B.08 W50S9624QA015 Attachment 1 - Lodging BPA SOW.pdf

Statement of Work (SOW) for Commercial Lodging South Dakota Air National Guard, Sioux Falls, SD

September 27, 2024

1.0. Scope of Work: The scope of this Blanket Purchase Agreement (BPA) shall be limited to the rental of rooms on an as needed basis, for authorized Government personnel traveling on National Guard business when requested by the Contracting Officer or individuals authorized to place calls/orders. The issuance of individual calls/orders against this BPA will be made in accordance with the terms and conditions of this agreement and Federal Acquisition Regulation. The terms reservation list, call and order are used interchangeably through-out this agreement.

Please note that a BPA is not a contract and there is no minimum or maximum guaranteed quantity. A BPA is a streamlined method for purchasing on an as needed basis from qualified sources. Establishing a BPA minimizes the need for costly repetitive administration and processing.

The Contractor shall furnish lodging accommodations (single occupancy and double occupancy non-smoking rooms) for eligible personnel that may need lodging support. The South Dakota Air National Guard has a requirement for lodging accommodations to be available during Unit Training Assembly (UTA) periods and intermittent periods during the month that are to be coordinated with the Authorized Caller and Contractor in advance of the date of each stay. The lodging accommodations shall contain living and sleeping areas in accordance with Federal, State, Local, commercial standards and this Statement of Work (SOW). No more than one person shall be assigned to a single occupancy room except for married couples (see 12.1.3). No more than two people shall be assigned to a double occupancy room. Eligible personnel shall be qualified by Authorized Caller for a specified number of nights. No less than 10 single occupancy rooms (1 bed) and 10 double occupancy rooms (2 beds) will be blocked for Friday and Saturday during UTA periods for a total of 20 blocked rooms for each UTA.

The Authorized Caller will notify and provide the lodging facility with an updated schedule in the event of a schedule change. See the Tentative FY25 UTA Schedule in the Exhibits section below.

2.0. Contractor Furnished Items. The Contractor shall furnish the following:

2.1. Lodging Facility, Furnishings and Equipment

2.1.1. Location. The lodging facility shall be located within a 15-mile driving distance to Joe Foss Field, 1201 W Algonquin St, Sioux Falls, SD, 57104.

2.1.2. Fire and Safety Requirements. Lodging accommodations shall meet fire and safety requirements per the National Fire Protection Association (NFPA) Code 10, Code 70, Code 101 and Code 96 and the Air Force Occupational Safety and Health (AFOSH) Standard 91-1.

2.1.3. Guest Rooms. Standard guest rooms shall contain at a minimum:

2.1.3.1. Rooms shall be constructed and finished to provide good light illumination, reflection and sound attenuation. All piping and wiring shall be enclosed. Sufficient electrical outlets and light switches shall be provided. All electrical cords, bulbs, lights, outlets, and switches shall be in good, operational condition.

2.1.3.2. Rooms shall be free of damage and all floors, ceilings, and walls shall be clean and in good, serviceable condition.

2.1.3.3. Entrance doors to guest rooms shall be equipped with both a primary lock and a secondary deadbolt lock. If the guest room has sliding glass or French doors, they shall be equipped with an effective locking device. Doors to connecting guest units or maintenance corridors shall be equipped with a deadbolt lock. The entrance door to the guest room shall be equipped with a view port or window convenient to the door. All doors, exterior and interior, shall be free from holes, dents, or other physical defects. Emergency procedures, exit diagram and location of fire extinguishers shall be posted on or near the entrance doors. The room number shall be posted on or near the entrance door.

2.1.3.4. Windows overlooking a common walkway or in a ground floor room shall be equipped with a functional lock. Windows shall be well maintained, with no cracks or other defects. Drapes with blackout lining, shades or blinds shall be provided. If only drapes are provided, they shall screen out light. All window coverings shall be in good serviceable condition, free from tears or excessive wear.

2.1.3.5. Individual room-controlled heating/air conditioning units with the necessary ventilation to maintain comfort for occupants. Air filters shall be free from damage, the proper size, and be replaced or cleaned in accordance with manufacturer’s recommendations.

2.1.3.6. Provide adequate closet or hanger space and a dresser or drawer space. At least one luggage rack or equivalent bench space.

2.1.3.7. Means for occupants to indicate when they are not to be disturbed, for example, a “Do Not Disturb” sign. The lodging facility employees shall respect the signs when displayed.

2.1.3.8. Double occupancy rooms shall contain at least 2 beds, one for each guest. Each bed shall have a firm mattress with box springs, mattress pad or cover, two pillows, and sufficient bed linens.

2.1.3.9. A mirror.

2.1.3.10. A telephone in good, operational condition with emergency numbers posted on or near it.

2.1.3.11. At least one color television with remote control (TV directory)

2.1.3.12. Alarm clock.

2.1.3.13. Private bathroom. The bathroom shall have a fully functioning tub and/or shower, toilet and sink in good, operational condition. The tub and/or shower shall have a door or curtain. The tub and/or shower shall have a non-slip surface, or a rubber mat shall be provided for use on any non-slip resistant surface. Hooks or racks shall be provided for robes or clothing. Adequate shelf space shall be provided for toiletries on or near the sink. A large mirror (minimum 18” x 30”) with ample light for shaving/make-up shall be provided over the sink. There shall be a GFI electrical outlet convenient to the mirror.

All fixtures shall be in good repair. Fixtures that control the flow of water shall not be cracked or leaking and shall operate properly to maintain a constant and adequate flow of water without sudden surges or temperature changes. The quantity of hot water provided by the facility shall be adequate for the maximum number of guests. The bathroom shall have proper ventilation by an exhaust fan, a window or a vent. The window shall be of frosted glass, or a curtain shall be provided for privacy. The bathroom floor shall be in good condition. Grout, tile, and linoleum shall be in good condition, maintained properly, and be free of major tears or excessive staining. Toiletries such as bath soap, toilet tissue, sanitized drinking glasses, a cloth bathmat, facial tissues, bath towels, hand towels, washcloths shall be provided.

2.1.3.14. Parking Facility. Parking facilities shall be paved, marked, free of debris and adequately lighted. Each parking space shall receive at least indirect light. Adequate parking spaces shall be available for all guests. A loading/unloading zone shall be available for individual guests or for vans to deliver and pick up large groups of people.

2.1.3.15. Signage. All property signage shall be legible and visible as appropriate. The lodging facility shall have directional signs on each floor depicting room number locations. It shall have directional signs for common use areas such as the dining, lobby, laundry, etc.

2.1.3.16. Indoor Common Areas. Indoor common use areas shall be well maintained and free from damage. All furnishings shall be comfortable and well maintained. Available seating should be appropriate for size of property and typical number of guests.

2.1.3.17. Property Exterior. The exterior of the facility shall be clean, no peeling paint, broken windows or shutters, excessively dirty areas, or wood/brick/masonry deterioration. The grounds and gardens shall be well maintained. The exterior shall be well illuminated.

2.2. Lodging Facility Services. The following services shall be offered:

2.2.1. The lodging facility shall provide check in/out service on a 24-hour basis, 7 days a week. The desk area shall be clean, efficiently designed to process multiple check- in/outs simultaneously, and sufficiently staffed with trained personnel. The lodging facility shall inform all Government guests assigned accommodations under this agreement, of the required check out time. Government guests, 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.

2.2.2. The lodging facility shall provide wake-up and message service on a 24-hour basis, 7 days a week.

2.2.3. The lodging facility shall provide a means of storing and safeguarding guest valuables. Safety deposit boxes may be provided at the front desk or in each guest room. If safety deposit boxes are in the front desk, a receipt for the stored items shall be furnished to the guest.

2.2.4. The lodging facility shall be equipped to provide a means of storing and securing luggage for guests when ready rooms are not available or at checkout. A receipt for the stored items shall be furnished to the guest.

2.2.5. The lodging facility shall provide upon request an ironing board and iron if not available in the guest room.

2.2.6. They shall have a first aid kit at the front desk in case of emergencies.

2.2.7. The lodging facility shall provide upon request an information packet that contains information about local restaurants, shopping areas, and entertainment. They shall provide upon request a commercial telephone directory.

2.2.8. Desk clerks shall be able to explain to guests’ miscellaneous charges not covered by the SOW, for example, long distance personal phone charges.

2.2.9. The lodging facility shall provide management and staff personnel that present a neat appearance and operate ethically and professionally. They shall provide attentive, conscientious attention to guest service.

2.2.10. Housekeeping Services

2.2.10.1. Guest Room. All surfaces shall be clean and stain, dust and mildew free, including but not limited to floors, walls, ceiling, doors, windows, windowsills, baseboards, chair rails, heating/air conditioning systems, vents, blinds, ceiling fans, light fixtures, switch plates, furniture, upholstery, knick-knacks, decorative items, silk and real plants, etc. Rooms shall be fresh smelling, free of odors from dirt, mildew, mold, poor sanitation, or heavy deodorizers. Rooms and furniture shall be free from insects, rodents and other pests. Daily services include, but are not limited to room cleaning, bed making, linen change if required, and replenishment of amenities, toiletries, and supplies.

2.2.10.2. Bathrooms shall be clean with no mildew, dust, rust, soap scum, stains, or grimy film on fixtures, ceiling, walls, or floors. The wastebasket shall be lined and emptied daily. Bathroom shall be fresh smelling, free of odors from dirt, mildew, mold, poor sanitation, faulty plumbing, or heavy deodorizers.

2.2.10.3. Indoor Common Areas. All surfaces shall be clean and stain, dust and mildew free, including but not limited to floors, walls, ceiling, doors, windows, windowsills, baseboards, chair rails, heating/air conditioning systems, vents, blinds, ceiling fans, light fixtures, switch plates, furniture, upholstery, appliances, knick-knacks, decorative items silk and real plants, etc. The rooms and furniture shall be free from insects, rodents and other pests.

2.2.10.4. Other Areas. These areas are not a requirement; however, if on premises, they shall be well maintained and meet general standards of safety, quality, and cleanliness.

2.2.11. Linen Service. Bed sheets and pillowcases shall be washed at least once per week or when occupancy changes, whichever occurs first, and whenever necessary due to guest personal requirements.

They shall be in good repair, free from tears, rips, holes and extensive wear. All blankets, mattress covers, and bedspreads shall be clean, without any objectionable odors, and in good repair, free from tears, rips, holes, stains, and extensive wear. Additional blankets shall be provided if requested by guest.

Freshly laundered bath and hand towels and wash cloths shall be provided daily. Dirty linen shall not contaminate the facility or clean linen when it’s handled, stored, and transported. The lodging facility shall follow the following procedures:

2.2.11.1. Clean and dirty linen shall be kept separate on housekeeper carts.

2.2.11.2. Clean and dirty linen shall be kept separate within linen room.

2.2.11.3. Hand washing facilities shall be available in the linen room.

2.2.11.4. Linen handling is located as to prevent steam, odors, lint and objectionable noises from reaching personal living and guest rooms.

2.2.12. Additional Services. All additional services not specified in this SOW, or not included in the standard commercial room rate, shall be paid by the guest requesting and receiving the extra service.

3.0. Period of Performance (PoP):

Period 1: Date of Award to 12 Months after Date of Award Period 2: 12 Months following previous period Period 3: 12 Months following previous period Period 4: 12 Months following previous period Period 5: 12 Months following previous period

* This BPA shall not exceed a cumulative period of 5 years.

4.0. Deliverables:

0001 Winter Single Occupancy Room (Sep - May) 0002 Winter Double Occupancy Room (Sep - May) 0003 Summer Single Occupancy Room (Jun - Aug) 0004 Summer Double Occupancy Room (Jun - Aug)

5.0. Pricing / Price Lists: Prices for rooms furnished to the Government under this BPA should be as low as or lower than those charged the Contractor’s most favored customer for comparable quantities under similar terms and conditions, in addition to any discounts for prompt payment.

Standard price lists for the deliverables described above remain in effect for a minimum of each one-year Period of Performance (listed above). Price lists shall extend automatically unless an updated price list is submitted a minimum of 30 days in advance of the expiration of the effective period. Price lists shall be submitted to the Contracting Officer on applicable company letterhead, and shall clearly define the period covered, identify the price for all supplies/deliverables and be signed by an authorized company representative. New price lists do not affect any currently active calls/orders.

Special pricing (decreases or increases different than the approved price list) may be incorporated by mutual agreement at any time if deemed necessary due to unique circumstances and events. All special pricing must be identified in advance (minimum of 30 days unless otherwise agreed) of any call/order and incorporated into the call/order.

6.0. Taxes and Fees: All calls/orders placed under this agreement are instruments of the United States of America and the supplies/deliverables ordered thereon are for the exclusive use of an agency of the United States of America (FAR Part 29). Any required Taxes or Fees must be incorporated into quoted prices.

7.0. Cancellation: Either party may end the agreement at any time in writing with a minimum 30-day notice. Cancellation of this agreement does not cancel any currently active calls/orders.

8.0. Extend of Obligation: The Contracting Officer will provide the Contractor with a list of names of the individuals authorized to place calls against this agreement. The Government will be obligated only to the extent of authorized purchases made under this BPA by authorized personnel. The Contractor will be required to acknowledge receipt of this BPA and return one copy to the Contracting Officer for the file. Only calls/orders made by personnel authorized will be honored against this BPA. This agreement is not a contract.

9.0. Government Liability: The Government assumes no liability for willful damage caused by individuals occupying rooms. The Contractor is responsible for the collection of money for phone calls, food charges, bar and similar incidental charges from the room occupants. The individual shall pay for any charges that exceed the pre-priced room rate per night. The collection of any additional charges from individual occupants is the Contractor’s responsibility.

10.0. Authorized Callers. Individuals authorized to place calls/orders and their applicable dollar thresholds under this Blanket Purchase Agreement will be established at in writing by the Contracting Officer and issued/reissued at least annually.

11.0. Purchase Limitation: Individual calls will not exceed the limits identified in the “Authorized Caller Letter”. The maximum of calls/orders made against this BPA will not exceed $250,000.00 (“BPA Master Dollar Limit”).

12.0. Placing Calls / Orders (Reservation Procedures):

12.1. Reservations

12.1.1. The Authorized Callers are responsible for assigning all reservations for authorized Government personnel under this agreement. The Authorized Caller will provide a roster of individuals authorized rooms no later than the Thursday of the week before the UTA using the Reservation Roster - See sample roster in the Exhibit section below. A call/order is placed when an Authorized Caller provides the Contractor with a Reservation Roster of assigned personnel. The Government will not be responsible for payment of any reservation or room rate deviation made by unauthorized individuals.

12.1.2. Blocked rooms: The Contractor shall block no less than 10 single occupancy rooms (1 bed) and 10 double occupancy rooms (2 beds) for Friday and Saturday during UTA periods. Blocked rooms not utilized shall be released by close of business on Friday the week before the UTA. Any additional rooms needed after the release shall be addressed on an “as needed” basis and availability

12.1.3. Room assignments: Single occupancy rooms will be assigned at the discretion of the commercial lodging facility. For double occupancy rooms, the Authorized Caller reserves the right to designate who shares a room. Married military members may share a single occupancy room and are identified on provided Reservation Roster.

12.1.4. The commercial lodging facility shall maintain the Reservation Roster reflecting dates, length of stay, room number and collect the occupant’s signature during check-in or check-out. This will be accomplished using the Sign-In Roster - see sample in Exhibits section below. This will be returned to the Authorized Caller for certification/verification of performance. The commercial lodging facility shall require each member to show military ID upon check in and compare the name on the ID to the rooming list provided by the Authorized Caller. Government personnel shall not be allowed to check in under this agreement without showing Government ID. No copies shall be made of any Government ID.

The commercial lodging facility shall ensure that no individuals check in without previous reservations made by an Authorized Caller.

12.1.5. The commercial lodging facility agrees to inform all Government personnel assigned accommodations under this agreement of the required check-out time. Check-out time must be prominently posted. Government personnel who incur additional charges due to failure to check out by the check-out time do so at their own expense. The Government incurs no liability in this instance, and it is the Contractor’s responsibility to collect these charges from the individuals.

12.1.6. All extra services (i.e.: phone charges, additional room occupants, etc.) not specified in this agreement, or not normally included in the room rate, shall be paid for by the individuals requesting and receiving this extra service. The Government incurs no liability in this instance, and it is the Contractor’s responsibility to collect these charges from the individuals.

12.2. Late Arrivals and Cancellations

12.2.1. Members may cancel their own reservation at any time. However, should the reservation need to be reestablished, confirmation from an Authorized Caller shall be required if done by the member.

Members must confirm late arrival by 6:00 pm on the date of arrival. The Contractor must annotate this confirmation in the late arrival block of the reservation list by writing “Confirmed by (name of individual confirming late arrival)” and the date and time confirmed. The Government incurs no liability when late arrival has not been confirmed by the individual prior to 6:00 pm on the date of arrival.

12.2.2. If the Authorized Caller or the member has not contacted the commercial lodging facility by 6:00 pm on the date of arrival to either confirm late arrival or to cancel the reservation, that reservation is to be canceled and the room is released to the public.

12.2.3. Individuals may make cancellations prior to 6:00 pm on the date of arrival. The Contractor must annotate these cancellations in the signature block of the reservation list by writing “Cancelled by (name of individual canceling the reservation) and the date and time notified of cancellation”.

12.3. No Shows

12.3.1. In the event a member called for a late arrival but did not show (no show), the commercial lodging facility shall annotate the provided Reservation Roster each morning following a reservation of any no show from the previous night’s reservations. The Government may be liable when late arrival has been confirmed by the individual prior to 6:00 pm on the date of arrival and does not show.

13.0. Invoicing and Payment Procedures. The Contractor shall adhere to the following billing process:

13.1. The Contractor shall return each filled-in, signed and completed reservation roster to the Authorized Caller by the 5th day of the following month (i.e.: by November 5th for the month of October).

13.2. Completed reservation roster and Contractor documentation will be reviewed and verified by the Government prior to invoicing and payment.

13.3. Payment will be made via one of two possible methods which will be identified in advance of each order:

13.3.1. The Government Purchase Card (GPC) is issued to authorized Government personnel for payment of authorized expenses of the Government. Most payments will be made by a GPC Cardholder with Contract Ordering Official delegation authority via a credit card upon presentation of a proper invoice by the Contractor. Lodging facilities should not charge the GPC until cleared to do so by the GPC Ordering Official. A consolidated invoice, individual guest folios and all corresponding documentation with the check in/out date shall be sent to the Authorized Caller for payment within 10 business days or at the conclusion of last reservation for the call period.

13.3.2. Some payment requests (invoices) may be required to be submitted at WideAreaWorkflow (WAWF), https://piee.eb.mil. Delivery Orders will be completed for lodging stays over $10,000.00 and invoiced utilizing the WAWF process. Applicable codes will be provided to the Contractor at the time of the order. All payments requested via WAWF will be made by Electronic Funds Transfer (EFT).

13.3. All invoices should accurately reflect only room charges. No taxes shall be charged to any order placed under this BPA.

13.4. Authorized Government personnel are not authorized to bring family members, friends and/or pets. Additional charges should be collected from the member upon check out.

13.5. It will be the responsibility of the commercial lodging facility to get any additional information from the member upon check-in. The lodging facility shall be responsible for tracking the members for unpaid services left uncollected at the time of check-out. The Authorized Caller shall aid the lodging facility with the collection of these charges by notifying the member’s chain of command.

14.0. Quality Control and Quality Assurance:

14.1. Vendor’s Quality Manager Responsibilities:

14.1.1. The Contractor shall provide a Quality Manager who shall be responsible for the performance under this agreement. The name of this Quality Manager and an Alternate (if assigned) shall be designated in writing to the Contracting Officer.

14.1.2. The Quality Manager and Alternate shall have full authority to act for the Contractor on all matters relating to the performance of this agreement.

14.1.3. The Quality Manager and Alternate shall be available to meet with the Contracting Officer and Authorized Callers, during regular business hours for the entire Period of Performance. The Quality Manager and Alternate positions shall at no time be vacant.

14.1.4. The Quality Manager and Alternate are responsible for maintaining liaison and communications with the Government relating to performance of this agreement. All electronic and written communications and other documents pertaining to the agreement shall be signed and a copy furnished to the Contracting Officer.

14.2. Government’s Quality Assurance Responsibilities:

14.2.1. Authorized Callers will be designated in writing by the Contracting Officer and shall be responsible for monitoring the Contractor’s performance under this agreement.

14.2.2. Authorized Callers shall be responsible for maintaining liaison and communications with the Contractor relating to performance of this agreement. All electronic and written communications and other documents pertaining to the agreement shall be signed and a copy furnished to the Contracting Officer.

14.2.3. Authorized Callers shall monitor and verify that the Contractor performs the requirements of the agreement in accordance with the terms and conditions and shall notify the Contractor of deficiencies observed during surveillance and monitor appropriate action and correction and verify the Contractor has corrected all deficiencies.

14.2.4. Authorized Callers and hotel properties shall record and report to the Contracting Officer incidents of faulty or nonconforming work, delays, problems, incidents, etc. Authorized Callers shall perform inspection and acceptance of the delivery and performance under this agreement.

14.3. Inspections and Performance:

14.3.1. The facility is required to meet local, state and federal laws, codes and regulations. Facilities may be inspected at random by a team of Government personnel to include but not limited to the following organizations: Services/Base Lodging, Contracting, Fire Protection, Security Forces, Safety and Public Health personnel. Walk through inspection are to ensure the safety, security and cleanliness expectations are being met. Access to several guest rooms, the kitchen/food prep areas, storage areas and other areas may be requested. Inspections may be used to determine if the property meets the minimum requirements for contractor furnished items/services as described in section 2 of the SOW.

Other factors may also be evaluated and identified to the Contractor when they impact the performance of the agreement. In the event an inspection shows unsatisfactory performance under the terms and conditions of the agreement, the deficiencies will be identified in writing to the Contractor who will correct such deficiencies within 30 days of notification and will confirm such corrections to the Authorized Callers and Contracting Officer.

14.3.2. Complaints by Government personnel during their stay should be remedied at the lowest level possible (i.e.: talking to hotel staff and allowing them an opportunity to correct it).

14.3.3. Complaints by Government personnel shall be made in writing (or email) to the Authorized Callers. These complaints will be recorded and reviewed by the Authorized Callers. If the complaint represents unsatisfactory performance under the terms and conditions of the agreement, the deficiencies will be identified in writing to the Contractor and the Contracting Officer. The Contractor will be provided an opportunity to correct such deficiencies within 30 days of notification and will confirm such corrections to the Authorized Callers and Contracting Officer. Health and safety deficiencies must be corrected immediately.

14.3.4. All issues regarding the terms and conditions, payment and collection of debts should be referred to the Contracting Officer (in writing).

15.0. Applicable Forms. The following forms shall be utilized for lodging operations:

15.1. Reservations Roster - The commercial lodging facility will receive an official email from an Authorized Caller (no organizational emails) with a reservation roster for the upcoming UTA weekend.

16.0. Exhibits:

Exhibit 1 – Tentative FY25 UTA Schedule. An updated tentative schedule will be provided each year for planning purposes.

Exhibit 2 – Reservation Roster – Sample

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