Hotel BPA SOW.pdf

STATEMENT OF WORK

FOR LODGING ACCOMODATIONS

FOR DOVER AIR FORCE BASE

December 20, 2023

STATEMENT OF WORK

TABLE OF CONTENTS

Section 1 – GENERAL 1

1.1. Scope of Work ……………………………………………………………….. 1

1.2. Quality Assurance ……………………………………………………………. 2

Section 2 – DEFINITIONS 3

2.1. Lodging Manager …………………………………………………………….. 3

2.2. Lodging Office ……………………………………………………………….. 3

2.3. Contracting Office ……………………………………………………………. 3

2.4. Designated Representative of the Contracting Officer ……………………….. 3

2.5. Lodging Facility ………………………………………………………………. 3

2.6. Standard Lodging Facility …………………………………………………….. 3

2.7. Standard Lodging Facility Services …………………………………………… 3

Section 3 – CONTRACTOR FURNISHED ITEMS 4

3.1. Rooms ………………………………………………………………………….. 4

3.2. Standards ……………………………………………………………………….. 4

3.3. Furnishings and Equipment …………………………………………………….. 5

3.4. Heating, Air Conditioning, and Ventilation …………………………………….. 5

3.5. Safeguarding Valuables ………………………………………………………… 5

Section 4 – SPECIFIC TASKS 6

4. Services …………………………………………………………………………. 6

4.1. Assignment of Quarters/Rooms …………………………………………………. 6

4.2. Check-In/Out Service .…………………………………………………………… 6

4.3. Telephone ……………………………………………………………………….. 6

4.4. Extra Service …………………………………………………………………….. 6

4.5. Dining Facilities …………………………………………………………………. 6

Section I

General

1.1. SCOPE OF WORK: The contractor shall furnish lodging accommodations for Dover AFB, DE on a rental basis. All hotel Front Desk clerks must be familiar with the scope of work in order to ensure that correct procedures are used when dealing with military members. The performance and requirements for these services include the following responsibilities:

a. Provide single and double occupancy rooms if and when called for by the Contracting Officer or Dover AFB Lodging Front Desk clerks. Payment is to be determined by the approved price list at time of reservations.

b. Provide adequate parking facilities.

c. Accept advance reservations as necessary.

d. Rooms reserved with a Blanket Purchase Agreement (BPA) usually used on Reserve UTA weekends, cannot be canceled. Payments for rooms reserved with a BPA are guaranteed.

e. In case of overbooking, personnel will be transported by contractor to, and lodged in, another lodging facility of equal quality at no additional expense to the individual.

f. Problems or questions concerning the correct charge for the contract quarters room rate should be settled between the contractor and the contracting office or the designated representatives. Problems or questions concerning the correctness of other items on the final bill (phone calls, food, drinks, cleaning, and number of days in rooms) should be settled between the contractor and the traveler in the same manner as other contractor/guest problems are solved.

g. Billing: Invoices sent to Dover AFB Lodging Accounting Office and 512th Memorial Affairs Squadron must include the following information:

(1) The account number for Dover AFB Lodging and/or 512th Memorial Affairs Squadron.

(2) The invoice number.

(3) The dates of when each guest has checked-in and out.

(4) The call registers number (not folio number) for each guest and/or group.

Failure to include all information correctly will result in your invoice being returned. No interest will be paid to any invoice that is late due to errors. Contract Quarters are only to be paid the total amount of the combined call sheets for the month. If the price on the call register is wrong, it is your responsibility to call the Lodging Front Desk and have a new call register faxed. On Reserve UTA weekend, all BPAs with the requested amount of rooms must be faxed back with your invoice. The Lodging Front Desk must fax a new BPA contract lodging if more rooms are requested.

1030684113C Highlight

1030684113C Highlight

1.2. QUALITY ASSURANCE: The Government will monitor the contractor’s performance under this agreement using the following procedures:

a. Prior to the establishment of a BPA, the facility will be inspected by a team comprised of Dover AFB Contracting, Eagles Rest Inn, Fire Protection, Environmental Health, AFOSI, and AF Security Forces personnel. Other factors may also be evaluated and identified to the contract when they impact service to Government personnel.

b. The Lodging Manager and/or designated representative will review compliance with the agreement terms on a yearly basis. All findings of incomplete or unsatisfactory performance recorded and reported to the Contracting Officer (436th CONS/LGBC).

The Contracting Officer will notify the contract lodging verbally and follow-up in writing, giving the reason(s) for the unsatisfactory condition(s), corrective action to be taken, and the procedures established to prevent recurrence.

c. The Lodging Manager and/or designated representative will conduct inspections before 5 year renewal date expiration. The checklist included as Attachment I is only a guide for conducting contract quarters inspections by Eagles Rest Inn.

Section 2

DEFINITIONS

2.1. LODGING MANAGER: An officer, noncommissioned officer, or civilian responsible to the Base Chief of Service for matters relating to lodging military and government employees.

2.2. LODGING OFFICE: The office which is responsible for providing on and off base lodging to authorized transient military personnel and government employees.

2.3. CONTRACTING OFFICER: A person with authority to enter into, administer, or terminate contracts for the Government and make related determination and findings.

2.4. DESIGNATED REPRESENTATIVE OF THE CONTRACTING OFFICER: This individual or individuals designated in writing to the contractor as being authorized to assign lodging, place calls, and make advance reservations for lodging. The written designation must be issued and executed by the Contracting Officer.

2.5. LODGING FACILITY: A hotel, motel, or inn which provides sleeping accommodations to the traveling public.

2.6. STANDARD LODGING FACILITY: Guest bedrooms will have a bed for each occupant with pillow, two sheets, firm mattress, mattress pad and/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 hangar space (minimum of 24 inches with 9 hangers) per bed, smoke detectors, individual thermostats, telephone, note pad with pen, bathrooms with vanity, mirror, light with grounded electrical outlet, iron and iron board, fridge, microwave, clock radio, and exhaust fan/privacy outside window.

2.7. STANDARD LODGING FACILITY SERVICES: Vending areas, 24 hour check-in/out, wake-up, and message service, cable TV, room identification/directory signs and smoke detectors in hallways, air conditioning, ice machines, adequate parking spaces for all guests, TV/radio listings. Local information packet, passenger/baggage loading zones, and secure luggage storage areas for guests when rooms are not immediately available or for storage at checkout.

Section 3

CONTRACTOR FURNISHED ITEMS

3. The contractor shall furnish the following:

3.1. ROOMS:

3.1.1. Living Space: Each room shall contain adequate living and sleeping areas.

No more than one (1) guest shall be assigned to a room and two (2) guests in double occupancy room. Personnel married to each other may be roomed together upon request.

3.2. STANDARDS:

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

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

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

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

3.2.5. All windows will be provided drapes with black out lining, shades, or blinds. If only drapes are provided, they must screen out light.

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

3.2.7. All entrance doors to rooms will have interior security locks, either dead-bolt or double locking doors. Each room occupant will be provided with a room key card. All doors will be free from holes, dents, or other physical defects.

3.2.8. Smoke and fire protection systems must be installed and meet state, and local fire codes.

3.2.9. Bathrooms must be constructed to provide convenient sanitary facilities.

Wash basin and shower tub areas shall have a vanity table, a large lighted mirror, stopper devices, soap dishes, towel bars/hooks, and 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 or 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/tub combination shall have shower doors or curtains.

3.1. FURNISHINGS AND EQUIPMENT:

3.3.1. Furnishings and equipment must be clean and in good repair. The following minimum furnishings are required:

(a) Lamp – 1 per desk or writing table

(b) Chair, occasional – 1 per occupant

(c) Clothes storage drawers – 2 per bed

(d) Mirror – 1 per sleeping room

(e) Table, night with lamp – 1 per bed

(f) Desk or writing table with chair – 1 per bedroom

(g) Luggage rack – 1 per bed

(h) Throw rug (if room is not carpeted)

(i) Ash tray – 1 per bed (Smoking room only)

(j) Trash containers – 1 in bedroom and 1 in bathroom

(k) Color television and radio – 1 of each per room

3.4. HEATING, AIR CONDITIONING, AND VENT:

3.4.1. Contract quarters shall be provided with individual room controlled heating and air conditioning (in season) and otherwise provides the ventilation necessary to maintain comfort for guests. If utilities fail, other than an area-wide failure, for more than four hours the contractor shall take action to relocate all occupants to another lodging facility of equal or better quality at no expense to Government or the occupants.

3.5. SAFEGUARDING VALUABLES:

3.5.1. The contractor 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.

Section 4

SPECIFIC TASKS

4. SERVICES – The contractor shall provide the following services:

4.1. ASSIGNMENT OF QUARTERS/ROOMS: The Contracting Office or the Dover AFB Lodging Front Desk is responsible for designating government personnel authorized to occupy the contractor’s facility and shall provide these personnel with a contract quarters authorization form (Attachment 2) with a call register number which will be submitted upon registering at the contracted facility. The lodging office will issue call numbers and the room rate to travelers by using the contract quarters authorization form at the lodging office or by telecommunication method (phone, telefax, or computer).

4.2. CHECK-IN/OUT SERVICE: The contractor must provide a check-in/out service on a 24 hour basis, 7 days a week. The desk area shall be clean, efficiently designed to process multiple check-in/outs simultaneously, and sufficiently staffed with trained personnel assigned accommodations under this agreement of the required check-out time.

Check-out time must be prominently posted. Government personnel, who incur another day’s charge because failing to meet the required check-out time, do so at their own expense. The Government incurs no liability in this instance.

4.3. TELEPHONE: A telephone shall be provided in each room for the guest’s use. Each room occupant shall pay for all toll calls placed by them. Services provided shall be available 24 hours a day, 7 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 and receiving extra service.

4.5. DINING FACILITIES: At least one dining facility serving 3 meals a day must be within convenient lighted walking distance of the contract facility.

4.6. CUSTODIAL/SANITATION SERVICES: Daily services include, but are not limited to, room cleaning, bed-making, linen exchange (as required), adequate quantities of soap, bath and hand towels, wash cloths, cloth bath mat, sanitized drinking glasses, and facial tissues.

4.7. “DO NOT DISTURB” SIGNS: All rooms shall have such signs available. Contractor employees (i.e. Housekeepers, custodial and maintenance workers, front desk, and management) shall respect “DO NOT DISTURB” signs when displayed on occupant’s door. Housekeeping or management will enter a guest room that has had a “DO NOT DISTURB” sign showing for 3 consecutive days. This should be accomplished no earlier than the posted check-out time.

4.8. LINEN SERVICE: Linen service shall be provided at least once per week or when occupancy changes, whichever occurs first, and whenever necessary due to occupant personnel requirements. Additional blankets shall be made available if request by the occupant. All linen and blankets shall be clean, freshly laundered, without any

1030684113C Highlight

1030684113C Highlight

1030684113C Highlight

1030684113C Highlight objectionable odors, and in good condition, free from tears, rips, holes, stains, and extensive wear. Pillows will be a least 6 inches thick to provide proper support.

4.9. COMMON USE AREAS: The Contractor shall keep all hallways, corridors, grounds, and other adjacent areas under the contractor’s control in a clean, neat, and safe condition.

4.10. INFORMATION SERVICES: Desk clerks shall be able to explain to guests miscellaneous charges 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.

Section 5

APPLICABLE FORMS

5.1. Dover AFB Lodging office will provide each contract quarters’ occupant with a contract quarters authorization form (LODGING CONTRACT) with a call number and room rate at the lodging office or by telecommunication methods (fax and computer) if advance reservations are received. The lodging office will give the Contractor the name of the individual on official Government travel orders that will occupy the room and confirm the room rate. The Contract Quarters Officer at Dover AFB Lodging must be notified if another contract will be needed with the correct status of the guest, i.e. paying or non-paying. At no time will Contract Quarters change the status of Lodging Contract authorization form for a guest without the authorization from Dover AFB Lodging.

5.3. AF Form 3211, Customer Comments included as Attachment 2, will be issued to personnel lodged in contract quarters to evaluate and provide feedback for services received.

4.6. Custodial/Sanitation Services……………………………………………………..… 6

4.7. “Do Not Disturb” Signs ….....………………………………………………………. 6

4.8. Linen Service……………………………………………………………………..…. 6

4.9. Common Use Areas……..…………………………………………………………… 7

4.10. Information Services .……………...……………………………………………….. 7

Section 5 – APPLICABLE FORMS 8

5.1. Contract Quarters Authorization Form…...………………………………………….. 8

5.2. AF Form 3211 – Customer Comments… . ………………………………………….. 8

Attachment 1 – AFI CONTRACT QUARTERS INSPCETION CHECKLIST………...…… 9

Attachment 2 – AF FORM 3211 – CUSTOMER COMMENTS ...............…………………. 10

ATTACHMENT 1

DATE:

FACILITY VISITED:

INSPECTED BY:

CONTRACT QUARTERS INSPECTION CHECKLIST

FRONT DESK

1. Front desk (Check In/Out Service) provided 24/7?

2. Telephone service (Wake-up Service) provided 24/7?

3. Are base and local calls provided free of charge?

4. Are there charges for 1-800 or 1-888 calls?

5. Is a safe located in rooms or at the front desk?

6. Are government reservations cancelled at 6 unless notified of late arrival?

GENERAL INFORMATION

1. Are laundry facilities provided or convenient to property?

2. Are dining facilities provided or convenient to property?

3. Are employees professional in appearance and attitude?

4. Is a continental breakfast served?

5. Is a fitness center provided?

6. Is security provided?

ROOM INFORMATION

1. Individually controlled heat/air?

2. Adequate sprinkler system?

3. Interior locks?

4. Furnishings/room in good condition?

5. Furnishings meet minimum requirements?

6. Bathrooms in good repair with required linens?

7. Linen changed at regular intervals?

8. Do the drapes screen out light (Black out drapes)?

9. Closet/storage space adequate?

10. Carpeting/floors in good condition?

11. Are internet services available?

12. Are cable TV or satellite systems available?

YES NO

YES NO

YES NO

Thank You For Your Interest Name: Dates of Stay:

Room: E-Mail Address:

Excellent Poor Was your reservation accurate and handled professionally?

Upon check-in, was the guest services representative friendly and professional?

Upon check-in, was your guest room clean and properly supplied (towels, soap, etc.)?

Was your guest room serviced properly and professionally during your stay?

Upon check-out, was the guest services representative friendly and professional?

How was your overall stay?

If we failed to meet or exceed your expectations, did we address your concerns and correct the deficiency?

What would you suggest we do differently to make your stay more comfortable?

Were there any members of our staff that went out of their way to make your stay pleasant? If so, please tell us their name.

General Comments: