Attahcment 1. Lodging BPA SOW Final.pdf

STATEMENT OF WORK (SOW)

Lodging Blanket Purchase Agreement (BPA)

Joint Base San Antonio (JBSA), San Antonio TX

U.S. Air Force

Table of Contents

1.0 General

1.1 Purpose

1.2 Information

1.3 Roles and Responsibilities

1.3.1 Authorized Agencies

1.3.2 Contracting Officer (CO)

1.3.3 Technical Representative (TR)

1.3.4 Lodging Manager (PM)

1.3.5 Laws, Ordinances, and Regulations

2.0 Description of Services

2.1 Rooms

2.1.1 Room Requirements

2.1.2 Room Cleaning

2.1.3 Room Rates

2.1.4 Per Diem limitations:

3.0 Check-in/Check-out

3.1 Staffing

3.2 Check-in

3.3 Check-out

4.0 Reservations/Cancellation

4.1 Multiple Tours

4.2 Contracts:

4.3 Group Bookings:

4.4 Group Rates:

4.5 Hotel Rotation

4.6 Cancellation

4.7 Surge Capacity

4.8 Overbooking

5.0 Security Requirements

5.1 Key Control

5.2 Locks

5.3 Parking

5.4 Hotel and Motel Fire and Safety Act

6.0 Amenities and Services

6.1 Connectivity

6.2 Meal Services

6.3 Laundry Facilities

6.4 Transportation

7.0 Quality Assurance:

8.0 Inspection

8.1.1 Intermittent Inspections

8.1.2 Incomplete or Unsatisfactory

9.0 Invoicing and Payment

9.1 Payment

9.2 Per Diem Alignment

9.3 Tax Exemption

9.4 Billing Accuracy

9.5 DISPUTES:

1.0 General

1.1 Purpose

The contractor shall provide commercial lodging accommodations for military and civilian personnel in the San Antonio, Texas geographical area. The preferred off-base lodging facility should be within 15 miles of the installation the member(s) are assigned to (e.g. JBSA Lackland, JBSA Fort Sam Houston).

The contractor shall provide all facilities, labor, supervision, and management required to deliver clean, safe, and secure lodging that meets or exceeds standard commercial hospitality industry practices.

1.2 Information

Joint Base San Antonio units are tax exempt from all taxes when using the Government Purchase Card (GPC) or Wide-Area Workflow (WAWF). The units will pay utilizing the GPC or WAWF for lodging of members provided the reservations were made by an authorized caller and accompanied by a commercial quarters/lodging call sheet.

Only room charges are the responsibility of the authorized callers. Guests must pay for any other charges personally incurred prior to check-out.

1.3 Roles and Responsibilities

1.3.1 Authorized Agencies

The 502 Contracting Squadron is the primary authorized agency to place orders under this Blanket Purchase Agreement (BPA). However, Government Purchase Card (GPC) holders are authorized to use this BPA within the authorized limits of their GPC. This BPA will support all JBSA organizations.

1.3.2 Contracting Officer (CO)

The CO is the U.S. Government's authorized agent for dealing with contractors and has sole authority to solicit proposals, negotiate, award, administer, modify, or cancel the BPA.

1.3.3 Technical Representative (TR)

The TR is the Ordering Activity Customer and requesting official responsible for initiating and placing requirements against this BPA. In this capacity, the TR serves as the primary point of contact for the contractor and is authorized to execute purchases by either directly placing orders using a Government Purchase Card (GPC) (within authorized micro-purchase or delegated thresholds) or by preparing and submitting a Form 9 (Purchase Request) through formal contracting channels.

1.3.4 Lodging Manager (PM)

The Contractor’s Lodging Manager is the single point of contact responsible for reservation oversight and interaction with Government personnel.

1.3.5 Laws, Ordinances, and Regulations

The Contractor and its employees shall comply with all local, state, and federal laws, ordinances, and regulations governing the commercial hospitality industry.

2.0 Description of Services

2.1 Rooms

While this BPA does not reserve or guarantee lodging inventory, the Contractor acknowledges an anticipated Government operational requirement of fifteen (15) rooms per standard Call/Order. The Contractor shall make a good-faith effort to fulfill these requests at the agreed-upon BPA rates, strictly subject to real-time commercial availability at the time the Call is placed.

2.1.1 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, dedicated workspace/desk and one alarm clock. Double rooms shall consist of a minimum of two full sized beds equipped with inner spring mattresses, box springs and all necessary linens, blankets, and pillows. Single rooms will consist of a minimum of one queen sized bed equipped with inner spring mattress, box spring, and all necessary linens, blankets and pillows. All rooms shall be non-smoking.

2.1.2 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 working 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 daily. Bed linens will be changed completely at a minimum of once weekly per stay, or anytime persons check-out of the room.

2.1.3 Room Rates

Room rates will be based on a per room basis per the mutually agreed price list. All charges directly billed will be tax free and charges to individuals are taxable per tax regulations. Room rates should be billed as per the Blanket Purchase agreement. The Government and Contractor shall maintain a mutually agreed upon price list. Initial rates shall be valid from 1 January through 31 December of the BPA calendar regardless of the change in per diem. At the expiration of this period, a new price list will be established for the following and on an annual basis thereafter in order to receive a higher nightly rate if requested.

2.1.3.1 Single Rate:

The single rate will apply to all E-7s and above in direct bill (unit pays) status. Any member in self-pay status is authorized as a single room, regardless of rank.

2.1.3.2 Double Rate:

The double rate will apply to all E-6s and below in direct bill status (unit pays). Members will only be doubled up with a member of the same gender. If a “doubled up” guest does not show up, the hotel may either charge the half rate for first night of the no-show and half rate the first night for the in-house guest (with the in-house guest being charged full group rate on any remaining days) or not charge for the no-show and post the full group single rate to the remaining guest.

2.1.4 Per Diem limitations:

Yearly, on 1 October (start of the fiscal year) the government per diem is set for another fiscal year. If the rate goes down and the BPA rate exceeds the per diem the hotel has the choice to cancel the remaining portion of this agreement or reset the price at or below the new per diem rate. If the per diem goes up the rate will remain set through 31 December.

3.0 Check-in/Check-out

3.1 Staffing

The property should be staffed and available for occupation 24-hours a day, 7 days a week, 365 days per year. Contractor shall offer 24-hour check-in/check-out and guarantee late arrivals.

3.2 Check-in

Normal check-in time should be 3:00pm or earlier. The purchasing squadron POC shall provide a roommate and sign-in roster for each reservation. Hotel personnel shall not change rosters provided by the Government in any manner. Members must sign roster/document provided and confirm the member’s departure date at time of check-in.

3.3 Check-out

Check-out must be completed as promptly as possible. 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 go to the front desk to perform all check-out procedures. Payment for personal charges (e.g. telephone, in-room resale items, late checkout fees, ect.) is the responsibility of the member.

4.0 Reservations/Cancellation

4.1 Multiple Tours

Reservation(s) of multiple tours (back-to-back) for a member, regardless of the duty status, shall be considered one reservation. Members shall not be moved from one room to another nor required to check-out/check in for multiple tour reservations. All reservations will be paid via Government Purchase Card by the reserving squadrons POC.

4.2 Contracts:

The Government will not be required to fill out or commit contractually on any commercial hotel group reservation form.

4.3 Group Bookings:

Group bookings may be made as far in advance as needed. NLT one month out the authorized caller shall confirm the group booking. No later than one week out a list of names will be sent to the hotel unless unable to do so due to unique circumstances. The Wednesday before the reservation date any unfilled rooms will be released back into general hotel inventory – unless otherwise coordinated with authorized callers.

4.4 Group Rates:

Group reservations will receive the same rate listed in the Master Blanket Purchase Agreement or less. Group rates will apply to all members of the group and will extend throughout the member’s entire stay (if stay is longer than the rest of the group). The hotel should make every effort to fill up a doubled room using the doubled list provided by the authorized caller. If an incoming guest direct - bill guest is not on the unit list, the hotel should contact the appropriate unit Technical Representative to coordinate placement.

4.5 Hotel Rotation

The Government is required to rotate hotels used when base lodging is unavailable. Hotel use will be determined according to unit needs (i.e. room type availability proximity to the base, budgetary constraints, etc.).

4.6 Cancellation

Rooms shall not be released until reservation has been cancelled by an authorized caller. Cancellations shall be accepted up to 6:00pm on the day of arrival at no charge to the government. If members do not check in by 6:00pm and reservation has not been cancelled/modified, vendor may bill for that one night only. DO NOT HOLD THE RESERVATION IF A GUEST IS A “REWARDS” OR “POINTS” MEMBER. Vendor will check in all no-shows before the nightly audit and provide a list of no-shows to the Contracting Officer or Technical Representative POC by 9:00am the following day. The Contracting Officer or reserving Technical Representative will notify vendor by check-out time (11:00am) on the same day if the member will occupy the room on that night.

4.7 Surge Capacity

San Antonio hosts weekly military graduation events and large training cohorts. The Contractor must identify any blackout dates or peak-season constraints that could disrupt year-round BPA operations in advance.

4.8 Overbooking

The Contractor shall not overbook rooms resulting in the "walking" of government personnel. If an unavoidable situation occurs, the Contractor is responsible for securing equal or better accommodations at a comparable nearby property at no additional cost to the Government. The commercial hotel will not divert guests to another hotel without approval and coordination. Reason:

the government cannot pay for a hotel stay at a non-contract hotel.

5.0 Security Requirements

The Contractor shall ensure a safe, clean environment for all government guests.

5.1 Key Control

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. Do not issue replacement keys to guests when requested without positive identification confirming the guest is assigned to the room. Staff shall not provide guest’s room number or personal information to others over the phone or in person.

5.2 Locks

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

5.3 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 lighted at night. Parking shall be at no additional cost to the person occupying the room or the Government.

5.4 Hotel and Motel Fire and Safety Act

All properties must be listed on the Federal Emergency Management Administration (FEMA) master list and shall be in compliance with the Americans with Disabilities Act. Properties shall be in compliance with the safety standards outlined in AFOSH 91-001, Billeting Operations.

6.0 Amenities and Services

To support mission readiness and maintain quality of life for personnel, the Contractor shall provide the following inclusive services at no additional cost above the agreed room rate.

6.1 Connectivity

Complimentary, uninterrupted high-speed Wi-Fi in all guest rooms and common areas. Bandwidth must be capable of supporting video conferencing and VPN access for official government business.

6.2 Meal Services

Complimentary daily hot breakfast starting no later than 0600 hours to accommodate early military reporting times.

6.3 Laundry Facilities

On-site, accessible guest laundry facilities (paid or complimentary) available 24/7.

6.4 Transportation

(If required by specific BPA Call) Complimentary shuttle service to/from San Antonio International Airport (SAT) and major JBSA gates.

7.0 Quality Assurance:

The government will monitor the commercial hotel performance under this Blanket Purchase Agreement using the following procedures:

8.0 Inspection

Commercial off-base lodging establishments that do not have a current Memorandum of Understanding with JBSA’s government lodging establishments must be inspected by base personnel prior to agreement and annually using checklists from Air Force Occupational Safety and Health Standards or as directed by JBSA’s safety office.

8.1.1 Intermittent Inspections

Intermittent inspections are performed based upon need. Initial and intermittent inspections are performed by Lodging, Fire Protection, Anti-Terrorism Office and Public Health personnel (at a minimum). Other factors may also be evaluated and identified to the commercial hotel when they impact service to government personnel.

8.1.2 Incomplete or Unsatisfactory

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

9.0 Invoicing and Payment

9.1 Payment

The Authorize Agency (unit) are responsible for only the room charges listed as being direct billed. A consolidated invoice (showing each member’s name and total room bill w/o taxes), call sheets, and guest folios must be sent within 5 days after check out date to the unit for payment. The unit will pay within 20 days of stay (checkout day). If the Authorized Agency does not receive the invoice in time to make the required payment the Authorized Agency has an additional two weeks to make payment. Exception: September. Send any and all bills to the unit as they occur to expedite the payment process due to the end of the fiscal year. Requests for payment for a prior fiscal year will NOT be honored unless the unit verifies that the invoice, with corresponding documents, was received before Sep 30 of the fiscal year in question.

9.2 Per Diem Alignment

Room rates shall not exceed the prevailing General Services Administration (GSA) per diem rate for San Antonio, TX, exclusive of state/local taxes.

9.3 Tax Exemption

Guests utilizing a “direct bill” call sheet DO NOT pay ANY tax (neither the state sales tax, city transient/occupancy tax nor the Tourist Business Improvement District tax). Guests utilizing “PAYING GUEST” call sheets/Contract Lodging (CL) letter MUST pay all applicable taxes. The Contractor must seamlessly process Texas State Hotel Occupancy Tax Exemption Certificates for personnel utilizing Government Travel Charge Cards (GTCC) or centrally billed accounts.

9.4 Billing Accuracy

Invoices must reflect the correct per diem rates, tiered BPA discounts (if applicable based on volume), and zero state taxes applied to exempt travelers.

9.5 Disputes

Problems or questions concerning the correct charge for the commercial hotel room rate should be settled between the commercial hotel and the Contracting Officer or Technical Representative. Problems or questions concerning the correctness of other items on the final bill (phone calls, food, drinks, cleaning, and number of days in room) will be settled between the commercial hotel and guest in the same manner as other commercial hotel guest problems are resolved. The final decision will be the Contracting Officer of the Master BPA or the Contracting Officer administrating the BPA.

2.1.4 Per Diem limitations: