I.B.01. W912LD25Q0001_Att(1)_SOW.pdf

STATEMENT OF WORK (SOW)

1. INTRODUCTION:

The Rhode Island Army National Guard (RIARNG) requires standard lodging facilities and standard lodging facility services for Army Guard personnel to support inactive duty training

(IDT) sessions estimated to take place on a monthly basis. A blanket purchase agreement

(BPA) is a simplified method of filling anticipated repetitive needs for supplies or services by establishing “charge accounts’’. The guards mission requires soldiers residing over 50 miles from the unit location to have a room near the duty location to avoid fatigue and mitigate the chance of members getting into accidents commuting to and from the duty location. The duty locations are anticipated to be East Greenwich, RI, Warwick, RI, Providence, RI, and

Middletown, RI. This requirement is for a BPA for lodging within the state of Rhode Island in support of RIARNG IDT.

2. SCOPE OF WORK:

2.1. The Contractor shall furnish lodging accommodations for the RIARNG unit personnel during Unit Training Assemblies (UTA) / IDT on a rental basis under this BPA.

2.2. Location shall be within a 50-mile radius and/or no more than a 30-minute drive of IDT / AT training location.

2.3. The Contractor provided facility shall not be under renovation or remodeling during the time of occupancy.

2.4. The Contractor shall provide accommodations of both double (two beds per room) and single occupancy (one or two beds per room) rooms for members of the RIANG, to ensure no mixed gender rooms. No more than two (2) people shall be assigned to a room or share a bathroom.

2.5. The rooms provided by the Contractor shall be in a FEMA-approved hotel for federal lodging, and the room rates shall be at or below the Government/Military GSA per diem rates for the Fiscal Year (https://www.gsa.gov/travel/plan-book/per-diem-rates) as this is a priced BPA.

2.6. This BPA covers the cost associated with the room only. All additional charges will be the responsibility of the individual(s) requesting and receiving said additional services/supplies.

2.7. All rooms shall be identical, except for double or single occupancy; no gratuities in the form of room upgrades shall be permitted under this BPA except as follows: If an overbooking by the hotel occurs, then an upgrade is permissible at no additional cost to the Government.

2.7.1. The Government will not be responsible for any miscellaneous charges incurred by occupants. The contractor shall explain to all occupants that miscellaneous services are not covered by this BPA and are payable by the occupant. Such charges include but not limited to personal telephone charges, pay-for-view movies, room service, internet service (if not provided in the standard room rate), meals in excess of the contract requirements, and other such services.

2.7.2. Alcohol. Government personnel will be responsible for paying for any alcohol and other associated fees on an individual basis. The contractor shall not receive reimbursement for any alcohol or bartender services.

2.8. Room Listing: The Government shall furnish a rooming list to the Contractor at least seven

(7) days prior to arrival or the number of days otherwise agreed to by the vendor. The list shall confirm the number of rooms, the type of rooms required (double occupancy vs single occupancy), and a list of names for the rooms required.

2.9. Security: The Contractor shall meet the security requirements designated in paragraph 5.1.3 herein.

2.10. Liability: Any damage sustained by the Contactor due to negligence of Government personnel shall be negotiated with the Contracting Officer who will make the final determination as to whether settlement costs are due. Room occupant shall be liable for any damage to the room caused by negligence.

2.11. Taxes: This BPA is tax exempt. The Government is exempt from paying any sales taxes related to this agreement. Tax exemption forms shall be provided to the contractor upon request.

2.12. Government Point of Contact (POC): The Government POC will be provided upon BPA award.

2.13. The Contractor shall provide reservations for a specified number of rooms and beds for specified time for each BPA call. The Government reserves the right to cancel all scheduled rooms with the contractor at no cost to the government, with a 1-day (24 hours) advance notice.

2.14. The Contractor shall provide parking facilities that are adequate, lighted, and safe.

2.15. In case of a contingency such as a water main break, fire, an act of God, or utility failure for more than four hours (other than a wide area failure), personnel shall be billeted in another lodging facility facilitated by the Contractor of equal quality at no additional cost to the individual or the Government.

3. QUALITY ASSURANCE: The Government will monitor the Contractor’s performance under this BPA using the following procedures:

3.1. In the event an inspection shows that quarters are unsatisfactory under the specifications of the agreement, the deficiencies will be brought to the attention of the contractor who shall correct such deficiencies within thirty (30) days of notification and shall confirm such corrections to the Contracting Office. Conditions affecting the health of the occupants shall be corrected immediately.

3.2. All Findings of incomplete or unsatisfactory performance will be recorded, verbal notice given, and confirmed in writing to the Contractor. The Contractor shall reply in writing, giving the reasons for the unsatisfactory condition, the corrective action(s) taken, and the procedures developed to prevent a recurrence

3.3. Courtesy: The Contractor’s employees shall be courteous to all persons served under this contract. Courtesy rendered shall be equal to that rendered to other customers of the establishment and equal to that expected of any public lodging facility.

4. REQUIREMENTS: The Contractor shall provide the facilities, furniture, equipment, supplies, management, and supervision necessary to provide the lodging requirements of this BPA and shall meet the following in accordance with the applicable documents in section 6.0 of this SOW:

4.1. Room Requirements:

4.1.1. The Contractor shall allow for check-in no later than 3:00PM EST and check-out time no earlier than 11:00AM EST.

4.1.2. The Contractor shall provide identical rooms. The Contractor shall not allow gratuities in the form of room upgrades. If an overbooking by the Contractor occurs, then an upgrade is allowable on a temporary basis at no additional cost to the government.

4.1.3. The Contractor shall provide smoking and non-smoking rooms. If non-smoking rooms are not available or it is a non-smoking property, a designated smoking area in close proximity to the facility shall be provided.

4.1.4. Each single and double occupancy room shall contain living and sleeping areas in accordance with local standards. No more than two (2) people shall be assigned to a room or share a bathroom.

4.1.5. The Contractor shall provide rooms constructed and finished to provide good light, and sound attenuation. All wiring and piping shall be enclosed.

4.1.6. All finishes (walls and ceilings) shall be free from damage, marks, dirt, and dust.

Vents and surrounding finishes shall be free from dirt and dust.

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

4.1.8. All floors in living and sleeping areas shall have clean, serviceable coverings.

4.1.9. All windows shall have drapes with blackout lining, shades, or blinds. If only drapes are provided, they shall screen out light.

4.1.10. Sufficient electrical outlets shall be available. All electrical cords, bulbs, lights, and switches shall be free from holes, dents, or other physical defects.

4.1.11. All entrance doors to rooms shall have interior security locks, either deadbolt or double locking lock which must be securely fastened to the wall/door frame, and the door shall be gap free. All doors shall be free from holes, dents, or other physical defects. Each room occupant shall be provided with a room key.

4.1.12. Bathrooms within the rooms shall be constructed to provide convenient sanitary facilities with a washbasin and shower tub. Bathrooms shall have vanity table, large lighted mirror, stopper devices, soap dishes, towel bars / hooks, and grounded electrical outlets conveniently located for the use of electrical razors, hair dryers, etc. Fixtures controlling the flow of water shall not be cracked or leaking and shall operate properly to maintain a constant adequate flow and temperature without sudden surges or temperature changes. Bathrooms shall have a working exhaust fan or exterior window that can be opened which shall be frosted glass or curtained to provide privacy. The shower or tub/shower combination shall have shower doors or curtains. Bathroom walls, floors, and ceilings shall be free of damage (cracks, breaks, mold, mildew, and iron stains). The bathroom shall contain one grounded outlet to be located in the wash-basin area.

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

• Lamp - 1 per desk or writing table

• Chair, occasional - 1 per occupant

• Clothes storage drawers - 1 per bed

• Mirror - 1 per sleeping room

• Table, night, with lamp - 1 per bed

• Desk or writing table with chair - 1 per bedroom

• Luggage rack - 1 per bed or storage area for luggage

• Throw rug (if room is not carpeted)

• Trash containers

• Color television twenty-five (25) inch or larger with remote control and free basic cable

• Internet access

• Iron and ironing board

• Alarm clock.

• A refrigerator and a microwave are also preferred but not required.

4.1.14. Radio or alarm wake-up service

4.1.15. All rooms shall have such signs available. Contractor employees shall respect them when displayed.

4.2. Heating, Air Conditioning and Ventilation: The Contractor shall provide living quarters with individual guestroom-controlled heating and air conditioning (in season) and otherwise provide the ventilation necessary to maintain comfort for guests. If utilities fail for more than four hours, other than in wide area failure, the contractor shall take action to relocate all occupants to another lodging facility of equal or better quality at no expense to the government or the occupant.

4.3. Safeguarding Valuables: The Contractor shall 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 shall be furnished to the guests.

4.4. Security/Safety:

4.4.1. Facility should have a full-time security officer, or the hotel manager shall act as the primary POC in fulfilling the security requirements.

4.4.2. Have adequate Recorded Closed-Circuit Television (CCTV) coverage for entry/exit points to ensure the safety of personnel. CCTV should be monitored 24x7, and recordings to be kept for a minimum of 30 days.

4.4.3. Evacuation plan published and exercised.

4.4.4. Fire Alarm system routinely inspected and meets all code requirements.

4.4.5. Smoke and fire protection systems shall be installed and meet federal, state, or local fire codes and regulations. A current fire inspection certificate shall be posted.

4.4.6. Rooms shall be interior guest room entry only.

4.4.7. All entrance doors to rooms shall have interior security locks, either deadbolt or double locking lock which must be securely fastened to the wall/door frame. All doors shall be free from holes, dents, gaps, or other physical defects. Each room occupant shall be provided with a room Key/Keycard.

4.5. Custodial Sanitation Services:

4.5.1. The contractor shall provide double set of bath towels, washcloths, hand towels, soap, shower mats, bathmats, and any other amenities such as shampoo that is supplied to other hotel guests (for double occupancy) and will change linen daily if requested.

4.5.2. The contractor shall clean, vacuum and dust guest rooms and sanitize bathrooms on a daily basis. Clean and sanitized drinking cups/glasses shall be replenished by the contractor and garbage removed from trash cans daily.

4.6. Additional: The contractor shall provide accommodations, services, and privileges, normally provided to other guests by the establishment, for lodging. These services may include morning newspaper delivery, snacks and/or coffee in the lobby, etc.

4.7. Common Use Area: The contractor shall keep all hallways, corridors, grounds, and other adjacent areas under the contractor's control in a clean, neat, and safe condition.

4.8. Health/Fitness and Business Services Centers are preferred but not required.

5. DEFINITIONS:

• CONTRACTING OFFICER: Persons with the authority to enter, administer, or terminate contracts for the Government, and make related determination and findings

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

• STANDARD LODGING FACILITY: Single or double bedrooms will have a bed for each occupant with pillows, two sheets, firm mattress pad or cover, blankets, spread, wall to wall carpeting (desired) or other floor covering, a wall switch near the entrance of the door for at least one (1) lamp, incandescent table or wall mounted lights for each bed, color TV, closet or hangar space (minimum of 24 inches/ 9 hangars) per bed, smoke detectors, individual thermostats, telephone, note pad with pen, bathrooms with vanity mirror, light with grounded electrical outlet, and exhaust fan/privacy outside window.

• STANDARD LODGING FACILITY SERVICES: Vending area, 24-hour check¬-in/out, waking-up and message service, central TV antenna or 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 area for guests when rooms are not immediately available for storage at checkout.

• BPA Call (Blanket Purchase Agreement Call): is a call against an existing blanket purchase agreement to request a service or product provided under the established agreement.

• GPC (Government Purchase Card): A Visa and or Master Card credit card used by the Government to make authorized payments for supplies, and services.

• ROOMING LIST: A list of individuals names who are authorized occupancy at the contractor's facility during the specified time.

6. APPLICABLE DOCUMENTS: Publications applicable to this SOW are listed below:

Publication Date of

Publication

Mandatory or

Advisory

Website

Lodging Adequacy

Standards

Latest version applicable

Mandatory https://dodmwrandresalepolicy.defense

.gov/MWR-and-Lodging-

Standards/Lodging-Standards/

Federal Acquisition

Regulation

Latest version applicable

Mandatory https://www.acquisition.gov/?q=brows efar

Defense Federal

Acquisition Regulation

Supplement

Latest version applicable

Mandatory http://www.acq.osd.mil/dpap/dars/dfar spgi/current/index.html or https://www.acquisition.gov/dfars http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html