FY23 - 24_Virginia_SOW.pdf

STATEMENT OF WORK (SOW)

FOR

VIRGINIA ANNUAL RESERVE BERTHING

1. SCOPE OF WORK: The contractor will make all lodging accommodation reservations for reservists based on a monthly manifest supplied by the Technical Representative (TR). Monthly training events are normally scheduled one weekend a month, but may change requiring training to be completed during the week. Unless notified by the QAE Representative, double occupancy rooms shall be utilized. (Example:

35 members double occupied = 18 rooms X # nights = # rooms needed per month). The U.S. Coast

Guard is seeking short term lodging for the locations below for the period of performance from 01

July 2023 – 30 November 2023. All rooms are to be double occupancy.

(a) Coast Guard Units located in Portsmouth/Suffolk, VA – 50 nights per month/average for a total of 200 nights required during the period of performance. To maintain recall and operation readiness, all Government Personnel shall be housed in one location near Suffolk, VA 23435, or within EIGHT (8) to TEN (10) miles from 4000 Coast Guard Blvd, Portsmouth, VA 23703.

Distances beyond 10 miles must be approved by the QAE Representative.

The following room types and dates for JULY 2023:

i. 10 double occupancy rooms 14 July (Check in) - 16 July 2023 (Check out)

ii. 03 double occupancy rooms 15 July (Check in) - 16 July 2023 (Check out)

iii. 05 double occupancy rooms 13 July (Check in) - 16 July 2023 (Check out)

iv. 01 double occupancy rooms 07 July (Check in) - 08 July 2023 (Check out)

v. 04 double occupancy rooms 27 July (Check in) - 29 July 2023 (Check out)

vi. 02 double occupancy rooms 26 July (Check in) - 29 July 2023 (Check out)

vii. 01 double occupancy rooms 28 July (Check in) - 29 July 2023 (Check out)

The following room types and dates for AUGUST 2023:

12 – 13 August – 50 nights per month/average. Exact dates will be provided by the QAE to the contractor 45 days in advance.

(b) Coast Guard Units located in Norfolk, VA - 22 nights per month average for a total of 44 nights required during the period of performance. To maintain recall and operation readiness, all Government Personnel shall be housed in one location within EIGHT (8) to TWELVE (12) miles from 300 East Main St., Norfolk, VA 23510. Distances beyond 12 miles must be approved by the QAE Representative.

15 – 16 July 2023 – 14 nights per month

20 – 23 July 2023 – 04 nights per month

27 – 30 July 2023– 04 nights per month

August – 22 nights per month/average – Dates TBD by QAE to contractor 45 days in advance.

Task Order:

Dates subject to change. QAE will provide contractor with a detailed spreadsheet with double occupancy rooms/dates 30 days in advance.

2. GENERAL REQUIREMENTS: The work consists of providing all labor, materials and equipment as required to secure monthly short-term lodging accommodation services for Reservists on

Inactive Duty Training (IDT) located at the units listed in Para. 13.

3. TECHNICAL REQUIREMENTS

The lodging facility or berthing shall be in compliance with all applicable building, sanitary, health, fire and safety codes, and all other applicable federal, state and local laws and regulations. Smoke and fire protection systems must be installed and meet federal, state, and/or local fire codes. The facility will be in compliance with American Disabilities Act requirements. Maintaining continuity with same TL provider per unit each month is preferred, unless not realistic or change of venue is necessary.

➢ (During Non COVID Period) all rooms shall be non-smoking and double occupancy with two separate beds (pull out couches are not acceptable as a second bed without prior approval from the QAE Representative). During COVID Period, as mandated by the U.S.

Government or U.S. Coast Guard COVID Policy, all rooms shall be non-smoking and single occupancy. Contractor shall contact the QAE Representative to confirm COVID policy prior to booking double occupancy rooms.

➢ Members shall be segregated by officer or enlisted, gender, and rank.

***The lodging facility shall meet, at a minimum, the requirements of three diamonds rating from the American Automobile Association (AAA).***

Each month the contractor will be provided a monthly manifest and is responsible for booking and managing temporary lodging reservations within the vicinity of various USCG units based on the manifest. The manifest provided will be broken down by unit and segregated by population, by the end of the first week of the previous lodging month from an assigned Technical Representative (TR) to secure temporary lodging. Once secured, the contractor will return completed lists within 14 calendar days with the assigned lodging location for each unit and assigned confirmation numbers of each reserve member to the CG for reference. The list shall include the names of persons assigned to each room and their duration of stay) by the 15th of the previous calendar month of when members shall stay. Example: The

TR sends manifests on June 7 for July lodging requirements to vendor and in return would receive booking information June 21 from vendor.

➢ Contractor shall only charge for the actual total amount of monthly rooms used for the nights stayed. For Example: Month of October required 5 rooms for 4 nights at $125/ night; calculation would be (5 rooms X 4 nights X $125+ Management Fee ) = Total Charge.

➢ Contractor shall provide multiple points of contact in which to coordinate or resolve emergent issues associated with TL. Contractor shall not exceed nightly room rates as outlined on the GSA

Per Diem table for each unit’s zip code based on seasonal, locality and calendar year rates.

https://www.gsa.gov/travel/plan-book/per-diem-rates.

https://www.gsa.gov/travel/plan-book/per-diem-rates

➢ Each monthly manifest will serve as a working document between the TR(s) and the vendor as changes, modifications or cancellation arise until the lodging month ends.

➢ Late requests shall be handled and emailed/communicated separately on a case-by-case basis.

➢ Contractor shall afford the CG a window for cancellation of three business days prior to actual check-in date.

➢ Contractor shall provide monthly reports of those members with a reservation that did not use their stay (i.e., “no shows”).

➢ The location of TL is preferred to be no more than 8 to 12 miles from unit in order to maintain recall and operational readiness, however for isolated or high-cost areas may extend out to 20 miles if appropriate TL is not available.

➢ All Rooms will be clearly posted/advertised as "Non-smoking" rooms.

➢ Parking Spaces shall be available for the occupants immediately to lodging facility.

4. DESIGNATED CONTRACTING OFFICER’S QUALITY ASSURANCE EVALUATOR

(QAE) REPRESENTATIVE: The designated contracting officer’s QAE representative and Point of

Contact will be assigned at award of the contract. If the designated QAE should change at any point during duration of the contract, the contracting officer will notify the contractor in writing with the name and contact information of the new QAE.

5. ORAL MODIFICATION: No oral statement, of any person, other than the contracting officer shall in any manner or degree, modify or otherwise affect the terms of this contract.

6. UPON CONCLUSION OF STAY: Contact the Contracting Officer QAE Representative to verify number of rooms utilized after each period of stay.

7. REGULATIONS AND STANDARDS: The contractor shall ensure that all TL facilities provided shall meet the following standards:

a. Meet the Hotel and Motel Fire Safety Act of 1990 (PL101-391) and be listed on the Hotel-

Motel Master list. (No motels to be used)

b. Documented Fire and Emergency Plan in place and available to all staff members. Emergency evacuation routes posted on guest rooms exit door.

c. TL facility shall at minimum meet the requirements of three (3) stars for a Mobile Travel Guide rating and three (3) diamonds for an American Automotive Association (AAA) rating.

Properties with a 3 Star Rating place a greater emphasis on comfort and service, with many offering an on-site restaurant and bar. Baggage assistance is often available. Guestrooms typically feature more space, comfortable seating, and better-quality bedding. Bathrooms are often larger, with shower/tub combinations and expanded counter space and offer room service, ensuite bathrooms, daily cleaning, a desk or table, and Wi-Fi.

d. All public areas, including lobby, are cleaned daily and well maintained, free of dust, stains, chips, dents, etc.

e. TL facility room entrance shall be accessible only by internal hallway(s). The TL facilities internal hallways(s) shall have locked exterior doors, accessible by key-holding facility guests only. Internal hallway(s) shall be accessible by the berthing facilities lobby. A front desk attendant shall man the berthing facilities lobby 24 hours a day and 7 days a week.

f. Adequate parking (paved, marked, and illuminated).

g. Good illumination in all public areas (e.g., entry, corridors, walkways, stairways, landings).

h. Guest room exit doors (on the room side) equipped with a diagram showing the exit path from the guest room to the safe area.

i. Dead bolts, safety chains, or swing lock, and one-way door viewer on all guest room doors

(subject to local law and fire code). Doors of connecting/adjoining rooms must be secured by non-keyed deadbolt.

8. ALLOWED CONTRACT CHARGES: The Government will only pay for the items requested on the purchase order itself. The Government is exempt from Federal taxes, Virginia state sales tax, and local taxes. The Government will not pay for any additional charges. The following are examples of what the Government will not pay for:

Personally charged services:

Contractor shall make sure alternate arrangements have been made for any charges other than that of the room charge in Contract Line-Item Numbers (CLIN).

Reserve members, not the CG, are responsible for charges stemming from items listed below.

Individual Coast Guard members will be solely responsible for any other valid charge(s) including but not limited to:

Telephone

Premium TV/Movie Service

Internet Service

Room Service

Restaurant Charges

Honor Bar

Laundry

Any other charges that can be charged to room accounts

Parking/Valet Services

Gratuities

9. CANCELLATION POLICY: For initial lodging services, the Government is responsible to provide the Contractor a 24-hour cancellation notice prior to the start of the day(s) before being charged a no-show/cancelation fee. Otherwise, the Contractor shall be reimbursed for one day of initial lodging services ordered. If extended lodging services are requested for continued mission support, a 7-day minimum guaranteed notification shall be provided to the contractor by the COR.

10. CONTRACTOR PERSONNEL REQUIREMENTS: The selected contractor shall provide all personnel, management, supervision, materials, supplies, facilities, utilities, and other items or services necessary to provide the needed facilities in accordance with all terms and conditions set forth in the contract.

12 CONTRACTING OFFICER’S REPRESENTATIVE: The Government will provide a COR who will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration.

13. USCG UNIT LOCATIONS: The following is a listing and addresses of USCG Units, that require commercial lodging.

TIDEWATER VIRGINIA

Lodging should be located in the area of Zip Code 23435

Sector Virginia/Base/ESD/STA Portsmouth

4000 Coast Guard Blvd

Portsmouth, VA 23703

D5/LANT Staff/CGIS

431 Crawford St

Portsmouth, VA 23704

CGRU Joint Staff South

116 Lake View Parkway

Suffolk, VA 23435

Lodging for units below should be located in the area of Zip Code 23510

DOL/LSC Norfolk/SFLC Norfolk/SILC/HSWL/FORCECOM/ETQC

300 East Main St

Norfolk, VA 23510

Lodging for units below should be located in the area of Zip Code 23513

IMAT

5505 Robin Hood Road

Norfolk, VA 23513

MIFC

352 Bullpup St

Virginia Beach, VA 23461

STA Little Creek

Naval Amphibious Base Little Creek

Virginia Beach, VA 23455