Statement of Work- Lodging.pdf

Description/Specifications/Statement of Work

Statement of Work

Contractor shall provide Commercial Lodging (CL) accommodations for 433d Airlift Wing reserve personnel and other personnel participating in or supporting weekend Unit Training Assemblies (UTAs), Rescheduled Unit Training Assemblies (RUTAs), Inactive Duty Training (IDT) and Active Duty (AD) status, which may occur any day of the week. Preferred oƯ-base lodging facility should be within 15 miles of Joint Base San Antonio (JBSA)-Lackland and have a current Memorandum of Understanding with the JBSA-Lackland Lodging.

1. Rooms. Maximum number of rooms per UTA is 50 for double occupancy and 25 for single occupancy. Contractor may substitute single rooms in lieu of double rooms at no additional cost, if no doubles are available.

i. Room Requirements. Rooms shall be cooled by refrigerated air conditioning, and adequately heated with individual temperature controls in each room. Rooms must be clean and free of rodents, insects, mold, and other unreasonable allergens. Each room shall have adequate ventilation and at least one window. Each room shall have a private bath with shower or tub/shower combination. Each room will contain a minimum of one 20 inch color television in good working order, dresser space with no less than two drawers per occupant, and one alarm clock. Double rooms shall consist of a minimum of two full sized beds equipped with inner spring mattresses and box springs and all necessary linens, blankets, and pillows. Single rooms consist of a minimum of one queen sized bed equipped with inner spring mattress, box spring, and all necessary linens, blankets, and pillows. All rooms shall be non-smoking.

ii. Room Cleaning: Rooms shall receive daily maid service, to include but not limited to replenishing soiled towels with clean, vacuuming carpet, cleaning/sanitizing toilets, replenishing soap, and one clean drinking glass per occupant. Guest requests for towels or other housekeeping supplies must be fulfilled as soon as possible, but no later than 30 minutes after the request during normal working hours; after normal duty hours, towels, spare light bulbs, toilet paper, etc., will at a minimum be made available at the front desk.

Bed linens will be made up on a daily basis. Bed linens will be changed out completely at a minimum of once weekly per stay, or anytime persons check-out of the room.

iii. Room Rates. Room rates will be based on a per room basis. All charges direct billed will be tax free and charges to individuals are taxable per tax regulations. Room rates should be billed as per the Blanket Purchase agreement. The Government and Contractor shall maintain a mutually agreed upon price list. Initial rates shall be valid for the period agreed upon at the time of BPA inception. At the expiration of this period, a new price list will be established for the following year and on an annual basis thereafter. Contractor shall not terminate the reservation in order to place private customers in rooms in order to receive a higher rental fee.

2. Check In/Check Out. Contractor shall staƯ the front desk and oƯer 24-hour check-in/check-out, 7 days a week and guarantee late arrivals.

i. Check-in. Normal check-in time should be 3:00 pm or earlier. The 433d Airlift Wing Lodging POC shall provide a roommate and sign-in roster for each reservation. Hotel personnel shall not change rosters provided by the government in any manner. Members must sign roster/document provided by the 433d Airlift Wing Lodging Point of Contact.

Front desk shall confirm the member's departure date at time of check-in.

ii. Check-out: Check-out must be completed as promptly as possible. Check-out time posted by the hotel should be no earlier than 11:00 am. "Express" check-out options will not be authorized for military members reserved under this agreement. Military members MUST come to the front desk to perform all check-out procedures. Payment for personal charges (e.g. telephone, in-room resale items, late check out fees, etc.) is the responsibility of the member.

iii. Reservation(s) of multiple tours (back-to-back) for a member, regardless of the duty status (Active Duty, Annual Training, Inactive Duty), shall be considered one reservation.

Members shall not be moved from one room to another when duty status changes, nor should member be required to check out and back in. The Authorized Caller will identify who pays, member or 433d Airlift Wing, at time of reservation(s). Members inActive Duty or Annual Training status will pay via Government Travel Credit Card. The 433d Airlift Wing will pay when member is in IDT (UTA/RUTA) status via the Government Purchase card.

3. Reservation/Cancellation. Rooms shall not be released until reservation has been cancelled by an authorized caller. Cancellations shall be accepted up to 6:00 pm on the day of the arrival at no charge to the government. If members do not check in by 6:00 pm and reservation has not been cancelled/modified, vendor may bill for that one night only.

Vendor will check in all no-shows before the nightly audit and provide a list of no-shows to the 433d Airlift Wing Lodging POC by 9:00 am the following day. The 433d Airlift Wing Lodging POC will notify vendor by check-out time (11:00 am) on the same day if the member will occupy quarters on that night.

4. Safety & Security.

i. Key Control. Key control procedures will be implemented to ensure security. Do not print room numbers on the key, key chain, or electronic door openers. If room numbers are already placed on keys or key chains, place the key in a small envelope to conceal the room number until replaced. Do not issue replacement keys to guests when requested without positive identification confirming the guest is assigned to the room. StaƯ shall not provide guest's room number or personal information to others over the phone or in person.

ii. Locks. All entrance doors to rooms shall have interior security locks (deadbolt or double locking). All locks shall be free from defects.

iii. Parking. Hotel 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, cleaned, swept, free of debris, and adequately lighted at night. Parking shall be at no additional cost to the military member or Government.

iv. Hotel and Motel Fire and Safety Act. All properties must be listed on the Federal Emergency Management Administration (FEMA) Master list.

v. Property shall be in compliance with the Americans with Disabilities Act.

vi. Properties shall be in compliance with the safety standards outlined in AFOSH 91-001, Billeting Operations.

5. Inspection. Commercial oƯ-base Lodging establishments that do not have a current Memorandum of

Understanding with the Inns of JBSA-Lackland must be inspected by base personnel prior to agreement and annually using checklists from Air Force Occupational Safety and Health Standards or as directed by the JBSA Lackland safety oƯice.

6. Billing: Hotel must be willing to accept a government issued credit card as payment.

Hotel, should submit to the 433d Airlift Wing Lodging POC (433 FSS/SVF) no later than the 10th of the following month, a fully itemized invoice along with copies of each member's room folios, signed vouchers, and/or registration card. Upon receipt of the three items, the 433d Airlift Wing Lodging POC will validate charges. All items MUST be submitted for payment in full and must be billed on one bill, for payment. Payment for personal charges, e.g. telephone, in-room resale items, late check out fees, etc. is the responsibility of the member(s) occupying the room.

Requirements

Blanket Purchase Agreement for Commercial Lodging (CL) accommodations for 433d Airlift Wing personnel in inactive duty training status.