Statement of Work - Lodging.docx

ALABAMA NATIONAL GUARD

Blanket Purchase Agreement (BPA) – Lodging Statement of Work (SOW)

TABLE OF CONTENTS

SECTION NO. AND TITLE

I. Description of Services

1. Scope of Work

2. Program Overview

3. Operational Requirements and Specific Tasks

4. Normal Hours of Operations

5. Sanitation Requirements

6. Contractor Personnel

II. Government Furnished Items and Services

1. Reservations

III. Vendor Furnished Items and Services

IV. General Information

1. Policies

2. US Department of Labor Information

3. Security Requirements

4. Hotel Locations

5. Hotel Inspection

6. Room Rates

7. Acts of Nature

8. System for Award Management (SAM)

I. DESCRIPTION OF SERVICES

1. Scope of Work. The vendor shall, except of as specified in this Statement of Work (SOW) as government furnished property or services, provide all personnel, supervision, and any property, items, and services necessary to provide contract lodging for the member of the Alabama National Guard (Air and Army). The vendor shall perform and provide the requirements in this SOW and conform to the professional standards identified in this contract, and shall follow all applicable instructions and directives as identified by this SOW. Vendor tasks include, but not limited to, the following: providing rooms for the Alabama National Guard personnel participating in or supporting weekend Unit Training Assemblies (UTA), other Inactive Duty Training (IDT), which may occur any day of the week. Members who are identified as being in an Active Duty Status cannot utilize the BPA and must use their Government Travel Card (GTC) to procure lodging.

2. Operational Requirements and Specific Tasks. This list is comprehensive, but not all inclusive.

a. The Contractor is to provide for clean, sanitary rooms and quality customer service.

b. Reservations. Vendors shall accept reservations 24 hours a day, 7 days a week, on a first-come, first served basis. There may be instances where the Government requires single or double occupancy. Vendor may designate single rooms in lieu of double rooms at no additional cost if no doubles are available. All reservations will be made as guaranteed 6:00 p.m. arrivals.

i. Long term reservation should be given highest priority. Long term reservations should be offered facilities having the most “livable” amenities for a lengthy stay (e.g. kitchen facilities, larger refrigerators, etc.)

ii. Members making their own reservation for a single or double room must guarantee it with their personal credit card. These members may change or cancel their own reservation at any time.

iii. All reservations originating from the designated ordering activity can only be changed or cancelled from the same ordering activity.

iv. Multiple Duty Tours. Lodging reservations for multiple tours (back to back) regardless of the type of duty performed, are considered one requirement. Personnel should not be moved from one room to another when the duty status changes.

c. Roommate Assignments. All roommates will be determined by the requirements owner and submitted by the ordering activity with the subsequent BPA Call.

d. Parking. Hotels must have adequate, secure, and lighted designated parking facilities available onsite with a separate area for passenger and baggage unloading/loading area. All facility parking areas must be well marked, clean, swept, and free of debris.

e. Room Check-in Procedures. The front desk must be staffed 24 hours a day. Check-in must be completed as promptly as possible starting at 3:00 p.m. If guest rooms are available for early check-in and a member arrives before 3:00 p.m., considerations should be made for the member. Front Desk clerks should ask to see a military identification card to verify eligibility. All lodging guests that are on annual training days will use their GTC and will not included on the BPA Call roster. Payment for personal charges, e.g. telephone, in-room resale items, late check-out fees, etc. will not be charged to the Government and are the responsibility of the member. At time of check-in the front desk must verify departure date and mention check-out time to ensure timely departure.

f. No-Shows. The Alabama National Guard will not be responsible for quarters reserved and not used. The hotel must provide a list of no-shows to the ordering activity and Contracting Officer Representative (COR) by 8:00 a.m. the day after the occurrence. The ordering activity or COR will notify the vendor if the member requires lodging for any remaining time left on the stay. The Alabama National Guard will be responsible for enforcing no-show policies to hold members accountable.

g. Rooms Cleaning. Rooms, at a minimum, must be cleaned on a daily basis, to include, but not limited to, clean linens, clean towels, and housekeeping supplies. Additional cleaning/maintenance may be requested by the member and should be fulfilled as soon as possible that reinforces professional customer service.

h. Room Descriptions. Rooms shall be cooled by refrigerated air condition, and adequately heated with individual temperature controls in each room. All rooms, must be clean and free of rodents, pests, insects, mold, and other unreasonable allergens. All rooms must be in good repair and without fire and health hazards. Each room under this BPA must have a private bath with a shower or tub/shower combination. Each room will have a guest information book concerning the hotel and local area. Double rooms shall consists of a minimum two full sized beds equipped with inner spring mattresses and box springs that have necessary linens, blankets, and pillows. Single rooms shall consists of a minimum queen sized bed equipped with inner spring mattress, box spring, and necessary linens, blankets, and pillows.

i. Lost and Found. The property must have efficient procedures and operating instructions for the effective handling and return of lost and found items to their rightful owners. Items shall be stored in a secure area. Housekeeping must maintain a log annotating all found property by building room, date found, by whom, and disposition of the property. This log should be transferred to the front desk when housekeeping is not open. Every attempt should be made to contact departed guests as soon as possible regarding their forgotten belongings. Vendor may also contact the COR or ordering activity.

j. Rooms Check-out Procedures. Check-out must be completed as promptly as possible. Normal check-out time posted by the hotel should be no earlier than 11:00 a.m. Payment for personal charges (e.g. telephone, in-room resale items, late check out fees, etc.) is the responsibility of the member. Military members must come to the front desk to perform all check-out procedures. Express check-out options will not be authorized for military member reservations under this agreement. This ensures the hotel has contact with the member before departure to collect personal charges and ensure al hotel keys, invoices, and signatures are collected.

k. Billing Procedures. Billing/Invoices procedures will occur through a Wide Area WorkFlow (WAWF) against the BPA call made under this agreement after the ordering activity or COR has reviewed the calculated invoice with member folios, in addition to signed vouchers. Invoices through WAWF will not be accepted until itemized invoices are received and approved by the Ordering Activity/COR. Payment for personal charges are the responsibility of the member and show separation in folio. Any conflict concerning responsibility of payment should be forwarded to the Ordering Activity/COR. Upon receipt of all required documentation, invoices will be accepted in WAWF. In accordance with the Prompt Payment Act, upon an approved invoice from DFAS, the invoice will then be paid no later than 30 days. A summary invoice shall be submitted monthly or upon expiration of this BPA, whichever covered therein, stating their total dollar value, and supported by receipt copies to include BPA Number and date. All invoices will direct billed through WAWF.

l. Non-smoking policy. All rooms shall be reserved as non-smoking unless otherwise requested. Contract property front desk personnel will inform guests of their specific policy when checking-in. Contract lodging operations are authorized to charge the guest (one time per stay) for cleaning services if the guest is informed of this policy at check-in as long as the request does not incur further cost to the Government and hotel can accommodate this request without changing the original reservations (e.g. two parties are roomed together, but one party request smoking room. The adjoined partied will remain in the originally reserved non-smoking room.)

3. Normal Hours of Operation. Lodging Facilities must operate 24 hours a day.

4. Sanitation Requirements. Contract lodging must comply with the sanitation requirements of the state and local laws/regulations.

5. Vendor Personnel.

a. Management. The vendor shall provide a full-time contract manager who shall be responsible for the performance of the work. The name of this person and an alternate or alternates who shall act for the vendor when the manager is absent, shall be designated in writing to the ordering activity. The contract manager or alternate shall have full authority to act for the vendor on all contract matters relating to daily operations of this contract. The contract manager and alternate or alternates must be able to write, speak and understand the English language. The position shall at no time be vacant. The vendor shall also supply the ordering activity telephone number of the contract manager and alternate to be used in the case of an emergency.

b. Front Desk Personnel. At least one front desk staff member must be in the immediate vicinity of the front desk at all times. The vendor shall not employ off-duty quality assurance personnel or any person who is an employee of Department of Defense (Army or Air Force), either military or civilian, unless such person seeks and receives approval in accordance with Joint Ethics DoD 5500.7-R.

II. Government Furnished Items.

1. The Government shall provide room reservations that are 100% direct billed to the ordering activity through a BPA Call no later than two days prior to the event.

III. Vendor Furnished Items and Services.

1. Except for those items or services specifically stated as government-furnished, the vendor shall furnish everything required to perform this contract in accordance with customary commercial practices. The vendor must provide all applicable facilities, equipment and properties necessary to fully satisfy this contract. All property provided must meet all protection, safety, and sanitation requirements of the local and state government. In addition, properties must be available for inspection by military personnel of the ordering activity within 24 hours notice.

IV. General Information.

1. Security Requirements.

a. Guest safety and security is a top priority. The front staff must not give a guest rooms number or personal information to others on the phone or in person.

b. Key Control procedures will be implemented to ensure security. Do not print rooms numbers on the key, key chain, or electronic door openers. If rooms numbers are already place on key or key chains, place the key in an envelope to conceal the information.

c. Do not issue replacement keys to guests without positive identification confirming that the guest is assigned to the particular room.

d. The use of alcoholic beverages or illegal drugs by vendor personnel while on duty is strictly forbidden. The vendor will immediately remove any employee who is under the influence of alcohol or illegal substance. Any vendor employee under the influence or caught in possession of illegal narcotics, paraphernalia, or weapons will be immediately turned over to the local law enforcement. This action does not relieve the vendor from total performance of the contract tasks specified herein.

2. Hotel Location. Contracted Hotels/Motels must be no more than 25 miles from the respective locations in the State of Alabama:

3. Hotel Inspection. Contracted hotels/motels will require inspection annually by appointed military personnel that include, but not limited to, medical, fire department, military police, and CORs. The hotels/motels must also be inspected before the BPA is in place and are not limited to annual inspections hereafter.

4. Room Rates. Room rates will be based on a per room basis. All direct billed charges will be tax free. Additional personal charges will be taxable to the member. Travel Agencies procuring rooms as part of the BPA will separate their fee in a separate line item, as required. Rates are established by the General Services Administration (GSA) through per diem rates for the State of Alabama and their respective counties. These rates can be found at https://www.gsa.gov/travel/plan-book/per-diem-rates . Vendors shall not terminate reservations in order to place private customers in rooms to receive a higher rental feel. Such practice may result in termination of the BPA.

5. Acts of Nature. The vendor shall use reasonable diligence to provide a regular and interrupted supply of service, but shall not be liable for damages, breach of contract, or otherwise, to the government for failure, suspension, diminution, or other variations of service occasioned by or consequence for any cause beyond the control of the vendor, including, but not limited to, acts of nature or of the public enemy, fires, floods, earthquakes, or other catastrophes, strikes, or failure or breakdown of transmission or other facilities. If any such failure, suspension, diminution, or other variation of service shall aggregate more than 48 hours during any billing period here under, an equitable adjustment shall be made in the monthly billing specified in this contract. Vendor shall notify the ordering activity and COR immediately of any such occurrence. Vendor will also provide information concerning the impact on availability of services.

6. System for Award Management (SAM). In order for a vendor to be eligible to conduct business with the Government, the vendor must be registered on the System for Award Management web site (https://sam.gov/content/home) and keep account current through annual renewal.