Statement of Work - Hotels.pdf

Offutt Air Force Base “Defenders of Freedom” Air and Space Show (The Organizer)

1.) Purpose: The purpose of this agreement is to outline the responsibilities and major actions of the open house promoter to provide hotel rooms for the Offutt Air Force Base “Defenders of Freedom” Air and Space Show on or about August 21-26, 2024.

2.) General:

A. SCOPE: This agreement provides guidance and documents agreement on aspects for general support of the Offutt Air Force Base “Defenders of Freedom” Air and Space Show. Actions and agreements herein apply only to the participating parties and are not intended to supersede existing regulations or agreements.

B. Requirements:

I. The dates of service are Thursday, August 22, 2024 through Monday August 26, 2024.

II. The Contractor shall perform to the standards in this contract. Only contracting officers acting within the scope of their authority are empowered to execute contract modifications on behalf of the Government.

III. Rates shall include the following:

a. Breakfast during the hours of 6am-8am.

b. Access to the hotel’s fitness facilities (if applicable)

c. Parking.

d. Wi-Fi.

IV. Quantity: 80 hotel rooms. Quantities are subject to change based on Organizer requirements.

3.) Responsibilities:

A. The Contractor:

I. Standards

a. All floors, ceilings, and walls should be clean and in serviceable condition.

b. Drapes, window shades, venetian blinds, and window screens must be clean and in good repair.

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

d. All entrance doors to guest rooms shall have interior security locks, either deadbolt or double locking locks, and be free from damage. Each room occupant shall be provided with at least one room key.

e. Operable smoke detection system in accordance with US Safety Standards.

f. Rooms will be free of insects, rodents, or droppings, mildew, and musty odors.

g. Bathrooms must provide convenient sanitary facilities. Wash basin and shower/tub areas shall have a lighted mirror with shelf, soap dishes, towel bars/hooks, and grounded electrical outlets conveniently located for use of electric razors, hair dryers, etc. Loose, missing, or badly worn/damaged wall tiles, floor tiles, fixtures, or accessories are unacceptable. The water faucets must not be cracked or leak, and shall operate properly to maintain a constant, adequate flow and temperature. Bathrooms must have a working exhaust fan or an exterior window, which must be of frosted glass or curtained to provide privacy. The shower or shower/tub combination shall have shower doors or curtains.

h. Furnishings and Equipment: Furnishings and equipment must be clean and free from defects.

i. Heating, air conditioning, and ventilation: Living quarters shall be provided with individual room-controlled heating and air conditioning, and otherwise provided the ventilation necessary to maintain comfort for guests. If utilities fail, other than an area-wide failure, for more than four hours, the Contractor shall take action to relocate all occupants to another room or lodging facility of equal or better quality at no expense to the US Air Force or the occupants. Noise level of heater/air conditioner unit, including fan, will not exceed an acceptable level.

j. If the standard of living isn’t being met members can report issues to hotel staff or to the Contracting Officer to route through hotel management and staff.

k. All rooms provided shall be designated as non-smoking rooms.

II. Services

a. Check-in/out service: The Contractor must provide a check-in/out service on a 24-hour basis, 7 days a week. Government Personnel will check in with hotel staff prior to being granted access to a room and will return key prior to departure. Contractor shall inform all Government personnel assigned accommodations under this agreement of the required check-out time. Check-out time must be prominently posted OR Work with AF contracting to come up with check in process prior to occupants’ arrival.

b. Custodial Service: Room cleaning/Linen Service shall occur to maintain the standards listed.

c. "DO NOT DISTURB" signs: All rooms shall have such signs available.

Contractor employees shall respect them when displayed.

4.) Additional Information

A. Non-Discrimination in agreement I. Contractor agrees to accept all Government personnel and will give identical treatment regardless of race, age, sexual orientation, gender, color, national origin, or other factor.

B. Disorderly Conduct I. Incidents of disorderly conduct on the part of Government personnel occupying the accommodations shall be reported to the Contracting Officer. In the event the contractor must act regarding an act of disorderly conduct, please provide a notice to the individuals describing the disorderly conduct and the actions taken.

C. Evaluation criteria I. The Government will grant a contract based on this solicitation to the responsible offeror whose proposal, in line with the solicitation, presents the most advantageous terms to the

Government, considering both price and other relevant factors. Issuing a written notice of award or acceptance to the successful offeror within the specified acceptance period outlined in the offer will establish a legally binding contract without requiring additional steps from either party. The Government reserves the right to accept an offer (or part of an offer) before the offer's specified expiration time, even if negotiations occur after its receipt, unless a written notice of withdrawal is received prior to award.

D. Quote Structure and Room Types I. Contractor shall provide the daily rates for each type of hotel room and specify the number of rooms available for reservation, along with their respective types in include: King Rooms, and double Queen rooms.

II. Submitted quotes are valid through August 26, 2024 III. If your company can only provide a partial quote for hotel rooms, all pricing received even for partial amounts of the amount will be considered. This may result in multiple awards, depending on what is most advantageous to the government.

IV. Quotes shall be submitted with:

i. Company name

ii. Company address

iii. Cage Code

iv. UEI

v. Tax ID

vi. Payment Terms

vii. Point of Contact (POC) Name

viii. POC Phone number

ix. POC Email address