SOW April ADT Lodging Puerto Rico FY24.pdf

SCOPE OF WORK

Temporary Lodging for ADT Period Puerto Rico

USCG Port Security Unit 309 Erie Industrial Park, Bldg 360

Port Clinton, OH 43452

1. Scope of Work:

a. The Coast Guard is seeking Temporary Lodging for Coast Guard personnel.

b. The period of performance; see below breakdown on 1.d.

c. Total number of nights is 135 during the period of performance.

d. Total numbers of rooms are 135 during the period of performance. We require the following room types and dates:

The following room types and dates for April 2024:

i. 135 Double occupancy rooms 25 APR 2024 – 26 APR 2024

e. The term “double occupancy room” is to be defined as a room consisting of two (2) separate and actual beds for two (2) individual adults regardless of number of occupants. Pull out beds and sofas shall not be used in substitution for an actual bed.

f. This contract shall be a Firm Fixed Price Purchase Order (FFPPO) and payment of services shall be Electronic Funds Transfer (EFT) paid by the US Coast Guard Finance Center (FINCEN). Contractor must meet the requirements in FAR 52.204-7, SAM Registration, and FAR 52.212-4 contract terms and conditions.

2. Requirements:

a. The place of performance SHALL be within 33 miles of Luquillo, Puerto Rico, 00773, though hotels outside of this distance may be considered if availability dictates.

b. All rooms shall be non-smoking rooms.

c. For operational purposes, ALL personnel shall be housed in one single hotel location preferably.

d. Multiple Hotels (no more than 2 within a 2-mile radius of each other) can be used to meet requirements but must meet the Standards of paragraph 3 below.

e. Room cancellation deadline – 24 hours before day of stay.

f. Parking charges shall be included in the price quote (if applicable); assuming all individuals on berthing list have a vehicle each.

3. Regulations and standards:

a. The contractor shall ensure that all lodging 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. Facility shall minimally meet the requirements of three diamonds for an

American Automotive Association (AAA) rating.

iii. Berthing facility room entrance shall be accessible only by internal hallway(s). The berthing 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. The berthing facilities lobby shall be manned by a front desk attendant 24 hours a day and 7 days a week. The hotel will not house members in rooms where loud noise is continuously present throughout the evening (ex. Highways, live music, construction, etc.).

4. Allowed contract charges:

a. The Government will only pay for the items requested on the purchase order itself. Payment will be made by EFT as stated in 1.c. above.

b. The Government is exempt from Federal taxes, State of California hospitality taxes, and local taxes. US Coast Guard Tax Exempt # - B239641

c. The Government will not pay for any additional charges. The following are examples of what the Government will not pay for:

i. Telephone

ii. Premium TV/Movie Service

iii. Internet Service

iv. Room Service

v. Restaurant Charges

vi. Honor Bar

vii. Laundry

5. Personally charged services:

a. Contractor shall 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 charges including:

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.

6. Invoicing:

a. Contractor shall invoice for services once reservation stay or weekly, whichever period is shorter.

b. Billing departments shall invoice as follows:

i. Direct Deposit Net 30 payment; Net 15 may be possible for Small

Business concerns, though this time period is not guaranteed.

ii. Submit invoice to payment address listed on the Purchase Order (block

18a).

iii. You will submit proper invoices associated with this award through the Invoice Processing Platform (IPP) at https://www.ipp.gov/.

iv. In the course of a Continuing Resolution, all payments are subject to the Federal Acquisition Rules and Regulations (FAR) 52.232-18:

AVAILABILITY OF FUNDS clause.

7. Room Assignment List:

a. The Authorized Personnel making reservations and/or cancellations will provide the room assignment list to the contractor five (5) Days prior to Check-In. The list will include the names of those assigned to each room, and the dates each member will be checking in and checking out. The contractor shall provide confirmation of rooms back to the authorized personnel as soon as rooms are reserved.

END

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