Statement of Work(Final).pdf

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C. STATEMENT OF WORK (SOW)

Temporary Lodging (hotels, motels, travel accommodations except for casinos) to support Reserve Inactive Duty for U.S. Coast Guard Thirteenth District

C.2. BACKGROUND

The United States Coast Guard (USCG) Thirteenth District (D13) oversees a geographic area that includes Washington, Idaho, Oregon, and Montana. Currently, the USCG D13 Reserve program has reservists assigned to operational units throughout the states of Washington and Oregon. Our D13 management staff is located in the Henry M. Jackson Federal Building in Seattle, Washington. For USCG Reserve personnel to expedite training and complete readiness, those that live over 50 miles from their assigned unit are authorized temporary lodging funded by the government. Temporary lodging can have an impact upon operational readiness and prevent safety mishaps, so this statement of work and the quality of the lodging provided for Inactive Duty is important.

C.3 SCOPE

The USCG is seeking Temporary Lodging (TL) to include, but not limited to, lodging locator and reservation services for USCG Reserve personnel performing Inactive Duty training at their assigned unit throughout the D13 area of responsibility. The service requirements relate directly to mission essential items as identified in this Statement of Work (SOW) and provide for the highest level of service delivery performance critical to mission success. Health and safety are paramount concerns since adequate sleep, exposure to contagious diseases and personal safety can all have a negative impact on Coast Guard personnel and missions.

C.4 PERIOD OF PERFORMANCE

The contract shall include a base period of one year with four (04) one-year options, if exercised by the government.

C.5 TECHNICAL REQUIREMENTS

C.5.1 LODGING SERVICES

Individual Reserve members will be placed into TL during inactive duty training periods (IDT, ATP, AFTP, RMP). The number of rooms needed each month is approximately 53. Monthly stays (i.e., nights) for the population ranges from approximately $107 to $248 per night.

a. All rooms shall be non-smoking with two separate beds (pull out couches are not acceptable as a second bed without prior approval).

b. All rooms will be double occupancy, except as noted below:

i. Junior enlisted (E-6 and below) members must not share rooms with senior enlisted (E-7 and above members;

ii. Junior officers (O-4 and below) must not share rooms with senior officers (O-5 and above);

iii. Officers must not be roomed with enlisted members;

iv. Separate berthing must be made available for males and females;

v. Coast Guard Investigative Service (CGIS) agents must only be roomed with other CGIS agents;

vi. When double occupancy berthing is not available; and

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vii. Special circumstances which require single occupancy that will be noted by the Coast Guard (i.e. operations that require adjusted rest times, lactating members, gender affirming).

viii. Since the USCG Reserve workforce is a manpower force multiplier for natural and manmade disasters unexpected changes to temporary lodging needs can occur as members mobilize or demobilize for contingency operations. The USCG shall not be charged for rooms not used.

C.5.2 GENERAL REQUIREMENTS

a. Contractor is to provide TL.

b. The TL facility is preferred to be within five miles of each Coast Guard unit in order to maintain recall and operational readiness. However, this distance may extend out to 10 miles of a unit’s address as listed on this document if appropriate TL is not available. A list of suggested TL facilities may be noted on member roster sheets each month to notify the Contractor of any preferences due to locality differences.

c. Modifications. No modifications or special requests by any person, other than the Contracting Officer Representative (COR), shall in any manner or degree modify or otherwise affect the terms of this contract.

d. Maintaining continuity with the same TL provider per unit each month is preferred, unless not realistic or a change of venue is necessary.

e. The following is a current list of USCG units requiring TL, their addresses and monthly lodging requirements based upon historical data. Due to changes in the Coast Guard’s Personnel Allowance List (PAL) unit’s may be added, deleted or locations updated throughout the Period of Performance.

i. USCG Base Seattle / Station Seattle / Sector Puget Sound, Pier 36, 1519 Alaskan Way Seattle, WA 98134

ii. USCG Thirteenth District (D13), 915 Second Ave., Seattle, WA 98134 (total for

i. & ii. = 20 Rooms / 60 Nights)

iii. USCG Station Bellingham, 28 Bellwether Way, Bellingham WA 99225

(03 Rooms / 10 Nights)

iv. USCG Station Cape Disappointment, 322 Coast Guard Rd., Ilwaco, WA 98624 (04 Rooms / 12 Nights)

v. USCG Sector Columbia River / Station Portland, 6767 N. Basin Ave., Portland, OR 97217 (10 Rooms / 32 Nights)

vi. USCG Base / Air Station North Bend, 2000 Connecticut Ave, North Bend, OR 974594 (03 Rooms / 06 Nights)

vii. USCG Station Yaquina Bay, 541 SW Naterlin Dr., Newport, OR, 97365

(04 Rooms / 12 Nights)

viii. USCG Base / Air Station Astoria, 2185 SE 12th Pl., Warrenton, OR 97146 (04 Rooms / 10 Nights)

ix. USCG Air Station Port Angeles, Ediz Hook Rd., Port Angeles, WA 98363

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(03 Rooms / 06 Nights)

C.5.3 TECHNICAL REQUIREMENTS

a. Contractor will charge the USCG for the actual total amount of monthly rooms used for the nights stayed plus service fee; if applicable. Example: Month of October required 05 rooms for 04 nights at $125.00 / night; calculation would be (05 rooms X 04 nights X $125) + service fee = $2,500 + service fee = Total Charge.

b. Contractor must provide a 24-hour point of contact with which to coordinate or resolve emergent issues associated with TL. This POC will then Contact the Coast Guard’s Technical Representative (TR) to assist with emergent issue resolution.

c. Contractor shall ensure that each hotel checks the ID of Coast Guard personnel staying at their facility against the list they’ve been provided and that no other people are allowed to stay in government contracted rooms.

d. Contractor shall not exceed nightly room rates as outlined on the GSA Per Diem table for each unit’s zip code based on seasonal, locality and calendar year rates.

https://www.gsa.gov/travel/plan-book/per-diem-rates.

e. Contractor will receive a monthly manifest broken down by unit and segregated by population by the end of the first week of the previous lodging month from a Technical Representative (TR) to secure TL. Once secured, the Contractor shall return completed lists (which will include each hotel name, the hotel address, names of persons assigned to each room and their duration of stay) within 14 calendar days of the previous calendar month in which members will be assigned to a hotel. Example: TR sends manifests on April 7, 2025 for the month of May lodging requirements to vendor and in return would receive booking information on or about April 21st from vendor.

f. Government lodging must be the primary option for USCG Base and Air Station Astoria.

Currently, USCG Base and Air Station Astoria use the following as the primary lodging option:

Camp Rilea Armed Forces Training Center, 33168 Patriot Way, Warrenton, OR 97146 POC: Savanah Heck Email: Savanah.Heck@omd.oregon.gov Phone: (971) 355 - 4675

If no space is available at Camp Rilea, the Contractor must receive a statement of non-availability prior to soliciting commercial hotels.

g. Each monthly manifest will serve as a working document between the TR(s) and the vendor as additions, modifications or cancellations arise until the lodging month ends.

h. The Contractor shall be flexible with late requests and modifications. These requests will be handled and emailed / communicated separately on a case-by-case basis. While handling late requests and modifications the Contractor shall see if berthing with an otherwise single occupied room is feasible while still adhering to the rooming requirements outlined in C.5.1.b. The Contractor shall accommodate changes to the personnel allowance list throughout USCG D13 that can occur with new accessions, reservists that relocate due to civilian employment/school/personal reasons, those that transition from active duty to the Reserve component or those separating from the military.

i. Contractor will afford the USCG a minimum window for cancellation of three (03) business days prior to actual check-in date. This will allow flexibility since the workforce provides surge staffing which may include unplanned mobilization efforts to support natural or manmade disasters.

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j. Contractor will provide monthly reports of those members with a reservation that did not use their stay (i.e. “no shows”).

k. A Coast Guard Reserve member, not the USCG, shall be responsible for charges stemming from items listed in section C.7.b.

C.5.4 MINIMUM STANDARDS.

a. The Contractor shall ensure that all TL facilities provided shall meet the following standards:

i. Meet the Hotel and Motel Fire Safety Act of 1990 (PL101-391) and be listed on the Hotel- Motel Master list.

ii. TL facility will at minimum meet the requirements of three stars for a Mobile Travel Guide rating, three diamonds for an American Automotive Association (AAA) rating, or Cranley Rating Level six (6).

iii. TL facility room entrance shall be accessible only by internal hallway(s). The TL facilities internal hallways(s) shall have locked exterior doors, accessible by key-holding facility guests only. Internal hallway(s) shall be accessible by the berthing facilities lobby. A front desk attendant shall man the berthing facilities lobby 24 hours a day and 7 days a week.

iv. TL facility shall be in a low crime area and adhere to all the above requirements.

v. If health related issues, i.e. bed bugs, or safety, i.e. police reported event, are identified then alternate lodging will need to be identified for the requested lodging dates.

C.6 ALLOWED CONTRACT CHARGES

a. The Government will only pay for the items covered by the contract.

b. The Government is exempt from Federal and State taxes within Washington and Oregon including hospitality taxes and local taxes.

c. The USCG shall not pay for parking. Furthermore, this expense shall not be incurred by our Reserve members.

C.7 PERSONALLY CHARGED SERVICES

a. Contractor will make sure alternate arrangements have been made for any charges other than that of the room charge in Contract Line-Item Numbers.

b. Individual Coast Guard members will be solely responsible for any other valid charge(s) including, but not limited to:

i. Telephone

ii. Premium TV/Movie Service

iii. Internet Service

iv. Room Service

v. Restaurant Charges

vi. Honor Bar

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vii. Laundry

viii. Valet Parking

ix. Gratuities

x. Any other charges that can be charged to room accounts

C.8 MISCELLANEOUS CHARGES/DAMAGES

The Government / USCG will not be responsible for any miscellaneous charges incurred by individual occupants that are not covered by the contract. Individual USCG members will be responsible for damages to the facility. Individual members will reimburse the Contractor for reasonable cost to repair damages.

Damages shall be reported in writing to the Contracting Officer Representative (COR).

C.9 SAFETY

The Contractor shall ensure each hotel removes all debris, ice and/or snow and any other potential hazards from the steps, sidewalks and parking lot(s) of the lodging facility and other buildings needed by the USCG.

In addition, to minimize concerns for personal safety and vehicle theft, the TL facility shall be in a low crime area.

C.10 CONTRACTOR PERSONNEL REQUIREMENTS

The Contractor shall provide staff with the necessary management expertise to assure the performance of the services required.

C.11 CONTRACTING OFFICER’S REPRESENTATIVE

The Government will provide a COR who will be identified by a separate letter. The COR monitors all technical aspects of the contract and assists in contract administration.