Attachment 1 SOW.pdf

Statement of Work

The contractor shall provide hotel accommodations for 340th Flying Training Group and 433rd Training Squadron Reserve personnel participating in or supporting weekend Unit Training Assemblies (UTAs), Rescheduled Unit Training Assemblies (RUTAs), Inactive Duty Training (IDT) and Active Duty (AD) statuses which may occur any day of the week.

1. Rooms. Maximum number of rooms per UTA is 100 for single occupancy. The Contractor may substitute single rooms in lieu of double rooms at no additional cost, if no doubles are available.

i. Room Requirements. Rooms shall be cooled by refrigerated air conditioning and adequately heated with individual temperature controls in each room. Rooms must be clean and free of rodents, insects, mold, and other unreasonable allergens. Each room shall have adequate ventilation and at least one window. Each room shall have a private bath with shower or tub/shower combination. Each room will contain a minimum of one 20-inch color television in good working order, dresser space with no less than two drawers per occupant, and one alarm clock. Double rooms shall consist of a minimum of two full sized beds equipped with inner spring mattresses and box springs and all necessary linens, blankets, and pillows. Single rooms consist of a minimum of one queen sized bed equipped with an inner spring mattress, box spring, and all necessary linens, blankets, and pillows.

All rooms shall be non-smoking.

ii. Room Cleaning: Rooms shall receive daily maid service, to include but not limited to replenishing soiled towels with clean, vacuuming carpet, cleaning/sanitizing toilets, replenishing soap, and one clean drinking glass per occupant. Guest requests for towels or other housekeeping supplies must be fulfilled as soon as possible, but no later than 30 minutes after the request during normal working hours; after normal duty hours, towels, spare light bulbs, toilet paper, etc., will at a minimum be made available at the front desk.

Bed linens will be made up on a daily basis. Bed linens will be changed completely at a minimum of once weekly per stay, or anytime person checks-out of the room.

iii. Room Rates. Room rates will be based on a per room basis. All charges direct billed will be tax free and charges to individuals are taxable per tax regulations. The agreed room rates should be billed as per agreement. Room rates should be billed as per the Blanket Purchase Agreement. Initial rates shall be valid for one year from BPA effective date. At the expiration of this period the Government will contact the contractor to renew a price list for the next calendar year. The contractor shall not terminate the reservation to place private customers in rooms to receive a higher rental fee. Such practice may result in termination of the Blanket Purchase Agreement.

2. Check In/Check Out. The contractor shall staff the front desk and offer 24-hour check-in/check-out, 7 days a week, and guarantee late arrivals.

i. Check-in. Normal check-in time should be 3:00 pm. However, if guest rooms are available earlier check-in should be allowed. The BPA Program Manager shall provide the contracted hotel(s) with a roommate roster and sign-in roster for each reservation. Hotel personnel shall not change rosters provided by the government in any manner. All personnel must sign the sign-in roster/document provided by the 433rd TRS Lodging POC.

The front desk shall confirm the departure date at time of check-in.

ii. Check-out: Check-out must be completed as promptly as possible. Normal check-out time posted by the hotel should be no earlier than 11:00am. “Express” check-out options will not be authorized for military members reserved under this agreement. Military members MUST come to the front desk to perform all check-out procedures. Payment for personal charges (e.g. telephone, in-room resale items, late check out fees, etc.) is the responsibility of the member.

3. Reservation/Cancellation. Rooms shall not be released until reservation has been cancelled by an authorized caller. Cancellations shall be accepted up to 6:00 pm on the day of the arrival at no charge to the government. If members do not check in by 6:00 pm and reservation has not been cancelled/modified, vendor may bill for that one night only. The vendor will check in all no-shows before the nightly audit and provide a list of no-shows to the 433rd TRS Lodging POC by 9:00 am the following day. The 433rd TRS Lodging POC will notify vendor by check-out time (11:00 am) on the same day if the member will occupy quarters on that night.

4. Parking. Hotel must have adequate, secure, and lighted designated parking facilities available onsite with a separate area for passenger and baggage unloading/loading area. All facility parking areas must be well marked, cleaned, swept, free of debris, and adequately lit at night.

5. Security and Safety Requirements.

i. Front desk staff shall not provide guests’ room number or personal information to others over the phone or in person.

a. Key control procedures will be implemented to ensure security. Do not print room numbers on the key, key chain, or electronic door openers. If room numbers are already placed on keys or key chains, place the key in a small envelope to conceal the room number until replaced.

b. Do not issue replacement keys to guests when another key is requested without positive identification confirming that the guest is assigned to the room.

c. All entrance doors to the rooms shall have interior security locks (deadbolt or double locking). All locks shall be free from defects.

ii. Lodging location property must be certified in compliance with the Hotel and Motel Fire and

Safety Act. All properties must be referenced on the Federal Emergency Management Administration (FEMA) Master list and in compliance with the Hotel and Motel Fire and Safety Act.

iii. Property shall be in compliance with the Americans with Disabilities Act.

iv. Properties shall be in compliance with the safety standards outlined in AFOSH 91-001, Billeting Operations.

6. Billing: Hotel must be willing to accept a government issued credit card as payment. Hotel will submit to the 433rd TRS Lodging POC no later than the 10th of the following month, a fully itemized invoice along with copies of each member’s room folios, signed vouchers and/or registration card. Upon receipt of the three items, the 433rd TRS Lodging POC will validate charges. All items MUST be submitted for payment in full and must be billed on one bill, for payment. Payment for personal charges, e.g. telephone, in-room resale items, late check-out fees, etc. is the responsibility of the member(s) occupying the room.

7. Quality Assurance. Contracted hotels/motels consent to the military lodging office, medical office, fire department, security forces office, and contracting office representative’s inspection(s) of the hotel prior to the BPA takes effect, and at any time during the agreement period. All findings of incomplete or unsatisfactory performance will be documented, verbal notice given, and confirmed in writing to the contractor. The contractor shall reply in writing, giving justification of the unsatisfactory conditions, the corrective action taken, and the procedures developed to prevent recurrence.