SOW Sep FY23 - Feb FY24 IDT North Carolina Berthing (a).pdf

SCOPE OF WORK

Temporary Lodging for Reserve IDT September FY23 – February 2024

71105PR230000260

North Carolina IDT Berthing

1. Scope of Work (IDT):

a. Temporary Lodging for Coast Guard personnel.

b. Period of performance – 01 Sept FY23 – 29 Feb FY24 (actual dates below). Coast Guard Units:

c. Total number of nights – 144 (Wilmington & Wrightsville, NC) (1Hotel can work in the middle of the two locations)

d. Total number of nights – 96 (Beaufort NC near Atlantic Beach, NC)

e. Total number of nights – 60 (Oak Island, NC)

f. Total number of rooms are 300 during the period of performance.

The following room types and dates for Sept 2023-Feb 2024 Wilmington, NC:

➢ 12 double occupancy rooms Sept 15, 2023 (Check in) - Sept 17, 2023 (Check out)

➢ 12 double occupancy rooms Oct 13, 2023 (Check in) - Oct 15, 2023 (Check out)

➢ 12 double occupancy rooms Nov 17, 2023 (Check in) - Nov 19, 2023 (Check out)

➢ 12 double occupancy rooms Dec 8, 2023 (Check in) - Dec 10, 2023 (Check out)

➢ 12 double occupancy rooms Jan 12, 2024 (Check in) - Jan 14, 2024 (Check out)

➢ 12 double occupancy rooms Feb 9, 2024 (Check in) - Feb 11, 2024 (Check out)

The following room types and dates for Sept 2023-Feb 2024 Atlantic Beach, NC:

➢ 08 double occupancy rooms Sept 15, 2023 (Check in) - Sept 17, 2023 (Check out)

➢ 08 double occupancy rooms Oct 13, 2023 (Check in) - Oct 15, 2023 (Check out)

➢ 08 double occupancy rooms Nov 17, 2023 (Check in) - Nov 19, 2023 (Check out)

➢ 08 double occupancy rooms Dec 8, 2023 (Check in) - Dec 10, 2023 (Check out)

➢ 08 double occupancy rooms Jan 12, 2024 (Check in) - Jan 14, 2024 (Check out)

➢ 08 double occupancy rooms Feb 9, 2024 (Check in) - Feb 11, 2024 (Check out)

The following room types and dates for Sept 2023- Feb 2024 Oak Island, NC:

➢ 05 double occupancy rooms Sept 15, 2023 (Check in) - Sept 17, 2023 (Check out)

➢ 05 double occupancy rooms Oct 13, 2023 (Check in) - Oct 15, 2023 (Check out)

➢ 05 double occupancy rooms Nov 17, 2023 (Check in) - Nov 19, 2023 (Check out)

➢ 05 double occupancy rooms Dec 8, 2023 (Check in) - Dec 10, 2023 (Check out)

➢ 05 double occupancy rooms Jan 12, 2024 (Check in) - Jan 14, 2024 (Check out)

➢ 05 double occupancy rooms Feb 9, 2024 (Check in) - Feb 11, 2024 (Check out)

g. The term “single occupancy rooms”, is to be defined as only one member accommodated per room. 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.

h. 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:

The place of performance MUST be within 12 miles of

➢ Sector North Carolina/CGIS Wilmington721 Medical Center Dr., Wilmington, NC.

The place of performance MUST be within 12 miles (near Atlantic Beach) of

➢ ESD/MSD/SFO/STA FORT MACON 2301 East Fort Macon RD., Beaufort, NC 28516

The place of performance MUST be within 12 miles of

➢ STA OAK Island 300 Caswell Beach RD., Oak Island, NC 28461

The place of performance MUST be within 12 miles of

➢ STA Wrightsville Beach 912 Water St., Wrightsville Beach, NC o All rooms shall be non-smoking.

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

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

c. Room Cancellation deadline – 24 hours before day of stay.

d. Dates are subject to change. Authorized Personnel will submit detailed spreadsheet for rooms needed by month.

e. Proposals submitted MUST include acknowledgement of this cancelation.

3. Regulations and standards:

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

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

Motel Master list. The hotel will not take or hold member’s personal credit/debit cards on file for incidentals. Should an issue arise, the hotel will contact the QAE immediately. The QAE will notify the Contracting Officer and Unit Command of the issue. The Contracting Officer will make the determination on who will be responsible for providing payment for the issue.

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. Rooms will be clean and well maintained upon each member’s check-in date. 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 be responsible for room rate and parking (if applicable) fees only. All other charges are the responsibility of the individual and will be paid separately. Examples of charges not paid by the Government -

i. Telephone

ii. Premium TV/Movie Service

iii. Internet Service

iv. Room Service

v. Restaurant Charges

vi. Honor Bar

vii. Laundry

b. Contractor shall ensure alternate payment arrangements are made for any charges other than room rate and parking (if applicable).

5. Personally charged services:

a. Contractor shall ensure alternate arrangements are made for any charges other than room rate and parking (if applicable).

b. Personal Credit Cards shall be used for items listed in section 4.b.

c. Individual Coast Guard members will be responsible for all other valid charges. Examples:

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

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

6. Admin:

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

b) Billing departments shall invoice as follows:

✓ Direct Deposit Net 30 payment; Net 15 may be possible for Small Business concerns, though this time period is not guaranteed.

✓ Submit invoice to payment address listed on the Purchase Order (block 18a).

You will submit proper invoices associated with this award through the

Invoice Processing Platform (IPP) at https://www.ipp.gov/.

In the course of a Continuing Resolution, all payments are subject to the Federal Acquisition Rules and Regula

c. The Authorized Personnel making reservations and/or cancellations will provide https://www.ipp.gov/ 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…

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