SOW - 182d Wing RSD Lodging.pdf

STATEMENT OF WORK (SOW)

182d Airlift Wing Regularly Scheduled Drill (RSD) Lodging

DATE: 26 March 2026

I. DESCRIPTION OF SERVICES

1. Introduction/Description. This is a Blanket Purchase Agreement (BPA) to provide lodging for members of the 182d Airlift Wing (182 AW) and tenant units as defined in this Statement of Work (SOW).

1.1 Background. The 182 AW provides lodging for members residing outside of the local commuting distance participating in or supporting Regularly Scheduled Drills (RSDs).

1.2 Objective. To establish a BPA to provide lodging for members of the 182 AW and additional personnel participating in or supporting RSDs.

1.3 Scope of Work. The Contractor (KTR) shall provide all personnel, supervision, facilities, and services necessary to provide lodging for the members of the 182 AW and tenant units as defined in this SOW. The KTR shall perform and provide the requirements, conform to the professional standards, and follow all applicable instructions and directives as identified by this SOW. Contractor tasks such as providing rooms and related services for 182 AW and other personnel as designated, participating in or supporting weekend RSDs are detailed in paragraph three (3) of this SOW.

2. Program Site. The Base Lodging Office is located at the 182 AW, 2416 S. Falcon Blvd., Peoria, IL 61607.

3. Operational Requirements and Specific Tasks. The KTR shall provide all applicable facilities, equipment, and properties necessary to fully satisfy this agreement. Operational requirements and specific tasks shall include:

3.1 Reservations. Contractor shall accept reservations 24 hours a day, 7 days a week, on a first-come, first-serve basis. All reservations will be made by the individual Air National Guard member but secured through this BPA via the 182AW Contracting Office with the 182nd Airlift Wing Lodging Office coordination. The Government shall only be charged for the rooms utilized on the BPA Calls. The hotel shall contact the Contracting Officer’s Representative (COR) for any member not utilizing the room that has been assigned. Members will not change rooms at the hotel. The hotel shall forward any requests to the Contracting Office. All reservations shall be made as guaranteed late arrival rooms. The 182 MSC will forward a list identifying each person authorized lodging. Contractor may designate single rooms in lieu of double rooms at no additional cost, if no doubles are available.

3.2 Room Assignments. Male and female guests shall not share rooms. Married couples will not automatically be roomed together; this request is desired but not mandatory. Officer and Enlisted guests shall not share rooms.

3.3 Parking. Hotel shall have adequate, secure, and lighted designated parking facilities available onsite with a separate passenger and baggage unloading/loading area. All facility parking areas shall be well marked, cleaned, and kept free of debris.

3.4 Room Check-in Procedures. The front desk shall be staffed 24 hours a day. This individual shall be available in the reception area(s) on RSD weekends to assist with peak check-in and check-out periods for unit-assigned members and to facilitate resolution of RSD lodging issues. Check-in shall be completed as promptly as possible. Normal check-in time should be 4:00 pm. If guest rooms are available earlier, check-in should be allowed. Front desk agents shall ask to see military identification to verify eligibility. All lodging guests shall be required to provide a personal method of payment at check-in to cover incidental charges. All guests shall be reminded lodging is only authorized to pay for room nights and hotel tax. All unpaid incidental charges shall be charged to their personal method of payment. Payment for personal charges (e.g.

telephone, in-room resale items, late check-out fees, etc.) is the responsibility of the member. At check-in, confirm the departure date and check-out time. Contractor shall provide secure luggage storage for guests arriving before the normal check-in time. Provide guest with a receipt for each item stored. Luggage carts shall be provided when feasible. Pets are not authorized to stay with members.

3.5 Cancellations. All cancellations will be processed through the Contracting Office or the COR. The Contracting Office or COR will contact the hotel no later than 1300 on the day of the arrival. The Contractor shall turn away any individual that arrives without a reservation number.

Every attempt will be made to contact the hotel within 24 hours of any weather emergency or other national emergency cancellations.

3.6 No Shows. The KTR shall provide a list of no-shows to the 182 MSC NLT 11:00 am the day after occurrence. The Base Lodging Office will follow up with noted individuals and will advise 182 MSC of their lodging status. 182 MSC will notify the KTR if the individual will occupy lodging any additional nights. The Government will be responsible for, and guarantee payment of rooms reserved but not used.

3.7 Room Cleaning. Guests shall have a clean, comfortable room that affords them a good night’s rest. Employees shall provide guests with friendly, prompt, and professional service.

Requests for towels or other housekeeping supplies shall be fulfilled as soon as possible, but not later than 30 minutes after the request during normal working hours; after normal duty hours, requests shall be made available at the front desk. Rooms under this agreement shall be provided with daily housekeeping services (unless declined by guest), to include but not limited to replenishing towels, vacuuming carpet, cleaning/sanitizing toilets, replenishing soap, and one clean drinking glass per occupant. Bed linens shall be made up on a daily basis. Bed linens shall be changed out completely at a minimum of once weekly per stay, or anytime person(s) check out of the room. In addition to full room and common area cleaning, deep cleaning and preventative maintenance checks shall be accomplished not less than quarterly.

3.8 Room Descriptions. Rooms shall be cooled by air conditioning and adequately heated with individual temperature controls in each room. All rooms shall be clean and free of rodents, insects, mold, and other unreasonable allergens. All rooms shall be in good order and without fire, safety, and health hazards. Each room shall contain a minimum of one (1) color television in good working order at least 32 inches in size, dresser or closet to accommodate no less than two drawers per occupant, and one alarm clock. Double rooms shall consist of a minimum of two double (preferably queen) sized beds outfitted with all necessary linens, blankets, and pillows.

Single rooms shall consist of a minimum of one queen (preferably king) sized bed outfitted with all necessary linens, blankets, and pillows.

All rooms shall have a private bathroom with a fully functioning tub and/or shower, toilet, and sink in good, operational condition. Hook and/or racks shall be provided as well as adequate shelf/counter space for toiletries on or near the sink. A large mirror (minimum 18” x 30”) with ample light for shaving/make-up shall be provided over the sink. There shall be a GFI electrical outlet convenient to the mirror. All fixtures shall be in good repair. Fixtures that control the flow of water shall not be cracked or leaking and shall operate properly to maintain a constant and adequate flow of water without sudden surges or temperature changes. Hot water provided by the facility shall be adequate for the maximum number of guests. The bathroom shall have proper ventilation. The bathroom floor shall be in good condition. Grout, tile, and linoleum shall be in good condition, maintained properly, and be free of major tears or excessive staining. Toiletries such as bath soap, toilet tissue, facial tissue, bath towels, hand towels, washcloths, shall be provided.

3.9 Lost and Found. Contractor shall have efficient operating procedures for the effective handling and return of lost-and-found items to include storing items in a secure area. Hotel staff shall maintain a log in accordance with (IAW) hotel operating procedures. Every attempt should be made to contact departed guests as soon as possible regarding their belongings. Contractor may also contact the 182 MSC at (309) 633-6239 or (309) 633-5707 or by email addresses provided after BPA award.

3.10 Room Check-out Procedures. Military members will show their military I.D. card at the time of check-in to obtain the Government rate. Personnel not possessing a current, valid military I.D. card at the time of check-in shall not be allowed to obtain a room at government expense. The Designated Representative will provide a current Reservation Listing on a monthly basis to the Contracting Office and the Contractor. The Reservation Listing is a current list of all personnel requesting a room at Government expense. If an individual is not listed on the Reservation Listing, then they shall not be provided a room.

If the hotel makes the decision to provide an individual with a room without checking with the Contracting Office, then the Hotel shall be responsible for the room charges for that individual. No one shall be allowed to get room keys for another person.

3.11 Sign in Roster: The member must sign the current Sign in Roster (provided by the Base Lodging Office). This roster is what the Government uses to determine if the authorized individuals utilized a room. The Base Lodging Office will also provide a current Billeting Authorization Listing. This roster will be provided on a continual basis and is a current list of all personnel eligible for a room at Government expense. If an individual is not listed on the Billeting Authorization Listing, only the Base Services Office can provide authorization at the Government expense. No one shall be allowed to get room keys for another person. The Sign in Roster and Billeting Authorization Listing will be emailed to the Base Lodging Office and Base Contracting Office on or about the 25th of each month.

3.12 Billing Procedures.

a. A summary invoice shall be submitted at least monthly or upon expiration of this BPA, whichever occurs first, for all deliveries/services provided during a billing period (ending on the 25th of each month). Summary invoices should be a complete listing or master folio for the billing period. The hotel shall provide an individual invoice via an individual folio as requested by the Contracting Officer. The individual folio should show the member’s name, their roommate if applicable and all charges to include the member’s personal charges. This information is needed for prompt payment. The Base Contracting Office or COR has been designated as the offices authorized to reconcile and submit invoices for payment. Payment will be made using the Base Contracting Office Lodging In Kind (LIK) GPC credit card.

b. The Base Lodging Office will coordinate with the hotel staff regarding which Air National Guard Members are authorized to stay in the hotel at the Government’s expense via an online reservation system. Once notified by the Base Lodging Office that a member was not authorized a room at the Government’s expense, the hotel will charge the individual member’s credit card to receive payment for services.

3.13 Non-smoking Policy. ALL rooms shall be reserved as non-smoking. Contractor front desk personnel shall inform guests of this policy when checking-in. When smoking does occur in a non-smoking guest room, an efficient ionizer or deodorizer shall be used to clean the room and rid it of as much smoke residue as possible. Contractor is authorized to charge the guest (one time per stay) for cleaning services if the guest is informed of this policy at check-in.

4. Normal Hours of Operation. Contractor shall have personnel available to assist with lodging matters 24 hours a day during RSD weekends.

5. Sanitation Requirements. Contractor shall comply with Federal, State, and Local sanitation laws and regulations.

6. Contractor Personnel.

6.1 Management. The KTR shall provide a full-time BPA Coordinator/Point of Contact (POC) who shall be responsible for the performance of the work. The name of this person and alternate(s) who shall act for the KTR when the manager is absent, shall be designated in writing to the KO. The BPA Coordinator/POC and alternate(s) shall have full authority to act for the KTR on all matters relating to daily operation of this agreement. The BPA Coordinator/POC and alternate(s) shall be able to read, write, speak, and understand English. The position(s) shall at no time be vacant. The KTR shall also supply the 182 MSC with email(s) and telephone number(s) of the BPA Coordinator/POC and alternate(s) to be used in case of an emergency.

6.2 Front Desk Personnel. At least one front desk staff member shall be in the immediate vicinity of the front desk at all times. The KTR shall not employ off-duty quality assurance personnel nor any person who is an employee of the U.S. Government if the employment of that person would create a conflict of interest, nor shall the KTR employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval in accordance with the Joint Ethics Regulation (JER). The KTR shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies in DAFI 64- 106.

6.3 Third Party Contracts. No third-party contracts shall be utilized. The Government intends to work directly with each BPA holder to ensure timely communication between the KTR and Government.

II. GOVERNMENT FURNISHED ITEMS/DELIVERABLES

1. The Government will not provide any equipment, facilities, labor, or services for this requirement.

2. The Government will provide all necessary applicable documents to any Contractor awarded a BPA (i.e. Known RSD lodging dates, Designated KOs authorized to issue calls against the BPA, etc.)

III. CONTRACTOR FURNISHED ITEMS AND SERVICES.

1. The KTR shall provide all applicable facilities, equipment, and properties necessary to fully satisfy this agreement not listed under Part II as Government furnished.

1.1 Property. All property provided shall meet all fire protection, safety, and sanitation requirements of the local and state government. In addition, properties shall be available for inspection by military personnel coordinated with the Base Lodging Office within 24 hours’ notice.

IV. GENERAL INFORMATION

1. 182 AW Policies. The Wing Commander reserves the right to refuse service to any guest for cause. This responsibility may be delegated to the Base Lodging Office.

2. Training. The KTR shall provide necessary training to employees, maintain records of all training on-site, and have them available for Government review. Additional training may become necessary during the contract period.

3. Security Requirements.

3.1 Guest Security. Guest safety and security is of the utmost importance. The staff shall not give a guest’s room number or personal information to others over the phone or in person unless the person is authorized to acquire information.

3.1.1 Key control procedures shall be implemented to ensure security. Place the key(s) in a small envelope to conceal the room number.

3.2 Do not issue replacement keys to guests without positive identification confirming guest is assigned to the particular room.

3.2.1 Compliance with local and state regulations concerning Fire, Safety, Public Health, Security requirements, and Occupational Safety and Health Administration (OSHA) Standards is mandatory. Inspections will be conducted by 182 AW personnel prior to BPA award and will be conducted periodically throughout the term of the agreement to determine compliance with applicable requirements. Non-compliance with any inspection item will require correction prior to further BPA orders/calls being placed.

3.2.2 Compliance with federal, state, and local regulations along with company policy concerning the use of alcohol and/or illegal substances by KTR employees while on duty shall be enforced. This also applies to KTR employees caught in possession of illegal narcotics, paraphernalia, or weapons. Actions taken against KTR employees does not relieve the KTR from total performance of the agreement tasks specified herein.

4. Hotel Location. BPA hotels shall be no more than 20 miles from the 182d Airlift Wing, 2416 S Falcon Blvd., Peoria, IL 61607.

5. Hotel Inspection. BPA hotels understand and consent the 182 AW Base Services, Public Health, Safety, Fire, and Contracting offices will inspect the BPA hotel at least annually but may inspect the BPA hotel at any time during the agreement period.

6. Room Rates. Room rates shall be priced on a per night basis for occupancy types to include allowable hotel taxes. Room rates shall be billed as per the terms and conditions of the solicitation and pursuant awarded BPA and shall not exceed the current Government Per Diem rate. Initial rates shall be valid for 1 year from the issuance of the BPA. At the expiration of this time period, the Government may contact the KTR to renew a price list for the follow-on year of the agreement period. Contractor shall not terminate the reservation in order to place private customers in rooms in order to receive a higher hotel rate. Such practice may result in termination of BPA.

7. Acts Of Nature. The KTR shall use reasonable diligence to provide a regular and uninterrupted supply of service, but shall not be liable for damages, breach of contract or otherwise, to the Government for failure, suspension, diminution, or other variations of service occasioned by or consequence of any cause beyond the control of the KTR. If any such failure, suspension, diminution, or other variation of service shall aggregate more than 48 hours during any billing period hereunder, an equitable adjustment shall be made in the monthly billing specified in this agreement for orders/calls. Contractor shall notify the 182 MSC immediately of any such occurrence. Contractor shall also provide information concerning the impact on availability of services.

8. SYSTEM FOR AWARD MANAGEMENT (SAM). Contractors must be registered in SAM in order to conduct business with the Government. To register, go to https://SAM.gov.

Instructions for registering are on the web page (there is no fee for registration). Registration https://sam.gov/ must be kept current by renewing annually. Contractor shall provide their Unique Entity Identifier (UEI), CAGE code, and Federal Tax ID number with their quote. For assistance establishing UEI/CAGE code or SAM.gov registration, the contracting office will provide contact information to the local APEX Accelerator office, formerly known as the Procurement Technical Assistance Center (PTAC). This resource provides free and one-on-one counseling to help businesses with necessary registrations and certifications required to compete for government contracts.

V. DEFINITIONS AND ACRONYMS

1. Definitions & Acronyms

1.1 Definitions

Base Lodging Office - Office responsible for providing 182 MSC with lodging requests for each RSD. This office is also responsible for enforcing policies set forth in 182d Airlift Wing Supplement, AFI 34-135, Air Force Lodging Program.

Blanket Purchase Agreement (BPA) - A simplified method of filling anticipated needs for supplies or services.

Contracting Officer (KO) - A person who can bind the Federal Government to a contract.

Contracting Officers hold a warrant that allows them to negotiate on behalf of the Government.

Only KOs may execute, modify, or terminate a contract.

1.2 Acronyms

AW Airlift Wing

BPA Blanket Purchase Agreement

CAGE Commercial and Government Entity

COR Contracting Officer’s Representative

DAFI Department of Air Force Instruction

DFARS Defense Federal Acquisition Regulation Supplement

GPC Government Purchase Card

IAW In Accordance With

KO Contracting Officer

KTR Contractor

MSC Mission Support Contracting

PIEE Procurement Integrated Enterprise Environment

POC Point of Contact

RSD Regularly Scheduled Drill

SAM System for Award Management

SOW Statement of Work

UEI Unique Entity ID

WAWF Wide Area Workflow