may require each guest to present a personal credit card for processing, validation, and/or incidentals along with a copy of their CL form. Travelers without an acceptable credit card may be required to pay cash in advance for the room. Adjustments for actual final charges may be made at check out.

3.5. Problems or questions concerning the correct charge for the contract quarters room rate for those in IDT status shall be settled between the contractor and the Contracting Officer or their designated representative. Problems or questions concerning the correctness of other items on the final bill (phone bill, food, drinks, cleaning, and number of days in room) should be settled between the contract lodging facility and the traveler in the same manner as other lodging/guest problems are solved.

4.0. QUALITY ASSURANCE

4.1. The Government shall perform an inspection to verify hotel services meet the government requirements identified in this Statement of Work and/or other factors that may impact service to the Government Personnel. If discrepancies are noted, the contractor will be notified and/or requested to attend meetings to discuss those discrepancies.

4.1.1. Inspections shall consist of a pre-inspection, triennial and/or periodically throughout the performance period.

4.1.1.1. Pre-inspections shall be conducted at least 30-calendar days prior to performance period. (Note: Pre-inspections may not be performed if the contractor’s facility is identified on the U.S. Fire Administration Guidelines Website, https://apps.usfa.fema.gov.)

4.1.1.2. Triennial inspections are conducted every three years after contract award. These will be scheduled at least 48-hours in advance.

4.1.1.3. Periodic inspections may be scheduled or unscheduled. During these inspections Government shall require assistance from the on-duty manager to escort and discuss any immediate concerns. Government will make every effort to schedule inspections within a 24-hour notice but is not required.

4.2. The Inspection team may consist of the following offices: Base Contracting, 94 FSS/SV, Fire Department, Safety and Bio-Environmental.