Statement of Work - Hotel Lodging (TRAVIS AFB CA).pdf

STATEMENT OF WORK

Commercial Lodging

For Travis AFB, CA

01 August 2024

Section 1

1.1. SCOPE OF WORK: The Commercial hotel shall furnish lodging accommodations for the 349th AMW and the 23rd CBCS military members on official orders. Lodging must be within a 30-mile radius of Travis Air Force Base, (Fairfield CA). The performance standards and requirements for these services include the following responsibilities:

1.1.1 Blanket Purchase Agreement (BPA): Providing single occupancy hotel room and when called for by the Contracting Officer or designated representative.

1.1.2 Providing parking facilities.

1.1.3 Accepting advance reservations as necessary. The 349th AMW and 23rd CBCS will provide a Unit Training Assemblies (UTAs) calendar yearly and as changes occur.

The Commercial hotel should provide available room inventory 90 days prior to the scheduled UTA but no later than 60 days. The 349th AMW and 23rd CBCS will send the UTA Reservations List with member’s name no later than 10 days prior to the scheduled UTA date.

1.1.4 In case of overbooking, personnel will be transported to, and lodged in, another Commercial hotel that meets the standards set forth and at no expense to the individual or the government. The Commercial hotel must first contact (349 AMW or 23rd CBCS) Lodging to inform them of the relocation.

1.1.4.1. (349 AMW/23 CBCS) Cancellations will be made in accordance with the commercial hotel’s no-show policy.

1.1.5 METHODS OF PAYMENT:

“PAYING GUEST” Authorization Slips: The Commercial hotel, must accept a valid government travel credit card (VISA), if offered by the traveler as an authorized method of payment for all charges incurred by the traveler. In addition, the Commercial hotel, based on their credit policies and requirements, may accept cash, other credit cards for travelers without an acceptable government travel card and other methods of payment for charges. Adjustments for actual final charges may be made at check out. The Air Force has directed the traveler to a specific location through official travel orders and Westwind Inn has made room arrangements.

“NON-PAYING GUEST” Direct Bill Authorization Document: Commercial hotel will bill government for lodging room charges in the amount that appears on the “Non-paying Guest” Authorization Document. The traveler must pay phone and incidental charges in person, and only room charges may by submitted for payment. The traveler and the Commercial hotel must both sign the authorization. Refer to Section 2 for billing procedures.

1.1.6 Problems or questions concerning the correct charge for the Commercial hotel room rate should be settled between the Commercial hotel and either 349th AMW POC, or 23rd CBCS POC. Problems or questions concerning the correctness of other items on the final bill (phone calls, food, drinks, cleaning, and number of days in room) should be settled between the Commercial hotel and traveler in the same manner as other Commercial hotel/guest problems are solved.

1.2 QUALITY ASSURANCE: The government will monitor the Commercial hotel performance under this Blanket Purchase Agreement using the following procedures.

1.2.1. Prior to agreement a team comprised of Lodging, Security Forces, Fire Protection, and Public Health personnel will inspect the facility. Lodging POCs will conduct a yearly annual review. Every 3 years after initial inspection, fire protection and public health will inspect the facility. Other factors may also be evaluated and identified to the Commercial hotel when they impact service to government personnel.

1.2.2. All findings of incomplete or unsatisfactory performance will be recorded, verbal notice given, and confirmed in writing to the Commercial hotel. The Commercial hotel will reply in writing, giving the reasons for the unsatisfactory condition, the corrective action taken, and the procedures developed to prevent recurrence.

Section 2

Policies and billing procedures for Direct Billing Invoices 349th AMW and 23rd CBCS

2.1 The Commercial hotel will be paid by utilizing the Government Purchase Card provided the reservations were made by a representative of the 349th AMW or 23rd CBCS and accompanied by a non- paying authorization document. Under no circumstances should a guest make his/her own reservations with the intent of the 349th AMW or 23rd CBCS paying the costs.

2.2 A consolidated invoice, individual room tickets, and all corresponding non-paying guest authorization documents with the check in/check out date, Commercial hotel representatives signature, and guest’s signature must be sent NLT 5 days after check-out to the 349th AMW Organizational email account for all 349 AMW guests covered by Direct Billing for payment: 349FSS.Invoices@us.af.mil. All invoices should accurately reflect only room charges. Upon authorization to charge the government credit card, The Commercial hotel must provide a receipt within 24 hours via the 349th organizational email account.

2.3 All service members who bring family members or friends will be responsible for paying any charges above the authorized government rate. Additional charges must be collected from the guest upon checkout.

2.4 Changes or cancellations will only be conducted through the 349th AMW or 23rd CBCS representatives.

2.5 It will be the responsibility of the Commercial hotel to get any additional personal information from the members upon check in. The Commercial hotel will be responsible for contacting and billing members for unpaid services left uncollected at time of checkout. (i.e. phone charges, sundries, additional charges for additional guest).

Section 3

CONTRACTOR FURNISHED ITEMS

3. The Commercial hotel shall furnish the following:

3.l. ROOMS:

3.1.1. Living space:

3.1.1.1. Each room shall contain net living and sleeping areas in accordance with local standards. No more than one person shall be assigned to a room or share a bathroom.

EXCEPTION: 349th AMW or 23rd CBCS may contact the Commercial Hotel and request that members be “doubled” in a room that has two similar sized beds. The room cost will not be doubled.

3.1.2. Standards:

3.1.2.1. Rooms shall be constructed and finished to provide good light and sound attenuation. All piping and wiring must be enclosed.

3.1.2.2. All finishes (walls and ceiling) should be free from damage, scars, marks, dirt, and dust. Vents and surrounding finished must be free of dirt and dust.

3.1.2.3. Ceilings and wall shall be finished in paint or wall covering.

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

3.1.2.5. All windows shall be provided drapes with blackout lining, shades or blinds. If only drapes are provided, they must screen out light.

3.1.2.6. Sufficient electrical outlets shall be available. All electrical cords, bulbs, lights, and switches shall be operational and free from defects.

3.1.2.7. All entrance doors to rooms shall have interior security locks, either deadbolt or double locking locks. All doors shall be free from holes, dents, or other physical defects.

3.1.2.8. Smoke and fire protection systems must be installed and meet federal, state, or local fire codes.

3.1.2.9. 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 devices, soap dishes, 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, floor 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 a constant, adequate flow and temperature without sudden surges of temperature changes. Bathrooms must have a working exhaust fan or an exterior window that can be opened which must be of frosted glass or curtained to provide privacy. The shower or shower/tub combination shall have shower doors or curtains.

3.1.3. FURNISHINGS AND EQUIPMENT: Furnishings and equipment must be clean and in good repair. The following minimum furnishings are required:

3.1.3.1. Lamp – 1 per desk or writing table.

3.1.3.2. Chair, occasional.

3.1.3.3. Clothes storage drawers.

3.1.3.4. Mirror.

3.1.3.5. Table, night, with lamp.

3.1.3.6. Desk or writing table with chair.

3.1.3.7. Luggage rack.

3.1.3.8. Throw rug (if room is not carpeted).

3.2.3.9. Ashtray (if a room is a smoking room).

3.1.3.10. Trash containers – one in living room and one in bathroom.

36.1.3.11. Color television and (radio preferred).

3.1.4. HEATING, AIR CONDITIONING, AND VENETILATION: Living quarters shall be provided with individual room-controlled heating and air conditioning (in season) and otherwise provided the ventilation necessary to maintain comfort for guests.

If utilities fail, other than an area-wide failure, for more than eight hours the contractor shall take action to relocate all occupants to other Commercial Quarters facilities at no expense to the government or the occupant.

3.1.5 The Commercial hotel must provide washers and dryers for use of personnel authorized lodging under this BPA to wash and dry their personal clothing. The machines may be free or coin operated.

3.2. SAFEGUARDING VALUABLES. The Commercial hotel 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.

Section 4

SPECIFIC TASKS

4. SERVICES: The Commercial hotel shall provide the following service:

4.1. CHECK IN/OUT SERVICE. The Commercial hotel must provide a check in/out service on a 24- hour basis, 7 days a week. Commercial hotel agrees to inform all government personnel assigned accommodations under this agreement of the government personnel who incur another day’s charge because of failing to meet the required check out time, do so at their own expense. The government incurs no liability in this instance.

4.2. TELEPHONE. A telephone shall be provided in each room at no charge to the occupant. Each room occupant shall pay for all toll calls placed by him or her. Service provided shall be available 24 hours a day, seven days a week.

4.3. EXTRA SERVICE. 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) requesting and receiving the extra service.

4.4. DINING FACILITIES. At least one dining facility serving three meals a day must be within convenient distance of the Commercial hotel.

4.5. CUSTODIAL/SANITATION SERVICES. Daily service includes, but are not limited to, room cleaning, bed making, linen change (as required), adequate quantities of soap (minimum of 1 ¼ oz deodorant bar), bath towels, hand towels, wash cloths, sanitized drinking glasses, facial tissues, and cloth bathmat.

4.6. LINEN SERVICE. Linen service shall be provided a least one per week or when occupancy changes, whichever occurs first, and whenever necessary due to meet personnel requirement. Additional blankets shall be made available if required by occupant. All linen and 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 of adequate quality to provide proper support.

4.7. COMMON USE AREAS. The Commercial hotel shall keep all hallways, corridors, grounds, and other adjacent areas under the Commercial hotel control in clean, neat, and safe condition.

4.8. “DO NOT DISTURB” SIGNS. All rooms shall have such signs available.

Commercial hotel employees shall respect them when displayed.

4.9. INFORMATION SERVICES. Desk clerks shall be able to explain to occupants’ miscellaneous charges not covered by this statement of work, for example, telephone charges. The Commercial hotel shall provide information on bus schedules, taxis, and other local transportation, dining facilities and locations, and commercial telephone directory service.