SOW ALA-26-001 Temporary Lodging January.pdf

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STATEMENT OF WORK (SOW)

ALA-26-001 USCG Temporary Lodging

Rev 12/16/2025

Temporary Lodging (hotels, motels, travel accommodations except for casinos) to support Reserve IDT for U.S. Coast Guard Southwest District

C.1 SCOPE

The Coast Guard (CG) is seeking Temporary Lodging (TL) to include but not limited to lodging locator and reservation services for Reserve Coast Guard personnel while performing Inactive Duty Training (IDT). The service requirements relate directly to mission essential items as identified in this Statement of Work (SOW) and provide for the highest level of service delivery performance critical to mission success.

C.2 BACKGROUND

Southwest District (D11) is comprised of California, Arizona, Nevada, and Utah, the coastal and offshore waters out over thousand miles and the offshore waters of Mexico and Central America down to South America. Coast Guard operational units are located throughout the state of California, with the District and Pacific Area headquarters located on Coast Guard Island in Alameda, California. To promote mobilization readiness and responsiveness, U.S. Coast Guard Southwest District was provided with resources and expertise to train and employ reservists operationally while maintaining readiness for surge and contingency operations within the normal confines of Inactive Duty Training (IDT).

C.3 PERIOD OF PERFORMANCE

Period of Performance January 1, 2026 - January 31, 2026

C.4 TECHNICAL REQUIREMENTS

C.4.1 LODGING SERVICES

Individual reserve members will be placed into TL during IDT drills. The number of rooms needed each month is estimated to be 100. Members are segregated by officers or enlisted, gender, and rank. Monthly stays (i.e., nights) for the population range from approximately $157 to $272.

a. All rooms shall be non-smoking, double occupancy with two separate beds (pull out couches are not acceptable as a second bed without prior approval).

i. Junior enlisted (E-6 and below) members must not share rooms with senior enlisted (E-7 and above members.

ii. Junior officers (O-4 and below) must not share rooms with senior officers (O-5 and above).

iii. Officers must not be roomed with enlisted members.

iv. Separate berthing must be made available for males and females.

v. Coast Guard Investigative Service (CGIS) agents must only be roomed with other

CGIS agents.

vi. When double occupancy berthing is not available; and in this case notify the U.S

Coast Guard Southwest District POC.

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vii. Special circumstances which require single occupancy that will be noted by the Coast Guard (i.e. operations that require adjusted rest times, lactating members).

viii. Since the USCG Reserve workforce is a manpower force multiplier for natural and manmade disasters unexpected changes to temporary lodging needs can occur as members mobilize or demobilize for contingency operations. The USCG shall not be charged for rooms not used.

ix. Current U.S. Coast Guard Southwest District -DXR Authorized Technical Representative contact information will be provided after contract award by the U.S. Coast Guard.

C.4.2 GENERAL REQUIREMENTS

a. Contractor is to provide TL.

b. The TL facility is preferred to be within five miles of the unit in order to maintain recall and operational readiness, however, may extend out to 10 miles of the unit’s address listed on attached document if appropriate TL is not available. A list of suggested TL facilities will be noted on member roster sheets each month to notify contractor of any preferences due to some drill site differences.

c. Modifications. No modifications or special requests by any person, other than the Contracting Officer shall in any manner or degree, modify or otherwise affect the terms of this contract.

d. Maintaining continuity with same TL provider per unit each month is preferred, unless not realistic or change of venue is necessary.

e. The following is a listing of USCG Units, their addresses and monthly lodging requirements based upon historical data.

a. CGD-SW, 1 Eagle Road Bldg. 50-7, Alameda, CA 94501 04 Rooms/ 03 Nights

b. Sector LA/LB, 1001 Seaside Ave. San Pedro, CA 90731 12 Rooms/ 03 Nights

c. Base LA/LB, 1001 Seaside Ave. San Pedro, CA 90731 10 Rooms/ 03 Nights

d. Station LA/LB, 1001 Seaside Ave. San Pedro, CA 90731

e. Base Alameda, 1 Eagle Road Alameda, CA 94501 05 Rooms/ 03 Nights

f. Pacific Area Strike Team, 450 Hangar Ave. Novato, CA 94949 08 Rooms/ 03 Nights

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g. Sector San Francisco, 1Yerba Buena Island San Francisco, CA 94103

h. MIFC PAC, 1 Eagle Road, Alameda, CA 94501

05 Rooms/ 03 Nights

i. Sector San Diego, 2710 N. Harbor Drive San Diego, CA 92101 20 Rooms/ 03 Nights

j. PAC 3IM, 1Eagle Road, Alameda CA, 94501 03 Rooms/ 03 Nights

k. Air Station Ventura 190 3rd Street NAS Point Mugu, CA 93042

l. Air Station San Francisco 1020 North Access Road San Francisco, CA 94128

m. Air Station Sacramento 6037 Price Avenue McClellan Park, CA 95652

C.4.3 TECHNICAL REQUIREMENTS

a. Contractor will charge the CG for the actual total amount of monthly rooms used for the nights stayed plus service fee if applicable. “Parking charges shall be included in the price quote (if applicable); assuming all individuals on berthing list have a vehicle each.” Example: Month of October required 5 rooms for 4 nights at $125/ night;

calculation would be [(5 rooms X 4 nights X $125) + service fee] = [$2,500 + service fee] = Total Charge.

b. Contractor must provide multiple points of contact in which to coordinate or resolve emergent issues associated with TL.

c. Contractor shall not exceed nightly room rates as outlined on the GSA Per Diem table for each unit’s zip code based on seasonal, locality and calendar year rates.

https://www.gsa.gov/travel/plan-book/per-diem-rates.

d. Contractor will receive a monthly manifest broken down by unit and segregated by population by the end of the first week of the previous lodging month from a Technical Representative (TR) listed within 1.p below to secure TL. Once secured, Contractor shall return completed lists within 14 calendar days with the assigned lodging location for each unit and assigned confirmation numbers of each reserve member to the CG for reference (which will include the names of persons assigned to each room and their duration of stay) by the 14th of the previous calendar month of when members will stay. Example:

TR sends manifests on April 7th for May lodging requirements to vendor and in return would receive booking information NLT May 21st from vendor.

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e. The USCG will provide recommended primary lodging for Sector San Diego that meets the requirements outlined in this SOW based upon previous lodging history. The following lodging location is considered primary for Sector San Diego, 2710 N. Harbor Drive San Diego, CA 92101:

Navy Lodge San Diego Bldg. 3526, San Diego, CA 92136

f. Each monthly manifest will serve as a working document between the TR(s) and the vendor as changes, modifications or cancellation arise until the lodging month ends.

g. Late requests will be handled and emailed/communicated separately on a case-by-case basis. The Contractor shall work with the CG on late requests to see if berthing with an otherwise single occupied room is feasible.

h. Contractor will afford the CG a window for cancellation of three business days prior to actual check-in date.

i. Contractor will provide monthly reports of those members with a reservation that did not use their stay (i.e., “no shows”).

j. Reserve members not the CG, are responsible for charges stemming from items listed in section C.6.b.

C.4.4 MINIMUM STANDARDS.

a. The contractor shall ensure that all TL facilities provided shall meet the following standards:

i. Meet the Hotel and Motel Fire Safety Act of 1990 (PL101-391) and be listed on the

Hotel-Motel Master list.

ii. TL facility will at minimum meet the requirements of three stars for a Mobile Travel Guide rating, three diamonds for an American Automotive Association (AAA) rating, or Cranley Rating Level six (6).

iii. TL facility room entrance shall be accessible only by internal hallway(s). The TL facilities internal hallways(s) shall have locked exterior doors, accessible by key-holding facility guests only. Internal hallway(s) shall be accessible by the berthing facilities lobby. A front desk attendant shall man the berthing facilities lobby 24 hours a day and 7 days a week.

iv. TL facility shall be in a low crime area and adhere to all the above requirements.

C.5 ALLOWED CONTRACT CHARGES

a. The Government will only pay for the items requested on the Task order itself.

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b. The Government is exempt from Federal and State taxes within California including hospitality taxes, and local taxes.

C.6 PERSONALLY CHARGED SERVICES

a. Contractor will make sure alternate arrangements have been made for any charges other than that of the room charge in Contract Line-Item Numbers.

b. Individual Coast Guard members will be solely responsible for any other valid charge(s) including but not limited to:

i. Telephone

ii. Premium TV/Movie Service

iii. Internet Service

iv. Room Service

v. Restaurant Charges

vi. Honor Bar

vii. Laundry

viii. Any other charges that can be charged to room accounts

ix. Free Parking

x. Gratuities

C.7 MISCELLANEOUS CHARGES/DAMAGES

The Government/U.S. Coast Guard will not be responsible for any miscellaneous charges incurred by individual occupants that are not covered by the contract. Individual USCG member will be responsible for damages to the facility. Individual members will reimburse the contractor for reasonable cost to repair damages. Damages shall be reported in writing to the Contracting Officer Representative.

C.8 SAFETY

The Contractor shall remove all debris, ice and/or snow and any other potential hazards from the steps, sidewalks and parking lot(s) of the lodging facility and other buildings needed by the USCG.

C.9 CONTRACTOR PERSONNEL REQUIREMENTS

The Contractor shall provide staff with the necessary management expertise to assure the performance of the services required.

C.10 CONTRACTING OFFICER’S REPRESENTATIVE

The Government will provide a COR who will be identified by a separate letter. The COR monitors all technical aspects of the contract and assists in contract administration.