FLETC Artesia Off-Center Lodging Services SOW.pdf

STATEMENT OF WORK

Off-Center Lodging Services

The Government has a requirement for an estimated XXX rooms for the time period of October

1, 2025, through September 30, 2026, for lodging students. This number is subject to change based on needs of the Government due to class changes, including but not limited to cancellations; additions; etc. The number is total rooms and will be broken down by class. At this time the Government does not know the specific arrival dates or departure dates because classes are still registering. Specific classes with number of students, arrival dates, and departure dates has not been finalized. Classes will arrive at different dates though out the months of

October 01, 2025, through September 30, 2026. Rooms will be ordered for the number of students in one (1) class. Thus, multiple awards are expected.

Typically, classes range from 24 students to 60 students; however, may be smaller or larger than

24 or 60. The classes will be arriving and departing at different times. For example: there may be two (2) classes of 24 students arriving on 10/1/2025 and departing on 10/14/2025; four classes of 24 to 48 students arriving on 10/1/2025 and departing on 10/10/2025; and then six classes of

24 to 48 students arriving on 10/15/2025 and departing on 10/28/2025 and the same for each month following.

The Government understands that availability will change due to changes and public use. Due to this, the Government will check with the offeror to see if the number of rooms quoted for a certain time period are still available before any resultant award(s). Hotels/motels will have four (4) hours to respond to this email request for availability. The four (4) hours starts from the time the Government sends the email and is at Mountain Time. If a response is not received within four (4) hours; then the next hotel will be considered. The only exception is if the four (4) hour response would be after 5:00 pm MT. Then the response will be due the following weekday by 8:00 am MT. NOTE: if responses are needed before the four (4) hours due to an emergency; then the point of contact listed on the HOTEL

SERVICES AND PRICES form will be contacted via phone for availability. Note: changes to classes happen throughout the month (i.e. class cancellation; early arrivals, late departures; class reduction in size; class increase in size, etc). The Government will not accept any responses after the four (4) hours.

Requirements/Specifications

1.1 Scope of Work

a. Contractor shall furnish all labor, materials, equipment, management, and supervision, for the length of stay indicated on orders. Hotels/Motels must have inside room entry doors only and be within 60 driving miles from the front gate of FLETC, Artesia, NM.

b. These services shall be performed in support of the training programs at the DHS, FLETC located in Artesia, NM as described herein:

(1) This performance-based, firm-fixed price (FFP) contract describes the services to be performed and provides to the contractor both a standard for acceptable performance and quantities, limits, or areas that the service covers. The Contractor shall be responsible for achieving the stated results.

(2) The Contracting Officer (CO) shall appoint the Contracting Officer’s Representative (COR) for this contract at time of award. During the terms of this contract any changes of the COR will be made in writing and provided to the Contractor.

1.2 Contractor Personnel

a. The Contractor shall manage the total work effort associated with the requirements of this

PWS to assure adequate and timely completion of services. All employees assigned by the

Contractor to the performance of work under this contract shall be capable and experienced in the type of work assigned or be given on the job training by the Contractor. All Contractor employees must be physically and mentally capable to perform the essential functions and demands of their assigned work in a safe and effective manner. Contractor shall ensure that all

Contractor personnel have, as a minimum, a thorough knowledge of the contract specifications that pertain to their work skills. Prior to commencing work, the Contractor shall ensure employees are not under the influence of alcohol, drugs, or any other incapacitating agent(s).

The Contractor shall ensure each employee is alert and capable of exercising good judgement and following instructions.

b. The Contractor shall not employ any person who is an employee of the United States

Government without the consent of the CO. The CO will determine if the employment of that person would create a conflict of interest. The Contractor shall ensure employees always conduct themselves in a courteous and businesslike manner. The Contractor shall ensure that no

Contractor personnel accept gratuities of any kind. The Contractor shall ensure employees always practice acceptable personal hygiene and shall present a neat appearance.

1.2.1. Manager/Alternates

Contractor shall:

Designate in writing at time of proposal, the name of the Program/Hotel manager and alternate. The designees shall be assigned to the facility and available to meet with the CO and/or COR at the facility between the hours of 8:00 am and 4:00 pm MT Monday through

Friday, weekends, and federal holidays. The designees must be able to act on all contract matters. The employee’s designation shall include at the minimum, the name, business email, and office phone number. If the designated point of contact leaves employment, the contractor must provide the Government with the new point of contact within four (4) hours of notification of employment termination.

1.2.2. Front Desk Clerk

a. Contractor shall ensure Front Desk Clerk is available on a 24-hour basis to include

Federal holidays and weekends in order to assist in resolving student issues regarding the quality of assigned rooms.

b. Contractor shall ensure that the Front Desk Clerk maintains a daily log of FLETC student complaints. Upon request, the Contractor will provide the student complaint log to the CO/COR.

1.3. Other Requirements

The Contractor shall conduct the hotel/motel operation in strict compliance with all Federal, State and Local requirements and with all applicable provisions of the Department of Labor

Wage Determination (Exhibit 1).

1.3.1. Safety

The Contractor shall conduct the operation in strict compliance with:

(1) The Occupational Safety and Health Act of 1970 (OSH Act of 1970 | Occupational

Safety and Health Administration).

(2) The Hotel and Motel Fire Safety Act of 1990 (H.R.94 - 101st Congress (1989-1990):

Hotel and Motel Fire Safety Act of 1990 | Congress.gov | Library of Congress).

(3) The Fire Administration Authorization Act of 1992 (H.R.2042 - 102nd Congress

(1991-1992): Fire Administration Authorization Act of 1992 | Congress.gov | Library of Congress).

1.3.2. Handicap Accessibility

Contractor shall conduct the operation in strict conformance with all Federal, State, and Local requirements and with all applicable provisions of the Americans with Disabilities Act (ADA).

1.3.3. Advertisement/Signage

a. The Contractor shall not place any signage in public view, on internet websites, or social media platforms making reference to FLETC or FLETC's students housed on the premise. Contractor shall place any informational signage specific to FLETC students in the rooms utilized by the students.

b. The Contractor shall always maintain the anonymity of FLETC students. Contractors who knowingly display signage or share information concerning FLETC students with individuals who do not have a need to know may incur penalties in the form of a Contract

Discrepancy Report (CDR) and/or risk the termination of their contract. Area hotels/motels shall not refer to FLETC or its students in any form of advertisement (e.g., print media, internet, television, radio, etc...). Contractor shall only respond to inquiries for student information submitted by the CO and/or COR. Any other FLETC personnel requesting student information, either by phone or in person, shall be referred to the CO and/or COR.

1.3.4. Security

Contractor shall:

https://www.osha.gov/laws-regs/oshact/completeoshact https://www.osha.gov/laws-regs/oshact/completeoshact https://www.congress.gov/bill/101st-congress/house-bill/94 https://www.congress.gov/bill/101st-congress/house-bill/94 https://www.congress.gov/bill/102nd-congress/house-bill/2042 https://www.congress.gov/bill/102nd-congress/house-bill/2042 https://www.congress.gov/bill/102nd-congress/house-bill/2042

(1) Ensure at all times the personal security and safety of FLTEC students.

(2) The Contractor shall ensure that the premises are free of loud noises (e.g. loud music, TV or guest), public drunkenness, illicit drug use, drug sales, prostitution and transients.

(3) Prior to students’ arrival and during students’ stay, the Contractor shall ensure that measures have been taken to prohibit the unauthorized entry into FLETC assigned rooms (e.g. re-coding/re-keying and or changing locks). These actions shall be taken for situations where room keys or access cards have been reported missing, lost or stolen.

(4) With the exception of cleaning staff, hotel managers, hotel maintenance staff, and

Emergency Responders, the Contractor shall not allow entry to rooms occupied by

FLETC students to any persons unless authorized by the CO/COR.

(5) The Contractor shall maintain the security of FLETC occupied rooms during cleaning and maintenance services by ensuring staff maintain room doors locked at all times when housekeeping and maintenance personnel are not in the rooms. The Contractor shall ensure that staff secure all room doors upon completion of housekeeping and maintenance services.

1.3.5. Do Not Disturb Signs

a. If “Do Not Disturb” signs are on the room doors of FLETC students, the Contractor shall notify the CO/COR via email, during normal duty hours from 7:00 AM to 4:30 PM MT, Monday through Friday, with the exclusion of Federal Holidays. The email shall identify the class, room and name of the student utilizing the do not disturb sign during normal training hours.

b. The hotel/motel management shall not address the use of the do not disturb signs directly with FLETC students.

1.3.6. Service Animal

a. Under ADA guidelines, hotel guests are not allowed to leave their service animal in their hotel room when they leave the hotel. A service animal must be under the control of its handler and must be harnessed, leashed, or tethered, unless the individual’s disability prevents using these devices or these devices interfere with the service animal's safe, effective performance of tasks. In that case, the individual must maintain control of the animal through voice, signal, or other effective controls.

b. Students with service animals are protected, by law, under Title III (public accommodations and commercial facilities) of the ADA (Nondiscrimination on the Basis of

Disability in Public Accommodations and Commercial Facilities (ada.gov)). The Government will inform the hotel/motel manager of a student checking into the hotel/motel with a registered service animal. The student and service animal shall be accommodated unless the animal poses a disruption or direct threat to hotel/motel staff or its patrons.

c. The Contractor shall immediately notify the CO/COR, if a service animal poses a threat to hotel/motel staff or other patrons.

https://www.ada.gov/regs2010/titleIII_2010/titleIII_2010_regulations.htm https://www.ada.gov/regs2010/titleIII_2010/titleIII_2010_regulations.htm

1.3.7. Pest Control

a. The Contractor shall provide pest control services for all rooms occupied by FLETC students at least bi-weekly and when requested by the Government during the duration of the student’s stay. Notification shall be provided to occupant(s) prior to scheduled spraying, and after Government request(s) for special spraying, has been accomplished. Contractor shall provide a copy of the Pest Control Record to the CO/COR upon request.

b. Upon notification of a bed bug complaint, the Contractor shall immediately reassign the occupant to another room at no cost to the Government and shall have the room inspected by the

Contractor’s servicing pest control company. Once the inspection has been completed, the contractor will forward the pest control report to the CO/COR upon receipt, but no later than 24 hours after completion of the bed bug inspection.

c. All pest control companies, and their employees shall be licensed and certified in accordance with the “New Mexico Pesticide Control Act,”. The Contractor shall ensure pest control companies use only those pesticides that comply with the Federal Insecticide, Fungicide and Rodenticide Act (7 U.S.C.135 et seq.) The Federal Insecticide, Fungicide and Rodenticide

Act (7 U.S.C.135 et seq.) can be found at the following web address:

https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&cad=rja&uact=8&ved

=2ahUKEwj8p5O9qZTvAhXvRt8KHYmzAl4QFjAKegQIBRAD&url=https%3A%2F%2Fwww

.epa.gov%2Fenforcement%2Ffederal-insecticide-fungicide-and-rodenticide-act-fifra-and-federal-facilities&usg=AOvVaw1uxPrnEXmZJXdjLllOgWxA as amended by the Federal

Environmental Pesticide Control Act of 1972, Public Law 92-526 (86 Stat. 973).

1.3.8. Air Conditioner (A/C) and or Packaged Terminal Air Conditioner (PTAC)

a. AC/PTAC units shall be free of dust, rust, mildew, and mold. The contractor shall ensure that unit cleanings occur in accordance with manufacturer’s maintenance and cleaning instructions in rooms occupied by FLETC students.

1.3.9. Quiet Hours

a. FLETC students assigned lodging at hotels/motels shall follow the quiet hour policy of the assigned hotel. The Contractor shall notify the student(s) of quiet hour restrictions upon check-in.

b. If FLETC students fail to comply with established quiet hours and interfere with the peace and quiet of other guests, the hotel may notify local law enforcement to assist with the student disturbance. The Contractor shall inform the CO/COR via email, by 9:00 AM MT on the next business day of the action taken and provide the student’s name, class, and room number.

The Government will take action to inform the student’s employer/agency and will respond to the Contractor on the next business day.

1.4. Services

https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&cad=rja&uact=8&ved=2ahUKEwj8p5O9qZTvAhXvRt8KHYmzAl4QFjAKegQIBRAD&url=https%3A%2F%2Fwww.epa.gov%2Fenforcement%2Ffederal-insecticide-fungicide-and-rodenticide-act-fifra-and-federal-facilities&usg=AOvVaw1uxPrnEXmZJXdjLllOgWxA https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&cad=rja&uact=8&ved=2ahUKEwj8p5O9qZTvAhXvRt8KHYmzAl4QFjAKegQIBRAD&url=https%3A%2F%2Fwww.epa.gov%2Fenforcement%2Ffederal-insecticide-fungicide-and-rodenticide-act-fifra-and-federal-facilities&usg=AOvVaw1uxPrnEXmZJXdjLllOgWxA https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&cad=rja&uact=8&ved=2ahUKEwj8p5O9qZTvAhXvRt8KHYmzAl4QFjAKegQIBRAD&url=https%3A%2F%2Fwww.epa.gov%2Fenforcement%2Ffederal-insecticide-fungicide-and-rodenticide-act-fifra-and-federal-facilities&usg=AOvVaw1uxPrnEXmZJXdjLllOgWxA https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&cad=rja&uact=8&ved=2ahUKEwj8p5O9qZTvAhXvRt8KHYmzAl4QFjAKegQIBRAD&url=https%3A%2F%2Fwww.epa.gov%2Fenforcement%2Ffederal-insecticide-fungicide-and-rodenticide-act-fifra-and-federal-facilities&usg=AOvVaw1uxPrnEXmZJXdjLllOgWxA

a. Hotel/motel support service shall include, but is not limited to, 24-hour-a-day message service, wake up calls, ice machine, and vending machines for beverages and snacks.

b. The Government shall not be responsible for student(s) use of the hotel/motel FAX or other amenities.

2. Contractor Furnished Facilities, Property, and Services

2.1. Hotel/Motel facilities and rooms shall include the following at a minimum:

a. Bedroom

(1) King, Queen or double sized bed, with the same sized bed linens, blankets, comforter/bedspreads, and mattress pad or a bedbug cover

(2) Dresser or chest of drawers

(3) Bedside table with working lamp

(4) Working color TV with remote control and basic cable/satellite package

(5) Closet or cubical space for hanging clothes

(6) Working micro fridge or refrigerator

(7) Working microwave. Common area microwaves are acceptable

(8) Table or desk, with lamp and chair. Table/desk shall have sufficient space to hold a laptop and shall be suitable for studying purposes.

(9) Working safe or safety deposit boxes in a secure location of hotel that is accessible to the students

(10) Working stain-free iron and ironing board/with cover

(11) Windows equipped with window dressing (drapes with blackout lining, drapes with window shades, or drapes with Venetian blinds.)

(12) Individual climate control unit in each room for air conditioning and heating

b. Bathroom will include at a minimum:

(1) Working sink and mirror (may be located outside of the bathroom area)

(2) Working toilet

(3) Working shower or tub

(4) Shower curtain, door, or walk in shower

(5) Bath linens for at least a one (1) night’s stay (i.e., bath towels, washcloths, and hand towels)

(6) Paper supplies (i.e., toilet tissue and face tissue) for at least a one (1) night’s stay.

(7) Complimentary items for at least a one (1) night’s stay. Items are to include but are not limited to soap and shampoo

(8) Working hair dryer (may be located outside bathroom area)

c. Hotel shall have a minimum of two wheeled luggage carts available for student use during their arrival and departure from the hotel.

d. Hotel/Motel must have inside room entry only. Room entry must be from inside the hotel

(i.e. hallway). Room entry cannot be external room doors or doors that open to/from the outside elements.

e. Hotel/Motel must be equipped with a functional elevator with a current inspection from a license elevator inspector. Elevator cannot be in any form or repair or have exposed wiring.

f. Hotel/Motel must provide wireless internet service accessible in each room at no additional cost to the government.

g. Hotel/motel cannot be in any phase of remodeling.

3. Housekeeping Services

a. Cleaning Supplies and Paper Products: Unless specified otherwise in this PSOW, the

Contractor shall furnish all materials and supplies required to perform the work prescribed in this contract. The Contractor shall furnish all paper products, soaps, cleaners, disinfectants, sanitizers, etc., that will be required to clean all areas in the specifications herein to include, but not limited to, cleaning the bathrooms, hallways, floors, rooms, and windows, etc. Cleaning services will require the use of products from the Environmental Protection Agency (EPA) List of Registered Products. This list can be found at the following web address:

https://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2

b. Contractor shall ensure the accomplishment of housekeeping services daily between the hours of 8:00 am and 3:00 pm MT, Monday through Friday, excluding Holidays, to maintain overall room cleanliness.

c. The Contractor shall perform services when the room is not occupied. If the occupant is present, the housekeeper shall ask permission to enter the room for cleaning. The Contractor personnel shall not disturb or rearrange personal belongings (other than bedding materials) of occupants.

d. The Contractor shall report to the CO/COR within two hours of detection any room found unlocked and with the door open when the occupant assigned to that room is not present.

e. Housekeeping services shall include, but is not limited to, bed(s) making, vacuuming and spot cleaning of carpet, sweeping/mopping all uncarpeted areas, cleaning bathrooms/fixtures, cleaning kitchenettes/fixtures, cleaning iron surfaces as needed, trash removal and cleaning the trash containers as needed, cleaning all appliances, dusting, and replenishment of disposable room supplies. Rooms shall be free of odors. Rooms designated as “No Smoking” shall be free from any residual odor.

f. Contractor shall ensure that all cleaners and disinfectants used are in accordance with the manufacturer’s recommendations. The Contractor shall clean any visible dirt or debris from all surfaces using the cleaning or detergent products compatible with the surfaces requiring cleaning.

https://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2

g. Contractor shall exchange all bed(s) linens, except for bedspreads, at a minimum of twice per week on Monday and Thursday or upon request by the CO/COR. Bed linens shall be clean and free of mold, mildew, dirt, stains, odors, holes, and tears. Contractor shall exchange discolored or stained bedbug covers. Mattresses and box springs shall be clean, free of holes, tears, rips, dirt, stains, mold, mildew, and odors.

h. The Contractor shall supply, each day to each student, a complete set of clean bath linens as follows: two washcloths, two hand towels, two bath towels and one bathmat. All bath linen shall be changed and laundered daily, Monday-Friday, excluding Holidays and non-training days. On Fridays and the day before a Federal Holiday, in addition to that day’s bath linen, additional bath linen shall be provided to each student for the weekend/holiday coverage. Bath linens shall be clean and free of mold, mildew, dirt, stains, odors, holes, and tears.

i. Floors in rooms, entrances, lobbies, and corridors shall be free of dirt, and odors. Carpets shall be free of noticeable stains, debris, dirt, tears, burns, cuts, mold, and mildew. Contractor shall ensure carpeted floors are spot clean as needed. All uncarpeted areas shall be free of dust, dirt, stains spills, mold, and mildew. Contractor shall ensure areas under the bed(s), between beds and nightstands, behind furniture at the base of walls, and under freestanding furniture are clean and free of dust, dirt, debris, mold and mildew.

j. Contractor shall ensure that all window coverings fit properly, are clean, free of holes, tears, rips, dirt, stains, mold, mildew, and odors.

k. Windows, Glass, and Metal Surfaces, including all surfaces on entrance doors, windows

(interior and exterior that are accessible without a lift), partitions, pictures, and television screens shall be clean, free of dust, dirt, grime, streaks, grease smears, spider webs, and fingerprints.

l. Walls within the room shall be clean and free of mold, mildew, dirt, dust, and stains or any other substances. Walls shall be free from peeling, damage, scars, marks, or unfinished/unpainted patch repairs.

m. Ceilings within the room shall be clean and free of mold, mildew, dirt, dust, stains, or any other substances. Ceilings shall be free from damage, cracks, leaks, marks, peeling, scuffs, or unfinished/unpainted patch repairs.

n. All vents within the room shall be clean and free of dirt, dust, rust, mold, mildew, spider webs and other foreign objects.

o. All furniture within the room shall not have any missing or loose parts, and shall be clean and free of stains, spots, dirt, dust, odors, foreign objects, mold, mildew, tears, or holes.

p. All electrical appliances within the room shall be clean in working order and be free of dirt, dust, stains, mildew, mold, cracks, broken switches, odors, and loose/protruding wires. If lamps are equipped with lampshades, the lampshades will be free of dirt, dust, stains, mold, mildew, holes, and tears. If the electrical appliance is affixed to a surface, it shall be securely fastened to the surface, so it does not detach from the surface during its operation.

q. Sink, toilet, and tub/shower shall be clean and free of mold, mildew, dirt, dust, stains, rust, chips, cracks, calcium build-up, broken or loose fittings, handles, waterspouts or shower curtain rods. Tub/shower curtain or door shall be clean and free of mold, mildew, dirt, dust, stains, holes, or tears.

r. Safes or security deposit boxes are to be free of dirt, dust, mold, mildew, holes, stains, odor, foreign debris, and loose, broken, or missing control panels.

s. Iron boards are to be in the room and equipped with a cover that is free of stains, marks, scars, tears, or holes.

4. Other Important Information

a. The Government will compete all purchase orders.

b. All oral orders will be followed up with a written order.

c. Purchase Orders may be modified/ordered by the CO only. The CO reserves the right to decrease the number of FLETC guests within the check in period without incurring any penalty or cost.

d. Whenever possible, a two-week advance notice will be provided in the case of cancellations. However, the Government reserves the right to make changes 24 hours in advance without incurring any penalty or cost for CANCELLATION OR RELOCATION.

SPECIAL NOTE: Relocation can be to on Center dorms. If the Government cancels after the

24-hour notification window; then the contractor may invoice for one (1) night for rooms ordered.

e. If cancellations are made due to non-conformance with contract requirements, no notice shall be required, and the Government will not be liable for additional cost.

f. All communications (verbal and written) must identify the Purchase Order number, class name, and class number.

g. Hotels that require a toll or parking fee to access the location are responsible for reimbursing the student on the day of arrival and then providing passes to the student that will cover the remaining dates of the student’s stay.

h. All hotel fees (i.e. parking, tolls, etc.) shall be incorporated into the contract price.

5. Student Check-In and Checkout

a. The Contractor is REQUIRED to verify the student’s FLETC identification badge for class name and number upon check-in. The Contractor shall not make copies of the student badges or any other ID (driver’s licenses, etc.). However, the Contractor is allowed to make copies of the “Check-in Information” sheet. If the Contractor allows students to check in without verification of the class name and number and the student is unauthorized, neither the

Government nor the student is responsible for the reimbursement of the cost of the hotel/motel services. Check-In Information sheets cannot be stored for public viewing at any time. Check-In sheets shall only be made available to the student after their student ID is shown. Only the class check-in sheet coordinating with the student’s class number shown on their ID shall be given to the student to sign.

If a student arrives to check in and is not part of the class scheduled in the hotel/motel;

then the hotel/motel shall inform the student to go to FLETC, Bldg. 22. If the student does not have transportation, the hotel/motel shall call (575) 748-8057 for pickup. It is the contractor’s responsibility to ensure students that are checked in are assigned to the hotel.

If the hotel assigns a room to a student that is not assigned to the hotel; then the contractor is responsible for the cost of the student staying at the hotel unless proof (student’s check in information sheet) is provided to the Government to show that the student was assigned to the hotel. The hotel cannot charge the student for a night if the above was not followed.

SPECIAL NOTE: Signatures of FLETC student(s) are required at the date of check-in.

Summary sheets shall not be typed due to possibility of late arrivals and early departures.

b. The first business day after check-in, no later than 9:00 am MT, the Contractor shall submit to the CO/COR or any other government representative identified on or before contract award via email the name(s) and room assignments of student(s) who has/have checked into the hotel/motel on the Summary Sheet (Attachment 5) provided with the order. The summary sheet must be sent in PDF format. Photos of the Summary Sheet will not be accepted. The Contractor shall also annotate all “no shows” on the Summary Sheet. The contractor shall continue to provide updated Summary Sheets that reflect student(s) check-in and checkout, room assignment changes and the number of rooms occupied by FLETC students throughout the scheduled time of the class’s arrival and departure. The updated Summary Sheet shall be forwarded to the COR the next business day after the change(s) occur. The COR shall resolve any “no-shows” identified on the summary sheet and shall notify the contractor if the “no-show” room(s) can be released. If the Government does not respond to the contractor before 12:00 pm on the first business day after check-in; then the Government will incur the cost of the room for that day.

c. The Government will only pay for the actual nights that students were in residence at the hotel/motel. The only exception is when there is a “no show.” Hotels/Motels may invoice for

“no shows” for one night unless Government notification listed in paragraph 5.b did not occur or the contractor did not provide the summary sheet to the COR by the time listed in 5.b above.

Contractor shall attach accurate summary sheets signed by the individual student(s) at check-in to all invoices (Sample Invoice Attachment 6) provided for payment. Summary Sheets are compared against the invoice and are used to validate the invoice. Vendors are allowed to submit an invoice after the class checks out. In cases where the class is in residence for longer than a month; the contractor may invoice every two weeks. Invoices MUST include all of the information listed on Sample Invoice, Attachment 6. If an invoice is received that does not have this information and/or incorrect information, it will be returned to the contractor.

d. FLETC student(s) will be allowed early/late check-in on the date of arrival and late checkout on the day of departure without incurring any penalty or additional cost to the

Government. In accordance with industry standards, the checkout time for the FLETC student(s) shall be 12:00 pm. Students must have prior approval for late departures. The CO/COR will notify the hotel of any approved late departures. FLETC student(s) shall have access to the assigned room until checkout time stated herein.

e. The Contractor shall notify the CO(s) and COR within 4 hours via email when a FLETC student departs early.

f. If a room is discovered empty by housekeeping or other hotel staff, the hotel/motel shall notify the CO and COR within four hours of discovery. Exceptions will be if the CO(s) has previously notified the Contractor of the early departure date or if the student(s) is departing only one day early.

6. Liability

a. The Government shall not be liable for damages caused by the persons occupying the rooms covered under this contract, or any other expense incurred by these persons other than those prescribed in the provisions of this contract. The Contractor shall be responsible for notifying the COR if damages occur and are found prior to checkout. The Contractor is responsible for obtaining payment from each student for incidentals such as long-distance phone calls, room service, laundry services, damages, any unauthorized guests, etc.

b. The Government will not be responsible for the cost of any extra-nights lodging incurred by student(s) arriving earlier than the contracted arrival day or departing later than the contracted departure date unless notified and approved by the CO in advance. The Government will not be responsible for additional occupancy charges or fees incurred by student(s) or family of the student(s). The Contractor shall notify the CO/COR on the next business day of any family members or guest remaining overnight in a student’s assigned room.