Att. 1 - SOO - AMS Integrated Lodging Support_revised 29 Sep.pdf

726 AMS | INTEGRATED OFF-BASE LODGING

29 SEP 2026 | Page 1 of 7

STATEMENT OF OBJECTIVES

Integrated Off-Base Lodging Services for 726th AMS

29 September 2026

Edward H. Peterson, USAF Chief, Combat Readiness and Resources Flight, 726th AMS

M. Alexander V. Iturbe, MSgt, USAF Chief, Base Support Flight, 52d CONS

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1. BACKGROUND

The 726 Air Mobility Squadron (726 AMS) requires off-base lodging near Spangdahlem Air Base, Germany, for transiting aircrews. Arrivals and lengths of stay vary, including overnight arrivals and short-notice changes.

Lodging shall preserve crew integrity, timely room access, uninterrupted crew rest, and protection of personnel and operational information.

2. PURPOSE AND SCOPE

2.1. Integrated service. The Government will award one contract to a prime contractor (Prime) who shall furnish lodging, manage hotel arrangements, coordinate reservations, ensure crew placement and support, pay the hotels, and invoice the Government. Arrangements with lodging providers (hotels), such as agreements, subcontracts, or other forms of guarantee, shall be in the Prime’s name. The Prime remains responsible for all services, including those performed by its hotel subcontractors.

2.2. Purchased capacity. Provide 60 rooms continuously throughout the base and each exercised monthly option. A room-night is one room reserved for one night of lodging. Purchased capacity includes occupied rooms and vacant rooms held for Government use. Each traveler shall occupy a separate room. Purchased rooms, regardless of occupancy, shall not be resold or released.

Provide 60 rooms continuously under each x001 CLIN as described below:

Period Lodging nights Description (CLIN)

Base 6 Oct–31 Dec 2026 60 rooms nightly (0001)

Option 1 1–31 Jan 2027 60 rooms nightly (1001)

Option 2 1–28 Feb 2027 60 rooms nightly (2001)

Option 3 1–31 Mar 2027 60 rooms nightly (3001)

The 60-room continuous block shall be ready on 6 October 2026 at 1500 Spangdahlem local time. End dates include that night, with checkout the next day under the policy stated in the quotation. Consecutive purchased periods shall provide uninterrupted availability without checkout at an option boundary. Monthly options shall continue the reserved capacity but may require new hotel arrangements.

2.3. Included and excluded services. Prices shall include management, housekeeping, linen service, maintenance, room access, and one parking space per four rooms at each property, rounded up. Meals, separately ordered room service, transportation, and personal incidentals are excluded. A full-time, physically-present contractor employee at the Passenger Terminal or another Government site is not within scope. The Prime shall provide 24-hour on-call support, process room allocations and assignments, track, monitor, and report room occupancy and capacity for each active CLIN. AMS processes travelers, provides crew quantities and size information, and coordinates transportation between base and lodging facilities.

3. OBJECTIVES

3.1. Technical objectives

3.1.1. Crew integrity. All members of each Government-designated crew shall stay at the same lodging facility, in separate rooms, throughout their stay. Crews generally have six members though larger crews may occur. AMS will identify each crew and its size with the assignment notice. The Prime shall maintain enough rooms within each facility to ensure at least one full crew can be assigned to the same facility. Different crews may use different hotels; room proximity is not a factor. There is no minimum or maximum number of hotels required.

3.1.2. Location. Each lodging facility shall be within a 40-minute drive by car of the Spangdahlem Air Base Front Gate. Show the travel-time basis in the quotation. Keeping a crew together takes priority over choosing the nearest hotel, but the 40-minute limit shall always apply.

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3.1.3. Room standards. Rooms shall be clean, maintained, and furnished with a bed, private bathroom, and small refrigerator. A double or twin room used by one traveler is acceptable at the quoted price. Heating shall maintain 22 degrees Celsius with occupant adjustment from 17 to 27 degrees. Air conditioning is preferred, but not mandatory. Describe how rooms support daytime and nighttime rest, including light reduction, noise control, and housekeeping schedules. Hotel checkout practices shall not interrupt an authorized stay or delay a traveler’s required return to the base.

3.1.4. Safety and facility review. Hotels shall comply with applicable German building, accommodation, fire, and life-safety requirements. Maintain working room locks, controlled keys or access credentials, and clear emergency exits. The hotel and technology solution shall meet the contract’s supply-chain and telecommunications restrictions. Government physical-security assessments are addressed in Section 6.

3.1.5. Readiness and turnover. The Prime shall manage cleaning, linen replacement, maintenance, and capacity for arrivals at any hour. An occupied, unclean, inaccessible, or unavailable room shall not be counted as ready for a new occupant. Guest changes within purchased capacity shall not result in additional lodging or turnover charges. Use the operating information in Section 5 and identify any limits on same-day reuse or simultaneous turnover in the proposed PWS.

3.2. Reservation, access, and management objectives

3.2.1. Rapid placement. AMS may give assignment notice 30–60 minutes before crew arrival or upon arrival.

Within 30 minutes after notice, the Prime shall provide the complete crew’s hotel name, address, room assignments, and usable check-in/access instructions. AMS shall be able to direct travelers to those rooms without further hotel selection or reservation action. Rooms and access shall be ready when travelers reach the hotel.

The Prime remains responsible for room readiness, lawful registration, working keys or credentials, and on-call assistance. The proposed PWS shall state response and resolution times for access failures, including overnight arrivals and closed reception desks. Retain notification, assignment, access, and corrective-action records with the causes of any delay. AMS remains responsible for passenger processing and transportation.

3.2.2. Access and key management. Physical keys, cards, secure self-check-in, electronic credentials, or a combination may be used. Room access shall not depend on an open reception desk or the traveler having a personal smartphone, application account, loyalty enrollment, or personal payment card. Provide a working fallback for lost or invalid credentials and system or communication failures.

Verify the recipient’s authority and track credential issue, return, replacement, and deactivation using only necessary personal data. Limit access to authorized rooms, areas, and periods. Credentials shall not display military affiliation or appear in public lists. Explain controls for duplicate or reused keys/cards, loss, emergency access, and checkout. Restore failed access promptly without splitting a crew. AMS will obtain hotel keys or credentials as needed for the accepted access process.

3.2.3. AMS interface. The proposed process may use AMS staff to issue and collect prepared keys or credentials. Identify the tasks, custody controls, storage, and forms needed. Government support is stated in Section 5; additional staff, equipment, or network access requires express agreement. AMS identifies quantity and sizes of crews, assists in the implementation of contractual room assignment and allocation processes, and coordinates purchased capacity. The Prime manages hotel commitments, room readiness, and allocates and assigns identified crews across its hotel network.

3.2.4. Capacity management. Maintain access-controlled room status by hotel: occupied, ready, awaiting turnover, or unavailable. Upon request, provide AMS this status information, and as needed to ensure complete-crew placement. Reduced occupancy does not cancel purchased capacity. Routine traveler assignments do not change the contract’s quantities, prices, or periods.

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3.2.5. Facility changes and continuity. Hotels may be added or replaced while meeting the contract and Government use directions in Section 6. Do not move or split a crew for the Prime’s commercial convenience.

Coordinate unavoidable moves with AMS to protect crew integrity and rest. Take immediate action to protect life or safety and promptly notify AMS and the CO. Prime-caused shortages, payment disputes, or overbooking shall not create additional Government charges unless agreed-upon in writing by the CO and Prime.

3.2.6. Transition. Have the 60-room continuous block and access/support arrangements ready at the required start time. The quotation shall distinguish firm or award-contingent hotel commitments from unconfirmed availability. The Prime shall establish its own hotel agreements and minimize moves of current occupants, if any. The Government will coordinate the end of existing arrangements and any credential handover. Current contracts and deposits do not transfer to the Prime. Available transition information and provider contacts may be requested from the CO and will be shared consistently with interested sources if available.

3.3. Privacy and operational-security objectives

3.3.1. Minimum necessary information. Use Government-issued crew and assignment codes instead of names wherever possible. AMS should retain the name-to-code roster; the Prime receives the grouping, headcount, times, and information needed for lodging. Routine invoices and reports shall exclude names, birth dates, identification-document or DoD ID numbers, flight identifiers, mission details, and access credentials. Protect coded records that can be linked to individuals or operations.

3.3.2. Lawful hotel records. Identify personal data a hotel or provider must collect by law, its legal basis, recipients, retention period, and safeguards. Where permitted, travelers shall provide that data directly to the hotel without a duplicate Prime-held record. Follow applicable guest-registration law and identify any claimed exemption for Government review. A booking system’s customary fields alone do not justify collecting personal data.

3.3.3. Need-to-know access and disclosure. Use nonpublic crew assignments, hotel allocations, occupancy, movement patterns, capacity changes, identity mappings, and access information only for contract performance and legal duties. Restrict access by role and need to know. Give each hotel only what it needs and train hotel personnel on these restrictions. Hotels shall not solicit travelers for reward or loyalty programs. Nonpublic information shall not be used for publicity, advertising, resale, profiling, unrelated analytics, or promotions.

Limit necessary disclosures to authorized Government personnel, service providers, authorities, and emergency responders. Lawful and protected reporting remains permitted. Coordinate proposed public release of nonpublic contract information with the CO.

3.3.4. Systems and communications. Describe storage and processing locations, authorized users, authentication, transmission safeguards, access logs, and access removal. Address paper and digital records, provider access, backups, cross-border processing, and lost connectivity. Public links, open rosters, broad message groups, and public booking profiles shall not expose nonpublic lodging information. Connection to Government networks requires express authorization.

3.3.5. Retention and compliance. Propose the shortest justified retention periods and secure deletion or de-identification. Distinguish routine operational records from required hotel, tax, audit, and preservation records.

Identify data-protection responsibilities of the Prime, hotels, and technology providers. Comply with applicable General Data Protection Regulation (GDPR), German law, and contract security/privacy clauses. No classified information is required; handle Government-designated controlled information as directed by the contract.

3.3.6. Incident response. Maintain a 24-hour reporting contact. Promptly report suspected disclosure, compromised lodging information, lost credentials, or security incidents to AMS and the CO; notify them immediately when safety or room access is at risk. Contain the incident, preserve evidence, restore safe access, and report corrective action. State response and notification times in the PWS and complete any required cyber, privacy, or regulatory reports.

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3.4. Pricing, invoicing, and acceptance objectives

3.4.1. Fixed-price availability. Fixed room-night prices cover all required lodging, management, access support, turnover, parking, and applicable nonexempt taxes. The Prime is responsible for hotel deposits and supplier payments. The Government pays for conforming reserved availability, including vacant rooms. There is no separate open-ended management fee.

3.4.2. Invoicing and payment. Submit monthly invoices through Wide Area WorkFlow (WAWF), in arrears, for furnished and accepted availability. Identify the active CLIN, lodging dates, room-nights, unit rate, and adjustments. For surge, include the order reference and reconcile quantities to the reservation register. Do not bill an unexercised option, or duplicate room-nights. Use coded records without names or credentials. Payment and remedies for nonperformance follow FAR 52.212-4.

3.4.3. Taxes. The Prime shall administer NATO Status of Forces Agreement (SOFA) and other applicable tax-relief documents, with Government assistance as required. Distinguish relief on Government purchases from taxes on hotel purchases. Identify nonexempt taxes and occupancy-dependent charges and prevent duplicate relief or billing.

4. PROPOSED WORK STATEMENT AND SURVEILLANCE

4.1. Proposed PWS. Submit a Performance Work Statement (PWS) with the quotation as instructed in the RFQ. It shall explain how the Prime will meet Sections 2–6, with measurable standards, methods, responsibilities, and Government dependencies. A capability statement or restatement of the SOO is not sufficient.

4.2. Supporting information. Include a separate nonpublic facility annex identifying proposed hotels, room allocations, assessment status, and capacity commitments for each proposed hotel. Identify assumptions, limitations, and exceptions. Submit through the method stated in the RFQ.

4.3. Operations and surges. Explain how the service will handle simultaneous crews, overnight arrivals, turnover, and disrupted communications within purchased capacity. Include a pre-performance scenario using fictitious crew codes, a closed reception desk, and failed-credential recovery.

4.4. Quality control and reporting. Include a concise matrix of performance standards, records, checks and frequency, responsibilities, correction/escalation, and any proposed credits for non-performance. Distinguish the Prime’s quality control from proposed Government surveillance methods. The Government will use this information to finalize its Quality Assurance Surveillance Plan (QASP) and appoint a Contracting Officer’s Representative (COR) to perform contract surveillance.

Submit one weekly report to the CO and COR by 1100 local time each Monday for the preceding week. A spreadsheet or existing system report is acceptable so long as it includes the following:

Performance area Required outcome and reporting information

Reserved capacity and occupancy

Daily hotel totals: occupied, vacant and ready, and unavailable. Record shortages, duration, cause, and replacement action.

Crew integrity and placement

Coded crew identifier(s), group size, hotel, and lodging dates. Identify splits, relocations, assignment exceptions, and AMS-directed use of a hotel pending security assessment.

Assignment, access, and support

Notice and confirmation times, reported access delays, failed credentials, unavailable support, causes, responses, and resolution.

Facility status and crew rest

Assessment status, use conditions, adverse notices, recovery deadlines, and corrective/replacement actions. Include room-condition, housekeeping, turnover, and reported crew-rest problems and resolution.

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Performance area Required outcome and reporting information

Crew feedback and complaints

Issues received by the Prime or hotels, including AMS/COR referrals. Include response, corrective action, resolution time, and status. Carry unresolved issues forward.

Privacy and credential handling

Reported disclosures, lost/compromised keys or credentials, and handling failures, with protective and corrective action.

Billing and continuity Reconcile invoices to furnished availability, surge orders, credits, and remaining ceilings. Identify nonconforming capacity and transition/option-readiness issues.

4.5. Customer feedback and surveillance. Provide primary and backup 24/7 support numbers which will be included in documents available to both AMS coordinators and travelers. Those documents will also list the AMS 24/7 line for unresolved issues. The Government will assess referred issues against the contract and supporting records prior to seeking remedial action from the Prime. The PWS shall state support response and escalation timelines.

The COR will review weekly reports, internal logs, and coordinate follow-up actions. The Prime shall provide hotel contacts and arrange direct responses to the COR for matters concerning placement, complaints, and general inquiries. Any corrective actions that may result in increased costs, out-of-scope changes, or require mediation shall be coordinated with the CO.

5. GOVERNMENT OPERATING INFORMATION

Operating requirement Government information

Crew and turnover basis Standard crew size is six though seven is possible for some missions. Rare peaks may reach 30 crew arrivals/departures within 24 hours. Stays normally range from 16 to 72 hours, with longer stays possible.

Government support AMS can provide one member per shift for room assignments, arrival notification, and key/credential distribution. Traveler processing normally takes 30 minutes to one hour. AMS provides transportation between the base and hotels.

Government physical-security review

See Section 6. The Government may recognize existing assessments that remain valid.

Explain how room distribution and turnover arrangements support complete crews under this operating information. Include any replacement capacity that may be needed to maintain purchased availability within the fixed prices.

6. GOVERNMENT FACILITY ASSESSMENTS

6.1. Assessment and interim use. Government physical-security assessments may run in parallel with lodging use only when expressly authorized by AMS. Detailed criteria are not publicly releasable. Prioritize the allocation of travelers to hotel facilities with current favorable assessments. When an assessed hotel cannot accommodate a complete crew, identify the proposed hotel and pending status to AMS before placement.

Follow AMS’s written use decision under the applicable Government risk-acceptance authority and any CO-issued restrictions. A pending assessment alone does not prevent award.

6.2. Review support. Provide hotel names, addresses, contacts, capacity, intended dates, available compliance evidence, and access for 52 SFS/AT/FP, OSI, and other designated reviewers. AMS coordinates reviews with the AT/FP POC. Restrict assessment information and allocations to authorized recipients.

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6.3. Adverse findings. The CO will immediately give written notice of a hotel’s adverse finding, use restrictions, and releasable corrective information. Within seven calendar days, correct the condition, make the hotel ready for reassessment, or secure replacement lodging meeting the other requirements. Prioritize favorably assessed replacements and obtain AMS’s decision for any lodging use still pending assessment/reassessment.

Follow immediate use restrictions and take necessary life-safety action without delay.

6.4. Reassessment and delay. While reassessments are pending, the Government will process at least one ready hotel per 24-hour period after receiving complete notice and access. Report expected delays and continue unaffected service. Delays caused solely by Government review are not contractor nonperformance. The CO and Prime will address delivery, alternative capacity, and adjustments under FAR 52.212-4. The Prime remains responsible for timely information, access, and correction or replacement.