Attachment 1 - Processes and Procedures.pdf

BLANKET PURCHASE AGREEMENT ATTACHMENT ONE (1)

PROCESSES AND PROCEDURES

FOR COMMERCIAL LODGING

A. DESCRIPTION OF AGREEMENT.

This Blanket Purchase Agreement (BPA) is to primarily provide the 302nd Air Lift Wing (ALW) Air Force personnel at Peterson, Space Force Base (PSFB), Colorado who are in Individual Duty Training (IDT), Unit Training Assembly (UTA), Training Periods (TPs), and Readiness Management Periods (RMPs) status single and/or double occupancy lodging accommodations (hotel/motel). This agreement may also be utilized for temporary lodging of PSFB personnel on an as needed basis. The contractor shall provide all he accommodations in accordance with this BPA and this Processes and Procedures

(PAP).

B. PERIOD OF PERFORMANCE (POP).

The effective POP of this BPA is defined in Section F – Deliveries or Performance. The POP can be reduced to a shorter POP determined best to meet Government needs or be extended up to six months at any time by the Contracting Officer (CO). Such changes shall be documented via a bilateral modification to the Contractor.

The Government retains the right to cancel/end the BPA at any time for any reason with a written thirty (30) day calendar notice to the contractor stating when the agreement will cancel/end. This will be executed via a unilateral modification.

C. BPA CEILING.

BPA Ceiling is defined within the agreement.

The ceiling can be increased/decreased at any time by the CO via a bilateral modification to meet current/future needs. Such instances can include COVID-19, national disasters, and/or any instance/reason the Government determines the need for increased/decreased lodging accommodations are needed.

D. PRICING.

All room rates shall be in accordance with General Services Administration (GSA) authorized Per Diem Rates for the Colorado Springs, CO area or lower that is offered to the General public at the requested time and shall be tax exempt. GSA Per Diem Rates can be found at gsa.gov.

If applicable, pricing to the Government shall be equal to fair market rates for comparable quantities under similar terms and conditions. Additionally, discounts for prompt payment are highly encouraged.

E. GOVERNMENT PURCHASE CARD (GPC):

The Government Purchase Card (GPC) is authorized for use in making and/or paying for purchases as a method of payment that shall not exceed $25,000.00 per individual purchase. The Government shall use the GPC for all requirements under $25,000.00 for payment.

The Contractor shall waive any and all surcharges associated with processing the GPC payment(s).

ATTACHMENT ONE (1) – PROCESSES AND PROCEDURES

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 GPC provided as security to hold the rooms. Advancement of charges is not authorized. Commercial Lodging facility shall not charge the Government prior to rendering accommodations. Charges shall be made on the day of check-out 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 Lodging Manager and/or CO.

F. AUTHORIZED CALLS.

The Government shall compete all actions over $25,000.00 among BPA awardees for lodging accommodations as authorized calls. These authorized calls will be issued via a task order under the awardee’s BPA. Award will be made to the lowest priced technically acceptable offerror who can meet all requirements of the PAP and date of need. Authorized calls shall be for requirements over $25,000.00 up to the ceiling amount. After accommodations are rendered, an invoice will need to be submitted via Wide Area Workflow (WAWF) through the Procurement Integrated Enterprise Environment (PIEE) application (https://piee.eb.mil/xhtml/unauth/home/login.xhtml) and payment will be disbursed electronically.

G. TAX EXEMPTION:

The 302nd ALW 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.

H. INCIDENTALS:

Charges for incidental products or services, including but not limited to telephone calls, internet service, movie rentals, food, drinks, room service, pet charges, laundry, dry cleaning, etc. 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/check-out by a cash or credit card deposit of one or more of each room’s occupants.

Government Personnel are responsible for all incidentals, not the Government.

I. AUTHORIZATION TO PLACE CALLS:

The Lodging Manager and CO are the only personnel authorized to provide permission to individuals for use of this BPA.

Only a warranted CO is authorized to issue calls against this BPA.

Requests received by the Contractor from personnel who are not the Lodging Manager or CO, will not be honored nor will any resultant accommodations be accepted or paid.

If for any reason, an individual or organization not the 302nd ALW requires lodging shall seek written approval from the Lodging Manager and CO to use this BPA. If approved, that organization shall be responsible for payment and providing documentation to the Lodging Manager and CO for tracking purposes.

J. INVOICES FOR GPC AND AUTHORIZED CALLS.

Monthly, the Contractor shall provide an itemized invoice to the Lodging Manager and CO to include the following:

J.1. Contractor’s Name and Address J.2. BPA Number / Authorized Call Number and Date J.3. Invoice Number and Date J.4. Identification of Individual, Date/Duration of Lodging Service Rendered, and Lodging Rate.

J.5. Problems or questions concerning the correct charge for the contract quarters room rate should be settled between the contractor and the COR or the Contracting Officer. Problems or questions concerning the correctness of other items on the final bill (phone bill, food, drinks, cleaning, and number of days in room) should be settled between the contract lodging facility and the traveler in the same manner as other lodging/guest problems are solved.

J.6. All invoices shall be submitted to the Lodging Manager and CO within thirty (30) calendar days via email.

For purchases using a GPC, the Contractor shall consolidate all room charges and provide the Government Lodging Manager and CO with the consolidated invoice for review and processing of payment to the Commercial Lodging facility.

K. ROOM REQUIREMENTS:

The commercial lodging facility shall furnish lodging accommodations for the 302nd ALW at PAFB on an as needed reservation basis. The performance standard and requirements for these accommodations include the following responsibilities:

K.1 All rooms shall be provided as specified by AFMAN 34-135.

K.2 Pricing shall be in accordance with Section D above.

K.3 Reservations shall be made by the Government two (2) weeks prior to their stay using the 302nd

ALW Automated Lodging Reservations System (ALRS).

K.4 Cancellation notice for each individual/group(s) shall be provided by 6PM or a twenty-four (24) hour notice the day before check-in. If cancellation is made within this time frame for the individual/group(s) stay at the Contractors facility shall result in no additional charge to the Government.

If cancellation does not take place before this time, the Contractor reserves the right to charge the Government the per diem room rate for that night only, not the duration of the stay.

L. QUALITY ASSURANCE:

The Government shall perform an initial inspection to verify hotel accommodations meet the government requirements identified in this BPA/PAP and/or other factors that may impact service to the Government Personnel. If discrepancies are noted, the contractor will be notified and/or requested to attend meetings to discuss/resolve those discrepancies. Additional inspections shall be performed as needed either scheduled or unscheduled throughout the POP. The Inspection team may consist of all individuals who are associated to this requirement.

Inspections will be used by 302nd ALW personnel to randomly assess the quality of the lodging accommodations provided by the contractor and ensure that standards are met on a yearly basis. If a Contractor is successfully performing with no issues or discrepancies, a yearly inspection will be optional by the Government. If standards are not being met by the contractor, the CO will discuss the non-conforming accommodations with the contractor and attempt to remedy the situation. If non-conforming accommodations continue and remedies fail to bring the contractor into conformance within the required standards and terms and conditions of the BPA, the CO may at its discretion unilaterally cancel/end the BPA with the contractor.

M. QUALITY CONTROL BY THE CONTRACTOR:

The contractor shall establish and maintain a complete quality control program for the duration of this agreement that is of industry standards or exceeds industry standards and that comply with all local, state, and federal regulations.

In addition, the Contractor shall provide all furnished items and accommodations in accordance with

AFMAN 34- 135.

N. CONTRACTOR ADDITIONAL REQUIREMENTS:

The contractor shall complete the following additional requirements:

N.1 System for Award Management (SAM). The Contractor shall have an active registration in

SAM (www.sam.gov) and maintain an active registration for the duration of the BPA POP.

The awardee shall provide yearly documentation to the Lodging Manager and CO on or before the award date (month and day) showing their active status in SAM. Failure to retain an active registration will prevent the Government form using the BPA, cause delayed payments, and up to a unilateral cancellation of the BPA by the Government.

N.2 If a contractor is to change ownership, they shall provide a written notice to the Lodging Manager and CO within sixty (60) calendar days or greater before ownership changes.

This documentation shall include all necessary information such as the new owner, change in DUNS/Cage Code Numbers, etc. If this information is not received within the timeframe can result in BPA to be suspended and/or unilateral cancellation by the Government.

O. ADMINISTRATIVE AUTHORITY.

This BPA will be administered by the 21st Contracting Squadron Flight (21 CONS/PKB) identified on page one (1) of the BPA.

CO Authority:

O.1. The CO is the only person authorized to approve changes or modify any of the requirements under this BPA and not withstanding any provisions contained elsewhere in this BPA. The said authority remains solely with the CO. In the event the Contractor effects any such change at the direction of any person other than the CO, the change will be considered to have been made without authority and no adjustments will be made in the BPA price to cover any increase in cost incurred as a result thereof.

O.2. Contractual problems, of any nature, which might occur during the life of the BPA must be handled in conformance with very specific public laws and regulations (e.g. Federal Acquisition Regulation), and must be referred to the CO for resolution. Only the CO is authorized to formally resolve such problems. Therefore, the user and the Contractor are hereby directed to bring all such contractual problems to the immediate attention of the

CO.

O.3. Any request for BPA changes/modifications shall be submitted to the CO.

O.4. All correspondence concerning this BPA, such as requests for information, explanation of terms and conditions, and BPA interpretations, shall be submitted to the CO.

P. TERMS AND CONDITIONS INCORPORATED BY REFERENCE.

*Provisions will be deleted from BPA Award.

**All provisions and clauses applicable to BPAs cited under FAR Parts 13 apply.

NUMBER TITLE YEAR-

MO

PROVISION

(P)

CLAUSE (C)

52.204-7 System for Award Management 2018-10 C 52.212-1 Instruction to Commercial Offerors – Commercial Items 2020-06 P

52.212-4 Contract Terms and Conditions – Commercial Items 2018-10 C

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items

2020-11 C

52.219-1 Small Business Program Representation 2020-11 P 52.219-28 Post-Award Small Business Program Representation 2022-10 C 52.222-3 Convict Labor 2003-06 C

52.222-19 Child Labor-Cooperation with Authorities and Remedies 2022-01 C

52.222-21 Prohibition of Segregated Facilities 2015-04 C

52.222-22 Previous Contracts and Compliance Reports 1999-02 P 52.222-26 Equal Opportunity 2015-04 C

52.222-35 Equal Opportunity for Veterans 2020-06 C

52.222-36 Equal Opportunity for Workers with Disabilities 2020-06 C

52.222-37 Employment Reports on Veterans 2020-06 C 52.222-40 Notification of Employee Rights Under the National Labor

Relations Act 2010-12 C

52.222-50 Combating Trafficking in Persons 2020-10 C

52.222-54 Employment Eligibility Verification 2015-10 C

52.222-56 Certification Regarding Trafficking in Persons Compliance 2020-10 P

52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving

2020-06 C

52.225-13 Restrictions on Certain Foreign Purchases 2008-06 C

52.225-25 Prohibition on Contracting with Entities Engaging in Certain Activities or Transactions Relating to Iran – Representation and Certification

2020-06 P

Attachment Two (2) – Terms and Conditions

52.229-3 Federal, State, and Local Taxes 2013-02 C 52.232-1 Payments 1984-04 C

52.232-8 Discounts for Prompt Payment 2002-02 C

52.232-9 Limitation on Withholding Payments 1984-04 C

52.232-35 Prompt Payment 2017-01 C 52.232-18 Availability of Funds 1984-04 C

52.232-19 Availability of Funds Next Fiscal Year 1984-04 C

52.232-33 Payment by Electronic Funds Transfer – System for Award Management

1984-04 C

52.232-37 Multiple Payment Arrangements 1999-05 C

52.233-1 Disputes 2014-05 C

52.252-1 Solicitation Provisions Incorporated by Reference 1998-02 P

252.203-

Requirements Relating to Compensation of Former DoD Officials

2011-09 C

252.203-

Requirement to Inform Employee of Whistleblower Rights 2013-09 C

252.203-

Representation Relating to Compensation of Former DoD Officials

2011-11 P

252.204-

Control of Government Personnel Work Product 1992-04 C

252.204-

Billing Instruction 2005-10 C

252.223-

Prohibition of Hexavalent Chromium 2013-06 C

252.225-

Export Controlled Items 2013-06 C

252.232-

Electronic Submission of Payment Requests and Receiving Reports

2018-12 C

252.232-

Levies on Contract Payments 2006-12 C

252.244-

Subcontracts for Commercial Items 2021-01 C

Q. Terms and Conditions Incorporated by Full Text.

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://www.farsite.hill.af.mil/

(End of clause)

252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (DEC 2018)

a) Definitions. As used in this clause—

“Department of Defense Activity Address Code (DoDAAC)” is a six position code that uniquely identifies a unit, activity, or organization.

“Document type” means the type of payment request or receiving report available for creation in Wide Area

WorkFlow (WAWF).

“Local processing office (LPO)” is the office responsible for payment certification when payment certification is done external to the entitlement system.

“Payment request” and “receiving report” are defined in the clause at 252.232-7003 , Electronic Submission of Payment Requests and Receiving Reports.

(b) Electronic invoicing. The WAWF system provides the method to electronically process vendor payment requests and receiving reports, as authorized by Defense Federal Acquisition Regulation Supplement (DFARS) 252.232-7003 , Electronic Submission of Payment Requests and Receiving Reports.

(c) WAWF access. To access WAWF, the Contractor shall—

(1) Have a designated electronic business point of contact in the System for Award Management at https://www.sam.gov; and

(2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this web site.

Field Name in WAWF

Data to be Entered in WAWF

Pay Official DoDAAC

TBD

Issue By DoDAAC

FA2517

Admin DoDAAC

Inspect By DoDAAC http://www.farsite.hill.af.mil/

Ship To Code

N/A

Ship From Code

Mark For Code

Service Approver (DoDAAC)

Service Acceptor (DoDAAC)

Accept at Other DoDAAC

LPO DoDAAC

DCAA Auditor DoDAAC

Other DoDAAC(s)

(d) WAWF training. The Contractor should follow the training instructions of the WAWF Web-

Based Training Course and use the Practice Training Site before submitting payment requests through WAWF. Both can be accessed by selecting the “Web Based Training” link on the WAWF home page at https://wawf.eb.mil/

(e) WAWF methods of document submission. Document submissions may be via web entry, Electronic Data Interchange, or File Transfer Protocol.

(f) WAWF payment instructions. The Contractor shall use the following information when submitting payment requests and receiving reports in WAWF for this contract or task or delivery order:

(1) Document type. The Contractor shall submit payment requests using the following document type(s):

(i) For cost-type line items, including labor-hour or time-and-materials, submit a cost voucher.

(ii) For fixed price line items—

(A) That require shipment of a deliverable, submit the invoice and receiving report specified by the Contracting Officer.

_N/A

(B) For services that do not require shipment of a deliverable, submit either the Invoice 2in1, which meets the requirements for the invoice and receiving report, or the applicable invoice and receiving report, as specified by the Contracting Officer.

_Invoice 2in1

(iii) For customary progress payments based on costs incurred, submit a progress payment request.

(iv) For performance based payments, submit a performance based payment request.

(v) For commercial item financing, submit a commercial item financing request.

(2) Fast Pay requests are only permitted when Federal Acquisition Regulation (FAR) 52.213-1 is included in the contract.

(3) Document routing. The Contractor shall use the information in the Routing Data Table below only to fill in applicable fields in WAWF when creating payment requests and receiving reports in the system.

Routing Data Table* Shown Below

(4) Payment request. The Contractor shall ensure a payment request includes documentation appropriate to the type of payment request in accordance with the payment clause, contract financing clause, or Federal Acquisition Regulation 52.216-7, Allowable Cost and Payment, as applicable.

(5) Receiving report. The Contractor shall ensure a receiving report meets the requirements of

DFARS Appendix F.

(g) WAWF point of contact.

(1) The Contractor may obtain clarification regarding invoicing in WAWF from the following contracting activity’s WAWF point of contact.

_See Lodging Manager defined in BPA_

(2) Contact the WAWF helpdesk at 866-618-5988, if assistance is needed.

(End)

52.232-36 PAYMENT BY THIRD PARTY (MAY 2014)

(a) General.

(1) Except as provided in paragraph (a)(2) of this clause, the Contractor agrees to accept payments due under this contract, through payment by a third party in lieu of payment directly from the Government, in accordance with the terms of this clause. The third party and, if applicable, the particular Governmentwide commercial purchase card to be used are identified elsewhere in this contract.

(2) The Governmentwide commercial purchase card is not authorized as a method of payment during any period the System for Award Management (SAM) indicates that the Contractor has delinquent debt that is subject to collection under the Treasury Offset Program (TOP). Information on TOP is available at http://fms.treas.gov/debt/index.html. If the SAM subsequently indicates that the Contractor no longer has delinquent debt, the Contractor may request the Contracting Officer to authorize payment by Governmentwide commercial purchase card.

(b) Contractor payment request.

(1) Except as provided in paragraph (b)(2) of this clause, the Contractor shall make payment requests through a charge to the Government account with the third party, at the time and for the amount due in accordance with those clauses of this contract that authorize the Contractor to submit invoices, contract financing requests, other payment requests, or as provided in other clauses providing for payment to the http://fms.treas.gov/debt/index.html

Contractor.

(2) When the Contracting Officer has notified the Contractor that the Governmentwide commercial purchase card is no longer an authorized method of payment, the Contractor shall make such payment requests in accordance with instructions provided by the Contracting Officer during the period when the purchase card is not authorized.

(c) Payment. The Contractor and the third party shall agree that payments due under this contract shall be made upon submittal of payment requests to the third party in accordance with the terms and conditions of an agreement between the Contractor, the Contractor’s financial agent (if any), and the third party and its agents (if any). No payment shall be due the Contractor until such agreement is made.

Payments made or due by the third party under this clause are not payments made by the Government and are not subject to the Prompt Payment Act or any implementation thereof in this contract.

(d) Documentation. Documentation of each charge against the Government’s account shall be provided to the Contracting Officer upon request.

(e) Assignment of claims. Notwithstanding any other provision of this contract, if any payment is made under this clause, then no payment under this contract shall be assigned under the provisions of the assignment of claims terms of this contract or the Assignment of Claims Act of1940 (31 U.S.C.3727, 41 U.S.C.6305).

(f) Other payment terms. The other payment terms of this contract shall govern the content and submission of payment requests. If any clause requires information or documents in or with the payment request, that is not provided in the third party agreement referenced in paragraph (c) of this clause, the Contractor shall obtain instructions from the Contracting Officer before submitting such a payment request.

5352.201-9101 USSF Ombudsman 10/1/2019

(a) An ombudsman has been appointed to hear and facilitate the resolution of concerns from offerors, potential offerors, and others for this acquisition. When requested, the ombudsman will maintain strict confidentiality as to the source of the concern. The existence of the ombudsman does not affect the authority of the program manager, contracting officer, or source selection official. Further, the ombudsman does not participate in the evaluation of proposals, the source selection process, or the adjudication of protests or formal contract disputes. The ombudsman may refer the interested party to another official who can resolve the concern.

(b) Before consulting with an ombudsman, interested parties must first address their concerns, issues, disagreements, and/or recommendations to the contracting officer for resolution. Consulting an ombudsman does not alter or postpone the timelines for any other processes (e.g., agency level bid protests, GAO bid protests, requests for debriefings, employee-employer actions, contests of OMB Circular A-76 competition performance decisions).

(c) If resolution cannot be made by the contracting officer, the interested party may contact the ombudsman, for USSF (United States Space Force) acquisitions (excluding SMC acquisitions) please contact the Director of Contracts, Air Force Installation Contracting Center, Operating Location - Space (AFICC/KS OL-SPC) 250 S Peterson Blvd, Peterson AFB, CO 80914, (P) 719-554-5300, via the following e-mail workflow address: afica.ks. wf@us.af.mil. Concerns, issues, disagreements, and recommendations that cannot be resolved at the Center/MAJCOM/DRU/SMC ombudsman level, may be brought by the interested party for further consideration to the Air Force ombudsman, Associate Deputy Assistant mailto:wf@us.af.mil

Secretary (ADAS) (Contracting), SAF/AQC, 1060 Air Force Pentagon, Washington DC 20330- 1060, phone number (571) 256-2395, facsimile number (571) 256-2431.

(d) The ombudsman has no authority to render a decision that binds the agency.

(e) Do not contact the ombudsman to request copies of the solicitation, verify offer due date, or clarify technical requirements. Such inquiries shall be directed to the contracting officer.

R. AFMAN 34-135, Chapter 3.

*This section to be used as guidance by the commercial lodging facility to emulate expectations of Government lodging facilities.

FACILITY AND GUEST ROOM STANDARDS

3.1. Lodging Operations Installation Support. Installation lodging managers utilize the Air Force Services Center Installation Support Portal (https://cs2.eis.af.mil/sites/10042/Pages/_SplashPages/afsvahome.aspx) to obtain necessary operational information.

3.2. Lodging Facility Standards. DoDI 1015.12, Lodging Program Resource Management, prescribes standards for transient, unaccompanied personnel housing.

3.2.1. Personnel staying in DoD lodging operations should have the same quality facilities, furnishings, and services as they would find in a good quality, mid-level, commercial hotel.

The standards identified in this AFMAN are designed with the customer in mind. The customer wants consistent, quality service in all facets of the lodging operation and expects the same quality facilities, furnishings, and service from one Air Force lodging operation to the next.

3.2.2. Air Force lodging managers, through their chain of command, are responsible for ensuring every aspect of their operation adheres to these standards. The use of standards maximizes economies and efficiencies in Air Force lodging operations. The lodging manager’s goal is to meet 100% of the standards.

3.2.3. For a complete list of the Air Force Inns guest room standards, refer to the Air Force Lodging Standards section of the Air Force Inns webpage on the Air Force Services Center Installation Support Portal. Requests for waivers due to inadequate space, guest inconvenience, or operational need may be forwarded from Squadron Commanders/ Division Chiefs with complete justification to AFSVC/SVI, to be routed to AFSVC Lodging Program for consideration.

3.2.4. Refer to new standard designs developed jointly with Air Force Civil Engineer Center (AFCEC) in 2016 for new construction standards. Conversion of new construction visiting quarters (VQ) to business suites are submitted to AF/A1S for consideration. For a complete list of VQs and temporary lodging facility (TLF) design standards, refer to the Air Force Services Center Installation Support Portal under the Lodging Recapitalization Program section.

Table 3.1. Minimum Space and Privacy Standards.

CATEGORY STANDARD

All Commissioned and Warrant Officers; All Civilians: 250 square feet (net) living area: private room, private bath

E-7 – E-9: 250 square feet (net) living area: private room, private bath

E-5 – E-6: 135 square feet (net) living area: private room, bath shared with not more than one other E-1 (other than basic trainees)

E-2 – E-4: 90 square feet (net) living area, not more than two to a room, central bath

Basic Trainees and Cadets: 72 square feet (net) living area: open bay; central bath

Contingency: 50 square feet (net) living area

Gender Every effort is made to assign male and female guests to separate rooms

3.2.5. Air Force lodging operations are not authorized to involuntarily lodge duty transient personnel in government lodging not meeting the minimum space and privacy standards identified in Table 3.1, during normal, peacetime operations, without the approval of AF/A1S, Operations Division (AF/A1SO). (T-1).

3.2.5.1. Installation commanders may authorize lodging in facilities not meeting minimum standards for reasons of military necessity, such as contingency operations, natural disasters, emergencies, etc. It is inappropriate to lodge duty transient personnel involuntarily in facilities below minimum adequacy standards solely to reduce temporary duty (TDY) costs.

3.2.5.2. All attempts are made to house guests in rooms in accordance with the established standards. Room rate is non-negotiable, but is based on the room actually provided.

3.2.5.3. Exception to minimum space and privacy standards: Reserve personnel in Inactive Duty for Training (IDT) status with a waiver from AFSVC Lodging. (T-1).

3.2.5.3.1. Lodging houses Air National Guard (ANG) and Reserve technicians in travel status according to the military grade shown on their travel orders.

3.2.5.3.2. The net living area of a private room or suite is measured from the inside face of the peripheral wall and includes all enclosed, unshared spaces, and partitions.

The net living area of a shared room is the clear area in the sleeping room allocated for an individual’s bed, locker (wardrobe or closet), furniture, and circulation. It excludes lounges, bathrooms, hallways, and storage areas designated for military mobility and field gear, or equivalent. In an open bay, net living area is one equal share per person.

For a detailed explanation on measuring rooms, please refer to the Unified Facilities Criteria, Lodging Facilities, on the Air Force Services Center Installation Support Portal.

3.2.5.3.4. (ANG) Adhere to the above minimum adequacy standards identified in Table 3.1 when obtaining commercial lodging (CL) while in an Annual Tour (AT) status. (T-3).

3.2.5.3.5. (ANG) The Training and Education Center at McGhee-Tyson Air National Guard Base, TN, and four Combat Readiness Training Centers (Alpena, MI, Gulfport, MS, Savannah, GA, and Volk Field, WI) and the five Regional Training Sites (Fort Indiantown Gap, PA, Charlotte (Baden), NC, March ARB, CA, Fargo, ND, and Fort Smith, AR) are considered exceptions to lodging standards. These lodging accommodations are specially constructed to conform to particular needs of the Training and Education Center, Combat Readiness Training Centers and Regional Training Site locations and are deemed adequate for the occupancy of all personnel regardless of rank/grade or career field. (T-3).

3.3. Facility Utilization. Lodging managers determine the number of lodging rooms required based on Priority 1 (see Chapter 4) guest historical data and future mission changes that may affect Priority 1 guest traffic. Commanders re-designate lodging rooms or facilities as contingency quarters or other use if the occupancy rate is below 75% for a period of 1 year (or below 50% Priority 1 guests). Any re-designation of non-contingency lodging appropriated fund (APF) assets requires AF/A1S approval. (T-1).

3.3.1. AF/A1S approves any diversions of NAF built facilities including internal diversion such as re-designation of visiting quarters rooms to business suites, etc. (Refer to AFI 32-9002, Management of Real Property, for additional guidance.) (T-1).

3.3.2. Lodging managers may temporarily house newly assigned unaccompanied single permanent party personnel in lodging facilities if permanent party housing is not readily available. Members pay the lodging room rate. Lodging units are not to be transferred temporarily to Unaccompanied Officer’s Quarters or dormitories to circumvent the daily room rate. (T-1). Members should consult their financial services office regarding pay entitlements.

3.3.3. If on-base lodging becomes unavailable for any reason, the lodging manager informs potential customers.

3.3.4. Unaccompanied male and female guests do not share sleeping rooms or bathrooms but may have adjacent bedrooms with a kitchen and/or living area between them. Kitchen and living areas for adjacent bedrooms are required to have a separate doors with functioning locking mechanisms on both sides leading from the shared kitchen or living area to the private sleeping and bath area.

3.3.4.1. For facilities configured as visiting quarters the following guidelines apply:

3.3.4.1.1. A separation of general areas between guests that fall into different rank categories is normally desirable.

3.3.4.1.2. To the extent possible, assign airmen/non-commissioned officers, officers, and aircrew members to rooms on separate floors/wings, especially when crew rest is an issue. Managers should use flexibility and good judgment when making these assignments.

3.3.4.1.3. When rooms in the normally designated area are not available, assign guests to any available visiting quarter room on a first-come, first-served basis. Do not send guests to commercial quarters or issue non-availability letters unless there are no rooms available. (T-3).

3.3.4.2. (ANG) Married couples on duty status may be lodged together if a private sleeping facility and a private bathroom are available. In recognition of the need to accommodate the mission, this request is desired but not mandatory for deployment and exercises. (T-3).

3.3.4.3. (ANG) The installation/site commander may allow for single occupancy for eligible members performing IDT as space is available with respect to financial considerations and military necessity. Rooms will be assigned based upon the installation/site commander’s guidance. (T-3).

3.4. Guest Room Standards. Every effort should be made to ensure guests have clean, comfortable rooms that afford them a good night’s rest. All lodging employees have a significant role in this effort. The room should be attractively furnished, supplied appropriately, clean, and properly maintained to ensure guests have a pleasant stay. Detailed guest room amenity, furnishing, and supply standards are located in Air Force Lodging Standards on the Air Force Services Activity Installation Support Portal.

3.4.1. Guest Room Accessories and Amenities. Air Force lodging rooms are distinguished by the attention to detail that is put into the rooms to make them as comfortable as possible for all lodging guests. To ensure consistent service from one Air Force Inn to the next, all lodging operations must provide guests the same standard accessories and amenities; exceptions may only be made with a waiver from AFSVC Lodging. (T-1). See Air Force Lodging Standards on the Air Force Services Center Installation Support Portal for the detailed list of standard Air Force Inn accessories and amenities.

3.4.2. Guest Information. Each room should have a guest book or digital guest book information prominently displayed which includes a welcome letter from the lodging manager on the first page including how guests may contact the duty manager. Ensure information is available pertaining to local areas and conditions. A list of occupant responsibilities should also be included in guest room information books. See Air Force Lodging Standards on the Air Force Services Center Installation Support Portal for a detailed listing of what is required in the guest information book.

3.4.3. Guest Privacy. Lodging staff will not enter a guest room displaying a “Do Not Disturb” sign, unless the sign has been displayed for three consecutive days. (T-3). On the third day, lodging staff can enter the room to ensure the safety of the guest and condition of the room.

This should be accomplished no earlier than the posted check-out time. Lodging staff will enter pet friendly TLFs daily to remove excessive dander and fur, inspect for fleas and ticks, and assess any damage caused by pets. (T-3). For more information, see paragraphs 3.5.2 and 3.18.

3.4.3.1. Lodging managers work with a point of contact (POC) for long term aircrews to obtain aircrew resting schedules to prevent housekeeping interruptions.

3.4.3.2. During unforeseen emergency circumstances, maintenance enters rooms as appropriate. Guest rooms are also entered IAW contractually obligated maintenance schedules.

3.5. Occupant Responsibilities in the Facilities and Guest Rooms. Occupants are responsible for their conduct and the conduct of their guests and/or family members while in government lodging. Their actions should not infringe on the rights of others. Note: Guests who are accompanied by Americans with Disabilities Act service dogs are authorized to stay in lodging facilities, regardless of an approved local pet policy and are exempt from paying any additional fees above the nightly room rate. For additional guidance on Americans with Disabilities Act requirements concerning service Animals, see the Air Force Services Center Installation Support Portal.

3.5.1. No-Smoking Policy. All Air Force lodging common areas and guest rooms, including TLF units, are no-smoking areas. If smoking does occur in a guest room, lodging staff will use an efficient ionizer or deodorizer to rid the room of smoke residue; exceptions to the cleaning policy may only be made with a waiver from AFSVC Lodging. (T-1). Guests who violate the no-smoking policy will be charged up to a $150.00 fee (based on expenses incurred) to return the room to available inventory. (T-1). Guests who violate this policy are subject to eviction as determined by the lodging manager; appeals should be made through the Force Support Squadron Commander or Director.

3.5.2. Pets in visiting quarters are not authorized.

3.5.2.1. Guests who violate this policy by housing pets in non-pet friendly rooms will be charged cleaning fees based on the actual expenses incurred to return the room to available inventory. (T-1). Guests who violate this policy are subject to eviction as determined by the lodging manager; appeals should be made through the Force Support Squadron Commander or Director.

3.5.2.2. Pet TLF Rooms. Some TLF rooms are designated as pet friendly. Information on operating pet TLF rooms is found in paragraph 3.18.

3.5.3. Occupants should conserve utilities, and comply with Air Force fire, health, and safety regulations.

3.5.4. Occupants will reimburse lodging for damage beyond fair wear and tear, and for missing government property caused by abuse or negligence on their part or by their guests. (T-1). AFI 34-202, Protecting Nonappropriated Fund Assets, govern the assessment of loss or damage to a lodging unit by a guest.

3.6. Guest Security in Facilities and Guest Room. Guest safety and security is of the utmost importance. Accordingly, the front desk staff must not give a guest’s room number, personal information to others nor should front desk staff confirm that a guest is in residence except to command representative. (T-3).

3.6.1. Key control procedures are implemented to ensure security. Room numbers should not be printed 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.

3.6.2. Front desk personnel will not issue keys to guests without positive identification confirming the guest is assigned to the room. (T-3).

3.6.3. Lodging staff will post evacuation procedures with maps that lead to the closest exit on the backside of all room entry doors in all interior corridor rooms. (T-3).

3.7. Guest Room Housekeeping and Preventive Maintenance. The housekeeping staff plays a very important role in ensuring guests enjoy their stay and ensures all lodging rooms and common areas are clean, orderly and in proper working order. All housekeepers should provide guests with friendly, prompt, professional service.

3.7.1. Guest requests for housekeeping service or supplies made during normal duty hours should be fulfilled no later than 30 minutes after the request is made. Supplies such as towels, linen, spare light bulbs, and toilet paper, should be available at the front desk after normal duty hours.

3.7.2. Housekeeping staff will accomplish full room cleaning, common area cleaning, deep cleaning and preventive maintenance checks according to prescribed standards approved by AFSVC Lodging. (T-1). Standards and checklists are located in the Air Force Lodging Standards Checklist, which can be found on the Air Force Services Center Installation Support Portal.

3.8. Guest Room Quality Assurance Inspection and Review. The lodging manager maintains a record of inspections to include dates, facilities visited, and comments. (T-2). All discrepancies noted must be tracked and corrected. (T-2).

3.8.1. Lodging management (i.e., general/assistant manager) will inspect at least 3 percent of guest rooms (each room type) on a weekly basis (and maintain documentation of inspections for at least one year). (T-2).

3.8.2. At least two members of the lodging management staff must conduct formal inspections of lodging common areas and at least 25 percent of the guest rooms each quarter and document their findings (maintain inspection documentation for at least one year). (T-2).

3.8.3. Housekeeping supervisors (to include work leaders) are required to conduct formal inspections of at least 5 percent of guest rooms (each room type) on a weekly basis (and maintain documentation of inspections for at least one year). (T-2).

3.8.4. The lodging staff will conduct safety self-inspections of all lodging facilities and operations annually or as directed by the local safety office using checklists from Air Force Occupational Safety and Health Standards (found on the Air Force Services Center Installation Support Portal). (T-2).

3.8.5. The maintenance staff will conduct room specific preventive maintenance on at least 25 percent of the guest rooms each quarter and document findings (maintain inspection documentation for at least one year). (T-2).

3.9. Business Suites. An installation commander may designate business suites within the visiting quarters. Business suites are released NLT 1600 daily to the lodging office when managed by the Protocol office. Occupancy should be maximized by issuing a majority of rooms to other TDY and space-available travelers regardless of rank or status (being mindful of upcoming reservations) aiming to keep business suites occupied at least 75% of the time or risk a reduction in their business suite inventory.

3.9.1. No more than five percent of a lodging operation’s total transient quarters will be identified as business suites without AFSVC Lodging approval. (T-1). Waivers must be resubmitted no later than every two years from the original date of approval, and should justify excess need and include historical occupancy data. (T-1).

3.9.2. Lodging and protocol will establish a local operational instruction concerning business suite reservations and management such as reservation of general officer suites. (T-1). The local operational instruction should also emphasize space-available and occupancy percentages. (T-1).

3.9.3. MAJCOMs and/or bases are not authorized to adjust the number of business suites constructed in visiting quarters. Any action pursued to either reduce or expand the number, and/or size, of suites constructed is inconsistent with the justification and methodology for providing visiting quarters. Requests to adjust number of business suites must be submitted through AFSVC to AF/A1S as the sole waiver authority. (T-1).

3.10. Fitness Rooms. In keeping with the fitness culture of the Air Force, fitness rooms are included in Air Force lodging facilities when space and equipment permit. Fitness rooms should focus on commercial grade cardio equipment such as treadmills, elliptical trainers, stair climbers, and stationary bicycles. Additionally, adequate space should be provided for abdominal work and stretching. Free weights or other weight machinery is not appropriate for this area and is best left to fully supervised facilities such as the base fitness center. A television should be provided for customers’ use while using the equipment as well as sanitizing wipes for cleaning the equipment after use. Lodging fitness rooms are in no way intended to compete with base fitness centers, but instead should complement the focus on an individual’s responsibility to stay fit in the TDY/permanent change of station (PCS) environment. Specific standards, location consideration, etc., are listed in the Air Force Lodging Standards section of the Air Force Inns webpage on the AFSVC Installation Support Portal.

3.11. Business Centers. Air Force personnel traveling on TDY or PCS orders often require continued contact with their offices/duty stations. Air Force Inns must provide standard business services including internet access, fax, copy capability and Common Access Card (CAC) readers for official business at no cost. (T-1). Specific standards/guidelines regarding the appropriate number of computers for a business center are listed in the Air Force Lodging Standards section of the Air Force Inns webpage on the Air Force Services Center Installation Support Portal.

3.12. Laundry Facilities. Laundry equipment is available for guests at no charge. Laundry supplies (detergent, softener, etc.) are available to guests through coin-operated vending machines located in laundry rooms or at retail sales outlets. Washers and dryers are provided at a ratio of one washer and dryer for each 12 rooms in visiting quarters and one washer and dryer per each eight rooms in TLFs (one per unit in new construction). At training bases or bases where a significant portion of the customer base involves long-term stays (more than three-weeks duration), the ratio is one washer and dryer for each eight visiting quarters.

3.13. Transient Aircrew Lodging. Lodging provides a private room/private bath to officer transient aircrew members (accommodations may include a shared kitchen and/or living area). For enlisted transient aircrew members, lodging provides a private room and a private or shared bath.

Aircrew members are defined as anyone on the flight crew order. Lodging staff ensures gender is considered when assigning lodging for aircrew members.

3.13.1. Lodging managers should consider crew rest before assigning aircrew members to rooms in the vicinity of construction or maintenance operations.

3.13.2. Lodging may assign other authorized guests to transient aircrew accommodations if not required for aircrews and other on-base lodging is not available. When assigning other TDY personnel to aircrew accommodations, lodging staff should advise them of the varied aircrew members sleeping hours, and ask them to refrain from making any noise or disturbance that could interrupt crew rest.

3.13.3. Lodging staff maintains aircrew integrity by housing the entire aircrew on base as close together as possible.

3.13.4. The installation commander or the aircraft commander may waive aircrew lodging requirements of being housed together on a temporary basis for reasons of military necessity.

3.14. Guest Parking. There must be adequate and designated vehicle parking for guest registration with a separate area for unloading/loading passengers and baggage. (T-1). All facility parking areas must be well marked, free of debris, and adequately lighted at night. (T-1). Where feasible, each business suite should have a designated parking space as close as possible to the room.

3.15. Facility and Guest Room Signage. Proper signage is necessary to direct lodging guests to the lodging reception center and to their rooms. The lodging manager makes every effort to ensure the following signage is in place:

3.15.1. Directional signs from base gate(s) to the lodging reception center(s).

3.15.2. Illuminated exterior sign(s) identifying the lodging reception center and all other lodging facilities.

3.15.3. Illuminated signs identifying lodging facility numbers.

3.15.4. Directional signs at each lodging guest facility entrance, and on each floor of multistory buildings, indicating the room location, room numbers on each exterior guest room door, and where vending machines, ice machines, laundry facilities, etc., are located.

3.16. Facility Employee Work and Break Areas. Ensure all lodging employee break areas reflect the same quality standards of lodging common areas and guest rooms. The lodging manager will designate appropriately furnished and decorated lounge areas for lodging employees to take their breaks. (T-3).

3.17. Training/Conference Rooms. Lodging managers will ensure the lodging operation has a training/conference room large enough to host training for the majority of the employees. (T-3).

3.17.1. The room may be used by guests or other base units at no cost with the understanding the groups pick up after themselves.

3.17.2. A cleaning fee can be charged to any group that either damages the facilities or leaves an excessive mess.

3.18. Pet TLF Rooms. Every effort should be made to accommodate the inclusion of pet TLF rooms in an inn’s inventory and to provide PCS quarters to those Air Force families requiring lodging while traveling with pets. All Air Force Inns provide pet friendly TLFs unless waived by the Air Force Services Center Commander. (T-1).

3.18.1. Air Force Services Center Commander approves instances in which pet TLF rooms exceed 60% of TLF inventory. (T-1).

3.18.2. When occupied with a pet, housekeeping or lodging management will enter pet TLF rooms daily. (T-3). Guests will be charged a cleaning fee.

3.18.3. Travelers with pets are charged a standard $10 per room per night fee regardless of the number of pets in the unit and duration of stay unless a waiver is approved by the Air Force Services Center Commander. (T-1). Guests will be charged an additional cleaning fee based on actual expenses incurred to return the room to available inventory when pet TLF rooms require extraordinary cleaning or incur damages. (T-3)

3.18.4. To ensure consistency in government quarters in Air Force Installations refer to AFI 32-6001, paragraph 2.31., “Pets in Family and Privatized Housing”, to determine types of pets allowed, appropriate behavior and temperament of animals, and detailed responsibilities of the pet owners.

3.18.5. The lodging manager retains the authority to determine the number and type of pets allowed per unit, termination of stay for failure to remove aggressive or unruly pets and any…