STATEMENT OF WORK FOR LODGING 26-29.docx

STATEMENT OF WORK FOR

CONTRACT BILLETING APRIL 2026

TABLE OF CONTENTS

1) BACKGROUND

The contractor shall, (except as specified in this Statement of Work (SOW) as government furnished property or services) provide all personnel, supervision, and any items and services necessary to provide commercial lodging for authorized 138TH FW Oklahoma Air National Guard (OKANG) unit personnel on UTA training status only as defined in this SOW. Lodging is required to be provided to 138th FW members on Unit Training Assembly (UTA) Status in Tulsa, OK in support of monthly UTA training requirements. The Base Contracting Officer is the final authority for all matters pertaining to this agreement. The Government (138th FW) intends to enter into a Firm Fixed Price Blanket Purchase Agreement (BPA) that will consist of a three (3) year, period of performance (POP) of November 1 2026 to November 1 2029.

2) SCOPE OF WORK

Hotel/Motel Room Use Description: The OKANG has a primary requirement for commercial lodging and associated support services to house OKANG personnel on UTA status. UTA status may fall on any day of the month for select individuals, but generally the requirement for lodging exists over the course of one (1) weekend per month. Over these “UTA weekends”, 275 to 325 nights of lodging are typically required in the Tulsa, OK area for 115 to 160 personnel.

Required nights of lodging for eligible personnel may occasionally increase or decrease significantly, depending on mission requirements. As previously identified, requirements may exist for lodging military members on UTA status outside of the primary UTA weekends throughout the course of any given month. The contractor shall provide lodging upon request by the Government. The objective of this agreement is to provide hotel/motel rooms and associated (authorized) services for the OKANG in the local Tulsa, OK area while achieving the best terms, conditions and pricing. The physical address of any property for any requirement for lodging in Tulsa, OK must be within 20 driving miles of 9100 E 46th St N, Tulsa, OK, 74115. Due to AT/OPSEC requirements, only limited dates for known required lodging will be provided in this Statement of Work for predetermined UTA training periods; additional dates shall be provided at the time of any resultant award to an interested party who provides a successful offer.

3) CONTRACTOR FURNISHED ITEMS

The (Hotel/Motel Property) shall furnish the following:

A. ROOMS. Provided upon request by the Government based on room availability at the predetermined price that is dictated by the Approved Price List in place upon issuance of a “Call”. The contractor shall provide clean and smoke free single and double occupancy hotel/motel rooms in accordance with industry standards.

1. LIVING SPACE.

a. Each room shall contain living and sleeping areas in accordance with industry standards. Beds, linens and addition equipment provided by the Hotel/Motel Property shall also be in accordance with industry standards. Double rooms shall occupy no less than two people and both occupants will share a bathroom. Double rooms shall also contain two standard sized beds (King, Queen, Double or Twin) so that each of the two members occupying the room will each have their own bed. ROLL away beds and pullout sofas cannot be considered as double occupancy rooms. Two standard beds must be included within a “double” room.

b. Standards: Rooms shall include all standard accommodations found within the commercial market place for “Midscale” hotel/motel services. Midscale Hotels typically include but not limited to internet access, a refrigerator, a microwave, television with cable access, Iron and iron board, and an alarm clock.

c. Rooms shall also comply with all Municipal, State and Federal environmental, health and safety standards.

B. SECURITY. The contractor will ensure a safe and crime-free environment.

1. GUEST ROOMS.

a. The guest rooms shall be secured and access limited to occupants, cleaning staff, and management in case of emergencies.

b. All entrance doors to guest rooms shall have interior security locks, either deadbolt or double locking locks, and an entrance peep hole. If the guest room has sliding glass or French doors they shall be equipped with an effective locking device.

c. Each room occupant shall be provided with a room key.

d. No ground floor exterior doors to any room housing OKANG personnel are permitted.

2. EXTERIOR.

a. All doors for main building entrances shall have controlled secured access.

b. Each parking lot shall be equipped with enough amount of lighting for safety of the members and their belongings.

3. 138th FW SECURITY FORCES REQUIREMENTS.

a. The 138th SFS reserves the right to disqualify properties that do not meet their security requirements. Security requirements are primarily based on historical police reports and criminal activity. Therefore, properties shall be in a low crime area, free of drugs and prostitution.

C. HEATING, AIR CONDITIONING AND VENTILATION. Living quarters shall be provided with heating and air conditioning and ventilation necessary to maintain comfort for guests.

D. SAFEGUARDING VALUABLES. The (Hotel/Motel Property) must provide a means of storing and safeguarding, in a safe or vault, small high-value personal property of the occupants. Receipts for the stored items must be furnished to the guest. Any cost shall be paid by the individual, not the Government.

E. TELEPHONE. A telephone in good working order with free local access and voicemail capability shall be provided in each room. The occupant is personally responsible for telephone charges exceeding the free local access. The government shall incur no liability for telephone calls.

F. “DO NOT DISTURB” SIGNS. All rooms shall have such signs available. (Hotel/Motel Property) employees shall respect them when displayed.

G. BATHROOMS. Bathrooms shall be in sanitary condition. Bathrooms shall contain a shower and/or tub combination with a wash basin, a properly functioning toilet, and a mirror. Additionally, bathrooms must have adequate lighting and grounded electrical outlets for use of electrical razors, hair dryers etc. The shower or shower/tub combination shall have shower doors or curtains.

2) SPECIFIC TASKS TO BE COMPLETED BY CONTRACTOR

The (Hotel/Motel Property) shall provide the following services:

A. ASSIGNMENT OF QUARTERS/ROOMS. The Contracting Officer’s Designated Government Representative of the 138th Services Flight is responsible for identifying government personnel who require lodging. Each month, the Contracting Officer’s Designated Government Representative shall document the names of 138th FW personnel on a lodging roster, which the Contracting Officer’s Designated Government Representative submits to the contractor. 138th FW personnel shall not be lodged under this Blanket Purchase Agreement unless such authorization (the lodging roster) is presented to the contractor. Personnel must be lodged according to the lodging roster. Contractor must request approval if the room type must change. (from double to single) Confirmation numbers to be emailed to 138th FW COR within 10 days.

B. CHECK IN PROCEDURES. The (Hotel/Motel Property) must provide a check in/out service on a 24-hour basis, 7 days a week. The front desk will verify all 138th FW personnel via valid identification (Military ID, Driver’s License, Passport, etc.) against the final lodging roster. Contractor shall not rely on wear of military uniform as an indicator of military status or authorization to receive lodging under the BPA. Contractor will be responsible for collecting payment from any member who is not on the authorized lodging roster for the month. 138th FW shall not be responsible for payment of accommodations provided to any individuals that checks into a property without being listed in the final roster or previously communicated by the Contracting Officer’s Designated Government Representative. Any member who requests lodging under this program who is not listed in the final roster or previously communicated by the Contracting Officer’s Designated Government Representative shall be responsible for standard room rates and any applicable taxes.

Additionally, any 138th FW personnel who fail to meet the required checkout time will be held financially liable for all incurred costs. The government incurs no liability for a late checkout.

C. CUSTODIAL/SANITATION SERVICES. The contractor shall maintain a clean and healthy environment. All custodial/sanitation services shall be in accordance with commercial standards.

D. LINEN SERVICE. Shall be in accordance with industry standards. General daily housekeeping, to include making beds, replacing towels, emptying trash receptacles, cleaning floors and sanitizing bathrooms shall also be in accordance with these standards.

E. INFORMATION SERVICES. Desk clerks shall be able to explain to occupants miscellaneous charges not covered by this statement of work, for example, telephone charges.

F. ADDITIONAL AMENITIES/SERVICES. All facilities and courtesies customarily extended to occupants without charge (i.e. pools, lounges, parking areas, etc.) shall also be made available without additional charge to the Government under this BPA. All extra services not specified in this statement of work, or not normally included in the room rate, shall be paid by the individual(s). Food service is neither requested nor required in this BPA. The contractor shall provide concierge, shuttle, or extra services at no cost if provided to other guests.

G. LIABILITY / MISCELLANEOUS SERVICES. The government will not be responsible for any miscellaneous charges/damages incurred by travelers. The contractor shall explain to each service member that miscellaneous charges (such as telephone charges, pay-per- view movies, room service, meals, smoking in the facility, damage charges, etc.) are not covered by this BPA and will be charged to and paid by the individual. This will be part of the check-in procedures listed in the paragraph listed above. The front desk should explain this to the 138th FW Personnel upon check-in. The contractor shall provide information to the travelers on services available that are not inclusive.

H. SUBMIT INVOICES & SIGN IN ROSTERS IN WAWF. The Contractor shall submit invoices and signed sign in rosters in WAWF within a timely manner. Not to exceed 30 days after last member checked out for the month.

3) ADDITIONAL REQUIREMENTS

In addition to the requirements listed above, the following shall apply to this BPA:

A. SUBCONTRACTING. The contractor shall furnish lodging in his or her establishment or at a location agreed to by the Contracting Officer. The contractor shall not subcontract to any other establishment or any other location not specified in the BPA without prior written approval from the Contracting Officer. Establishments proposed for subcontracting shall meet all of the terms, conditions, and specifications of services in this

B. ILLEGAL ACTS. The contractor shall not knowingly condone illegal acts on the premises of the establishment.

C. QUALITY ASSURANCE. The Contracting Officer’s Designated Government Representative will monitor the contractor’s performance and may use command surveys to solicit feedback from occupants to ensure terms, conditions and specifications of services are met.

D. EVALUATION OF CONTRACTOR PERFORMANCE. The Government may issue out command surveys from the command team to 138th FW personnel whom have occupied rooms of the facility. The comments from the surveys will be evaluated against the requirements of the BPA.

E. SYSTEM FOR AWARD MANAGEMENT (SAM). In order for a contractor to be eligible to conduct business with the Government, the contractor must be registered on the System for Award Management website (https://www.sam.gov/portal/SAM/) and keep their registration current by renewing the registration annually. Vendor shall provide their CAGE code, DUNS Number, and Federal Tax ID Number with their quote.

4) PERFORMANCE REQUIREMENTS

A. Contractor Management. The contractor shall provide the name of a manager who shall be available and responsible for the performance of work under this BPA. The BPA manager and alternate shall have full authority to act for the contractor on all matters relating to the performance of this agreement. The BPA manager or alternate shall be available to meet with government personnel designated by the contracting officer to discuss problem areas.

B. No government (138th FW) personnel, other than the Contracting Officer, shall change the terms of this BPA.

C. TERMS OF BPA AND ORDERING INSTRUCTIONS: The Contractor shall furnish Government Lodging for the OKANG on a rental basis. The performance standards and requirements for these services include the following responsibilities:

a. Government Lodging shall be provided via single and double occupancy hotel rooms when called for by the Contracting Officer, Designated Representative, and/or Authorized Caller.

b. Single occupancy non-smoking rooms shall be provided to OKANG personnel as specified by the Contracting Officer, Designated Representative, and/or Authorized Caller.

c. Double occupancy non-smoking rooms shall be provided to OKANG personnel as specified by the Contracting Officer, Designated Representative, and/or Authorized Caller.

d. Identification. OKANG personnel will present proper identification to the Contractor upon check-in for lodging. At check-in, OKANG personnel will also sign the sign-in roster provided by the OKANG.

e. Extent of obligation. The OKANG is obligated only to the extent of authorized purchases actually made under the BPA.

f. Calls. Lodging calls may be initiated orally or by informal correspondence. Only a Contracting Officer, Designated Representative and/or an Authorized Caller(s) are authorized to direct OKANG personnel to occupy the Contractor’s facility. The Contracting Officer, authorized caller, or designated OKANG unit representative shall provide the contractor with a listing of all personnel authorized to utilize lodging at the Governments expense (rooming list).

(1) This list of Authorized Callers will be revised as necessary by the Contracting Officer.

(2) A sign-in roster will be provided to the hotel for OKANG personnel to sign in and will be used to verify charges shown on the invoice.

Individuals are not authorized lodging under this BPA until such authorization is presented to the Contractor. Rooms will be provided to only those individuals that appear on the rooming list provided by the authorized caller or a designated unit representative.

g. Pricing. The Contractor specifies below, the proposed prices under this BPA and award will be based upon basis for award in Section II. The contractor agrees that charges per room will not exceed prices specified in this agreement during the term of the agreement.

Single Occupancy Rooms: $_______ Double Occupancy Rooms: $_______

h. Cancellation. Minimum notice for cancellation of rooms with no charge to Government is ______ (state cancellation period up to 24 hrs)

i. Charges. Contractor reserves the right to charge the following amount for rooms cancelled with inadequate notice or no shows for the first night only on multiple day reservations if the contractor is at maximum capacity and unable to resell the room: $_______ per room with no-shows/late cancellation for first night only.

j. Deliveries. Lodging reservations shall be accepted seven days a week, 24 hours a day based upon availability.

k. Term. This Blanket Purchase Agreement shall remain in effect until cancelled by either party, but not longer than 30 October 2029.

l. Room Availability.

Please list the number of rooms your establishment has available:

_____________ Non Smoking Double Occupancy (Min Two Doubles) _____________ Non Smoking Single Occupancy (1 Double/Queen/King)

m. Is the proposed room rate less than the local per diem rate allowable? YES/NO

5) GOVERNMENT-FURNISHED PROPERTY AND SERVICES

A. The US Government shall not provide any equipment, facilities, labor or services for this requirement.

B. The US Government will provide the following in support of this BPA:

If established, a copy of the Blanket Purchase Agreement.

1. If a BPA is established, a copy of Appointment Letter identifying all designated Contracting Officer’s Designated Government Representatives who are authorized to purchase/issue calls against the BPA. This will be updated and provided to the contractor on an as-needed basis.

2. If a BPA is established and pricing accepted, a Price List identifying a priority listing of properties based off of predetermined rates for single and double rooms for a predetermined period of time shall be provided to the contractor. This will be updated and provided to the contractor on an annual or “as needed” basis.

3. If a BPA is established, a listing of known required dates of lodging for UTA Training periods for a time period in length not to exceed 2 years from the time of BPA establishment.

4. If a BPA is established, lodging rosters shall be provided by the Contracting Officer’s Designated Government Representative as “Calls” are issued.

6) DEFINITIONS

A. CONTRACTOR: The term as used in this requirement refers to the primary (prime) contractor or vendor.

B. CONTRACTING OFFICER: The government official who has authority to enter into contract, administer or terminate contracts. He/she can make related determinations and findings on behalf of the government. The Contracting Officer is the ONLY individual who can legally bind the government.

APPENDIX A APPLICABLE PUBLICATIONS

1. General. Publications that apply to the SOW are listed below.

DEPARTMENT OF DEFENSE and AIR FORCE PUBLICATIONS: