Attachment 1 SOW - Westover Lodging (19Oct22).pdf

STATEMENT OF WORK (SOW)

LOCAL LODGING NEAR WARB

BLANKET PURCHASE AGREEMENT FOR 439th Airwing

Westover Air Reserve Base, Massachusetts

19 October 2022

1. GENERAL

1.1 SCOPE OF WORK: The Contractor shall furnish suitable local lodging accommodations near Westover Air Reserve Base on an as needed basis. Services rendered and lodging site conditions must be provided in accordance (IAW) with this SOW. The performance standard and requirements for these services include the following responsibilities:

a. Blanket Purchase Agreement (BPA) - provide single and double occupancy hotel rooms if and when called for by the contracting officer or designated representative.

b. Requirements type contract - provide reservations for a specified number of rooms and beds for specific periods of time.

1.2 ACCOUNTABILITY:

a. Each unit member will make UTA/IDT reservations using the Automated Lodging Reservation System (ALRS) within 5 days from Sunday of the current UTA for the next UTA with an absolute deadline of midnight on the Wednesday leading up to the scheduled UTA. Once the reservation is recorded in ALRS an email will be sent to the hotel stating name, rank, unit and dates of stay.

b. Military members must show their military I.D. card at the time of check-in to obtain their room assignment. Personnel not possessing a current, valid military I.D. card at the time of check-in shall not be allowed to obtain a room at government expense. No one shall be allowed to get room keys for another person.

c. The contractor is required to have a minimum number of single occupancy rooms available for

UTA weekends. This number is to be determined by The Flyers Inn lodging personnel. The current schedule for UTAs are as follows: (Dates provided incrementally to the selected hotel but no later than 3 months prior to the scheduled UTA training weekend).

d. Individuals are not authorized lodging under this BPA until such authorization is presented to the

Commercial Lodging. Rooms will be provided to only those individuals that appear on the ROOMING LIST or as provided by the Authorized Caller.

1.3 SITE DESCRIPTION: The location of the lodging must be within 20 miles of: Westover Air Reserve Base, Chicopee, Ma 01022. Individual lodging rooms may be in separate facilities, but the longest distance between any two facilities in which members are being housed cannot be greater than one (1) mile. Each facility must have suitable parking available and well-lit parking for all vehicles.

1.4 PROJECT DESCRIPTION: The Contractor shall provide all materials, logistics, personnel, and support to reserve suitable living quarters and provide continuous logistical/quality assurance support of personnel in separate rooms within 20 miles of Westover Air Reserve Base, Chicopee, Ma 01022. The period of performance (POP) for this requirement consists of five (5) years. The Contractor shall provide amenities outlined in paragraph two (2) of this SOW.

2. CONTRACTOR FURNISHED ITEMS

The Contractor shall furnish the following:

2.1 ROOMS:

2.1.1 Living Space: Single and double occupancy room shall contain adequate net living and sleeping areas. No more than two people shall be assigned to a room.

2.1.2 Standards:

a. 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 entry/exit doors must have operational locks. All windows must lock from the inside.

b. Bathrooms must be constructed to provide convenient sanitary facilities. Bathrooms must contain a shower and/or tub combination with a wash basin, a properly functioning toilet, and a mirror. Additionally, bathrooms should have adequate lighting and grounded electrical outlets for use of electrical razors, hair dryers etc. The shower or shower/tub combination shall have shower doors or curtains. A full bathroom shall consist of a toilet, shower and sink.

c. Rooms must be neat, clean, free from rodents, insects, in good repair, and free from fire and health hazards.

d. The commercial lodging shall provide a telephone and television in the room.

e. Rooms shall have adequate heating and cooling capabilities.

f. Double occupancy rooms shall have a minimum of two double sized beds unless specified otherwise. Single occupancy rooms shall have a minimum of one double sized bed unless specified otherwise. All bedding must be clean and in good condition and free from damage or conditions rendering it unusable.

2.1.3 Furnishing and Equipment: Must be clean and in good repair. The following minimum furnishings are required:

a. Lamp, 1 per desk or writing table

b. Adequate clothes storage drawers and closet space

c. Desk or writing table with chair

d. Trash container

2.1.3.1 Additional desirable amenities:

a. Radio/Clock

b. Working tables and chairs

c. Restaurant within the facility

d. Refrigerators or ice machines

e. Chair, occasional

f. Alarm clock

3. CONTRACTOR FURNISHED SERVICES

The Contractor shall provide the following services:

3.1 ASSIGNMENT OF QUARTERS/ROOMS: Government personnel should not be billeted under this contract arrangement without presenting proper authorization to the Contractor. The Contractor must be adequately manned to provide a 24 hour check in and check out service, 7 days a week. Individuals of the same sex, designated for double room occupancy, shall be billeted in rooms with two beds. If these rooms are not available, single rooms shall be used. In the event that lodging personnel requests rooms to be shared, there are two categories of individuals which may share double rooms:

a. Male Enlisted from the same Unit: (Airmen Basic, Airmen, Airmen First Class, Senior Airmen, Staff Sergeant, Technical Sergeant) Ranks E1-E6.

b. Female Enlisted from the same Unit: (Airmen Basic, Airmen, Airmen First Class, Senior Airmen, Staff Sergeant, Technical Sergeant) Ranks E1-E6.

3.2 CUSTODIAL/SANITATION SERVICES: Daily custodial services shall include, but is not limited to, room cleaning, bed making, linen change (as required), adequate quantities of soap, bath towels, hand towels, sanitized drinking glasses, facial tissues, and a cloth bathmat.

3.3 LINEN SERVICE: Linen service shall be provided when occupancy changes. Additional blankets shall be made available if requested 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 at least six inches thick to provide proper support.

3.4 ADDITIONAL DESIRABLE AMENITIES:

a. 24 hour wake up service

b. Message Service

3.5 COMMON USE AREAS: The Contractor shall keep all hallways, corridors, grounds, and other adjacent areas under the Contractor's control in a clean, neat, and safe condition.

3.6 "DO NOT DISTURB" SIGNS: All rooms shall have such signs available. Contractor's employees shall respect them when displayed.

3.7 INFORMATION SERVICES: Customer service representatives shall be able to explain to occupant’s miscellaneous charges not covered by this SOW, i.e., telephone. The Contractor shall provide information on bus schedules, taxis and other local transportation, dining facilities and locations, and commercial telephone directory service.

3.8 FIRE NOTIFICATION: The vendor shall ensure proper fire notification and evacuation plans are in place and evacuation procedures are accessible in rooms or common areas.

4. INVOICING AND PAYMENT

4.1 Payment: Upon verification, invoices will be paid by Government Purchase Card (GPC) as the primary form of payment.

4.1.1 Westover Air Reserve Base is a federal government entity, and as such is exempt from all local, state, and federal taxes, including but not limited to sales taxes and lodging taxes. Any charges or invoicing that includes taxes shall be disputed/declined by Government, and RC member if charged or invoiced by Commercial lodging facility.

4.1.2 Charges for incidental products or services, including but not limited to telephone calls, internet service, movie rentals, food, drinks, room service, pet charges, laundry or dry cleaning are not authorized to be charged to the Government. The Commercial Lodging facility is responsible to secure payment of incidental or other charges at the time of check-in by a cash or credit card deposit of one or more of each room’s occupants.

4.2 For purchases using a GPC, the Commercial Lodging facility shall consolidate all room charges and provide the Government POC with the consolidated invoice for review and processing of payment to the Commercial Lodging facility. The Commercial Lodging facility will provide the consolidated invoice within 48 hours of checkout via email or fax to the Lodging Manager or their designee. The Commercial Lodging facility will process the balance due on a single transaction against the GPC following confirmation of payment from the GPC cardholder and Government POC. No charges shall be assessed against any Government credit card provided as security to hold the rooms. Advancement of charges is not authorized. Commercial Lodging facility shall not charge the Government prior to rendering services. Charges shall be made on the day of check- out for self-pay users and consolidated into one charge for the total amount. Charges shall not be run individually, per room, or per day unless authorized by the government POC.

5. ACCEPTANCE:

5.1 If at any time the Government finds the lodging facilities are not IAW this SOW, the Contractor shall propose a replacement within 24 hours.

5.2. Contractor agrees the facilities provided may be inspected by Lodging, Fire Department, Public Health, Safety Office, Anti-Terrorism and Contracting Personnel at any time during the agreement period.

5.3 Only a warranted Contracting Officer is authorized to change anything in this agreement on the Government’s behalf. All issues shall be coordinated between the contractor, Contracting Officer, and the Lodging Manager.

5.4 The government and the contractor will review the contents of this annually and make any necessary changes. This agreement can be terminated by either party.

5.5 CANCELLATION POLICY: The government shall make all room cancellations prior to 1800 hours the day of scheduled check-in. Cancellations may be received via fax, email or phone from lodging personnel.

6. PROJECT MANANGEMENT AND QUALITY ASSURANCE:

6.1 The Contractor shall insure the lodging accommodations provide industry standard housekeeping and maintenance services.

6.2 The Contractor shall assure that members staying in lodging facilities cannot incur additional charges outside of the contract such as room service and pay-per-view television charges that can be charged to the room.

7. WORK HOURS: The Contractor must be accessible by telephone 24/7 to respond to unforeseen circumstances that may arise such as reservations issues with individual facilities.

8. POINTS OF CONTACT:

• Primary Customer: Available upon award.

• Contracting Officer: Available upon award.

APPENDIX A

DEFINITIONS

1.1. LODGING MANAGER. Civilian responsible to the Base Chief of Services for matters relating to lodging of military employees assigned to lodging.

1.2. 439 Airlift Wing. The office that is responsible for providing off base lodging to authorized transient government employees and military personnel.

1.3. COMMERCIAL LODGING FACILITY. A hotel, motel, or inn which provides sleeping accommodations to the traveling public.

1.4. STANDARD LODGING FACILITY. Bedrooms will have a bed for occupant with pillow, two sheets, firm mattress, mattress pad or cover, blankets, spread wall to wall carpeting (desired) or other floor covering, a wall switch near the entrance door for at least one lamp, incandescent table or wall mounted lights for each bed, color TV, closet or hanger space, smoke detectors, individual thermostats, telephone, note pad with pen, bathrooms with vanity, mirror, light with grounded electrical outlet, and exhaust fan/privacy outside window.

1.5. STANDARD LODGING FACILITY SERVICES. Vending areas, 24 hour check in/out, wake-up and message service, central TV antenna or cable TV, room identification/directory signs and smoke detectors in hallways, air conditioning, ice machines, adequate well-lit parking space for all guests, TV/radio directory. Local information packet, passenger/baggage loading zones, and secure luggage storage areas for guests when rooms are not immediately available for storage at check out.

1.6 Blanket Purchase Agreement (BPA). Provide single and double occupancy hotel or motel rooms if and when called for by the contracting officer or designated representative.

1.7 Calls. Lodging Calls shall be initiated orally or by informal correspondence. Only a Contracting Officer or an authorized caller(s) designated in this BPA are authorized to direct 439 Airlift Wing personnel to occupy the Contractor’s facility. The Contracting Officer or Authorized Caller shall provide the Contractor with a listing of all personnel authorized to utilize lodging at the Governments expense.

1.8 CONTRACTING OFFICER. A person with the authority to enter into, administer, or terminate contracts for the United States Government.

1.9 AUTHORIZED CALLER -DESIGNATED REPRESENTATIVE OF THE CONTRACTING

OFFICER. The individual(s) designated in writing as being authorized to assign lodging, place calls, and make advance reservations for lodging.

1.10 LODGING FACILITY. A hotel, motel, or inn which provides sleeping accommodations to the traveling public.

APPENDIX B

REGULATIONS

AIR FORCE INSTRUCTION 34-135, AIR FORCE LODGING PROGRAM (01 JULY 2019)

AIR FORCE INSTRUCTION 64-117, AIR FORCE GOVERNMENT-WIDE PURCHASE CARD (GPC)

PROGRAM (20 June 2011)

AFMAN 91-203, AIR FORCE OCCUPATIONAL AND ENVIORNMENTAL SAFETY,

FIREPROTECTION, AND HEALTH GUIDANCE (03 September 2019)

JOINT TRAVEL REGULATIONS (JTR), UNIFORMED SERVICE MEMBERS AND DOD CIVILIAN

EMPLOYEES (1 February 2020)

AIR FORCE COMMERCIAL LODGING STANDARDS REPORT

APPENDIX C

WORKLOAD ESTIMATES

The chart below identifies the estimated amount of personnel each month requiring rooms. The Contractor shall coordinate the amount of available rooms with the ordering officer to accommodate as many personnel as possible per BPA call. It is not required for the Contractor to provide rooms for all personnel each month and availability is determined by the Contractor.

Estimated 439 AW Personnel Month Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Personnel 925 925 925 925 925 925 925 925 925 925 925 925