Attachment_1_-_Statement_of_Requirements_A00003.pdf

Attachment 1 – Statement of Requirements Amendment A00003

SUPPORT SERVICES FOR U.S. COAST GUARD ICE RECONNAISSANCE

DETACHMENT LODGING IN ST. JOHN’S, NEWFOUNDLAND, CANADA

STATEMENT OF REQUIREMENTS (SOR)

1.0 GENERAL.

1.1 SCOPE. The purpose of this Statement of Requirements (SOR) is to secure reservations for hotel rooms to be used by U.S. Coast Guard (USCG) personnel during temporary duty assignments to St. John’s, Newfoundland, Canada on Ice Reconnaissance Detachments (IRD). Hotel rooms shall be provided in accordance with the requirements outlined in this SOR.

1.2 BACKGROUND. The mission of the International Ice Patrol (IIP) is to monitor the iceberg danger in the North Atlantic Ocean and provide relevant iceberg warning products to the maritime community. To accomplish this mission, IIP regularly deploys IRDs to St. John’s, Newfoundland each year beginning in early February and potentially through August (depending on environmental conditions). While deployed, IRDs conduct aerial patrols to observe and record iceberg populations.

Deployments generally begin on a Wednesday and end the following Thursday, but are subject to change based on dynamic factors including, but not limited to, weather, aircraft maintenance and crew rest requirements. A typical IRD is composed of 5 IIP personnel and 8 aircrew personnel from USCG Air Station Elizabeth City (ASEC).

2.0 REQUIREMENTS. The contractor shall provide hotel rooms as required by the Government.

It is anticipated that thirteen (13) rooms will be needed for eight (8) nights each. It is estimated that there will be thirteen (13) detachments during the Base Period and fourteen (14) during Option Period 1; twenty-seven (27) detachments in total. The projected hotel usage dates are as follows:

ICE RECON

DETACHMENT

BASE PERIOD (2017)

ARRIVE

HOTEL

CHECK OUT DAYS NUMBER OF

NIGHTS

# ROOM-

NIGHTS*

IRD a 09 Feb 16 Feb (TH - TH) 7 91 IRD b 23 Feb 02 Mar (TH - TH) 7 91 IRD c 08 Mar 16 Mar (W - TH) 8 104 IRD d 22 Mar 30 Mar (W - TH) 8 104 IRD e 05 Apr 13 Apr (W - TH) 8 104 IRD f 19 Apr 27 Apr (W - TH) 8 104 IRD g 03 May 11 May (W - TH) 8 104 IRD h 17 May 25 May (W - TH) 8 104 IRD i 31 May 08 Jun (W - TH) 8 104 IRD j 14 Jun 22 Jun (W - TH) 8 104 IRD k 28 Jun 06 Jul (W - TH) 8 104 IRD l 12 Jul 20 Jul (W - TH) 8 104 IRD m 26 Jul 03 Aug (W - TH) 8 104 IRD n 09 Aug 17 Aug (W - TH) 8 104

*Estimated 13 rooms will be needed per ice recon detachment.

ICE RECON

DETACHMENT

OPTION PERIOD 1

(2018)

ARRIVE

HOTEL

CHECK OUT DAYS NUMBER OF

NIGHTS

# ROOM-

NIGHTS*

IRD a 06 Feb 14 Feb (TU - W) 8 104 IRD b 21 Feb 01 Mar (W - TH) 8 104 IRD c 07 Mar 15 Mar (W - TH) 8 104 IRD d 21 Mar 29 Mar (W - TH) 8 104 IRD e 04 Apr 12 Apr (W - TH) 8 104 IRD f 18 Apr 26 Apr (W - TH) 8 104 IRD g 02 May 10 May (W - TH) 8 104 IRD h 16 May 24 May (W - TH) 8 104 IRD i 30 May 07 Jun (W - TH) 8 104 IRD j 13 Jun 21 Jun (W - TH) 8 104 IRD k 27 Jun 05 Jul (W - TH) 8 104 IRD l 11 Jul 19 Jul (W - TH) 8 104 IRD m 25 Jul 02 Aug (W - TH) 8 104 IRD n 08 Aug 16 Aug (W - TH) 8 104

*Estimated 13 rooms will be needed per ice recon detachment.

The planned room usage by the IRD is based on one person per room. Reservation dates and number of rooms may change depending on aircraft scheduling, environmental conditions, and the severity of the iceberg season. More or less rooms may be required, and visit dates may be extended, shifted and/or shortened by several days. The contractor will be given as much advance notice as possible by the IIP unit representative. The unit representative will provide room quantity information and if smoking or non-smoking rooms are required when making reservations. If unusual circumstances occur where the Government cannot give 24 hours notice, the contractor shall give its best effort to provide the required number and types of rooms, but shall be under no obligation to provide rooms.

2.1 Hotel Specifications:

2.1.1 The hotel shall be within the city limits of St. John’s, Newfoundland, Canada.

2.1.2 Snow shall be removed from parking areas and driveways prior to 8:00 AM local time. Parking for at least four (4) vehicles shall be located at the hotel.

2.1.3 A fitness facility shall be provided as an amenity included in the cost of the room either at the hotel or through access to a local facility.

2.1.4 An on-site waiter/waitress-service restaurant shall be available for breakfast, lunch, and dinner at the hotel and shall be open from 7:00 AM local time until 10:00 PM local time to accommodate early breakfasts and late dinners.

2.1.5 The hotel shall accept Visa for credit card charges.

2.1.6 An on-site automated teller machine (ATM) or other cash-advance/cash-access service must be provided to ease the accessibility to cash for personnel working early mornings and late evenings. If currency exchange (U.S. to Canadian) is provided, the hotel shall do so at a rate that is within $.05 per dollar of the rate provided by local banks within the city of St. John's.

2.2 Room Specifications:

2.2.1 Rooms shall be in good condition (with floor, ceiling, and wall coverings intact; mechanical, electrical, and plumbing systems operating normally; door locks working) so as to provide safe, clean, quiet and comfortable quarters.

2.2.2 The contractor shall ensure the hotel and hotel rooms conform to all applicable local safety ordinances (i.e., smoke detectors, fire extinguishers, and safety inspections). Specifically, the following items are minimum requirements for each room:

2.2.2.1 Non-smoking (unless otherwise requested) with a minimum of 190 square feet of living space (excluding bathroom and entry).

2.2.2.2 Heating and ventilation controls to allow room occupants to independently adjust temperature and humidity so as to attain a comfortable room environment (20-25°C).

2.2.2.3 A quiet environment conducive to rest. Walls, doors, and carpeting shall be sufficiently thick to prevent noise from the hallway, elevators, or adjoining rooms from disturbing occupants. The contractor shall take sufficient action to keep noise levels down throughout the hotel. If the hotel includes a facility used for entertainment or receptions (e.g., lounge, nightclub or ballroom), the rooms shall be sufficiently insulated or at sufficient distance, so the occupants are not disturbed by the noise associated with that facility or with the noise associated with people accessing that facility.

If there are loud facilities located adjacent to the hotel, the rooms shall be assigned as far away from these facilities as possible.

2.2.2.4 Rooms shall be away from elevators, ice machines, construction, or other noisy environments.

2.2.2.5 Lighting that is adequate to comfortably accommodate clerical work throughout the day and evening.

2.2.2.6 Clothes storage sufficient for up to ten (10) days worth of clothing.

2.2.2.7 One (1) closet to hang clothes.

2.2.2.8 A desk, table or similar work area to allow for the accomplishment of clerical work, with at least two free electrical outlets nearby.

2.2.2.9 Color TV with cable service.

2.2.2.10 Private three fixture (bathtub with shower, sink, toilet) bathroom; facilities must provide adequate supply of hot water throughout the day including periods of peak demand.

2.2.2.11 Daily maid service providing accepted industry standard hotel services including, but not limited to: making beds and changing linens, providing clean towels and washcloths, vacuuming, removing trash, ensuring that the room and its attributes are clean and serviceable.

2.2.2.12 Telephone with direct dial, with access to local and long distance.

2.2.2.13 High Speed Internet access. High Speed Internet access, with download speeds of at least 6 Mbps in each room, shall be included in the quoted cost. This Internet access must be fast enough to allow for significant work to be completed online from the room. If the access is determined to be too slow to sufficiently complete all needed work, the hotel shall implement another method for Internet access from the room (e.g. provide Air Card, etc).

2.2.2.14 A mini-refrigerator.

2.2.3 In accordance with USCG Physical Security requirements, no ground floor rooms shall be assigned under this contract/order. The rooms assigned to each USCG guest shall not be adjacent to each other. Assigned rooms shall be spread throughout the hotel as much as reasonably possible. In addition, rooms assigned to USCG guests will also be rotated, so that the USCG guests do not stay in the same rooms for each trip throughout the contract/order.

3.0 GOVERNMENT TERMS & DEFINITIONS

3.1 ASEC – Air Station Elizabeth City, North Carolina

3.2 IIP – International Ice Patrol

3.3 IRD – Ice Reconnaissance Detachment

3.4 SOR – Statement of Requirement

3.5 USCG – United States Coast Guard

4.0 ADMINISTRATION

4.1 Contractor Personnel – N/A

4.2 Period of Performance. The period of performance includes a Base Period, from February 07, 2017 – August 31, 2017, and one (1) Option Period, from February 01, 2018 – August 31, 2018.