Statement of Work - 20 May 2026.pdf

ATTACHMENT 1

MCCONNELL AFB

STATEMENT OF WORK

FOR OFF-BASE

HOTEL LODGING

20 May 2026

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ATTACHMENT 1

TABLE OF CONTENTS

Section 1: Definitions

Section 2: General Terms

Section 3: Policies

Section 4: Contractor Furnished Items

Section 5: Hotel Specific Tasks

Section 6: Applicable Forms

Section 7: Security

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1.1. LODGING MANAGER. Civilian or military member responsible to the Force

Support Squadron Commander for matters relating to lodging of military and government employees assigned to Lodging.

1.2. LODGING RESERVATIONIST. The Lodging Reservationist is responsible for coordinating reservations between the guests and the commercial hotel. The Guest Services Representatives (GSRs) do not coordinate the reservations because at the time of reservation, the hotel needs a CC on file. Instead, the member calls the hotel, makes the reservations for the date(s) he/she needs and then lets the GSR know what hotel they have made their reservation at. GSR then makes the Contract Lodging slip (CL) with the dates needed/contracted rate and send it to the member. The member can also pick up a printed CL at the front desk during hours of operation.

1.3. BLANKET PURCHASE AGREEMENT (BPA). Is a simplified method of filling anticipated repetitive needs for supplies or services by establishing “charge accounts’’ with qualified sources of supply.

1.4. COMMERCIAL HOTEL. A hotel, motel, or inn which provides sleeping accommodations to the traveling public.

1.5. “BUSINESS DAY.” Refers to Monday – Friday, except federal holidays.

1.6. CONTRACTING OFFICER. A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the contracting officer acting within the limits of their authority as delegated by the contracting officer.

1.7. AUTHORIZED CALLER. A list of individuals authorized to purchase under the

BPA, identified either by title of position or by name of individual, organizational component, and the dollar limitation per purchase for each position title or individual shall be furnished to the supplier by the contracting officer.

1.8. STANDARD LODGING FACILITY. Bedrooms will have a bed for occupant with

2 pillows, two sheets, firm mattress, mattress pad or cover, blanket, bedspread, wall to wall carpeting, a wall switch near the entrance door for at least one lamp, incandescent table or wall mounted lights for each bed, color TV, closet or hanger space, smoke detectors (will be connected to a central alarm panel that is monitored 24/7), individual thermostats, telephone, note pad with pen, bathrooms with vanity, mirror, light with grounded electrical outlet, and exhaust fan/privacy outside window; internet access, health facility access, free parking, lighted parking lots, good security, food establishments within walking distance (or a short drive), sound/light-blocking drapes, heating and A/C, access to iron/ironing board or valet service (doesn’t have to be free), guest laundry, complimentary coffee (can be in lobby). Microwaves and mini-fridges should be available but not a must for short-term customers, mandatory for long-term. Front-line employees will present a neat and professional appearance and wear either a uniform with company logo or name tag with company logo/name.

SECTION 1: DEFINITIONS

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1.9. STANDARD LODGING FACILITY SERVICES. Vending areas, 24 hour check in/out, wake-up and message service, central color cable/satellite TV, room identification/directory signs and smoke detectors (will be connected to a central alarm panel that is monitored 24/7) in hallways, heating and air conditioning, ice machines, adequate parking space 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 for storage at check out.

2. SCOPE OF WORK: The commercial hotel shall furnish lodging accommodations for McConnell AFB, KS on a rental basis. Each BPA will be established directly with hotels not through third party vendor/contractors. The performance standards and requirements for these services include the following responsibilities:

2.1 DISTANCE: Each hotel shall fall within a 10-mile radius of McConnell AFB.

2.1.1 RESERVATIONS: Accepts advance reservations 24/7 in local establishments.

All reservations for the Blanket Purchase Agreement rates must go through the authorized caller list approved by the Contracting Officer for them to apply.

2.1.2 Group Reservations:

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

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

2.1.2.3 Group Rates: Group reservations will receive the same rate listed in the Master Blanket Purchase Agreement or less. Group rates will apply to all members of the group and will extend throughout the member’s entire stay (if stay is longer than the rest of the group). The hotel should make every effort to fill up a doubled room using the doubled list provided by the authorized caller. If an incoming guest direct - bill guest is not on the unit list, the hotel should contact the appropriate unit Lodging Manger (931st or 184th) to coordinate placement.

2.1.2.4 RATES: Single, double and group rates are listed on a separate price agreement. For group rate differentiations see para 2.2.1.2 and 2.2.1.3 above. Rates are guaranteed 1 January through 31 December of the BPA calendar year regardless of a change in per diem. Exception: See para 2.3.1.

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

SECTION 2: GENERAL TERMS

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**Double Rate: The double rate will apply to all E-6s and below in direct bill status.

Members will only be doubled up with a member of the same gender. If a “doubled-up” guest does not show up, the hotel may either charge the half rate for first night of the no-show and half rate the first night for the in-house guest (with the in-house guest being charged full group rate on any remaining days) or not charge for the no-show and post the full group single rate to the remaining guest.

2.1.2.5 Families: The hotel may add additional charges for additional guests. If the cost goes beyond the BPA price, the guest must pay the difference and any applicable taxes.

2.1.2.6 Exceptions: The Wing/CC may grant permission for members to bring family at unit expense for occasions such as Annual Holiday Party and Wing Family Day or on a case-by-case basis.

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

2.3. AUTOMATIC CANCELLATION PROVISION. If the authorized caller or guest has not contacted your establishment by 6:00 p.m. on the date of arrival to either confirm or guarantee the reservation with a credit card, that reservation is to be CANCELED AT

6:00 P.M. DO NOT HOLD THE RESERVATION IF A GUEST IS A “REWARDS” OR

“POINTS” MEMBER. Exception: First night’s stay for unit-paying drill personnel from the units in Section 3. No automatic cancellations shall be made to rooms which have more than one guest. The hotel shall notify the authorized caller if an automatic cancellation is made.

2.4. OVERBOOKING: In case of overbooking at the commercial hotel, the hotel will contact the authorized callers for re-routing of the guest. The commercial hotel will not divert guests to another hotel without approval and coordination. Reason: Units cannot pay for a hotel stay at a non-contract hotel.

2.5. METHODS OF PAYMENT: The commercial Government Purchase Card from an authorized caller is the only authorized form of payment for direct bill (unit pays) reservations. Members utilizing “paying guest” or self-pay reservations will be paid by the member using a Government Travel Card or other personal form of payment.

2.6. REGISTRATION: At registration, the commercial hotel should require each member to present a valid form of ID. In most cases the hotel will already have a call sheet with the member’s reservation. Some hotels may require the member to provide a credit card to keep on file for incidentals. Adjustments for actual final charges may be made at check out.

2.7. TAXES: Guests utilizing a “direct bill” call sheet DO NOT pay ANY tax (neither the state sales tax, city transient/occupancy tax nor the Tourist Business Improvement District tax). Guests utilizing “PAYING GUEST” call sheets/Contract Lodging (CL) letter MUST pay all applicable taxes. The Air Capital Inn (ACI) nor the units are required

6 | P a g e to provide tax exempt numbers. Kansas Department of Revenue specifies exempt status (attachment). A copy of the call sheet and/or credit card receipt should be sufficient documentation for audit purposes.

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

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

2.9.1. INSPECTIONS: All inspections are no-notice and are documented. The Contracting Officer makes the final determination for renewal, reinstatement and new hotel selection.

2.9.1.1. Initial inspections are performed for new hotel acceptances. Before a BPA is established the hotel must pass its inspection.

2.9.1.2. Renewal inspections are performed tri-annually.

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

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

AIR FORCE RESERVE AND KANSAS AIR NATIONAL GUARD

Policies and Billing Procedures.

3.1. GENERAL INFORMATION: Units are tax exempt from all taxes when using the Government Purchase Card (GPC). The units listed above will pay utilizing the GPC for lodging of reserve/guard members provided the reservations were made by an authorized caller and accompanied by a commercial quarters/lodging call sheet. Only room charges are the responsibility of the authorized callers. Guests must pay for any other charges personally incurred prior to check-out.

3.2. CALL SHEETS: Contract Lodging Call Sheets from ACI authorize members to go off-base to contract lodging hotels at government expense. There are two types:

SECTION 3: POLICIES

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1) Direct Bill call sheets will show the name of the hotel, the unit, correct group rate, ACI representative signature, and Direct Bill stamp;

(2) Paying guests will have the guest’s name, non-group rate (unless as an extension of a direct-bill group reservation), ACI representative signature, "MCCONNELL LOD" and travel voucher reminder stamp on an individual call sheet. Per AFI 34-135, Air Force Lodging Program, Non-Availability statements are not authorized as they allow the member to go to any hotel (including non-contract). The ACI or authorized representative will email call sheets to the hotel and to the BPA authorized caller. The ACI does not generally email the CL letters to the hotel; only to unit POC (i.e. current 931st Sustainment Services Superintendent and the member themselves). If this is needed, then ACI can do so via the email for each POC for the hotel. In the past, the email listed was not the person handling the CL (ie the front desk) so it caused confusion and trouble with member. Since beginning to email to the member directly, the issues have gone away.

3.2.1. ACI and/or the authorized caller shall email the final monthly call sheets to the Contracting Officer no later than the 15th of every month for BPA tracking and review as described in FAR Subpart 13.303-6.

3.3. RESERVATIONS: The authorized callers determine group blocks in advance.

Thirty days prior to the reservation date the authorized caller will confirm the group booking. Unless coordinated otherwise: The authorized caller will provide the hotel with a call sheet NLT one week prior to arrival date. Before releasing blocked rooms, the commercial hotel will contact the authorized callers for confirmation. Any remaining rooms held within the one-week period will be released two days before the arrival date.

Under no circumstances should a reserve/guard member make his/her own reservations with the intent of the unit paying the costs. The commercial hotel must make every effort to identify duplicate reservations before fees are charged.

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

3.5. GUEST BILLING: Reserve/Guard members cannot bring family members into a double room (i.e. shared with another drilling member). If a member who is only authorized a double room brings an unauthorized guest, the commercial hotel may offer a single room to the member but inform the member that he/she will have to pay for the room. Members will NOT be given a call sheet to authorize reimbursement. Additional charges must be collected from the reserve/guard member. Late check-out fees will be incurred by the member. The commercial hotel is responsible to obtain any additional personal information from the member upon check-in. The hotel will be responsible for billing members for unpaid services left uncollected at time of checkout (ex: phone charges, sundries, additional charges for additional guest). Units will aid the commercial hotel with the collection of these charges by sending notification memos with info copies to Squadron Commanders. Notification memos must be provided by the hotel for coordination by the unit.

3.6. CHANGES: Changes for direct bill (unit pays) reservations will only be conducted through the authorized callers. Cancellations not received by the guaranteed-hold time will be up to the hotel to determine for billing.

3.7. CANCELLATIONS: The authorized callers may cancel at any time prior to the

8 | P a g e guaranteed hold time without financial penalty to the unit. Cancellations after the hold time will be charged to the unit at the discretion of the contract hotel.

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

3.9. ELIMINATION OF USE OF CLASS I OZONE DEPLETING SUBSTANCES

(ODS)

a. Contractors shall not:

1. Provide any service or product with any specification, standard, drawing, or other document that requires the use of a Class I ODS in the test, operation, or maintenance of any system, subsystem, item, component, or process; or

2. Provide any specification, standard, drawing, or other document that establishes a test, operation, or maintenance requirement that can only be met by use of a Class I ODS as part of this contract/order.

b. b. For the purposes of Department of the Air Force policy, the following products that are pure (i.e., they meet the relevant product specification identified in AFI 32- 7086[AR2] ) are Class I ODSs:

1. Halons: 1011, 1202, 1211, 1301, and 2402;

2. Chlorofluorocarbons (CFCs): CFC-11, CFC-12, CFC-13, CFC-111, CFC-112, CFC-113, CFC-114, CFC-115, CFC-211, CFC-212, CFC- 213, CFC-214, CFC-215, CFC-216, and CFC-217, and the blends R-500, R-501, R-502, and R-503; and

3. Carbon Tetrachloride, Methyl Chloroform, and Methyl Bromide.

4. Below is a listing of standards but is not all-inclusive. The commercial hotel will furnish the following:

4.1. ROOMS:

4.1.1. LIVING SPACE:

4.1.1.1. Each room shall contain net living and sleeping areas in accordance with local standards.

4.1.2. STANDARDS:

4.1.2.1. Rooms shall be constructed and finished to provide good light and sound

SECTION 4: CONTRACTOR FURNISHED ITEMS

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4.1.2.2. All finishes (walls and ceiling) 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 wall shall be finished in paint or wall covering.

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

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 deadbolt or double locking locks. 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, or local fire codes. The Air Capital Inn will not accept facilities “grandfathered” due to the potential for loss of life. This includes smoke alarms that only go off inside the room.

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 lighted mirror, stopper devices, soap dishes, towel bars/hooks, and grounded electrical outlets conveniently located for use of 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 a constant, adequate flow and temperature without sudden surges of 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 combination shall have shower doors or curtains.

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

• Lamp – 1 per desk or writing table.

• Chair, occasional.

• Clothes storage drawers.

• Mirror.

• Table, night, with lamp.

• Desk or writing table with chair.

• Luggage rack.

• Ashtray (if a room is a smoking room).

• Trash containers – one in living room and one in bathroom.

• Color television with free cable or satellite service.

• Radio (unless wake-up service is provided by the front desk).

• Internet availability. High speed connectivity/wireless at no charge.

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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 an area-wide failure, for more than eight hours the contractor shall take action to coordinate relocation of all Reserve/Guard members with the appropriate Unit Lodging Manager.

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

5. SERVICES: The commercial hotel shall provide the following service:

5.1. ASSIGNMENT OF QUARTERS/ROOMS. The authorized caller is responsible for designating the government personnel to occupy the commercial hotel facility and shall provide the hotel with a call sheet for direct bill reservations and will provide a commercial lodging letter (CL) for self-pay reservations. The call sheets or CL will be faxed to the hotel immediately after the reservation is made and coordinated with the commercial hotel. Government personnel shall not be lodged under this Blanket Purchase Agreement unless such authorization is presented to the commercial hotel with the signature of an authorized caller or an Air Capital Inn representative. All self-pay reservations should be assigned a single room. Members married to each other may be roomed together upon request.

5.2. CHECK IN/OUT SERVICE. The commercial hotel must provide a check-in/out service on a 24- hour basis, 7 days a week. Members are expected to check out NLT the official check out time posted by the commercial hotel. Any late check out fees or additional room night charges will be incurred by the member. 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 toll calls placed by him or her. Service provided shall be available 24 hours a day, seven days a 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(s) requesting and receiving the extra service.

5.5. DINING FACILITIES. At least one dining facility serving three meals a day must be within convenient distance of the commercial hotel.

5.6. CUSTODIAL/SANITATION SERVICES. Daily service includes, but is not limited to, room cleaning, bed making, linen change (as required), adequate quantities of soap (minimum of 1 ¼ oz. deodorant bar), bath towels, hand towels, wash cloths, sanitized drinking glasses, facial tissues, and cloth bathmat.

5.7. LINEN SERVICE. Linen service shall be provided a least once per week or

SECTION 5: SPECIFIC TASKS

11 | P a g e when occupancy changes, whichever occurs first, and whenever necessary. Additional blankets shall be made available if required 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 of adequate quality to provide proper support.

5.8. COMMON USE AREAS. The commercial hotel shall keep all hallways, corridors, grounds, and other adjacent areas under commercial hotel control in clean, neat, and safe condition.

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

Commercial hotel employees shall respect them when displayed.

5.10. INFORMATION SERVICES. Desk clerks shall be able to explain to occupants’ miscellaneous charges not covered by this statement of work, for example: telephone charges. The commercial hotel shall provide information on bus schedules, taxis, and other local transportation, dining facilities and locations, and commercial telephone directory service.

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6.1. CALL SHEETS: Contract Lodging Call Sheets from ACI authorize members to go off-base to contract lodging hotels at government expense. There are two types: 1) Direct Bill call sheets will show the name of the hotel, the unit, correct group rate, ACI representative signature, and Direct Bill stamp; (2) Paying guests will have the guest’s name, non-group rate (unless as an extension of a direct-bill group reservation), ACI representative signature, "MCCONNELL LOD" and travel voucher reminder stamp on an individual call sheet. Per AFI 34-135, Air Force Lodging Program, Non-Availability statements are not authorized for Guard and Reserve members as they allow the member to go to any hotel (including non- contract). ACI will email call sheets to the hotel when ACI makes the reservation. When an authorized caller (not ACI) makes the reservation that person will inform ACI, who emails the call sheet to the authorized caller. Members must have a copy of the "guest pay" call sheet for reimbursement purposes. The hotel can make a copy for the member but should retain a copy as well for tax audit purposes.

6.2. ACI and/or the authorized caller shall email the monthly call sheets to the Contracting Officer no later than the 15th of every month for BPA tracking and review as described in FAR Subpart 13.303-6.

6.3. TAX EXEMPT DOCS: Tax Exempt documents are provided for each unit for audit purposes upon initial instatement of hotel and/or upon renewal of this agreement. These documents are to be maintained by the hotel for at least one year. These documents are not provided at every direct-bill reservation.

7.1. Contract lodging hotels will not disclose to outside agencies (other than official McConnell Air Force Base agencies) nor individuals any details pertaining to military occupancy in any contract hotel or information relating to on-base lodging occupancy.

7.2. Refer any queries concerning military occupancy to the McConnell Air Force Base Public Affairs Office at (316) 759-3141.

7.3. The authorized callers will endeavor to split reservations for drill weekends between two or more hotels to minimize security risks.

7.4. Disclosure will constitute a breach of agreement and result in dismissal as a contract hotel.

7.5. The decision to terminate will be determined by the Contracting Officer.

7.6 The individual signing is considered to be an authorized representative of the

Contracting Officer. A signature signifies acceptance of the terms of this agreement.

7.7 EMPLOYEE IDENTIFICATION. Employees will either wear uniforms

SECTION 7: SECURITY

SECTION 6: APPLICABLE FORMS

13 | P a g e with the hotel logo on the uniform or must wear standard (hotel indigenous) name tags.

7.8 Commercial hotels will not have ground floor guest rooms accessible from outside.

7.9 Commercials hotels must have surveillance to monitor all exterior-accessible unlocked doors. For example, if the main entrance is unlocked people must have to walk past a front desk to get to any rooms. The front desk will be manned 24/7 and these types of entrances actively monitored.