Hotel Lodging SOW 19Oct23.pdf

STATEMENT OF WORK

HOTEL BPA

Date: 19 Oct 2023

1. GENERAL

1.1 Scope of Work: The contractor shall furnish lodging accommodations for 920TH RQW, Patrick SFB who are on Inactive Duty Training (IDT), Unit Training Assembly (UTA) Training

Periods (TPS), and Readiness Management Periods (RMPs) status for lodging on as needed or daily basis. The contractor shall provide all the required accommodations in accordance with this BPA and the Processes and Procedures.

1.2 Blanket Purchase Agreement (BPA): Providing single and double occupancy hotel/or motel rooms reservations for a specified number of rooms and beds for a specified period of time when called for by the Contracting Officer or designated representative.

1.3 Contracting Officer (CO) Authority: The CO is the only person authorized to approved changes or modify any of the requirement under this BPA and not withstanding any provisions contained elsewhere in this BPA. The said authority remains solely with the CO. In the event the contractor effects any such change at the direction of any person other than the CO , the changes will be considered to have been made without authority and no adjustments will be made in the BPA price to cover any increase in cost incurred as a result thereof.

1.4 Contractor Additional Requirements: The contractor shall complete the following additional requirements:

1.4.1 System for Award Management (SAM). The contractor shall have an active registration in the

SAM (www.sam.gov) and maintain an active registration for the duration of the BPA Period of

Performance (POP). The awardee shall provide yearly documentation to the

1.4.2 Contracting Officer on or before the award date (month and day) showing their active status in

SAM. Failure to retain an active registration will prevent the government from using the BPA, cause delayed payments, and up to a unilateral cancellation of the BPA by the Government.

1.4.3 If a contractor is to change ownership, they shall provide a written notice to the Contracting

Officer within sixty (60) calendar days or greater before ownership changes. This documentation shall include all necessary information such as the new owner, change in Cage Code/Unique Entity

ID, etc. if this information is not received within the timeframe can result in the BPA to be suspended and/or unilateral cancellation by the government.

1.5 Administrative Authority: This BPA shall be administered by 45 CONS Contracting Squadron

(45 CONS/PKBB) identified on block 9, page one (1) of the BPA.

Contractual problems, of any nature, which might occur during the life of the BPA must be handled in conformance with very specific public laws and regulations (e.g. Federal Acquisition

Regulations), must be referred to the CO for resolution. Only the CO is authorized to formally resolve such problems. Therefore, the user and contractor are hereby directed to bring all such contractual problems to the immediate attention of the CO.

Any request for BPA changes/modifications shall be submitted to the CO.

All correspondence concerning this BPA, such as requests for information, explanation of terms and conditions, and BPA interpretations, shall be submitted to the CO.

http://www.sam.gov/

1.6 Authorized Callers: The 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.

1.7 Period of Performance (POP): The effective POP of this BPA is defined in Section XX-

Deliveries or Performance. The POP can be reduced to a shorter POP determined best to meet Government needs or be extended up to six months at any time by the Contracting Officer (CO).

Such changes shall be documented via a bilateral modification to the Contractor.

The Government retains the right to cancel/end the BPA at any time for any reason with a written thirty (30) day calendar notice to the contractor stating when the agreement will cancel/end. This will be executed via a unilateral modification.

Guests who are participating in inactive duty training (IDT) are not required to pay for rooms individually. The unit representative will pay for all IDT rooms using the Government Purchase

(GPC) card.

Accepting Advance Reservations as necessary. The government will submit room reservations by the Automated Lodging Reserve System (ALRS) one week prior to the start of IDT by email to hotel guest services. Hotel property shall notify the government the next business day if property does not have enough rooms.

1.8 Additional Reservations: At times the government may require same day reservations or extensions to be made. The Contracting Officer or designated representative (authorized caller list) are the only members authorized to place these reservations. The authorized members must send in the request by phone or email and have confirmation prior to sending members to hotel location. The contractor shall have the ability to provide 24-hour guest services availability for such occurrences.

1.9 Automatic cancellation provisions: Members on IDT status shall cancel their reservation 1 week before the UTA check-in date. if cancellation is made within this time frame for the individual/group(s) stay at the contractor’s facility shall result in no additional charge to the government.

If cancellation does not take place before the designated time, the contractor reserves the right to charge the government the per diem room rate for that night only, not the duration of the stay.

In case of overbooking, personnel will be transported to, and accommodated in, another commercial lodging facility of equal quality at no additional expense to the government.

1.10 Methods of Payment: The contractor must accept a valid government travel credit card

(currently Visa), the Government Purchase Card (GPC) will be accepted form of payment for group billing.

In addition, the contractor may accept cash, other credit cards, and other methods of payment for charges, based on property credit policies and requirements for incidental charges.

1.11 Pricing: All room rates shall be in accordance with General Services Administration

(GSA) authorized Per Diem Rates for Cocoa Beach, Patrick SFB, FL area or lower that is offered to the general public at the requested times and shall be tax exempt. GSA Per Diem Rates can be found at gsa.gov.

The contractor shall waive any and all surcharges associated with processing the GPC payment(s).

920 RQW is a federal government entity, and such is exempt from all local, state, and federal taxes, including but not limited to sales taxes and lodging taxes. Any charges or invoicing that includes taxes shall be disputed/declined by Government.

1.12 Government Purchase Card (GPC): The Government Purchase Card (GPC) is authorized for use in making and/or paying as a method of payment that shall not exceed the $25,000.00 per individual call on the BPA. The government shall use the GPC for all requirements under $25,000.00 for payment.

1.13 Billing Government Purchase card: The contractor shall invoice the government for all rooms rented for each calendar day as one charge on GPC (exe, Friday invoice is for 20 rooms charge to GPC and Saturday is for 15 rooms charged to GPC). This is required due to authorized purchase limits set on GPC’s. The contractor must ensure they send a detailed invoice with the name, date, and charges clearly visible on the invoice (via electronic message). The contractor must receive authorization from the government, prior to making any charge to the GPC

(via electronic message).

Adjustments for actual final incidental charges shall be made at checkout. Members in IDT status must have their name shown on a list of authorized personnel provided to the hotel by the ALRS. NOTE: The Air Force has directed the individual traveler to a specific location through

ALRS and the 920th Force Support Squadron lodging section has made room arrangements.

Charges for incidental products or services, movie rentals, food, drinks, room service, pet charges, laundry, dry cleaning, etc. are not authorized to be charged to the Government. The Commercial Lodging facility is responsible to secure payment of incidental or other charges at the time of check-in/check-out by a cash or credit card deposit of one or more of each room’s occupants.

Government Personnel are responsible for all incidentals, not the Government.

Problems or questions concerning the correct charge for the BPA room rate should be settled between the contractor and contracting officer or the designated representative. Problems or questions concerning the correctness of other items on the bill (phone calls, food, drinks, laundry and dry cleaning, and number of days in room) should be settled between the contractor and the traveler in accordance with Florida Innkeeper Laws.

1.14 The Quality Assurance Personnel (QAP): shall review compliance with BPA terms. All findings of incomplete or unsatisfactory performance will be recorded, verbal notice given, and confirmed in writing to the contractor in the form of a Contractor Discrepancy Report. The contractor will reply in writing, giving the reasons for the unsatisfactory condition, the corrective action taken, and the procedures developed to prevent recurrence.

The government shall perform an initial inspection to verify hotel accommodations meets the government requirements identified in the BPA and other factors that may impact service to the government personnel. If discrepancies are noted, the contractor will be notified and/or requested to attend meeting to discuss/resolve those discrepancies. Additional inspections shall be performed as needed either scheduled or unscheduled throughout the POP.

Inspections shall be done by 920 RQW authorized personnel, 45 SW/Fire Dept, and

45 Contracting Officer/Contract Specialist to randomly assess the quality of the lodging accommodations provided by the contractor and ensure that standards are met on a yearly basis.

If a contractor is successfully performing with no issues or discrepancies, a yearly inspection will be optional by the Government. If standards are not being met by the contractor, the CO will discuss the non-conforming accommodations with the contractor and attempt to remedy the situation. If non-conforming accommodations continue and remedies fail to bring the contractor into conformance within the required standards and terms and conditions of the BPA, the CO may at its discretions unilaterally cancel/end the BPA with the contractor.

The contractor shall establish and maintain a complete quality control program for the duration of this agreement that is of industry standards or exceeds industry standards and that comply with all local, state and federal regulations.

2. Lodging Facility

2.1 A hotel, motel, or inn that provides sleeping accommodations to the travelers.

2.2 Quality Assurance Surveys (QAS): The feedback surveys from members that lodged at hotel property.

2.3 Standard Lodging Facility: Single or double bedrooms will have a bed for each occupant with pillow, two sheets, firm mattress, mattress pad or bed cover, blankets, bed 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 light for each bed, color TV, closet or hanger space, smoke detectors, individual thermostats, telephone, note pad with pen, bathrooms with vanity, mirror, light with grounded electrical outlet, and air conditioning.

2.4 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 directory.

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.

3. CONTRACTOR FURNISHED ITEMS

3.1. The contractor shall furnish the following: Rooms with adequate living space

3.1.1 Each single and double occupancy room shall contain net living and sleeping areas in accordance with local standards. All guests will be assigned private rooms.

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 damage, scars, 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 are and sleeping areas shall have clean, serviceable coverings.

3.2.5 All windows shall be provided drapes with blackout 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 shall have interior security locks, either deadlock 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.

3.2.8 Smoke and fire protection systems must be installed and meet federal, state, or 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 (minimum 18"”30") lighted mirror, stopper devices, soap dishes, towel bars/hooks and grounded electrical outlets conveniently located for use 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 must not be cracked or leaking and shall operate properly to maintain 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 or shower/tub shall have shower doors or curtains and non-slip surface. Furnishings and Equipment: Furnishings and equipment must be clean and in good repair.

3.3 The following minimum furnishings are required

3.3.1 Lamp – One per desk or writing table

3.3.2 Chair, occasional

3.3.3 Clothes storage drawers

3.3.4 Mirror – One per sleeping room

3.3.5 Nightstand with lamp

3.3.6 Desk or writing table with chair – One per bedroom

3.3.7 Luggage rack – One per bed

3.3.8 Throw rug (if not carpeted)

3.3.9 Trash containers – Two in bedroom, one in bath

3.3.10 Color TV – One per guest room

3.3.11 Clock radio – One per guest room

3.4 Heating, air conditioning, and ventilation: 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 area-wide failure, for more than four hours the contractor shall take action to relocate all guests to another lodging facility room or hotel of equal or better quality at no expense to the government or the guests.

3.5 Safeguarding Valuables: The contractor must provide a means of storing and safeguarding, in a safe or vault, small high-value personal property of the guests. Receipts for the stored items must be provided to the guest.

4. SPECIFIC TASKS

4.1 Services. The contractor shall provide the following services:

4.1.1 Assignment of Quarters/Rooms: The contracting officer, or designated representative, is responsible for designating the government personnel to occupy the contractor’s facility. The lodging activity will make every effort to provide this information directly to the BPA hotel in advance. Government personnel shall not be accommodated under this BPA unless such authorization is presented to the contractor, either in advance or by the authorized caller. When two persons are assigned to a double room and one individual checks-out prior to the second individual, then the charge for the second individual reverts to the single occupancy rate.

Individuals of the same gender designated for double room occupancy shall be accommodated in rooms with two beds. If not available, single rooms shall be used.

4.1.2 Check-In/Check-Out Service: The contractor must provide a check-in/out service on a 24-hour basis, seven days per week. The desk area shall be clean, efficiently designed to process multiple check- ins/outs simultaneously, and sufficiently staffed with trained employees.

Contractor agrees to inform all government travelers assigned accommodations under this agreement of the required checkout time. Checkout time must be prominently posted.

Government personnel, who incur a late check-out charge because of failing to meet the required check out time, do so at their own expense. The government incurs no liability in this instance.

4.1.3 Telephone: A telephone shall be provided in each room at no charge to the guest. Clear instructions and explanation of toll charges must be prominently displayed. Each room guest shall pay for all toll calls they make. Services provided shall be available 24 hours per day, seven days per week.

4.1.4 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 requesting, and receiving the extra service.

4.1.5 Custodial/Sanitation Services: Daily housekeeping services must be provided seven days per week and include, but are not limited to, room cleaning, bed making, changing towels, bathmats, washcloths, linen exchange (as required), adequate quantities of amenities (soap, shampoo, etc.), sanitized drinking glasses, facial tissues, and emptying trash receptacles.

4.1.6 All furnishings must be dusted/cleaned on a regular schedule and not less than once per week.

4.2 Management

4.2.1 Management must identify and correct conditions conducive to harboring or breeding insects, rodents, or other pests.

4.2.2 Management must a establish and implement appropriate procedures for structural management and repair, pest exclusion, outside grounds maintenance, general sanitation and pest control.

4.3 Linen Service:

4.3.1 Change of linen will be provided at least once per week or when occupancy changes, whichever occurs first, and whenever necessary due to guest personal requirements. Additional blankets shall be made available if requested by the guest. All linen and blankets shall be clean, freshly laundered, without objectionable odors, and in good repair, free from tears, rips, holes, stains, and excessive wear. Pillows shall be at least six inches thick to provide proper support.

4.3.2 Beds and linens:

4.3.3 Bed linen must be changed at least weekly and between guests.

4.3.4 Mattress covers/pads must be washed at least monthly and between occupants.

4.3.5 Blankets and bedspreads must be laundered at least every 90 days.

4.3.6 Linen handling: Contractor linen facilities will be in line with local and state Public Health code standards.

4.4. Common Use Areas

4.4.1 The contractor shall keep hallways, corridors, grounds, and other adjacent areas under the contractor’s control in a clean, neat, and safe condition.

4.4.2 Ice machines: Ice machine storage bins must be thoroughly cleaned and sanitized at least weekly, or IAW manufacturer’s instructions.

4.4.3 Remove/discard all ice from the storage bin and clean with a soapy (potable) water solution, rinse with clear (potable) water and sanitize with a 100 PPM chlorine or equally effective sanitizing solution.

4.4.4 Ice machine internal parts must be disconnected and thoroughly cleaned/sanitized at least quarterly.

4.4.5 Ice machines must not show visible signs of insect/rodent/pest infestation.

4.4.6 Water used to form ice, as well as the finished product must be potable.

4.5 Signage:

4.5.1 Illuminated exterior sign(s) identifying the reception area and other lodging facilities and their numbers are required.

4.5.2 Directional signs at entrances and on each floor depicting room number locations.

Directional signs for ice machines, vending areas, dining facilities, meeting rooms, fitness rooms, and laundry facilities are also required.

4.5.3 Do Not Disturb: All rooms shall have such signs available. Contractor employees shall respect them when displayed.

4.5.4 Information Services. Desk clerks shall be able to explain to guests’ miscellaneous charges not covered by this Statement of Work (SOW) (e.g. telephone charges).