Statement of Work.pdf

STATEMENT OF WORK (SOW) FOR CONTRACT QUARTERS

SECTION 1 - GENERAL

1.1 DESCRIPTION OF AGREEMENT: Utilizing Google Maps, the hotel shall be within a 35 mile commute to Truax Field (3110 Mitchell Street, Madison, WI 53704) and furnish lodging accommodations for government personnel traveling under official status on a rental basis, if and when requested by the Contracting Officer or his/her authorized representative (see paragraph 2.3) for the period from 01 January 2021 through 31 December 2021, unless sooner terminated. The performance standards and requirements for these services include the following responsibilities.

a. Provide single and double occupancy hotel rooms at the agreed upon rate if and when called for by the lodging manager or designated representative, but primarily on unit training weekends (dates supplied on separate document). Vendor agrees to block off designated amount of rooms for all scheduled Regularly Scheduled Drill (RSD) weekends and will provide rooms during the week, if needed.

b. Provide reservations for the specific number of rooms and beds for specific period of time. These reservations must be specifically cancelled by the lodging manager or designated representative. In the event the Government Purchase Card holder, lodging manager or designated representative is not available or it’s after normal work hours, the military member may cancel their own reservation. The automatic provisions of paragraph 1.1.e. do not apply.

c. Acceptance of advance reservation as necessary. (RSD) reservations will be sent by e-mail, the Wednesday prior to the RSD. Daily reservation(s) will be placed by telephone or e-mail by authorized personnel as identified in Paragraph (2.3).

d. In the event a reservation was not made for the military member, the vendor will allow member to stay, (if space is available) only after securing guaranteed payment with a credit card. Members entitled to lodging will contact lodging POC to resolve reservation and payment issues.

e. Guaranteed No Show / Cancellation provisions: All reservations will be guaranteed. Military members are responsible for cancelling reservations 1 day prior to the reservation by calling the hotel directly. In case of emergency, the member has until 10:00pm to cancel their reservation with the hotel. Members with a 2 night reservation who do not cancel the first night will automatically have the second night cancelled. Vendors will inform the Lodging Office of those members who fail to cancel reservations.

f. In case of overbooking by the vendor, after the vendor has accepted a reservation for military personnel, they will not be moved to another facility. Members will be accommodated with a room at hotel at the designated negotiated rate.

g. Problems or questions concerning the invoice will be settled between the vendor and the Government Purchase Card holder. The Government Purchase Card holder is only authorized to pay for contracted lodging charges. Problems or questions concerning corrections of items on the final bill (phone calls, food, drinks, cleaning, and number of days in room) will be settled between the vendor and individual. All local, 800 or 877 calls will be no charge.

h. The contractor, whether it is the owner of a hotel property or a third party, must act as the single point of contact in all matters. The contractor shall provide a point of contact who has sufficient authority to authorize changes, address issues within 24 hours, and address emergency issues immediately.

1.2 QUALITY ASSURANCE: The Government will monitor the vendor’s performance under this agreement using the following procedures.

a. Military personnel from Truax Field, DCRA consisting of Security, Lodging, Public Health and Fire Protection personnel will assess the facility prior to award.

Personnel may conduct an unannounced inspection throughout the term of the

BPA.

b. All findings of unsatisfactory performance will be recorded, verbal notice given, and confirmed in writing to the vendor. The vendor will reply in writing, notifying the lodging manager of corrective action taken and the procedures in place to prevent recurrence.

1.3 EXTENT OF OBLIGATION: The Government is obligated only to the extent of authorized military occupants (Active Duty Air Force and National Guard personnel) as identified in Paragraph 4.1 of this Statement of Work. In the event that a military member’s family member stays in the room for base events, the military member is responsible to pay half of the agreed upon rate themselves at checkout.

1.4 INVOICES: The contractor shall submit an original invoice on a monthly basis to the Government’s Point of Contact (POC). The POC will be responsible for the room charges of authorized military personnel. Any other charges incurred are the responsibility of the individual(s) staying in the room and should be collected by the vendor upon checkout.

The POC will be provided when a BPA is awarded.

The invoice must include the signature of each guest, to verify occupancy of billed room (see paragraph 4.2). All charges will be exempt from tax, (Blanket Certificate of Exemption will be provided).

1.5 PAYMENT: Payment is expected to be made by GOVERNMENT PURCHASE CARD (GPC). The card number shall not be kept on file. Invoicing per night of occupancy is REQUIRED. The POC will authorize charges per night of occupancy and ensure the invoice is paid in a timely manner.

1.6

BILLING CYCLE: The charges for the billing cycle will be aggregate of the authorized room charges since the previous billing cycle. Invoices MUST be received by the contract POC the week following the RSD.

SECTION 2

2.1 115 FSS/ FSV LODGING OFFICE: Responsible for providing off base lodging to authorized transient government employees.

2.2 CONTRACTING OFFICER: A person with the authority to enter into, administer, or terminate contracts for the Government and make related determination and findings.

2.3 DESIGNATED REPRESENTIVE OF THE CONTRACTING OFFICER: The

individual designated in writing to the vendor as being authorized to assign lodging, place calls, and make advance reservations for lodging. This individual is the Government Purchase Card holder.

2.4 LODGING FACILITY: A hotel or inn which provides sleeping accommodations to the traveling public.

2.5 STANDARD LODGING FACILITY: Single or double rooms will have a bed for each occupant with pillow, two sheets, mattress pad or cover, blanket(s), or bedspread, wall to wall carpeting, a wall switch near the entrance door for at least one lamp, table or wall mounted lights for each bed, TV, closet or hanger space, smoke detectors, individual thermostat, telephone, bathrooms with vanity mirror, light with grounded electrical and exhaust fan, ironing board, coffee pot, hair dryer, adequate towels, wash cloths, dead bolt, and entrance peep hole.

2.6 STANDARD LODGING FACILITY SERVICES: 24-hour check-in/out, wake-up call service, and message service, cable or satellite TV, internet and wifi capability, room identification/directory, signs and smoke detectors in hallways, air conditioning, adequate lighted parking spaces for all guests. There will be passenger/baggage loading zones, and secure luggage storage access for guests when rooms are not immediately available or for storage at checkouts.

SECTION 3 - VENDOR FURNISHED ITEMS

3.0 THE VENDOR SHALL FURNISH THE FOLLOWING:

3.1 ROOMS: LIVING SPACE

a. Each single and double occupancy room shall contain net living and sleeping areas in accordance with local standards. No more than two people shall be assigned to a room or share a bathroom without permission from the 115th

FSS/FSV Lodging Office.

3.2 STANDARDS:

a. Rooms shall be constructed and furnished to provide good light and sound attention. All piping and wiring must be enclosed.

b. All finishes (walls and ceilings) should be free from damage, scars, dirt marks, and dust. Vent and surrounding finishes must be free of dirt, dust, and mold.

c. Ceiling and walls shall be finished in paint or wall covering.

d. All floors in living and sleeping areas have clean, serviceable covering.

e. All windows shall provide room darkening drapes, shades, or blinds. Secure from outside entry.

f. Sufficient electrical outlets will be available. All electrical cords, bulbs, lights, and switches shall be operational and free from defect.

g. All entrance doors to room shall have interior doors with security locks, either deadbolt or double locks. Each room occupant will be provided with a room key.

All doors shall be free from holes, dents, or other physical defects. Each door will have visitor view capability.

h. Smoke and fire protection systems must be installed and meet Federal, State, and local fire codes.

i. All rooms shall have an emergency exit route posted in a visible location, either on the door or on the wall next to the door.

j. Bathrooms must be constructed to provide convenient sanitary facilities. Wash basin and shower tub areas shall have a vanity table, a large lighted mirror, stopper device, towel bars/hooks, and grounded electrical outlets conveniently located for use of electrical razors, hair dryers, etc. Loose, missing, or badly worn/damaged wall tiles, fixtures or accessories are unacceptable. The fixtures controlling the flow of water must not be cracked or leaking and shall operate properly to maintain constant adequate flow and temperature without sudden surges or temperature changes. Bathrooms must have a working exhaust fan. The shower or shower/tub combination shall have shower door or curtains.

k. If at any time the unit member is dissatisfied with the current state of the room (i.e. bed bugs, no heat, no AC…) Vendor will re-assign member to another room at the designated contracted rate.

3.3 FURNISHINGS AND EQUIPMENT: Furnishings and equipment must be clean and in good repair, the following minimum furnishings are recommended.

a. Lamp, one (1) per desk or writing table.

b. Chair or couch, occasional, one (1) per sleeping room.

c. Clothes storage drawers, per bed.

d. Mirror, one (1) per sleeping room.

e. Table, night, with lamp, one (1) per bed

f. Desk or writing table with chair, one (1) per bedroom.

g. Luggage rack, one (1) per bed.

h. Coffee pot, one (1) each per room.

i. Refrigerator, one (1) each per room.

j. Microwave, one (1) each per room.

3.4 HVAC: Living quarters heating, air conditioning, and ventilation shall be provided with individual room controls. If utilities fail, other than by an Act of God (i.e.: electrical storm, flood, snow storm) for more than four hours, the vendor is responsible for evaluating each occupant for possible relocation to another facility of equal or better quality at no expense to the occupants.

3.5 SAFEGUARDING VALUABLES: The vendor must provide a means of storing and safeguarding, in a safe or vault, small high-value personal property of the occupants. Receipts for stored items must be furnished to the guest.

SECTION 4-SPECIFIC TASKS

4.1 SERVICES: The innkeeper shall provide the following services:

ASSIGNMENT OF QUARTERS/ROOMS: The 115 FSS/FSV Lodging Manager, or his/her designated representative is responsible for designating the government personnel to occupy the vendor’s facility (see paragraph 2.3). Individuals of the same sex designated for double room occupancy shall be lodged in rooms with two beds. Personnel married to each other may be roomed together upon request. To the best of the vendor’s ability all RSD reservations must be physically blocked together within the same area/wing of hotel, civilian patrons should not be roomed within the block which will enable the military member adequate rest.

4.2 CHECK IN/OUT SERVICE: The vendor must provide a check in/out service on a 24-hour basis. All military members (guests) are required to sign for their room, this can be done at check-in or check-out. A copy of this signature must accompany the invoice (see paragraph 1.4). The desk area shall be clean, efficiently designated to process multiple check-in/outs simultaneously, and efficiently staffed with trained personnel. The vendor agrees to inform all government personnel assigned accommodations under this agreement of required check-out time. Check-out time must be posted.

4.3 TELEPHONE: A telephone shall be provided in each room at no charge to the occupant. Room occupants shall pay for all toll calls placed by them. Services provided shall be available 24-hours a day. Local, 1-800/887 calls will be free of charge.

4.4 EXTRA SERVICES: All extra services not specified in this agreement not normally included in the room rate, shall be paid by the individual(s) requesting and receiving the extra service.

4.5 CUSTODIAL SANITATION SERVICES: Daily services included, but are not limited to, room cleaning, bed making, linen changing (as required), adequate quantities of soap (minimum of 1¼ oz deodorant bar), bath towels, wash cloths, sanitized drinking glasses, facial tissues, and cloth bath mat.

4.6 LINEN SERVICES: Linen service shall be provided at least once per week or when occupancy changes, whichever occurs first, and whenever necessary due to guest personnel requirements. Additional blankets shall be clean, freshly laundered, without any objectionable odors, and in good repair, free from tears, rips, holes, stains, and extensive wear. Pillows shall be at least six inches thick to provide proper support.

4.7 COMMON USE AREAS: The vendor shall keep all hallways, corridors, grounds, and other adjacent areas under their control in a clean, neat, and safe condition.

4.8 SIGNS: All rooms shall have “Do Not Disturb” signs available. Vendor employees shall respect them when displayed.

4.9 INFORMATION SERVICES: Desk clerks shall be able to explain occupant’s miscellaneous charges not covered by the statement of work, for example, telephone charges.

The innkeeper shall provide information on bus schedules, taxis, and other transportation facilities and locations, and commercial telephone directories.