Attach. 1 SOW - BPA Lodging FY25.Final.pdf

March Air Reserve Base Lodging BPA

Section 1.

1.1. SCOPE OF WORK: The Lodging Contractor (KTR) shall provide furnished single and double occupancy guestroom accommodations for the “March Inn”, March ARB, CA 92518, on a rental basis.

The KTR’s lodging facilities are to be used on an “as needed” basis only, to accommodate those authorized U.S. Government (USG) personnel as alternative lodging when the March Inn’s on-base lodging facilities have reached full capacity. This Blanket Purchase Agreement (BPA) does not guarantee any minimum booking obligation. The KTR may accept or decline the March Inn’s lodging requests per its needs and availability. There are no obligations on the KTR to accept lodging requests and there are no guarantees that March ARB will request guestrooms at any given time. The requirements and performance standards for these services under this BPA contract include the following responsibilities set forth herein:

1.1.1. Blanket Purchase Agreement (BPA): A written instrument of understanding providing single and double occupancy for a specific number of hotel or motel guestrooms, for a specific period if or when called for by the Lodging Office or his/her designated Lodging representative. Air Force Traditional Reservists (TRs), who are eligible for on-base quarters, will occupy quarters. Contract Quarters (CQ) call slips will determine the method of payment for guestrooms. These reservations will comply with industry standards. Lodging reservations consist of two (2) types: guaranteed and non-guaranteed. A Lodging representative or his/her designated alternate shall specifically cancel these reservations, which are guaranteed by the March Inn. The non-guaranteed reservations will be held until 1800 hrs. (6:00 PM local time) and will cancel automatically if the TR has not called to secure the reservation with their unit’s Government Purchase Card (GPC) or personal Government Travel Card (GTC).

1.1.2. Non-Availability. CQs receiving TRs referred from the March Inn will receive a CQ call slip (non-availability slip). TRs whose call slip are designated as a “Bill Unit” will have their guestroom charge directly billed to the 452 AMW/FM or their tentative units. This typically occurs when TRs come in for a UTA, UTA “make-up”, or a group exercise. The KTR shall send their final invoice to the Lodging representative assigned to review the invoice and will forward the invoice to the correct unit Cardholder for payment via GPC. TRs whose call slip are designated as a “Paying Guest” will pay their own bill prior to checking out of the KTR’s lodging facilities with their own form of payment via cash, personal credit card/debit card, or GTC. This typically occurs when TRs are coming in on TDY/PCS orders. TRs will be responsible for any sundries, movies, or phone charges - also known as “incidentals.” The collection of these incidentals is the sole responsibility of the KTR.

1.1.3. Guaranteed Reservations: Advanced reservations per unit Lodging Request Roster (LRR) are guaranteed by the March Inn Lodging Office for Friday night arrivals except as follows:

1.1.3.1. A Friday night guestroom advanced reservation is not guaranteed by the March Inn when a TR’s reservation arrival date is prior to Friday, and one (1) or more of the guestroom charges is the payment responsibility of the TR.

1.1.3.2. The TR is responsible for payment of all guestroom charges.

1.1.4. Same Day Arrivals. Walk-in reservations are guaranteed by the March Inn when guestroom charges are designated wholly as “Air Force Pays.”

1.1.5. Government Cancellations. The designated Lodging representative or the unit’s Point of Contact (POC) is specifically responsible for the cancellation of guaranteed “Air Force Pays” reservations. Any cancellation notices shall be presented to the KTR’s Lodging facility prior to 1800 hrs. of the TR’s arrival date.

1.1.6. Non-Guaranteed Reservations. The March Inn does not guarantee Saturday night advanced reservations. If a TR has not registered or personally called the KTR’s Lodging facility by 1800 hrs. to secure his/her reservation for a late arrival with a credit card, the reservation is automatically cancelled.

1.1.7. Walk-Ins. All reservations for authorized TRs on a “walk-in” status (those without reservations through UTA LRRs) are designated as non-guaranteed reservations, and are to be held until 1800 hrs., unless personally guaranteed by calling the CQ and providing a valid credit card number.

1.1.8. Transient Aircrews. Reservations for transient aircrews will be designated as non-guaranteed reservations and are to be held until 1800 hrs., unless otherwise stated at the time of the reservation.

1.1.9. Traveler Responsibilities. When a TR calls the KTR’s Lodging facility and personally secures his/her reservation in accordance with (IAW) the KTR’s preferred method of payment, the TR is wholly responsible for payment of any guestroom charges incurred due to the TR’s cancellation failure.

1.1.10. Availability. The KTR shall accept advanced reservations, add-ons, and walk-ins as necessary, providing single and double occupancy hotel or motel guestrooms if available, when, and as called for by the designated Lodging representative/s.

1.1.11. Lodging Requests. Lodging requests per unit and LRRs may be submitted as early as fifteen

(15) business days in advance and no later than forty-eight (48) hours of the respective arrival date. Add-ons may be submitted forty-eight (48) to twenty-four (24) hours in advance. Walk-ins may be submitted at any time from forty-eight (48) hours to the time of arrival pending guestroom availability at the KTR’s Lodging facilities.

1.1.12. Alternative Lodging. The KTR shall accept or decline advanced reservation requests within twenty-four (24) hours of receipt so that the USG will have adequate time to seek alternative lodging. The USG will seek request approval from the KTR prior to requesting additional lodging for add-ons and walk-ins.

1.1.13. Over-Bookings. In the event of over-booking in contract lodging, the KTR shall transport TRs to and billet them in another Lodging facility of equal quality at no additional expense to the TR or the

USG.

1.1.14. Guestroom Occupancy. The KTR shall lodge TRs IAW the guestroom occupancy classification (single or double) which will be presented to the KTR via a Commercial Lodging Authorization Sheet (CLAS) and/or a unit LRR.

Note: All March Inn referred walk-in TRs will present a CLAS upon arrival at the KTR’s Lodging facility.

1.1.15. Contractor Cancellations. In the event of cancellation of guestrooms booked to TRs, the KTR agrees to provide prior written notice of cancellation two (2) weeks in advance to the TR on the reservation and the POC in the agreement.

1.1.16. Occupancy Changes. A change in occupancy classification is valid only when a revised CLAS is signed by an authorized caller of this BPA and presented (via faxed) to the KTR.

1.1.17. Guestroom Charges. The KTR shall bill the USG for guestroom charges IAW the CLAS and/or LRR instruction augment.

1.1.18. Individual Paid CLAS. The TR is responsible for paying his/her commercial lodging bill prior to checking out of the CQ. It is the responsibility of the KTR to secure the guarantee and collect payment information from the TR, according to their standards (i.e., cash, credit card, other, etc.). These reservations are made by a Lodging representative or the TR themselves with the CLAS form in their possession.

1.1.19. Collections. The USG cannot be held accountable for collections on any “individual pays” TR’s account. The KTR may make a reasonable request to the USG to obtain the unit’s contact information for a TR who vacated the CQ with a balance due.

1.1.20. Air Force Paid CLAS. The USG is responsible for guestroom charges only. The KTR shall bill the Air Force at the guestroom rate specified in the March Inn’s lodging request authorization (CLAS or unit’s LRR).

1.1.21. Parking. The KTR shall provide parking facilities to authorized TRs at no additional cost to the

USG.

1.1.22. Taxes. The KTR shall exempt the TR from all Federal, State, and local tax charges.

1.1.23. Registration. The KTR shall require TR “walk-ins” to present a March Inn issued CLAS at the time of registration. The TR’s identity should be confirmed by the KTR.

Note: All authorized TRs shall possess a USG-issued identification card. The KTR is responsible for securing the mode of payment information from the TR according to their standards.

1.1.24. Methods of Payment. If the TR is traveling on a non-UTA status, then the KTR shall accept the Government Travel Card (GTC), if offered by the TR. The KTR may accept payment based on their policies and requirements. If the TR is staying on a UTA status, then the TR's name will be provided on the unit’s LRR and the invoice will be submitted to the Lodging representative as instructed in this SOW.

1.1.25. Disputes and Discrepancies. Problems or questions concerning the correct charge for the CQ guestroom rate should be settled between the KTR and the designated Lodging representative.

Discrepancies concerning the correctness of items other than guestroom charges (i.e., phone calls, food, drinks, laundry service, and number of days in the guestroom) are the sole responsibility of the TR and shall be addressed before check-out. This matter should be resolved as per the KTR’s own customer service standards.

1.2. QUALITY ASSURANCE: The USG will monitor the KTR’s performance under this Blanket Purchase Agreement (BPA) using the following procedures:

1.2.1. Inspection Team. Every three years, the Air Force Inspection Team, consisting of the Quality Assurance Evaluator (Lodging QAE), a Lodging designated representative (typically the Lodging General Manager and/or the Guest Services Manager), Public Health, Fire Department, and Security Forces representatives. IAW JTR, section 1210, fire inspections are not required if the facility is currently listed on the U.S. Administration Hotel-Motel National Master List. Installations participating in the Integrated Lodging Pilot Program (ILPP) are exempt from this requirement.

1.2.2. No-Notice Inspections. After acceptance of the BPA, the KTR may submit to an annual no-notice inspection consisting of the Lodging QAE, Lodging-designated representative and one (1) or more of the Health and Safety Inspectors listed above. This inspection will consist of inspecting 1-3 vacant clean guestrooms for quality control. The Health and Safety inspection will focus more on overall safety of the property (security measures) and any public health-related inspections.

1.2.3. Facility Inspection Checklist. The checklist provided and labeled “Contract Lodging Facility Inspection Checklist” is a guide. Other factors may also be evaluated and identified to the KTR when they impact service or TR safety.

1.2.4. Findings. The Lodging QAE will review compliance and/or findings with the KTR. All findings that are incomplete or unsatisfactory will be recorded, a verbal notice will be provided, and confirmation will be provided in writing to the KTR in the form of a “Contract Discrepancy Report”. The KTR shall reply in writing, providing the reason for the unsatisfactory condition, corrective action(s) taken, and procedures developed to prevent recurrence.

1.2.5. Compliance Failures. Failure or unwillingness to comply with Air Force Standards designated in the BPA may result in BPA cancellation. In the event of BPA cancellation, the KTR will be notified by the Contracting Officer Representative (COR). Regarding BPA reinstatement, a full inspection will need to be performed at the discretion of the Lodging QAE. Only after a successful “acceptable” inspection outcome and the compliance of standards and contractual agreements, the Lodging QAE may recommend the KTR be re-instated to the BPA.

1.2.6. Termination. Lodging requests that are accepted by the KTR shall be honored per the BPA.

Failure to honor accepted lodging requests per agreement guidelines may also be grounds for termination of the BPA.

Section 2.

2.1. SPECIFIC TASKS.

2.1.1. Assignment of Lodging Guestrooms. The Lodging representative or his/her alternate representatives, are responsible for designating TRs authorized to occupy the KTR’s Lodging facility. TRs shall not be lodged under this BPA or be given contracted rates unless authorization has been presented.

Guestroom assignments, under “Air Force Pays” status, designated by a LRR or walk-in CLAS as “double” shall be paired with a TR of the same sex in a double occupancy guestroom. Married TRs may be roomed together upon request. No other different sex guestroom pairing is authorized. Lodging TRs authorized a “double” have absolutely no authority to request/authorize “single” occupancy accommodations. The March Inn is the only authorized designator of occupancy status. The USG will only honor payments for services as indicated occupancy status on the LRR or CLAS.

2.1.2. Double Occupancy Irregular Billing Scenarios:

2.1.2.1. Scenario #1. A double occupancy TR checks out early (i.e., Saturday morning). The guestroom is still qualified to accept an alternative “double” for Saturday night. However, if no replacement double occupancy TR is received, the KTR is authorized to bill the USG for the remaining TR for Saturday night at the “single” occupancy rate.

2.1.2.2. Scenario #2. Cancellation of a March Inn guaranteed (Friday night) reservation for double occupancy. A single occupancy rate for the remaining TR is authorized. The guestroom is still qualified to accept an alternative “double” for Saturday night.

2.1.2.3. Scenario #3. Cancellation of a March Inn non-guaranteed (Saturday night) reservation for double occupancy. A single occupancy rate for the remaining TR is authorized.

2.1.2.4. Scenario #4. Saturday night No-Show of a non-guaranteed reservation for double occupancy.

A single occupancy rate for the remaining TR is authorized.

2.1.2.5. Scenario #5. Friday night No-Show of a guaranteed reservation for double occupancy. Bill at the double occupancy rate as per the LRR for Friday night for each TR. The guestroom is still qualified to accept an alternative “double” for Saturday night. A single occupancy rate for the remaining TR is authorized for Saturday night, if the in-house TR is again unpaired.

2.1.3. Cost-Reduction Pairings. The KTR shall assign/pair authorized double occupancy TRs without regards to a single LRR to minimize additional lodging costs to the USG. In the event of an odd number of double occupancy males/females, the single occupancy rate for the “no male/female share” TR is in-general deemed acceptable.

2.1.4. Rate Changes. The KTR shall clearly annotate the LRR invoice as to the reason for all rate change(s). The Lodging accounting representative reserves the right to disqualify any unexplained or unreasonable rate changes. A lodging representative will notify the KTR when one or more of their rate changes are deemed unacceptable and will not be honored.

2.1.5. Check-In / Check-Out Service. The KTR shall provide a check-in/check-out service on a twenty-four (24) hour, seven (7) days a week basis. The desk area shall be clean, efficiently designed to process multiple check-ins and check-outs simultaneously, and sufficiently staffed with trained personnel.

2.1.6. Check-In Time. KTR will ensure all March Inn TRs with advanced reservations sign the appropriate LRR at the time of check-in. KTR shall annotate all TR cancellations and no-shows on the LRR. KTR further agrees to fax and/or email the appropriate lodging representative the signed/annotated LRRs to the March Inn Lodging Office no later than 0800 hrs. on Saturday and again on Sunday.

2.1.7. Check-Out Time. KTR shall inform all USG personnel assigned accommodations under this agreement of the required check-out time. Check-out time shall be prominently posted. USG personnel who incur additional days under this agreement of the required check-out time, do so at their own expense.

The USG incurs no liability in this instance.

2.1.8. Telephone. A telephone shall be provided in each guestroom at no charge to the TR. Each guestroom TR shall pay for all toll calls placed by him or her. Telephone services provided shall be available twenty-four (24) hours a day, seven (7) days a week.

2.1.9. Extra Service. All extra services not specified in this Statement of Work or not normally included in the guestroom rate, shall be paid by the TRs requesting and receiving the extra services.

2.1.10. Dining Facilities. At least one (1) dining facility serving three (3) meals a day shall be within safe and adequately lighted walking distance of the Lodging facility.

2.1.11. Custodial Sanitation Service. Daily services include, but are not limited to, guestroom cleaning, bed making, linen change (as needed), adequate quantities of soap (minimum of one (1) bar of soap), bath towels, hand towels, wash cloths, sanitized drinking glasses or individually wrapped paper cups, facial tissues, and a cloth bathmat.

Note: Daily services are authorized to be limited as a part of the contract hotels COVID mitigation plan, however the above amenities shall still be offered via “bag drop” or if requested to housekeeping, to be picked up at the front desk or delivered to the guestroom.

2.1.12. Linen Services. Linen service shall be provided at least once (1) per week or when occupancy changes, whichever occurs first, and whenever necessary due to TR personal requirements. Additional blankets shall be made available if requested by TR. 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 (6) inches thick to provide proper support.

2.1.13. Common Use Areas. The KTR shall keep all hallways, corridors, grounds, and other adjacent areas under the KTRs control in a clean, neat, and safe condition.

2.1.14. “Do Not Disturb” Signs. All guestrooms shall have such signs available. KTR employees shall respect them when displayed.

2.1.15. Information Services. Desk clerks shall be able to explain to TRs’ miscellaneous charges not covered by this Statement of Work, for example, telephone charges. The KTR shall provide information on bus schedules, taxis and other local transportation, dining facilities and locations, commercial telephone directory service and directions to March ARB.

2.1.16. Billing Process. The KTR shall invoice the USG for “Air Force Pays” guestroom charges as follows:

2.1.16.1. LRR Invoice. The KTR shall require all check-in TRs with advanced reservations and guestroom charges designated as “Air Force Pays” to sign their unit’s LRR. The KTR shall annotate and downward adjust projected billing charges as per cancellations, no-shows, TR paid charges that were designated as “Air Force Pays”, and early check-outs. The KTR may upwards adjust a limited number of occupancy rate billing charges IAW SOW para. 2.1.2. The KTR is not authorized to add names to a predefined LRR, nor upwards adjust the number of TRs and or lodging nights billed the USG. The KTR shall assign a unique invoice number for each March Inn LRR received. The KTR’s designated representative validates the billing correctness by signing the LRR invoice.

2.1.16.2. Non-LRR Billings. The KTR agrees to invoice non-LRR billings apart from all predefined LRR invoices. The KTR may elect to invoice all Friday-Saturday walk-ins on one (1) invoice or to invoice walk-ins by the designated paying office. Upon request, the March Inn will provide the KTR a sample non- LRR to facilitate the billing process. The KTR shall assign a unique invoice number for each non- LRR/walk-in billing remitted for payment. The KTR’s designated representative shall validate the billing correctness by signing the non-LRR/walk-in billing. The KTR shall remit all CLAS designated “Air Force Pays” as required documentation to the corresponding non-LRR invoice/walk-in billing.

2.1.17. LRR Signatures. The USG requires the KTR under this BPA to obtain and remit TRs’ signature on/with either the LRR invoice, or the walk-in LRR invoice, or the individual TR’s CLAS. In the event the KTR fails to obtain a signature on the LRR, the KTR shall provide a copy of the TR’s signed registration when billing the USG for “Air Force Pays” guestroom charges. Any LRR invoice with no TR’s signature or signed registration will not be honored. The Lodging accountant representative will serve notice with explanation to the KTR for any payment deviations to KTR’s invoice due to missing TRs’ signature and/or missing TRs’ CLAS. The KTR is to present a signed registration as a last resort as a signed LRR is required.

2.1.18. Invoicing Process. The KTR shall submit invoices within two (2) weeks of service to the March Inn designated representative.

2.1.18.1. Billing Address. The KTR shall send invoices to:

452 FSS/FSVL and/or the March Inn Attn: Account Dept. and/or Name 655 “M” Street, Bldg. 100, Suite 4 March ARB, CA 92518

2.1.18.2. Billing Process. Upon receipt, a designated representative of the March Inn Lodging Office will date stamp the KTRs’ commercial lodging billings and provide notice to the KTR of any split invoice payments as to which pay office will pay what amount and/or for what TRs. The KTR’s invoices shall be dispersed within ten (10) business days of receipt to the following March ARB offices for review and payment:

- 452nd AMW Services for quality review, 452 AMW/FM for payment

- 4th AF Services for quality review and payment

- 701 COS for quality review and payment

- 163rd ANG Services for quality review and payment

- CEF Services for quality review and payment

- ARS Services for quality review and payment

2.1.18.3. Communication. The designated representative and/or the March Inn Lodging accountant and/or Lodging representative will communicate to the KTR all payment deviations.

2.1.18.4. Payment. Lodging invoices shall be paid within one (1) month of the initial time the LRR invoice has been received by the March Inn accountant.

Section 3.

3.1. CONTRACTOR FURNISHED ITEMS.

3.1.1 Guestrooms and Living Space. All single and double occupancy guestrooms shall contain net living and sleeping area IAW local standards. No more than two (2) TRs shall be assigned to a guestroom or share a bathroom.

3.1.2. Minimum Guestroom Standards:

3.1.2.1. Construction. Guestrooms shall be constructed and finished to provide good light and sound attenuation. All piping and wiring shall be enclosed.

3.1.2.2. Finishes. All finishes (wall and ceilings) should be free from damage, scars, marks, dirt, and dust. Vents and surrounding finishes shall be free of dirt and dust. Ceiling and walls shall be finished in paint or wall covering.

3.1.2.3. Floors. All floors in living and sleeping areas shall have clean and serviceable covering.

3.1.2.4. Windows. All windows will have drapes with blackout lining, shades, or blinds. If only drapes are installed, they shall screen out light.

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

3.1.2.6. Doors. Each guestroom TR shall be provided with a guestroom key. All doors shall be free from holes, dents, or other physical defects. All entrance doors to guestrooms shall have interior security locks, either deadbolt or double locking locks.

3.1.2.7. Fire Detection. Smoke and fire protection systems shall be installed and shall meet Federal, State, and local fire codes.

3.1.2.8. Bathrooms. Bathrooms shall be constructed to provide convenient sanitary facilities as follows:

3.1.2.8.1. Wash basin and shower tub area shall have a vanity table, a large (18” X 30”) lighted mirror, stopper devices, towel bars/hooks, and grounded electrical outlets conveniently located for use.

3.1.2.8.2. Loose, missing, or badly worn/damaged wall tiles, floor tiles, fixtures or accessories are unacceptable.

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

3.1.2.8.4. Bathrooms shall have a working exhaust fan or an exterior window that can be opened which shall be frosted glass, or curtains to provide privacy.

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

3.1.2.9. Furnishings. Furnishings and equipment shall be clean and free from defects, such as cigarette burns, scratches, marks, and tears. The following minimum furnishings are required:

Furnishings Quantity Lamp One (1) per desk or writing table

Occasional Chair One (1) per TR

Clothes Drawers Two (2) per guest-bed

Mirror One (1) per guestroom

Nightstand with Lamp One (1) per guest-bed

Desk or Writing Table One (1) per guestroom

Luggage Rack One (1) per guest-bed

Bath Rug One (1) per bathroom

Trach Containers One (1) per guestroom and One (1) per bathroom

Television 42” or large One (1) per guestroom

Radio One (1) per guestroom

Refrigerator and/or Micro Frig One (1) per guestroom

3.1.3. Heating, Air Conditioning and Ventilation. Living quarters shall be provided with individual guestroom-controlled heating and air condition (in season) and otherwise providing the ventilation necessary to maintain comfort for TRs. If utilities fail, other than area-wide failure, for more than four (4) hours, the KTR shall take action to provide equal or better quality at no expense to the USG or the TRs.

3.1.4. Safeguarding Valuables. The KTR shall provide a means of storing and safeguarding, in a safe or vault, small high-value personal property of the TRs. Receipts for the stored items shall be furnished to the TR.

Section 4.

4.1. DEFINITIONS.

4.1.1. Lodging Manager. An efficient civilian employee of the lodging office responsible to the Director of Services, March ARB for matters relating to lodging of military and USG employees.

4.1.2. The March Inn Lodging Office. This office is responsible for providing on and off base housing to authorized transient USG employees and military personnel.

4.1.3. Contracting Officer (CO). A person with the authority to negotiate, award, administer, and/or terminate contracts for the USG and make related determination and findings.

4.1.4. Contracting Officer Representative (COR). The individual or individuals designated in writing (on file with March Inn) to the KTR as being authorized to assign lodging, place calls, and make advanced reservations for contracted lodging facilities. The written designation will be provided by the March Inn Lodging Manager or Guest Services Manager.

4.1.5. Lodging Facility. An acceptable hotel, motel, or inn, which provides sleeping accommodations to the traveling public and military members.

4.1.6. Quality Assurance Evaluator (QAE/Lodging QAE). The representative of the March Inn who performs technical surveillance of the contract.

4.1.7. Standard Lodging Facility. Single or double bedrooms will have a bed for each TR with pillow, two sheets, firm mattress, mattress pad or cover, blankets, 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 lights for each bed. TV, closet, or hanger space (minimum of 24 inches for hangers) per bed, smoke detectors, individual thermostats, telephone, note pad with pen, bathrooms with vanity, mirror, light with grounded electrical outlet, exhaust fan and privacy outside window.

4.1.8. Standard Lodging Facility Services. Vending areas, twenty-four (24) hours check in/out, wake-up and message service, central TV antenna or cable TV, guestroom identification/directory signs, and smoke detectors in hallways, air conditioning, ice machines, and adequate parking spaces for all TRs, TV/radio directory. Local information packets, passenger and baggage loading zones, and secure luggage storage areas for TRs when guestrooms are not immediately available or for storage at checkout should be readily available.

4.1.9. Single Occupancy. Accommodations for a single individual. Authorized billing is the contracted single guestroom rate.

4.1.10. Double Occupancy. Accommodations for two (2) individuals. Shall include separate sleeping stations. Sleeping station may be individual bed or “pull-out” sofa bed. Authorized billing is half the contracted double guestroom rate per each TR.

4.1.11. Commercial Lodging Authorization Sheet (CLAS). An official lodging request document which authorizes single or double guestroom occupancy and designates guestroom charges paying party responsibility.

4.1.12. Lodging Request Roster (LRR). An official advanced reservations document consisting of multiple TRs’ names, the type of lodging accommodations “single or double occupancy,” arrival dates, authorized lodging nights and guestroom charges designated as “Air Force Pays.”

4.1.13. LRR Invoice. An LRR invoice is a TR’s signed LRR which the KTR validates/invoices and presents to the March Inn Lodging Office for payment processing. A sample of this form is provided and labeled “Sample Lodging Request Roster.” Requested billing charges on a LRR invoice will closely parallel the stated charges on the original LRR. All adjustments shall be annotated (single line drawn through the billing charge with the correct charge shown next to the original charge). Explanations for downward billing adjustments include cancelled reservations and TR no shows (GNS). An explanation for an upward billing adjustment is no female/male share.

4.1.14. Walk-In LRR. A lodging office document kept on file by the KTR and provided to the KTR from a March Inn representative often used by the KTR to obtain authorized walk-in TRs’ signatures on one billing document. All walk-in TRs are required to present a CLAS to the KTR at the time of registration. The KTR shall include all applicable “Air Force Pays” CLAS when remitting walk-in billings.

4.1.15. Air Force Pays. The USG assumes responsibility for guestroom charges. The KTR shall bill the USG for TR’s lodging accommodations only when the LRR and/or CLAS designates the USG as the responsible paying party. Authorized billing shall be at the contracted rate for the designated guestroom occupancy for the number of nights specified.

4.1.16. Individual Pays. The individual TR is responsible for all charges incurred, guestroom and other such incidentals. The KTR shall charge the TR for his/her lodging guestroom rate established under this

BPA.

Section 5.

5.1. APPLICABLE FORMS

5.1.1. Attachments for Reference:

5.1.1.1. Contract Lodging Facility Inspection Checklist

5.1.1.2. Sample Lodging Request Roster

5.1.1.3. Sample Walk-in Lodging Request Roster

5.1.1.4. KTR Hotel Complaint Form