Attachment 3. Statement of Work.pdf

STATEMENT OF WORK

Section 1

GENERAL

SCOPE OF WORK: The COMFORT INN FAIRFIELD shall provide lodging accommodations for the 349th Air Reserve Wing, Travis AFB, CA guests on a rental basis. The performance standards and requirements for these services include the following responsibilities:

Blanket Purchase Agreement (BPA): Providing single occupancy hotel room when called for by 349AMW or designated representative.

Provide parking facilities at no expense to the guest for approved reservations during UTA or Rescheduled UTA days only.

1.1.1 Accept advanced reservations as necessary. The 349th AMW will provide a UTA calendar yearly and as changes occur. The 349 AMW lodging representative should provide available room inventory 365 days prior to the scheduled UTA but no later than 60 days. The 349th AMW will send the UTA Reservations List with member’s name no later than 10 days prior to the scheduled UTA date.

1.1.2 In case of overbooking, personnel will be lodged in another Commercial hotel that meets the standards set forth and at no expense to the individual. The 349 AMW Lodging Office must contact the Commercial hotel and ensure members are provided lodging accommodations. The 349 AMW Lodging Office must also informed the member and their respective units of the relocation.

1.1.3 349 AMW cancellations will be made in accordance with the Comfort Inn Fairfield no-show policy.

METHODS OF PAYMENT:

“NON-PAYING GUEST”: The COMFORT INN FAIRFIELD will bill the government for lodging room charges in the amount based on the local per diem rate the member is lodged. The member must pay phone and incidental charges in person, and only room charges may by submitted for payment.

Problems or questions concerning the correct charge for the COMFORT INN FAIRFIELD room rate should be settled between the COMFORT INN FAIRFIELD Lodging Manager/designated representative, the 349 AMW/designated representative representatives. Problems or questions concerning the correctness of other items on the final bill (phone calls, food, drinks, cleaning, and number of days in room) should be settled between the COMFORT INN FAIRFIELD and the member in the same manner as other hotel guests problems are solved.

1.2 QUALITY ASSURANCE: The government will monitor the COMFORT INN FAIRFIELD performance under this Blanket Purchase Agreement using the following procedures.

1.2.1. Prior to agreement a team comprised of 349 AMW Lodging Office, Hotel and County Security Agencies, County Fire Protection agencies, and County Public Health agencies will inspect the facility and will conduct an annual review. Other factors may also be evaluated and identified to the Comfort Inn Fairfield when they impact service to government personnel.

1.2.2. All findings of incomplete or unsatisfactory performance will be recorded, verbal notice given, and confirmed in writing to the Comfort Inn Fairfield. The Comfort Inn Fairfield will reply in writing, giving the reasons for the unsatisfactory condition, the corrective action taken, and the procedures developed to prevent recurrence.

Section 2

Policies and billing procedures for Direct Billing Invoices 349th AMW

2.1 The Comfort Inn Fairfield will be paid by utilizing the Government Purchase Card provided the reservations were made by a representative of the 349th AMW and accompanied by a non-paying authorization document. Under no circumstances should a guest make his/her own reservations with the intent of the 349th AMW paying the costs.

2.2 A consolidated invoice, individual room tickets, and all corresponding non-paying guest authorization documents with the check in/check out date, Comfort Inn Fairfield representatives signature, and guest’s signature must be sent NLT 5 days after check-out to the 349th AMW email account for all guests covered by Direct Billing for payment to the following:

349FSS.FSV.Sustainment@us.af.mil. All invoices should accurately reflect only room charges. Upon authorization to charge the government credit card, The Comfort Inn Fairfield must provide a receipt within 24 hours via the 349th emails accounts listed above.

2.3 All service members who bring family members or friends will be responsible for paying any charges above the authorized government rate. Additional charges must be collected from the guest upon checkout.

2.4 Changes or cancellations will only be conducted through the 349th AMW representatives.

2.5 It will be the responsibility of the Comfort Inn Fairfield to get any additional personal information from the members upon check in. The Comfort Inn Fairfield will be responsible for contacting and billing members for unpaid services left uncollected at time of checkout. (i.e. phone charges, sundries, additional charges for additional guest).

Section 3

COMFORT INN FAIRFIELD FURNISHED ITEMS

3. The Comfort Inn Fairfield shall furnish the following IAW DAFMAN 34-135:

3.l. ROOMS:

3.1.1. Living space:

3.1.1.1. Each room shall contain the livable areas in accordance with local standards. No more than one person shall be assigned to a room.

3.1.2. Standards:

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

3.1.2.2. All finishes (walls and ceiling) should be free from damage, scars, marks, dirt, and dust.

Vents and surrounding finished must be free of dirt and dust.

3.1.2.3. Ceilings and wall shall be finished in paint or wall covering.

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

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

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

mailto:349FSS.FSV.Sustainment@us.af.mil

3.1.2.7. All entrance doors to rooms shall have interior security locks; either deadbolt or double locking locks. All doors shall be free from holes, dents, or other physical defects.

3.1.2.8. Smoke and fire protection systems must be installed and meet federal, state, or local fire codes.

3.1.2.9. Bathrooms must be constructed to provide convenient sanitary facilities. Wash basin and shower tub areas shall have a vanity table, a large lighted mirror, stopper devices, 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 must not be cracked or leaking and shall operate properly to maintain a constant, adequate flow and temperature without sudden surges of temperature changes.

Bathrooms must have a working exhaust fan or an exterior window that can be opened which must be of frosted glass or curtained to provide privacy. The shower or shower/tub combination shall have shower doors or curtains.

3.2. SAFEGUARDING VALUABLES. The Comfort Inn Fairfield must provide a means of storing and safeguarding guest valuables such as an in-room safe.

Section 4

SPECIFIC TASKS

SERVICES: The Comfort Inn Fairfield shall provide the following service:

ASSIGNMENT OF QUARTERS/ROOMS. 349 AMW or their designated representative, is responsible for designating the government personnel to occupy the COMFORT INN FAIRFIELD, and shall provide the hotel with a list of authorized members. Government personnel shall not be lodged under this Blanket Purchase Agreement unless such authorization is presented to the COMFORT INN FAIRFIELD. Single rooms shall be used.

CHECK IN/OUT SERVICE. The COMFORT INN FAIRFIELD must provide a check in/out service on a 24-hour basis, 7 days a week. The COMFORT INN FAIRFIELD agrees to inform all government personnel assigned accommodations under this agreement of the government personnel who incur another day’s charge because of failing to meet the required check out time, do so at their own expense. The government incurs no liability in this instance.

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 or her. Service provided shall be available 24 hours a day, seven days a week.

EXTRA SERVICE. All extra services not specified in this statement of work, or not normally included in the room rate, shall be paid by the individual(s) requesting and receiving the extra service.

CUSTODIAL/SANITATION SERVICES. Daily service include, but are not limited to, room cleaning, bed making, linen change (as required by standard), adequate quantities of soap, bath towels, hand towels, wash cloths, sanitized drinking cups, facial tissues, and cloth bath mat.

LINEN SERVICE. Linen service shall be provided a least one per week or when occupancy changes, whichever occurs first, and whenever necessary due to meet personnel requirement. 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.

COMMON USE AREAS. The COMFORT INN FAIRFIELD shall keep all hallways, corridors, grounds, and other adjacent areas under their control in clean, neat, and safe condition.

“DO NOT DISTURB” SIGNS. All rooms shall have such signs available COMFORT INN FAIRFIELD employees shall respect them when displayed.

Note: On the third day, lodging staff can enter the room to ensure the safety of the guest and condition of the room.

INFORMATION SERVICES. Desk clerks shall be able to explain to the occupants’ miscellaneous charges not covered by this statement of work, for example, telephone charges. The COMFORT INN FAIRFIELD shall provide information on bus schedules, taxis, and other local transportation, dining facilities and locations, and commercial telephone directory service.

The COMFORT INN FAIRFIELD must provide washers and dryers for use of personnel authorized lodging under this BPA to wash and dry their personal clothing.