Attachment 2 Robins STATEMENT OF WORK Lodging Services.pdf

STATEMENT OF WORK (SOW)

Robins AFB

LODGING SERVICES

4 Dec 2019

1.0. SCOPE OF WORK: The contractor shall provide single and/or double room occupancy lodging accommodations (hotel/motel) for Air Force personnel and other official visitors to Robins AFB located Warner

Robins, Georgia. Air Force personnel (guests) will occupy lodging facilities while they are in Inactive Duty Status

(IDT).

1.1. Blanket Purchase Agreement (BPA): The Contractor shall, when called for by 78th FSS Lodging, or any authorized caller listed, provide single and double occupancy hotel rooms within 35 miles of Robins

AFB. This requirement will include short notice reservations whenever the 78th FSS at Robins AFB cannot meet accommodations.

1.2. The 78th FSS will provide lodging and accommodations to all visiting guests at Pine Oaks Inn located on Robins AFB, GA. In the event that the 78th FSS Pine Oaks Inn has no vacancies, or the hotel cannot accommodate guests, the 78th FSS or other authorized caller, will make reservations with commercial hotel(s) using this BPA. The Contractor shall accept advance reservations or short notice reservations as necessary to meet mission requirements.

1.3. In case of overbooking, personnel may/will be lodged in another Commercial local hotel that meets the standards set forth and at no additional expense to the individual or the Government.

1.4. In the case of circumstances beyond the Government’s control, cancellations may/will be made one day prior to arrival without penalty.

1.5. The Contractor shall comply with all Federal, State, and local laws.

2.0. SPECIFIC LODGING REQUIREMENTS: The facility shall comply with all city, county, state, and federal building codes and ordinances applicable to ownership and operation of the building in which the rooms are located.

2.1. Contractor’s lodging facility shall have the following amenities:

2.1.1. 24-hour check-in/out. The commercial lodging facility agrees to inform all Government personnel assigned accommodations under this agreement that if another day’s charges are incurred because of failing to meet the required checkout time, the guests do so at their own expense. The Government incurs no liability in this instance.

2.1.2. Wake-up and message service. A wake-up service shall be provided (if requested by occupant) 24 hours a day, seven days per week, or an alarm clock per room.

2.1.3. Vending area & Ice machines on premises for guest use

2.1.4. Safeguarding valuables. Secure luggage storage areas for guests when rooms are not immediately available or for storage at checkout. The contractor shall 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 shall be furnished to the guest.

2.1.5. Dining establishments shall be available on the premises of the lodging establishment or within a reasonable walking distance. Restaurants and dining facilities under the property’s control must be clean and post a current grade “A” or “B” Health Certificate.

2.1.6. 24-hour security. A 24-hour security service is defined as 24-hour foot patrol or a minimum of camera surveillance to include foot patrol security conducted at a minimum during hours of darkness.

2.1.7. Smoke detectors in hallways. Smoke and fire protection systems shall be installed and meet federal, state, and local fire codes throughout the facility, including in guest rooms.

2.1.8. Air conditioning/heat. 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/city-wide failure, for more than four hours, the contractor shall take action to relocate all occupants to another lodging facility included in the multi-award BPA of equal or better quality at no expense to the Government or the occupants.

2.1.9. Adequate parking space for all guests.

2.1.10. Iron and ironing board. Available in the room or at the front desk.

2.1.11. Properties not meeting these criteria shall be excluded from consideration.

3.0. ADDITIONAL LODGING REQUIREMENTS:

3.1. Automatic cancellation provision. If the occupant has not been registered, or advanced reservations have not been confirmed by 11 p.m. on the scheduled date of arrival, reservations are to be considered cancelled.

3.2. Extra Services. All extra services not specified in this statement of work, or not normally included in the room rate, shall be paid by the guest requesting or receiving the extra services.

3.3. Common Use Areas. The commercial lodging facility shall keep all hallways, corridors, grounds, and other adjacent areas under the commercial lodging facility’s control in clean, neat, and safe conditions.

3.4. 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 lodging facility shall provide information on bus schedules, taxis, and other local transportation, dining facilities and locations, and commercial telephone directory service.

4.0. Standard Lodging Room Requirements/Services: Each room shall consist of the following:

4.1. Living space. Each single and double occupancy rooms shall contain net living and sleeping areas in accordance with local standards.

4.1.1 Single or double bedrooms shall have a bed for each occupant with pillow, two sheets, firm mattress, mattress pad or cover, blankets, spread. Linen service shall be provided at least once per week or when occupancy changes, whichever occurs first, and whenever necessary due to meet personnel requirements. 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.

4.1.2. Wall-to-wall carpeting (desired) or other floor covering shall have clean, serviceable, covering.

4.1.3. Wall switch near the entrance door for at least one lamp

4.1.4. Incandescent or LED table lamp or wall-mounted lights for each bed

4.1.5. Color TV

4.1.6. Closet or hanger space (minimum of 24 inches/9 hangers) per bed

4.1.7. Smoke detectors

4.1.8. Individual thermostats

4.1.9. 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/her. Service provided shall be available 24 hours a day, seven days a week.

4.1.10. Note pad with pen

4.1.11. Bathrooms must be constructed to provide convenient sanitary facilities, with a sink and vanity with stopper devices, soap dishes, towel bars/hooks, mirror, light with grounded electrical outlet, 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 shall not be cracked or leaking and shall operate properly to maintain a constant, adequate flow and temperature without sudden surges or temperature changes. Bathrooms shall have a working exhaust fan or an exterior window that can be opened (which is constructed of frosted glass or curtained to provide privacy). The shower or shower/tub combination shall have shower doors or curtains.

4.1.12. Exhaust fan/privacy outside window

4.2. Rooms shall be constructed and furnished to provide good light and sound attenuation. Furnishings and equipment must be clean and free from defects such as cigarette burns, scratches, marks, tears and pests. All piping and wiring must be enclosed.

4.3. All finishes (walls and ceilings) should be free from damage, scars, marks, dirt, and dust. Vents and surrounding finishes must be free of dirt and dust.

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

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

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

4.4. 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.

4.5. 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 1 ¼ oz. deodorant bar), bath towels, hand towels, wash cloths, sanitized drinking glasses, facial tissues, and cloth bath mat.

4.6. “Do Not Disturb” Signs. All rooms shall have such signs available. The commercial lodging facility’s employees shall respect them when displayed.

4.7. Rooms shall be non-smoking.

4.8. Rooms shall in compliance with American Disabilities Act (ADA).

4.9. The Contract Lodging Facility Inspection Checklist will be used to verify that the hotel services meet the government requirements. This will include Base Contracting, Lodging, Fire Department, Safety and

Bio-Environmental Offices. However, there is an exception if the hotels have been approved by the U.S.

Fire Administration located at https://apps.usfa.fema.gov/hotel/.

5.0. INVOICING AND PAYMENTS

5.1. The 78th Forces Support Squadron (78 FSS) will provide each guest with a Commercial Quarters

Authorization Number (105 form) and the room rate by either a hard copy or by telecommunications

(phone, fax, or email). The 78 FSS representative will give the commercial lodging facility the name of the guest in IDT status that will occupy the room and confirm the room rate. If the traveler was given a hard copy of the 105 form, then the guest will return a copy of this form to the 78 FSS representative.

5.2. Guests who are in IDT status will occupy contract lodging and the specific unit pays the lodging facility directly via a Government Purchase Card (GPC). The contractor shall also provide lodging accommodations on a monthly basis. During registration, the guest will provide the lodging facility a copy of the 105 form. The 105 form will specify that the guest will not make payment directly to the contractor rather the payment shall be the responsibility of authorized caller.

5.3. The contractor shall accept any method of payment, for all incidentals in IDT status. Incidentals are to be paid by the guest and is not the responsibility of the 78th FSS regardless of guest’s status. Contract

Lodging Facility may accept cash, credit cards, and/or any other methods of payment for those charges.

5.4. For travelers in IDT status, only a government issued ID card will be required.

5.5. Problems or questions concerning the correct charge for the contract quarters room rate for those in

IDT status shall be settled between the contractor and the Contracting Officer or their designated representative. Problems or questions concerning the correctness of other items on the final bill (phone bill, food, drinks, cleaning, and number of days in room) should be settled between the contract lodging facility and the traveler in the same manner as other lodging/guest problems are solved.

6.0. QUALITY ASSURANCE:

6.1. The Government may perform an inspection to verify hotel services meet the government requirements identified in this Statement of Work and/or other factors that may impact service to the Government Personnel. If discrepancies are noted, the contractor will be notified and/or requested to attend meetings to discuss those discrepancies.

6.1.1. Inspections may consist of a pre-inspection, triennial and/or periodically throughout the performance period.

6.1.1.1. Pre-inspections may be conducted at least 30-calendar days prior to performance period.

NOTE: pre-inspections may not be performed if the contractor’s facility is identified on the U.S.

Fire Administration Guidelines Website, https://apps.usfa.fema.gov.

6.1.1.2. Triennial inspections are conducted every three years after contract award. These will be scheduled at least 48-hours in advance.

6.1.1.3. Periodic inspections may be scheduled or unscheduled. During these inspections

Government shall require assistance from the on-duty manager to escort and discuss any immediate concerns. Government will make every effort to schedule inspections within a 24-hour notice but is not required.

6.2. The Inspection team may consist of the following offices: Base Contracting, Lodging, Fire Department, Safety and Bio-Environmental.

https://apps.usfa.fema.gov/hotel/

7.0. DEFINITIONS

7.1. LODGING MANAGER. Civilian responsible to the 78FSS Director and 78 ABW

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

7.2. CONTRACTING OFFICER. Person with the authority to enter into, administers, or terminates contracts for the government and makes related determination and findings.

7.3 UNIT POINT OF CONTACT (POC). Person assigned to and having authority to assign travelers to use this

Blanket Purchase Agreement (BPA).

7.4. COMMERICAL QUARTERS GENERAL MANAGER/DIRECTOR OF HOTEL OPERATIONS.

Civilians are responsible to abide by the stipulations and guidelines of this Blanket Purchase Agreement.

7.5. ROBINS AFB LODGING. The office that is responsible for providing on and off base lodging to authorized transient military and government employees.

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

7.7. STANDARD LODGING FACILITY. Facility that has passed all state and local standards required in order to obtain and hold a business license in the state of Georgia.

7.8. 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.

7.9. AUTHORIZED CALLERS: Individuals from various units who hold a Government Purchase Card and are authorized on this BPA to make and pay for accommodation reservations for members of their respective units.

7.10. GOVERNMENT PURCHASE CARD (GPC): Different from a Government Travel Card (GTC), which has individuals names listed, similar to a credit card (backed by an international institution such Visa, MasterCard, etc.), the Government Procurement Card is still issued to an individual but is used to make a variety of payments for services and supplies for their respective units.