SOW 2.pdf

CUI

STATEMENT OF WORK (SOW)

This Statement of Work (SOW) contains a recommended format for contracting for contract quarters in extended deployments and contingency situations. It may be used by all persons and organizations that prepare, review, award, and administer these contracts. The standards describe the minimal acceptable standards for billeting military or civilian DoD personnel. When local conditions differ, modifications should seek the highest standards attainable at a reasonable price.

1. SCOPE OF WORK. The contractor shall furnish lodging accommodations (non-smoking single/double rooms) for 908th Airlift Wing and 689th NOS personnel during monthly Unit Training Assembly (UTA) for Maxwell Air Force Base. The performance standards and requirements for these services include the following responsibilities:

1.1 Willing to establish a Blanket Purchase Agreement (BPA).

1.2 Providing reservations for a specified number of rooms and beds. These reservations must be specifically made / cancelled / released by personnel identified as the ‘Authorized Caller’.

1.3 Provide well-lit parking facilities.

1.4 Accept reservations as necessary.

1.5 In case of overbooking, personnel will be transported to, and billeted in, another lodging facility of equal quality at no additional expense to the individual or the Government.

1.6 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 the other items on the final bill (phone calls, food, drinks, cleaning, and number of days in room) should be settled between the hotel representative and the traveler in the same manner as other hotel representative/guest problems solved.

1.7 Quarters Location: Quarters shall be located no more than 20 miles from Maxwell AFB or Gunter Annex.

2. QUALITY ASSURANCE. The Government will evaluate the contractor’s performance under this contract. Prior to award, inspections will be performed; thereafter inspections will be conducted no less than once per year.

2.1 The facilities may be inspected by Contracting and the 908th FSS Flight. All inspections will be coordinated through the Contract Administrator / 42nd Contracting Squadron. The 908th FSS and 42 CONS shall be present during all inspections. Nothing will preclude the Government from inspecting hotels as the need arises. Authorized checklists will be used to determine if the Contractor meets standards. Other factors may also be evaluated and identified to the Contractor when they impact service to Government personnel.

2.2 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 reasons for the unsatisfactory condition, the corrective action taken, and the procedures developed to prevent recurrence.

3. STANDARD LODGING FACILITY. Each single or double occupancy room shall contain living and sleeping areas in accordance with local standards. No more than two people shall be assigned to a room or share a bathroom. Double bedrooms will have a bed for each occupant with pillow, two sheets, firm mattress, mattress pad or cover, blankets, bedspread, 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 lights for each bed, TV, sufficient closet or hanger space per bed, smoke detectors, individual thermostats, telephone, note pad with pen, bathroom with vanity, mirror, light with ground electrical outlet, and exhaust fan/privacy outside window.

4. 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 ready rooms are not available or a checkout.

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

5.1 ASSIGNMENT OF QUARTERS/ROOMS. Only personnel listed on the ‘Arrival List’ shall be billeted under this Blanket Purchase Agreement (BPA). In the event personnel is not listed on the arrivals list, the hotel may contact an authorized caller and confirm the reservation verbally and in writing. Personnel shall not be billeted under this BPA unless a reservation was made by an authorized caller, identified on the authorized callers list.

5.2 CHECK IN/OUT SERVICE. The Contractor must provide a check in/out service eon a 24-hour basis, UTA period of performance. The desk area shall be clean, efficiently designed to process multiple check-in/outs simultaneously, and sufficiently staffed with trained personnel. Contractor agrees to inform government personnel assigned accommodations under this contract of the required check out time. Checkout time must be prominently posted. Government personnel, 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.

5.3 TELEPHONE. A telephone shall be provided in each room at no charge to the occupant. Each room occupant shall pay for all chargeable calls placed by them.

Service shall be available 24 hours a day, seven days a week.

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

5.5 CUSTODIAL/SANITATION SERVICES. Daily services include, but are not limited to, room cleaning, bed making, linen change (as required), adequate quantities of soap (minimum of one 1 ¼ ounce deodorant bar per occupant), bath towels, wash cloths, sanitized drinking glasses, facial tissues, and cloth bath mat.

5.6 LINEN SERVICE. Linen service shall 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 occupant. All linen and blankets shall be clean, freshly laundered, without any objectionable odors and in good repair, free from tears, rips, holes, stains, and extensive wear. Pillows shall be at least six inches thick to provide proper support.

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

5.8 “DO NOT DISTURB” SIGNS. All rooms shall have such signs available.

Contractor employees shall respect them when displayed.

5.9 INFORMATION SERVICES. Desk clerks shall be able to explain to occupants’ miscellaneous charges not covered by the Statement of Work, for example, long distance personal phone charges or late check-out fees. The Contractor shall provide a commercial telephone directory service.

6. GENERAL INFORMATION. The following is a list of contractor-furnished items. The list may not be inclusive of the contractor-furnished items and services required to perform the contract. Each single and double occupancy room shall contain living and sleeping areas in accordance with local standards. No more than two people shall be assigned to a room or share a bathroom.

6.1 Rooms shall be constructed and finished to provide good light reflection and sound attenuation. Rooms shall have adequate heating and cooling capabilities. All piping and wiring must be enclosed.

6.2 All finishes (walls and ceilings) should be free from damage, scars, marks, dirt, and dust.

6.3 A telephone in the room is desirable, if not available due to location, have telecommunication devices in the immediate area or have information as to where television is available to patrons.

6.4 All floors in living and sleeping areas shall be clean, serviceable covering.

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

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

6.7 All entrance doors to rooms shall have interior security locks, either deadbolt 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.

6.8 Smoke and fire protection systems must be installed and meet federal, state, or local fire codes.

6.9 Bathrooms must be constructed to provide convenient sanitary facilities. Bathrooms must contain a shower and/or tub combination with a wash basin, a properly functioning toilet, and a mirror. Additionally, bathrooms should have adequate lighting and grounded electrical outlets for use of electrical razors, hair dryers, etc.

The shower or tub/shower combination shall have shower doors or curtains.

7. FURNISHING AND EQUIPMENT. Furnishings and equipment must be clean and free from defects such as cigarette burns, scratches, marks, and tears. The following minimum furnishings are required:

7.1 Required amenities.

a. Lamp-1 per desk or writing table.

b. Adequate clothes storage drawers and closet space.

c. Desk or writing table with chair.

d. Trash container.

7.2 Desired amenities.

a. Radio.

b. Working tables and chairs.

c. Restaurant within the facility.

d. Refrigerators or ice machines.

e. Alarm clock.

f. 24-hour wake up service.

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

8. SAFEGUARDING VALUABLES. The contractor must provide a means of storing and safeguarding, in a safe or vault, small high-value personal property of the occupants.

Receipts for the items must be furnished to the guest.

SPECIAL PROVISIONS

1. Description of Agreement: The Contractor shall furnish lodging accommodations for the 908th Airlift Wing and 689th NOS on a rental basis. Providing single or double occupancy hotel or motel rooms if and when called by the Contracting Officer or designated representative. Guest who are eligible for contract lodging will occupy contract lodging quarters and pay the hotel directly. On occasion, group project officers will make arrangements directly with the hotel for group billing.

2. Extent of Obligations: The Government is obligated only to the extent of authorized calls actually placed against the Blanket Purchase Agreement (BPA). The BPA is awarded for 5 years but can be canceled upon the request of the Government at any time.

3. Pricing:

a. The prices to the Government shall be at the annual per diem rate or lower than those charged to the Contractor’s most favored customer, in addition to any discounts for prompt payment.

b. The Contractor shall furnish firm price lists on an annual basis or proposed interim price changes to the approved price list in three (3) copies, stating effective and expiration dates. Prices in the approved price list will continue to be effective until any proposed changes are approved by the contracting officer.

c. The Contractor will furnish proposed changes to the approved price list to the 42nd Contracting Squadron, Maxwell AFB, AL, at least thirty (30) calendar days prior to the proposed effective date of such changes.

d. The contracting officer will furnish copy of the approval price list and any changes to the Contractor.

e. The Contractor must accept a valid government travel credit card. Visa, if offered by the traveler as an authorized metho of payment for all charges incurred by the traveler. In addition, the Contractor, based on his credit policies and requirements, may accept cash, other credit cards and other methods of payment for charges.

4. Call Limitations: The dollar limit for each call shall be established after award.

5. Individuals Authorized to Place Calls: A list of titled positions authorized to place calls under this agreement, identified by organizational component, and the limitation per call for each position shall be provided to the Contractor by the contracting officer.

6. Delivery Ticket: The individual making the call will furnish the supplier the call number, complete description of the room type and the quantity required and the desired reservation date(s). Call will generally be made verbally, but written correspondence may be used when it is more convenient to do so.

7. Invoices: The normal billing period is monthly and runs from the 26th of the month to the 25th of the following month. Electronic invoices are sent to the person authorized to place the calls. These invoices need not be supported by copies of the delivery tickets.

Monthly payments may also be made using the Government Purchase Card (GPC). The GPC should not be automatically billed.

8. Modification to Agreement: The 42nd Contracting Squadron, Maxwell AFB, AL, is the only U.S. government agency authorized to modify the terms and conditions of this agreement.

9. Responsibility for Calls, Inspection and Acceptance: The contracting officer or the authorized representative shall make inspection and acceptance of all services provided under this agreement.

10. Unauthorized Calls: Services provided herein and called for by an individual not authorized to place calls by the contracting officer, constitutes an unauthorized call and an act of the contractor’s own undertaking. The Government shall not be liable for any claims or damages as a result thereof.