Quote_Sheet_Groton_Ct_Hotel.doc

FROM:Aimee Maciejewski @ PNS – CONTRACTING DIVISION, CODE 410, PORTSMOUTH,NH.

N39040-14-p-0208 Offers close at: 2:00 PM ET on Monday, 19 May 2014.

Emailed offers WILL be accepted.

Fill in the following: (OFFEROR INFORMATION)

COMPANY NAME: __________________________

BUS SIZE: Small / Large (circle)

ADDRESS: _________________________________

CAGE: ____________________

CITY,ST: ___________________________________

TIN: ______________________

TEL/FAX: __________________________________

DUNS: ____________________

POC/GM: ___________________________________

Item 0001 (Efficiency)

PRICE PER ROOM DAY: $_______________

Efficiency Rooms

Check Out Date: 8/1/14 Item 0001

Total # of Rm Dys: 246 Rm Days

LOT #1

Item 0002 (Standard)

PRICE PER ROOM DAY: $_______________

Standard Rooms

Check out Date: 7/31/14

Total # of Rm Dys: 556

LOT #2

Period of Performance: 30 June 2014 through 1 August 2014.

Note: Current lodging per diem rate from 1 January 2013 through 31 December 2013 is $97.00 a day. Any offers received must be equal to or less than the per diem rate to be considered for an award. All properties to be considered must be approved via a site inspection by this activity. Awards will be made in the best interest of the government.

SECTION C - DESCRIPTION/SPECIFICATIONS

SPECIFICATIONS FOR STANDARD HOTEL ROOMS

NOTE: MANAGEMENT GROUPS OFFERING QUOTATIONS MUST PROVIDE THE NAME(S) OF THE PROPERTY OR PROPERTIES THAT WILL BE UTILIZED IN ANY FORTHCOMING AWARD(S). EMPLOYEES ASSIGNED TO ROOMS IN A PROPERTY ARE EXPECTED TO BE ABLE TO STAY IN THE ROOMS ASSIGNED FOR THE DURATION OF THEIR STAY. THE ONLY EXCEPTION WOULD BE IF THERE IS A PHYSICAL PROBLEM WITH THE ROOM (BROKEN PLUMBING, HEATING, A/C, ETC) THAT CANNOT OTHERWISE BE REMEDIED WITHOUT MOVING THE GUEST TO ANOTHER ROOM WITH THE SAME PROPERTY.

FOR EFFICIENCY LODGING UNITS – LOT #1

C.1. Minimum size of living area is 300 square feet, excluding the bathroom/ facilities area, balconies and closets.

C.2. Smoking and non-smoking rooms must be available. If no smoking rooms are available or it is a no smoking property a designated smoking area must be provided in close proximity which provides protection from inclement weather.

C.3. Maid/housekeeping service on a regular basis in accordance with the property’s housekeeping policies (to be at a minimum of weekly). Cleaning supplies to be provided in each room. (at minimum broom, mop, and dust pan)

C.4. Room must have a clean, sanitary odor and be free of insects, dirt and debris. Rooms must be dusted in accordance with the housekeeping schedule.

C.5. Flooring must be in good condition with minimal wear/tear and free of damage (cracks, breaks, stains, etc.) which is free of dirt/debris. If carpeted, must be shampooed at least every two months or less and vacuumed weekly by housekeeping services.

C.6. Room shall not be exposed to excessive noise (i.e. air traffic, highways (bus and trucks), construction, excess foot traffic, proximity to industrial areas, etc. which could cause disruption of sleep.

C.7. Minimum furnishings are one double bed, two pillows, one blanket, one bedspread, one full dresser with a minimum of (3) drawers, capable of storing approximately ten days-worth of clothes. Room to include one comfortable chair, not to be construed as a dining chair, but for television viewing and comfort, closet or clothes hanging space with hangers, a table or desk suitable for writing, adequate lighting such as one large overhead light and a table lamp.

C.8. Private bath with shower, tub, toilet and sink. A shelf/shelves or counter space for toiletries and continuous hot water with adequate pressure (20 – 30 psi). Bathroom walls and floor and ceiling must be free of damage (cracks, breaks, mold, mildew, iron stains, etc.), sinks and tubs to be free of cracks, rust, etc. in the porcelain and the surrounding area. Bathtub to have anti-slip tub/mats. The bathroom must contain one grounded outlet to be located in the sink area.

C.9. One twenty five (25) inch or better color tv with free basic cable and remote control, in operating condition.

C.10. All efficiency rooms occupied by PNS personnel require a separate kitchen area that contains, at a minimum a microwave, coffee maker, refrigerator ( not less than 4 cu ft. with separate freeze) stove with two burners (minimum) with a self-cleaning oven or an extra-large capacity counter top convection oven with bake/broil capabilities; pots, pans, dinnerware and utensils. A separate sink for “kitchen” purposes other than the sink for the bathroom/facilities.

C.11. All rooms require independently occupant controlled air conditioning and heat units in good working order available year round. All units must be securely attached to the wall, floor, etc., units must be clean, electrically safe and inspected on a regular basis. If it’s a wall unit there should be no draft/gap in the surrounding area. Fan noise shall not be excessively noisy when the unit is operating.

C.12. Entry door shall have a chain lock/dead bolt which must be securely fastened to the wall/door frame, and door shall be gap free. All windows shall have working security locks.

C.13. Minimum weekly change of linen and upon each change of occupancy, whichever comes first. To include laundering of bedspreads and blankets upon each change of occupancy.

C.14. Weekly change of towels (clean towels provided to include but not limited to: 4 bath towels, 4 hand towels and 4 face cloths)

C.15. Twenty-four (24) hour telephone service with local calls free of charge. Desk must have an answering system or service to relay telephone messages to PNS personnel. Room must have internet access available but not necessarily provided by the hotel.

C.16. Daily mail service.

C.17. Laundromat services (washers and dryers) on premises or within a ¼ mile walking distance.

C.18. Ice machine on premises in operating condition or ability to make ice

C.19 On site free parking area for cars that is adequate, lighted, and safe for PNS personnel.

C.20. Full service restaurant, food court (within ½ mile walking distance) and continental breakfast, if available.

C.21. All rooms require a smoke detector/sprinkler system in operating condition. A current fire inspection certificate must be posted. In accordance with PL 101-391 all properties must be equipped with: hard-wired, single-station smoke detectors in each guestroom in accordance with the National Fire Protection Association (NFPA) Standard 74 and an automatic sprinkler system, with a sprinkler head in each guest room in compliance with NHPA Standards 13 or 13r. Properties three stories or lower in height are exempt from the sprinkler requirement.

C.22. All electrical outlets to be in place and firmly attached to the wall. A minimum of three grounded outlets and no use of extension cords to prevent hazardous safety/fire conditions. All electrical outlets within 3 feet of a water source to be GFI Outlets.

C.23 PNS employees are assigned one per room and afforded access to all lodging facilities as regular guests to include but not limited to gyms, pools, restaurants, lounges, etc. PNS employees to be provided all accommodations as offered to the general public to include continental breakfast, coffee, etc. .

C.24. Check in time must be no later than 11:00 am. Arrivals may be staggered. Arrangements for 24-hour check in must be available if requested one day in advance.

C.25. All rooms shall be essentially identical. No gratuities in the form of room upgrades will be permitted. If an overbooking by a hotel occurs, upgrades are allowed on a temporary basis.

C.26. Contract is sales tax exempt; number is 02-83-0038k.

C.27. Term of contract in no way will be altered without concurrence of Code 410, Portsmouth Naval Shipyard, with appropriate modification to the contract

C.28. Worksite: SUB BASE NEW LONDON, GROTON, CT C.29. Location of the lodging must be within 20 miles traveling the main routes to the front entrance of SUB BASE NEW LONDON, 1 CRYSTAL LAKE ROAD, GROTON, CT.

FOR STANDARD LODGING UNITS – LOT #2

C.1.

Minimum size of living area is 250 square feet excluding the bathroom/facilities area, balconies and closets

C.2.

Smoking and non-smoking rooms must be available. If no smoking rooms are available or it is a no smoking property a designated smoking area must be provided in close proximity which provides protection from inclement weather.

C.3.

Room must have a clean, sanitary odor and be free of insects, dirt and debris. Rooms must be dusted in accordance with the housekeeping schedule.

C.4.

Flooring must be in good condition with minimal wear/tear and free of damage (cracks, breaks, stains, etc.) which is free of dirt/debris. If carpeted, must be shampooed at least every two months or less and vacuumed weekly by housekeeping services.

C.5.

Room shall not be exposed to excessive noise (i.e. air traffic, highways (bus and trucks), construction, excess foot traffic, proximity to industrial areas, etc. which could cause disruption of sleep.

C.6.

Minimum furnishings are one double bed, two pillows, one blanket, one bedspread, one full dresser with a minimum of (3) drawers capable of storing approximately ten days-worth of clothes. Room to include one comfortable chair, not to be construed as a dining chair, but for television viewing and comfort, closet or clothes hanging space with hangers, a table or desk suitable for writing, adequate lighting such as one large overhead light and a table lamp.

C.7.

Private bath with shower, tub, toilet and sink. Must have a shelf/shelves or counter space for toiletries and continuous hot water with adequate pressure (20 – 30 psi). Bathroom walls and floor and ceiling must be free of damage (cracks, breaks, mold, mildew, iron stains, etc.), sinks and tubs to be free of cracks, rust, etc. in the porcelain and the surrounding area. Bathtub to have anti-slip tub/mats. The bathroom must contain one grounded outlet to be located in the sink area.

C.8.

One twenty-five (25) inch or better color tv with free basic cable and remote control, in operating condition.

C.9.

All rooms occupied by PNS personnel require as a minimum a microwave, coffee maker, and two-door refrigerator, not less than 3.2 cu ft. with separate freezer.

C.10.

All rooms require independently occupant controlled air conditioning and heat units in good working order available year round. All units must be securely attached to the wall, floor, etc., units must be clean, electrically safe and inspected on a regular basis. If it’s a wall unit there should be no draft/gap in the surrounding area. Fan noise shall not be excessively noisy when the unit is operating.

C.11.

Entry door shall have a chain lock/dead bolt which must be securely fastened to the wall/door frame, and door shall be gap free. All windows shall have working security locks.

C.12.

Minimum change of linen two times per week and upon each change of occupancy, whichever comes first. To include laundering of bedspreads and blankets on a weekly basis or upon each change of occupancy.

C.13.

Daily towels (clean towels provided to include but not limited to: 4 bath towels, 4 hand towels and 4 face cloths) and maid/housekeeping service on a regular basis in accordance with the property’s housekeeping policies.

C.14.

Twenty-four (24) hour telephone service with local calls free of charge. Desk must have an answering system or service to relay telephone messages to PNS personnel.

C.15.

Daily mail service.

C.16.

Laundry service (washers and dryers) available on premises or within a ¼ mile walking distance.

C.17.

Ice machine on premises in operating condition.

C.18.

On site free parking area for cars that is adequate, lighted, and safe for PNS personnel.

C.19.

Full service restaurant, food court (within ½ mile walking distance) and continental breakfast, if available.

C.20.

A current fire inspection certificate must be posted. In accordance with PL 101-391 all properties must be equipped with: hard-wired, single-station smoke detectors in each guestroom in accordance with the national fire protection association (NFPA) Standard 74 and an automatic sprinkler system, with a sprinkler head in each guest room in compliance with NFPA Standards 13 or 13r properties three stories or lower in height are exempt from the sprinkler requirement.

C.21.

All electrical outlets to be in place and firmly attached to the wall. A minimum of three grounded outlets and no use of extension cords to prevent hazardous safety/fire conditions. All electrical outlets within 3 feet of a water source to be GFI outlets.

C.22.

PNS employees are assigned one per room and afforded access to all hotel facilities as regular guests to include but not limited to gyms, pools, restaurants, lounges, etc. PNS employees to be provided all accommodations as offered to the general public to include continental breakfast, coffee, etc.

C.23.

Check in time must be no later than 11:00 am. Arrivals may be staggered. Arrangements for 24-hour check in must be available if requested one day in advance.

C.24.

All rooms shall be essentially identical. No gratuities in the form of room upgrades will be permitted. If an overbooking by a hotel occurs, upgrades are allowed on a temporary basis.

C.25.

Contract is sales tax exempt; number is 02-83-0038k.

C.26.

Term of contract in no way will be altered without concurrence of Code 410, Portsmouth Naval Shipyard, with appropriate modification to the contract

C.27.

Worksite: SUB BASE NEW LONDON, GROTON, CT C.28.

Location of the motel must be within 20 miles traveling the main routes to the front entrance of SUB BASE NEW LONDON, 1 CRYSTAL LAKE ROAD, GROTON, CT.

SECTION E - INSPECTION AND ACCEPTANCE

E.1 Inspection and acceptance of the room will be done by the contract specialist or administrator (if required).

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 Invoices will be paid upon receipt. All lodging contracts are net 30 days.

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 Invoices will be verified by the administrator. Invoices shall be prepared and submitted via (1) original copy. Invoices shall contain the following info: contract number, date, description, breakdown of the daily schedule (date, number of rooms per day, price per room, amount for the individual day, payment terms and company name). Final invoices must be marked as such in bold print. Invoice letterhead, billing name, etc., must match block 17a of page 1.

H.2 The PNS administrator reserves the right to “sell back” rooms not being utilized by PNS personnel within 48 hours advanced notice to the contracted motel. The contracted hotel cannot utilize these rooms with other customers other than PNS personnel if the government is paying for them. The contracted hotel will be required to provide room numbers and room keys to the PNS administrator in the event of vacant rooms being paid for by the government. The contracted hotel must make it known to the PNS administrator when vacant rooms are available under contract, prior to accepting additional room days.

H.3 Do not invoice for additional rooms until modifications have been signed and returned to code 612.6. Invoices must match individual modifications.

H.4 Invoices will be forwarded by the PNS administrator for payment to the disbursing officer utilizing the Wide Area Work Flow (WAWF) process. Invoices will be paid on a monthly basis. Payment terms net 30 days. To get registered and trained in WAWF go to: https:wawftraining.com. See DFARS Clause 252.232-7003 electronic submission of payment requests (May 2006) for additional info.

H.5 Vendor will maintain for 3 years after final payment, backup data to their invoices which will include on a daily basis: date, employees name and room number, number of contracted rooms not occupied with room number and total house occupancy. The vendor shall also maintain original night audit reports, original folio’s of all hotel registrants during the contract time period, original guest ledgers including daily room revenue reports and financial reports to support daily revenue.

H.6 Portsmouth candidates assigned to each hotel are responsible for all expenses incurred beyond the scope of the contract, i.e., long distance phone calls, room service, damages, pets and dependents. The Government is responsible for the accommodations of the PNS employee only. Should the hotel agree to provide additional services, the basis thereof and charges for such services are strictly between the hotel and the PNS candidates.

Thank you, Aimee Maciejewski Contract Specialist

Authorized signature: ___________________________________ Date: _____________________

Valid email address:_______________________________________________