Attachment A - Statement of Work - Hotel Lodging Accommodations.pdf

STATEMENT OF WORK

HOTEL LODGING ACCOMMODATIONS

1.0 BACKGROUND

The Department of Justice, Bureau of Alcohol, Tobacco, and Firearms & Explosives (ATF), National Center for Explosives Training and Research (NCETR) is seeking hotel lodging accommodations for students and instructors.

NCETR hosts training for military, state and local, and Federal Government officials twelve months of the year. NCETR has 15 programs with classes varying in size, up to 50 students/instructors per class. Classes vary in length with the majority of classes running one to two weeks. Occasionally classes run for three weeks. There are often multiple classes running concurrently. Each class will have an NCETR Point of Contact (POC).

Under 5 U.S.C. 5707a and 15 U.S.C. 2225, travel arrangements of agencies (as defined in 5 U.S.C. 5701), must be made through travel management processes designed to book commercial lodging in approved places of public accommodation. Approved locations of public accommodations are hotels, motels, and other locations of public accommodation that are listed by the Administrator of the Federal Emergency Management Agency (FEMA) as meeting the requirements of the fire prevention and control guidelines described in section 29 of the Federal Fire Prevention and Control Act of 1974 (15 U.S.C. 2225). Information on the FEMA Hotel Motel Fire-Safe list may be found at List of Approved Hotels and Motels for Federal Travelers (fema.gov).

2.0 SCOPE

The contractor shall furnish facilities, furniture, equipment and supplies, management, supervision, and labor to provide lodging as specified herein. Such services shall be provided in accordance with the terms, conditions, and specifications as set forth in this statement of work.

3.0 OBJECTIVES

To secure multiple hotels with the ability to provide accommodations for a variety of class sizes and durations for the students and instructors at NCETR.

4.0 APPLICABLE DOCUMENTS

4.1 Compliance Documents

The following documents provide specifications, standards, or guidelines that must be complied with in order to meet the requirements of this contract:

• Hotel and Motel Fire Safety Act of 1990 (or current act)

• Fire Administration Authorization Act of 1992 (or current act) https://apps.usfa.fema.gov/hotel/ https://apps.usfa.fema.gov/hotel/

• Federal Fire Prevention and Control Act of 1974 (15 U.S.C. 2225).

• 29 CFR 1910 of the Occupational Safety and Health Act (or current act)

• Americans with Disabilities Act, 42 U.S.C. Section 12101

5.0 REQUIREMENTS

The Contractor shall operate their facility in strict conformance with all Federal, State, and Local safety requirements and applicable provisions of the above stated compliance documents.

Contractors acknowledge meeting the following minimum qualifications upon proposal submission:

5.1 The NCETR requirements for lodging accommodations are as follows:

1) Hotel shall be FEMA Certified and have passed State Fire Marshall’s safety inspection.

A) FEMA compliant with the Hotel/Motel Fire Safety Act – Public areas, and lodging accommodation rooms shall have smoke detectors, sprinkler systems, fire extinguishers, emergency alarm system.

2) Hotel accommodations shall not exceed the daily Government Per Diem rate as established by the General Services Administration for the Huntsville, Alabama area.

Contract prices should be for room fees and associated fees that cannot be exempt through tax exempt status.

3) Hotel shall have the ability to provide up to 50 rooms for single person occupancy to accommodate students and instructors.

4) Hotel shall be within a 10-mile radius of Redstone Arsenal’s Gate #9.

5) Hotel shall have at least one designated point of contact and shall provide a direct line of communication to this individual. This person shall have authority to make decisions on behalf of the hotel and respond to ATF correspondence within 24 hours.

6) Hotel shall have staff personnel available 24 hours a day to assist with any emergency.

7) Hotel shall be “pest-free” (e.g., no rodents, roaches, ants, bed bugs, or the like), and the hotel must subscribe to a routine pest control service that uses odor free chemicals that are non-toxic to canines. Hotel shall submit documentation with proposal and upon request during the life of the contract that pest control services are currently in place. No pest control items (i.e., glue traps, bait boxes, rodent pellets, etc.) are to be left in the rooms housing the canines that they could possibly ingest or come in contact with.

8) Students and Instructors shall be extended the same privileges as non-government guests.

9) Hotel shall enforce quiet hours of 11pm-6am during which there shall be no sleep disturbing noises such as refrigerator or diesel trucks left to run all night, loud music, laughing or making similar noises that would be disturbing to a person’s ability to sleep.

10) Hotel shall provide ample and adequate parking on site.

11) Hotel shall provide a maintained and clean work-out facility.

12) Hotel shall provide operable on-site washer/dryer units for use by the occupants.

5.2 Hotel room requirements:

1) Room size shall be a minimum of 275 square feet to include a bedroom and private bathroom. At a minimum, room furnishings and equipment shall include the following:

A) Bed B) Bedside table(s) C) Dresser or chest of drawers with mirror D) Occasional table E) Two (2) occasional chairs F) Color television with remote G) Telephone H) Full bath with shower I) Toilet J) Enclosed or open front closet or cubical for the placement of hanging clothes which includes a hanging rod not less than 32” in length. A simple wall mounted hanging rod or bracket is not acceptable.

K) Any other amenities that are generally offered to the public.

All items of furniture shall be clean, free of dust, dirt, and debris, and all items of furniture must be in good repair, functional, and sturdy. When room size precludes sufficient room to move between the bed and other furniture items, the room-furnishing plan shall be modified in such a manner that will provide unobstructed passage.

2) Walls shall be clean and finished with paint or durable wall covering. Walls shall be free from peeling, damage, scars, and marks. Rooms designated as “no smoking rooms” must be free from any residual odor and contamination caused by the previous use of tobacco products.

3) Ceiling shall be clean and finished with acoustical tiles or with paint. Light colors should be used to provide maximum reflection of light. Ceiling shall be free from damage, scars, marks. The same “no smoking” room provisions apply as stated for “Walls” above.

4) Floors in the guest room to include the sleeping area, bathroom and closets shall be covered in carpet/wood/commercial vinyl and clean. All flooring must be free of stains, debris, dust, dirt, tears, smudges, marks. Flooring must be clean under the beds, under the HVAC units, behind furniture, at the base of the walls, and under free standing furniture.

5) Air conditioning and heating that will provide ventilation necessary to maintain comfort. If room utilities fail for more than four hours, other than the result of an area wide power outage, the Contractor shall relocate personnel to another room of the facility of equal or greater accommodations and value at no additional cost to the Government. The heating and air-conditioning units must be clean, free of mold, dust, dirt, and debris, and free of offensive odors. Heating and cooling levels shall be adjustable by the occupant of each room.

6) Each room shall include bathing and toilet facilities that are continuously kept clean.

There shall not be any evidence of mold, soap scum, or any other substance that can be removed by cleaning. The glazing of the tub shall be intact, clean, free of mold, odor free condition, and properly applied. A bacteriostatic chemical that is effective against the bacteria normally found in this environment shall be used as a disinfectant. Such facilities shall be equipped with hand and bath towel rods, a shower curtain or doors, soap dish in the shower/tub, shower head which provides a proper water stream of sufficient quantity to comply with the minimum 3 gallons per minute flow rate, and tub/shower drain that is sufficiently free flowing to prevent water from pooling in the shower/tub while bathing. The toilet shall be equipped with a split/closed seat that is firmly attached to the fixture and have a flushing mechanism that performs the function without undue refill time, continuous running of water, or erratic operation.

A) Daily housekeeping service shall be provided.

1) Each occupant shall be provided with two hand towels and two bath towels and two wash cloths per person per day to include change of bathmats per room daily.

2) Clean linen: Bed Linens shall be exchanged at least two times per week and upon change of occupant. Each room shall have available one extra pillow with case and extra blanket per person. All bed linens shall be clean, free of stains, and in good repair.

3) Hotel shall follow all COVID 19 cleaning protocols per the Center for Disease Control (CDC).

7) Shall have sprinkler system and smoke alarms in rooms occupied by students and instructors.

8) Windows shall be covered by drapes and blackout lining or drapes and window shades, or drapes and blinds. Drapes, blinds, and screens as appropriate must be clean, in good repair, and free of odors.

9) Security-Door leading to the outside of the room shall be provided with a night latch which will prevent opening of the door from the outside when locked by the guest from the inside; The door leading to the outside of the room shall open into a secured hallway, not to the exterior of the building.

10) Provide digital/satellite system offering multiple/various channel selection for the occupants on a color television.

11) Provide high speed wireless data connection for the internet in each room the students and instructors occupy, either hardwired in each room or room set up with multi-computer hardwire to be included in room fee.

12) Provide refrigerator and microwave.

5.3 Preferred hotel amenities:

1) Ice machines

2) Vending machines or on-site store with snacks and drinks available for sale

3) Wake up calls

4) Free local and toll-free calls

5) Programmable safe in each assigned room

6) Conference room or similar venue available at no additional charge to accommodate a maximum of 36 individuals:

A) To use nightly 6 pm – 11 pm for the duration of each class.

B) Inclusive of audio/visual hookups at no additional charge.

C) To use in the event of inclement weather during the day.

5.4 Liability:

1) The NCETR will not be liable for damage to property caused by the negligent or intentional acts of students or instructors occupying the rooms assigned under this contract. The Contractor shall be responsible for obtaining payment from the student or instructor for any expenses beyond those listed in the contract.

5.5 Guest Cancellations or Delays:

1) Notice will be provided by the guest and/or the NCETR POC in the case of “non-emergency” cancellations or delays. However, due to the fluid nature of guests travel schedules there may be delays and last-minute cancellations. The hotel shall not charge any financial penalties or cost for cancellation or delays.

2) In the event a guest departs prior to the scheduled check-out date, the guest or the

NCETR POC will notify the hotel. The hotel shall discontinue charging for occupancy of the room upon check-out.

5.6 Roster:

1) The NCETR POC will provide to each hotel a listing of student/instructor names. Changes to this list may be accomplished by an ATF Contracting Officer (CO) and/or designated personnel. Changes to this listing of student/instructor roster made by any other person or organization could result in non-payment of charges for lodging arrangements that were not authorized by the ATF CO or the appointed designee

5.7 PERIOD OF PERFORMANCE:

Base Year plus four (4) Option Years.

5.8 CONTRACTOR PERSONNEL:

1) The Contractor shall provide qualified skilled personnel to perform all requirements specified in this SOW.

2) The Contractor will provide invoices within 5-7 business days of block ending.

3) The Contractor will be available for corrections made to invoices based on errors found.

5.9 ON SITE INSPECTION:

1) The NCETR may perform an on-site inspection of the hotel to verify it meets the requirements outlined in the Statement of Work.

2) Hotel shall provide documentation of pest control services as required in 5.1(7) above.