FA252121QB091Hotel Lodging SOW 20July21.pdf

STATEMENT OF WORK FOR CONTRACT QUARTERS

SECTION 1

20 JULY 2021

GENERAL

1.1. SCOPE OF WORK: The contractor shall furnish lodging accommodations for Patrick AFB lodging on a daily basis. The performance standards and requirements for these services include the following responsibilities:

a. Blanket Purchase Agreement (BPA): Providing single and double occupancy hotel or motel rooms if and when called for by the Contracting Officer or designated representative. Guests, who are eligible for on-base government quarters and are on travel orders, will occupy quarters and pay the hotel directly.

Guests who are participating in inactive duty training (IDT) are not required to pay for rooms individually.

The unit representative will pay for all IDT rooms using the Government Purchase (GPC) card.

b. Requirements Type Contract: Providing reservations for a specified number of rooms and beds for specified periods of time. These reservations must be specifically canceled by the contracting officer or designated representative. The automatic provisions of para.1.1.e. do not apply.

c. Providing parking facilities.

d. Accepting advance reservations as necessary.

e. Automatic cancellation provisions. Any traveler who is on official travel orders and does not provide a credit card will have their reservations canceled at 1800 if they have not arrived or made other arrangements with the hotel. This provision does not apply to personnel in IDT status.

f. In case of overbooking, personnel will be transported to, and accommodated in, another commercial lodging facility of equal quality at no additional expense to the individual of the government.

g. Methods of Payment: The contractor must accept a valid government travel credit card (currently Visa), if offered by individual travelers as an authorized method of payment for all charges incurred by the traveler. In addition, the contractor may accept cash, other credit cards, and other methods of payment for charges, based on property credit policies and requirements. The GPC card will also be accepted for group bills.

h. Guaranteed Reservations: Commercial lodging properties may require a credit card to guarantee a reservation. They may also establish a requirement for 24-hour notification to cancel a guaranteed reservation without penalty.

i. At registration, the contractor should require each individual traveler to provide an appropriate method of payment and a copy of travel orders, as applicable. Individual travelers without an acceptable credit card may be required to pay cash in advance for the room. Adjustments for actual final charges may be made at checkout. Members in IDT status must have their name shown on a list of authorized personnel provided to the hotel by the Patrick AFB lodging office. NOTE: The Air Force has directed the individual traveler to a specific location through official orders and the Patrick Lodging Office has made room arrangements. The traveler is entitled, under applicable regulations, to reimbursement from the Air Force for lodging costs, subject to a specific ceiling for each geographic area. The Air Force has made available to the traveler an authorized government travel card.

j. Problems or questions concerning the correct charge for the contract quarters room rate should be settled between the contractor and the contracting officer or the designated representative. Problems or questions concerning the correctness of other items on the bill (phone calls, food, drinks, laundry and dry cleaning, and number of days in room) should be settled between the contractor and the traveler in accordance with Florida Innkeeper Laws.

1.2. QUALITY ASSURANCE: The government will monitor the contractor’s performance under this contract using the following procedures:

a. Prior to award, and every twelve months thereafter, the facility will be inspected to ensure that proper Air Force standards are met. The Contract Quarters Facility Inspection Checklist (attachment 1) will be used as a guide. Other factors may also be evaluated and identified to the contractor when they impact service to government personnel.

b. The Quality Assurance Personnel (QAP) shall review compliance with contract terms. All findings of incomplete or unsatisfactory performance will be recorded, verbal notice given, and confirmed in writing to the contractor in the form of a Contractor Discrepancy Report. The contractor will reply in writing, giving the reasons for the unsatisfactory condition, the corrective action taken, and the procedures developed to prevent recurrence.

SECTION 2

DEFINITIONS

2.1. LODGING GENERAL MANAGER: An officer, noncommissioned officer, or civilian responsible to the Chief, Combat Support flight, 45th Services Squadron, for matters relating to lodging of military and government employees.

2.2. LODGING ACTIVITY: The office that is responsible for providing on and off base lodging to authorized government employees and military personnel.

2.3. CONTRACTING OFFICER: A person with the authority to enter into, administer, or terminate contracts for the government and make related determinations and findings.

2.4. DESIGNATED REPRESENTATIVE OF THE CONTRACTING OFFICER: The individual or individuals designated in writing to the contractor as being authorized to assign lodging, place calls, and make advance reservations for lodging. The written designation must be issued and executed by the Contracting Officer.

2.5. LODGING FACILITY: A hotel, motel, or inn that provides sleeping accommodations to the travelers.

2.6. QUALITY ASSURANCE PERSONNEL (QAP): The representative of the Contracting Officer who performs technical surveillance of the contract.

2.7. STANDARD LODGING FACILITY: Single or double bedrooms will have a bed for each occupant with pillow, two sheets, firm mattress, mattress pad or bed cover, blankets, bed spread, wall-to-wall carpeting (desired) or other floor covering, a wall switch near the entrance door for at least one lamp, incandescent table or wall mounted light for each bed, color TV, closet or hanger space (minimum of 24 inches/10 hangers per bed), smoke detectors, individual thermostats, telephone, note pad with pen, bathrooms with vanity, mirror, light with grounded electrical outlet, and exhaust fan/privacy outside window.

2.8. STANDARD LODGING FACILITY SERVICES: Vending areas, 24 hour check-in/out, wake up, and message service, central TV antenna or cable TV, room identification/directory signs and smoke detectors in hallways, air conditioning, ice machines, adequate parking spaces for all guests, TV/radio directory. Local information packet, passenger/baggage loading zones, and secure luggage storage areas for guests when rooms are not immediately available or for storage at checkout.

SECTION 3

GOVERNMENT FURNISHED PROPERTY AND SERVICES

3. Questionnaire for personnel accommodated in contract quarters to evaluate services received (AF Form 3211).

SECTION 4

CONTRACTOR FURNISHED ITEMS

4. The contractor shall furnish the following:

4.1. ROOMS:

4.1.1. Living Space:

4.1.1.1. Each single and double occupancy room shall contain net living and sleeping areas in accordance with local standards. All guests will be assigned private rooms unless specifically requested otherwise by the Air Force lodging facility or individual traveler.

4.1.2. Standards:

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

4.1.2.2. All finishes (walls and ceilings) should be free from damage, scars, marks, dirt, and dust. Vents and surrounding finishes must be free of dirt and dust.

4.1.2.3. Ceilings and walls shall be finished in paint or wall covering.

4.1.2.4. All floors in living are and sleeping areas shall have clean, serviceable coverings.

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

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

4.1.2.7. All entrance doors to rooms shall have interior security locks, either deadlock or double locking locks. Each room occupant shall be provided with a room key. All doors shall be free from holes, dents, or other physical defects.

4.1.2.8. Smoke and fire protection systems must be installed and meet federal, state, 0r local fire codes.

4.1.2.9. Bathrooms must be constructed to provide convenient sanitary facilities. Wash basin and shower tub areas shall have a vanity table, a large (minimum 18"”30") lighted mirror, stopper devices, soap dishes, towel bars/hooks and grounded electrical outlets conveniently located for use electrical razors, hair dryers, etc. Loose, missing, or badly worn/damaged wall tiles, floor tiles, fixtures or accessories are unacceptable.

The fixtures controlling the flow of water must not be cracked or leaking and shall operate properly to maintain constant, adequate flow and temperature without sudden surges or temperature changes.

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

4.1.3. Furnishings and Equipment: Furnishings and equipment must be clean and in good repair. The following minimum furnishings are required:

4.1.3.1. Lamp – One per desk or writing table

4.1.3.2. Chair, occasional – One per guest

4.1.3.3. Clothes storage drawers – Two per bed

4.1.3.4. Mirror – One per sleeping room

4.1.3.5. Night stand with lamp – One per bed

4.1.3.6. Desk or writing table with chair – One per bedroom

4.1.3.7. Luggage rack – One per bed

4.1.3.8. Throw rug (if not carpeted)

4.1.3.9. Ash Tray – One per bed in smoking rooms

4.1.3.10. Trash containers – Two in bedroom, one in bath

4.1.3.11. Color TV – One per guest room

4.1.3.12. Clock radio – One per guest room

4.1.4. Heating, air conditioning, and ventilation: Living quarters shall be provided with individual room controlled heating and air conditioning (in season) and otherwise provided the ventilation necessary to maintain comfort for guests. If utilities fail, other than area-wide failure, for more than four hours the contractor shall take action to relocate all guests to another lodging facility of equal or better quality at no expense to the government or the guests.

4.2. SAFEGUARDING VALUABLES: The contractor must provide a means of storing and safeguarding, in a safe or vault, small high-value personal property of the guests. Receipts for the stored items must be provided to the guest.

SECTION 5

SPECIFIC TASKS

5. SERVICES. The contractor shall provide the following services:

5.1. ASSIGNMENT OF QUARTERS/ROOMS: The contracting officer, or designated representative, is responsible for designating the government personnel to occupy the contractor’s facility, and shall provide these personnel with a contract lodging authorization number, which they may be required to submit upon registering at the contracted facility. The lodging activity may issue the contract lodging authorization number and the room rate to the traveler on official orders by either hard copy at the lodging activity or by telecommunication methods (phone, fax, computer). The lodging activity will make every effort to provide this information directly to the contract hotel in advance. Government personnel shall not be accommodated under this contract unless such authorization is presented to the contractor, either in advance or by the individual traveler. When two persons are assigned to a double room and one individual checks-out prior to the second individual, then the charge for the second individual reverts back to the single occupancy rate. Individuals of the same gender designated for double room occupancy shall be accommodated in rooms with two beds. If not available, single rooms shall be used. Transient personnel married to one another may be roomed together upon request. Otherwise, members of the opposite gender will not be placed in shared rooms. The contractor may offer accommodations to uniformed members of the Armed Forces, active duty and retired, accompanied or unaccompanied by their immediate family, who are not on official duty at the agreed room rate.

5.2. CHECK-IN/OUT SERVICE: The contractor must provide a check-in/out service on a 24-hour basis, seven days per week. The desk area shall be clean, efficiently designed to process multiple check-ins/outs simultaneously, and sufficiently staffed with trained employees. Contractor agrees to inform all government travelers assigned accommodations under this agreement of the required checkout time.

Checkout time must be prominently posted. Government personnel, who incur a late check-out 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.

5.3. TELEPHONE: A telephone shall be provided in each room at no charge to the guest. Clear instructions and explanation of toll charges must be prominently displayed. Each room guest shall pay for all toll calls they make. Services provided shall be available 24 hours per day, seven days per week.

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

5.5. DINING FACILITIES: When dining facilities are not located within or adjoined to the hotel structure, at least one dining facility serving three meals a day must be within convenient, lighted walking distance of the contract facility.

5.5.1. Management must maintain copies of all local/state public health inspection reports on file for at least one year.

5.5.2. Reports must be made available to Billeting/Contracting representatives during visits or upon request.

5.6. CUSTODIAL/SANITATION SERVICES. Daily housekeeping services must be provided seven days per week and include, but are not limited to, room cleaning, bed making, changing towels, bath mats, washcloths, linen exchange (as required), adequate quantities of amenities (soap, shampoo, etc.), sanitized drinking glasses, facial tissues, and emptying trash receptacles.

5.6.1. All furnishings must be dusted/cleaned on a regular schedule and not less than once per week.

5.6.2. Management must identify and correct conditions conducive to harboring or breeding insects, rodents, or other pests.

5.6.2.1. Management must establish and implement appropriate procedures for structural management and repair, pest exclusion, outside grounds maintenance, general sanitation and pest control.

5.7. LINEN SERVICE. Change of linen will be provided at least once per week or when occupancy changes, whichever occurs first, and whenever necessary due to guest personal requirements. Additional blankets shall be made available if requested by the guest. All linen and blankets shall be clean, freshly laundered, without objectionable odors, and in good repair, free from tears, rips, holes, stains, and excessive wear. Pillows shall be at least six inches thick to provide proper support.

5.7.1. Beds and linens:

5.7.1.1. Bed linen must be changed at least weekly and between guests.

5.7.1.2. Mattress covers/pads must be washed at least monthly and between occupants.

5.7.1.3. Blankets and bedspreads must be laundered at least every 90 days.

5.7.2. Linen handling:

5.7.2.1. Must be located to prevent steam, odors, lint and objectionable noises from reaching personal living and sleeping areas.

5.7.2.2. Must be maintained in a sanitary, lint-free condition and show no evidence of insect, rodent, or other pest activity.

5.7.2.3. Floors must be constructed of water tight and easy to clean materials.

5.7.2.4. Soiled linen must be handled, stored and transported in a manner that prevents contamination of the facility, equipment and clean linen.

5.7.2.5. Separate areas must be designated for clean and dirty linen.

5.7.2.6. Separate vehicles for transporting clean and dirty linen must be provided and marked to prevent cross-contamination of clean linen.

5.7.2.7. Proper blood borne pathogen procedures must be established and followed.

5.8. COMMON USE AREAS. The contractor shall keep hallways, corridors, grounds, and other adjacent areas under the contractor’s control in a clean, neat, and safe condition.

5.8.1. Ice machines:

5.8.1.1. Ice machine storage bins must be thoroughly cleaned and sanitized at least weekly, or IAW manufacturer’s instructions.

5.8.1.1.1. Remove/discard all ice from the storage bin and clean with a soapy (potable) water solution, rinse with clear (potable) water and sanitize with a 100 PPM chlorine or equally effective sanitizing solution.

5.8.1.2. Ice machine internal parts must be disconnected and thoroughly cleaned/sanitized at least quarterly.

5.8.1.3. Ice machines must not show visible signs of insect/rodent/pest infestation.

5.8.1.4. Water used to form ice, as well as, the finished product must be potable.

5.8.2. Signage:

5.8.2.1. Illuminated exterior sign(s) identifying the reception area and other lodging facilities and their numbers are required.

5.8.2.2. Directional signs at entrances and on each floor depicting room number locations. Directional signs for ice machines, vending areas, dining facilities, meeting rooms, fitness rooms, and laundry facilities are also required.

5.9. DO NOT DISTURB SIGNS. All rooms shall have such signs available. Contractor employees shall respect them when displayed.

5.10. INFORMATION SERVICES. Desk clerks shall be able to explain to guests miscellaneous charges not covered by this statement of work (e.g. telephone charges). The contractor shall provide information on bus schedules, taxis, and other local transportation, dining facilities, and locations, and commercial telephone directory service.

SECTION 6

APPLICABLE FORMS

6.1. The lodging activity will provide each government traveler with a contract lodging authorization number and the room rate by either hard copy or by telecommunication methods (phone, fax, computer).

The lodging activity will also provide the contract quarter’s hotel with a copy of the property management system guest record containing all applicable identification data, arrival/departure dates, and room rate.