Attachment 1_Lodging Statement of Work.pdf

STATEMENT OF WORK

CONTRACT LODGING

WINGS OVER WAYNE 2025

1.1. SCOPE OF WORK: The contractor shall furnish lodging accommodations for Seymour Johnson AFB (SJAFB) for the purpose of Wings Over Wayne 2025 performers and augmentees. The dates will vary for each reservation with dates ranging from 30 Apr 25 to 5 May 2025. The hotel must be in or within a 15-mile radius of Goldsboro. The performance standards and requirements for these services include the following responsibilities:

1.1.1 All reservations will be made or cancelled only through Southern Pines Inn Manager.

1.1.2.1 POC: Ms. Tarsha Thompson, 919-722-0385

1.1.2 Number of rooms Required

1.1.3.1 Minimum: 25 Single Beds.

1.1.3.2. Maximum: 35 Single Beds.

1.1.3 At registration, the contractor will be provided a list of occupants by Southern Pines Inn Manager prior to traveler arriving.

1.1.4 Problems or questions concerning the correct charge for the contractor room rate should be settled between the contractor and the Southern Pines Inn Manager or the designated representative. Problems or questions concerning the correctness of other items on the final bill (phone calls, food, drinks, cleaning, and number of days in room) should be settled between the contractor and traveler in the same manner as other contractor guest problems are solved.

1.1.5 The Contractor shall be solely responsible for all cancellation fees, penalties, or other charges incurred due to unused or cancelled hotel room reservations.

1.2. QUALITY ASSURANCE: The government will monitor the contractor’s performance under this Memorandum of Understanding/agreement using the following procedures:

1.2.1. Prior to agreement a team comprised of Lodging, Fire Protection, Environmental Health personnel and Contracting will inspect the facility. Other factors may also be evaluated and identified to the contractor when they impact service to government personnel.

1.2.2. All findings of incomplete or unsatisfactory performance will be recorded, verbal notice given, and confirmed in writing to the contractor. The contractor will reply in writing, giving the reasons for the unsatisfactory condition, the corrective action taken, and the procedures developed to prevent recurrence.

CONTRACTOR FURNISHED ITEMS

The contractors shall furnish the following:

3.1. ROOMS

3.1.1. Living space

3.1.1.1. Each room shall contain net living and sleeping areas in accordance with local standards. No more than one person shall be assigned to a room or share a bathroom, unless specified by Southern Pines Inn Manager for double occupancy rooms.

3.1.2. Standards:

3.1.2.1 STANDARD LODGING FACILITY. Bedrooms will have a bed for occupants 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, color TV, closet or hanger space, smoke detectors individual thermostats, telephone, note pad with pen, bathrooms with vanity, mirror, light with grounded electrical outlet, and exhaust fan/privacy outside windows.

3.1.2.2. 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 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.

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

3.1.2.4. All finishes (walls and ceiling) should be free form damage, scars, marks, dirt, and dust. Vents and surrounding finished must be free of dirt and dust.

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

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

3.1.2.5 All windows shall be provided drapes with blackout lining, shades or blinds.

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

3.1.2.7. 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.

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

3.1.2.9. Bathrooms must be constructed to provide convenient sanitary facilities. Wash basin and shower tub areas shall have a vanity table, a large lighted mirror, and 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.

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

3.1.3.1. Lamp - 1 per desk or writing table.

3.1.3.2. Chair.

3.1.3.3. Clothes storage drawers.

3.1.3.4. Mirror.

3.1.3.5. Table with lamps.

3.1.3.6. Desk or writing table with chair

3.1.3.7. Luggage rack.

3.1.3.8. Throw rug (if room is not carpeted).

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

3.1.3.10. Trash containers-one in living room and one in bathroom.

3.1.3.11. Color television and radio preferred.

3.1.4. HEATING, AIR CONDITIONING, AND VENETILATIONS: Living quarters shall be provided with individual room-controlled heating and air conditioning (in season) and otherwise provide 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 relocate all occupants to other Commercial Lodging facilities at no expense to the government or the occupant.

3.2. SAFEGUARDING VALUABLES. The contractors 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.

3.3 Providing free parking facilities.

SPECIFIC TASKS

SERVICES: The contractors shall provide the following service:

4.1. ASSIGNMENT OF QUARTERS/ROOMS/ Southern Pines Inn Manager, or their designated representative, is responsible for designating the government personnel to occupy the contractor’s facility and shall provide these personnel with a Commercial Lodging Call Sheet, which they shall submit upon registering at the contractors (this applies to anyone on Travel Orders).

Southern Pines Inn may issue Commercial Lodging Call Sheet and the room rate to the Air Force traveler on official travel orders by either hard copy in the Lodging Office or by telecommunication methods (phone, fax, and computer). Government personnel shall not be lodged under this Memorandum of Agreement unless such authorization is presented to the contractors. Single rooms shall be used. Transient personnel married to each other may be roomed together upon request.

4.2. CHECK IN/OUT SERVICE. The contractors must provide a check in/out service on a 24-hour basis, 7 days a week. Contractor agrees to inform all government personnel assigned accommodations under the contract of the 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 the instance.

4.3. 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.

4.4. 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 or requesting or receiving the extra service.

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

4.6. CUSTODIAL/SANITATION SERVICES. Daily service includes but is not limited to: room cleaning, bed making, linen changes (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 bath met.

4.7. LINEN SERVICE. Linen service shall be provided at least once per week or when occupancy changes, whichever occurs first, and whenever necessary due to meet personnel requirement. 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 tars, rips, holes, stains, and extensive wear. Pillows shall be of adequate quality to provide proper support.

4.8 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.

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

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