UPDATED SOW AIRSHOW LODGING INFORMATION.pdf

STATEMENT OF WORK (SOW)

OFF BASE ACCOMMODATION SERVICES - LODGING FOR

TINKER AIR FORCE BASE 2025 AIR SHOW

1. BACKGROUND

1.1. Tinker Air Force Base will be hosting the 2025 Tinker Air Show. The event is for the Airmen, their families, and the community. Tinker has a requirement for a 4 - 5 star AND/or AAA rating Off Base hotel to accommodate the personnel participating in the Tinker Air Show.

2. REQUIREMENTS

2.1. General

2.1.1 Contractor shall provide 60 rooms per night for 3 nights, not to exceed the daily government per-diem rate for the Tinker AFB area. Lodging will be for the entire period of performance. See specification table in paragraph 2.3.

2.2 Period of Performance: 27 Jun – 30 Jun 2025.

2.3 Rooms Required: 60 rooms from 27 Jun – 30 Jun 2025 (3 bed nights) Check-in/out: 27 Jun/30 Jun.

2.3.1 The location of the lodging shall be within 3 miles of Tinker Gate, Tinker AFB, Oklahoma, 73145.

2.3.2 The facility shall guarantee rooms considering the busy events in town.

2.3.3 The facility hotel rooms will be interior door access only: no outside door access for security and safety for hotel guess.

2.3.4 Rooms will be in a non-smoking hotel or ensure that marijuana is not used in the hotel by other patrons during the time.

2.3.5 Rooms blocked at one location is preferred but not mandatory.

2.3.6 Hotel shall have at least one designated point of contact and shall provide a direct line of communication to this individual. This person shall have authority to make decisions on behalf of the hotel.

2.3.7 Hotel is clean, safe, and in a quiet location (i.e., not near railroad tracks, heavily traveled thoroughfares, heavy construction).

2.2.1 Hotel must have a phone and high-speed data connections for computer equipment. Must be Free of charged for the high-speed data connections or phone calls used for official/authorized purposes.

2.2.2 Air Crew integrity is required for jet teams, i.e., Air crew will be identified as must staying together so they are no split up between different hotels.

2.2.3 Hotel shall have staff personnel available 24 hours a day to assist with any emergency.

2.2.4 Guest shall be extended the same privileges as government personnel.

2.2.5 Names and totals reservations will be submitted to the contractor a week prior to the arrival of first attendees.

2.2.6 Hotel must take Government Visa card. Any other room service charged (food, sundry) will be responsibility of the guest.

2.3 Accountability

2.3.1 Participants shall show a valid ID at the time of check-in to obtain room assignment. Participants not possessing a current I.D. card at the time of check-in shall not be allowed to obtain a room at government expense. No one shall be allowed to get room keys for another person.

2.4 Accommodation

2.4.1 Each room shall have private bathroom/shower and bathroom amenities.

2.4.2 Individuals are not authorized lodging under this contract until such authorization is presented to the Commercial Lodging. Rooms shall be provided to only those individuals that appear on the ROOMING LIST or as provided by the government at time of award or 7 days prior to event.

2.4.3 Check in to hotel/accommodation rooms shall be not later than 14:00 and check out- not earlier than 11:00.

2.4.4 Air conditioning and heating that will provide ventilation necessary to maintain comfort. If room utilities fail for more than 30 minutes, other than the result of an area wide power outage, the Contractor shall relocate personnel to another room of the facility of equal or greater accommodations and value at no additional cost to the Government. The heating and air-conditioning units must be clean, free of mold, dust, dirt, and debris, and free of offensive odors. Heating and cooling levels shall be adjustable by the occupant of each room.

SITE DESCRIPTION: Although multiple hotels may be used; specific air crew must maintain integrity (housed together.) Other Performers may be in separate facilities, but the longest distance between any two facilities in which members are being housed cannot be greater than one (1) mile.

Each facility shall have suitable free parking available and well-lit parking for all vehicles.

3. CONTRACTOR FURNISHED ITEMS: The Contractor shall furnish the following:

3.1. Rooms:

3.1.1. Living Space: Single and double occupancy room shall contain adequate net living and sleeping areas.

3.1.2. Standards:

• All entrances doors to rooms shall have interior security locks, either deadbolt or double locking locks. Each room occupants shall be provided with a room key. All entry/exit doors shall have operational locks. All windows shall lock from the inside.

• Bathrooms shall be constructed to provide convenient sanitary facilities. Bathrooms shall contain a shower or shower/tub combination with a wash basin, a properly functioning toilet, and a mirror. Additionally, bathrooms shall have adequate lighting and grounded electrical outlets for use of electrical razors, hair dryers etc. The shower or shower/tub combination shall have shower doors or curtains. A full bathroom shall consist of a toilet, shower, and sink.

• Rooms shall be neat, clean, free from rodents, insects, in good repair, and free from fire and health hazards.

• The commercial lodging shall provide a telephone and television in the room.

• Rooms shall have adequate heating and cooling capabilities.

• CORONAVIRUS (COVID-19) MITIGATION MEASURES. The selected facility or facilities, have COVID-19 mitigation measures as part of their daily standard of operations. All areas of the hotel shall be part of this plan. Hotel employees shall follow established and updated industry measures, if customary and available, hotel guests shall be provided with the necessary guidance, and basic supplies (hand sanitizer, etc.).

• Double occupancy rooms shall have a minimum of two queen sized beds unless specified otherwise. Single occupancy rooms shall have a minimum of one King sized bed unless specified otherwise. All bedding shall be clean, in good condition and free from damage or conditions rendering it unusable.

• Reservation of rooms to include dates of service, quantities ordered, check-in/checkout times, complimentary breakfast times (if available), etc... shall be coordinated between the Contractor and the Contracting Officer’s Representative (COR). At no time shall the Contractor accept any changes that will exceed the authorized lodging rates or the terms and conditions in the contract unless authorized by the Contracting Officer.

3.1.3 Furnishing and Equipment: The list below shall be clean and in good working order. The following minimum furnishings are required:

a. (1) Lamp per desk or writing table

b. Adequate clothes storage drawers and closet space

c. Desk or writing table with chair.

d. Trash container

3.1.3.1 Additional desirable amenities:

e. Radio/Alarm Clock

f. Refrigerator and Microwave

a. Working tables and chairs

b. Restaurant within the facility

c. Refrigerators or ice machines

d. Chair, occasional

e. Operable on-site washer/dryer units for use by the occupants.

3.1.4 Assignment of Quarters/Rooms

3.1.4.1 Hotel rooms are to be held for reservation by authorized personnel for Air Show guests until 5:00 p.m. If no reservation has been made by 5:00 p.m. on that day, the hotel rooms are released for use. If a reservation has been made, the room must be held until 6:00 p.m.

to allow time for the lodger to check-in. If the lodger does not check-in or notify the hotel by 6:00 p.m. of a late arrival, the Contractor may release the reserved room for that night.

If the lodger arrives late without notifying the Contractor and the reserved room was released and provided to another client, the Contractor is authorized to lodge reserved room, as available.

3.1.4.2 Contracted rooms will be occupied only by specific individuals referred by authorized personnel. A list of Guest will be provided by time of award or 7 days prior to the event.

Designee will brief referred guests of established check-in and check-out times and procedures. Circumstance may arise where the Contractor is requested to accommodate a guest outside of these times. In this event, the Contractor will be notified before the guest is assigned to the hotel to prevent any unnecessary delay by both parties.

3.1.4.3 Single occupancy non-smoking rooms shall be provided to invited guest as specified. Single occupancy smoking allowable rooms are permissible when requested.

4. CUSTODIAL/SANITATION SERVICES: Daily custodial services shall include, but is not limited to, room cleaning, bed making, linen change (as required), adequate quantities of soap, bath towels, hand towels, sanitized drinking glasses, facial tissues, and a cloth bathmat.

5. LINEN SERVICE: Linen service shall be provided when occupancy changes. Additional blankets shall be made available if requested by occupant. All linen and blankets shall be clean, freshly laundered, without any objectionable odors, and in good repair, free from tears, rips, holes, stains, and extensive wear. Pillows shall be at least six inches thick to provide proper support.

6. ADDITIONAL DESIRABLE AMENITIES:

a. 24 hours wake up service.

b. Message Services

7. 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.

8. "DO NOT DISTURB" SIGNS: All rooms shall have such signs available. Contractor's employees shall respect them when displayed.

9. Quite Hours: Hotel shall enforce quite hours 11:00 pm – 6:00 am during which there shall be no sleep disturbing noises such as loud music or similar noises that would be disturbing to a person’s ability to sleep.

10. INFORMATION SERVICES: Customer service representatives shall be able to explain to occupant’s miscellaneous charges not covered by this PWS, i.e., telephone charges, meals, etc... or as stated in paragraph 12.5. The Contractor shall provide information on bus schedules, taxis and other local transportation, dining facilities and locations, and commercial telephone directory service.

11. FIRE NOTIFICATION: The Contractor shall ensure proper fire notification and evacuation plans are in place and evacuation procedures are accessible in rooms or common areas.

11.1. Guest Emergencies: Contractor shall contact 911 emergency medical services to respond in the event a referred guest is in an emergency of any kind. Once the emergency has ended the Contractor shall notify the Contracting Officer Representative (COR) or Contracting officer of the situation.

11.2 Wheelchair Accessibility: Rooms will be wheelchair accessible. Common areas such as hallways shall provide for accessible path of travel for wheelchairs.

11.3 Elevators: If elevators are a part of the room complex, they shall conform to the latest requirements of the American National Standard A17.1/CSA B44 Safety Code for Elevators, except for elevator emergency recall and shall be inspected and maintained in accordance with American National Standard A17.1, Inspector’s Manual for Elevators, or equivalent local code. The elevators shall also comply with local codes and ordinances.

11.4 Miscellaneous: No activity to the building and/or grounds that would cause an increase in dust, dirt or spores to be airborne (i.e., renovation to the building, movement of earth on the grounds) shall take place without the Contractor’s written notification to the Administrative Officer of the Day staff at least seven

(7) calendar days in advance of the event.

12. PRICING AND PAYMENTS

12.1 Charges for incidental products or services, including but not limited to telephone calls, internet service, movie rentals, food, Alcohol drinks, room service, pet charges, laundry or dry cleaning 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 by a cash or credit card deposit of one or more of each room’s occupants.

12.2 The Government will not be liable for damage to property caused by the negligent or intentional acts of guests occupying the rooms assigned under this contract. The Contractor shall be responsible for obtaining payment from the guests for any expenses beyond those listed in the contract.

13. ACCEPTANCE

13.1. If at any time the Government finds the lodging facilities are not in accordance with (IAW) this PWS, the Contractor shall propose a replacement within 24 hours.

13.2. The Contracting Officer is authorized to change anything in this agreement on the Government’s behalf. All issues shall be coordinated between the Contractor and the Contracting Officer (s)

13.3. CANCELLATION POLICY: In case of cancellation of the Air Show, the government shall make all room cancellations 24 hours prior to the day of scheduled check-in. Cancellations may be received by phone from the Government Rep.

13.4 The Government will only pay for rooms used (“Contracted”). The Government intends to utilize all rooms requested. However, the possibility exists that due to unforeseen circumstances a few participants may have to cancel their attendance; therefore, the Government reserves the right to cancel the reservation up to 24 hours in advance. If there is a no-show, the Government will only pay for the first night for that reservation as a cancellation fee.

13.5 In the event a guest departs prior to the scheduled check-out date, the guest or Government POC will notify the hotel. The hotel shall discontinue charging for occupancy of the room upon check-out.

14. PROJECT MANANGEMENT AND QUALITY ASSURANCE:

14.1. Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

14.2. The Contractor shall ensure the lodging accommodations provide industry standard housekeeping and maintenance services.

14.3. The Contractor shall ensure that members staying in lodging facilities cannot incur additional charges outside of the contract such as room service and pay-per-view television charges that can be charged to the room.

14.4. WORK HOURS: The Contractor shall be accessible by telephone 24/7 to respond to unforeseen circumstances that may arise such as reservations issues with individual facilities.

14.5. Combating Trafficking in Persons: The United States Government has adopted a zero- tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR

14.6. The Government reserves the right, at any time before contract award and during the terms of the contract, to inspect the rooms and all other areas of the complex to which access is necessary to ensure a safe and healthy environment for all invited guests. In addition, COR may monitor facilities, to include rooms, for cleanliness, odors, mold, and housekeeping procedures to include the upkeep of linens, towels etc.

14.7. Contractor shall provide to the Contracting Officer Representative (COR) or contracting office a report on customer service surveys to include outline of any specific issues/problems during their stay along with solutions taken to correct any issues.

15. GOVERNMENT REPRESENTATIVE. A Government Representative, the COR will coordinate administrative, logistical, and miscellaneous issues with the contractor. This representative shall not make any changes to the terms, conditions, standards, or cost of the contract. This individual has authority to provide technical direction to the contractor if the direction is within the scope of the contract, it does not constitute a change and has no funding implications.

16. POINTS OF CONTACT:

a. POCs Information will be provided in the contract award.

17. CHANGES TO CONTRACT. The only person authorized to make changes to the contract is the Contracting Officer (not the Designated Contracting Officer Representative). Failure to clear changes in contract with the Contracting Officer will result in Contractor not receiving compensation for costs incurred. Accordingly, the Contracting Officer will be notified prior to any additional services performances and a contract modification should be issue to the Contractor (changes in cost to the Government). The Contractor shall only take change orders from the Contracting Officer. Purchases or changes from unauthorized persons may result in the Contractor not receiving payment for costs incurred.

17.1 It is emphasized that only a Contracting Officer has the authority to modify the terms of the contract, therefore, in no event will any understanding, agreement, modification, change order, or other matter deviating from the terms of the basic contract between the contractor and any other person be effective or binding on the Government. When/if, in the opinion of the contractor, an effort outside the existing scope of the contract is requested, the contractor shall promptly notify the Contracting Officer in writing. No action shall be taken by the contractor under such direction unless the Contracting Officer has issued a contractual change or otherwise resolved the issue.

APPENDIX A

DEFINITIONS

1. COMMERCIAL LODGING FACILITY. A hotel or inn which provides sleeping accommodations to the traveling public.

2. PERFORMANCE WORK STATEMENT (PWS): statement of work for performance-based acquisitions that describes the required results in clear, specific and objective terms with measurable outcomes.”

3. STANDARD LODGING FACILITY. Bedrooms shall have a bed for occupant with pillow, two sheets, firm mattress, mattress pad 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 hanger space, smoke detectors, individual thermostats, telephone, note pad with pen, bathrooms with vanity, mirror, light with grounded electrical outlet, and exhaust fan/privacy outside window.

4. STANDARD LODGING FACILITY SERVICES. Vending areas, 24 hours check in/out, wake-up and message service, central TV antenna or cable TV, room identification/directory signs and smoke detectors in hallways, air conditioning, ice machines, adequate well-lit parking space 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 for storage at check out.

5. FEDERAL ACQUISITION REGULATION (FAR): is the primary regulation for use by all executive agencies in their acquisition of supplies and services with appropriate funds.

6. CONTRACTOR: A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

7. CONTRACTING OFFICER. A person with the authority to enter into, administer, or terminate contracts for the United States Government.

8. COR - DESIGNATED REPRESENTATIVE OF THE CONTRACTING OFFICER. The individual(s) designated in writing as being authorized to assign lodging, place calls, and make advance reservations for lodging.

9. QUALITY ASSURANCE: procedures to ensure that supplies and services acquired under Government contract conform to the contract’s quality and quantity requirements. Included are inspection, acceptance, warranty, and other measures associated with quality requirements.

10. SUBSCONTRACTOR: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

11. Trash/Garbage. Any non-salvageable waste material other than rocks, or dirt. The waste material includes metal, paper, glass, cardboard, floor sweepings, cartons, food waste, and similar spent materials.