SOW_Request_for_Lodging_BPA_Aug_2019.pdf

20 Aug 2019

STATEMENT OF WORK

CONTRACT BILLETING

AUGUST 2019

1. GENERAL:

1.1 Background. The 138th Fighter Wing Oklahoma Air National Guard (“ OKANG”) is prepared to award Blanket Purchase Agreements (BPAs) to contractors for FY 20

– FY23 lodging. A BPA is an agreement between a contractor and the OKANG for four years or a BPA total dollar value cap of $249,900.00, whichever occurs first. Additionally, no single “call” or “order” shall exceed $25,000.00beginning 01 October 2019. Prior to the start of each year pricing will be confirmed and adjusted as needed. The contractor shall provide all personnel, supervision, and any items and services necessary to provide commercial lodging for authorized OKANG personnel. Lodging is required to be provided to OKANG members in unit training assembly (“UTA”) status in Tulsa, Oklahoma, in support of monthly UTA training requirements.

The BPA allows the OKANG to directly request lodging from a contractor based on the Firm- Fixed Price stated in the BPA.

a. UTA status may fall on any day of the month for select personnel, but generally the requirements for the lodging exists over the course of one (1) weekend per month.

b. Over these UTA weekends, 130-150 lodging nights are needed for approximately nine

(9) of theses UTA weekends and 350 nights are needed for two (2) of these UTA weekends.

c. Required nights of lodging for eligible personnel may increase or decrease depending upon mission requirements.

d. The physical address of any property used for fulfilling lodging needs of the OKANG must be located within 15 driving miles of 9100 East 46th Street North, Tulsa, Oklahoma, 74115.

1.2 Contractor Response. Before the Purchasing and Contracting Office can award a BPA, a contractor must respond to this solicitation in a manner that demonstrates the contractor understands the lodging requirements of the OKANG.

1.3 Basis for Award. Award of a BPA shall be made on the basis of Lowest Price Technically Acceptable (LPTA). An award will be made to the contractor(s) who offers the lowest rate pricing and meets or exceeds the technical requirements of this solicitation. Issuance of the BPA calls shall be made on the basis of established rates from a contractor that is most advantageous to the Government, and the availability of rooms necessary to fulfill the requirement.

2. DEFINITIONS:

2.1 Contracting Officer. A person with the authority to enter into, administer, or terminate contracts for the United States Government

2.2 Authorized Caller or Designated Representative of the Contracting Officer. The individual(s) designated in writing as being authorized to assign lodging, place calls, and make advance reservations for lodging. The OKANG reserves the right to revise, as necessary, its authorized caller(s) and/or designated representative(s).

2.3 Lodging Facility. A hotel which provides sleeping accommodations to the traveling public.

2.4 Government Lodging. Lodging services provided to the OKANG by a Lodging Facility pursuant to a valid BPA award from the OKANG.

2.5 Contractor. Lodging Facility providing Government Lodging to OKANG pursuant to a valid BPA award from the OKANG.

2.6 Blanket Purchase Agreement. Agreement established between OKANG and Contractor for reoccurring lodging needs pursuant to requirements, standards, and timeframe provided within

BPA.

3. REQUIREMENTS:

The following are the requirements and conditions for Government Lodging:

3.1 TERMS OF BPA: The Contractor shall furnish Government Lodging for the OKANG on a rental basis. The performance standards and requirements for these services include the following responsibilities:

a. Government Lodging shall be provided via single and double occupancy hotel rooms when called for by the Contracting Officer, Designated Representative, and/or Authorized Caller.

b. Single occupancy non-smoking rooms shall be provided to OKANG personnel as specified by the Contracting Officer, Designated Representative, and/or Authorized Caller.

c. Double occupancy non-smoking rooms shall be provided to OKANG personnel as specified by the Contracting Officer, Designated Representative, and/or Authorized Caller.

d. Identification. OKANG personnel will present proper identification to the Contractor upon check-in for lodging. At check-in, OKANG personnel will also sign the sign-in roster provided by the OKANG.

e. Extent of obligation. The OKANG is obligated only to the extent of authorized purchases actually made under the BPA.

f. Calls. Lodging calls may be initiated orally or by informal correspondence. Only a Contracting Officer, Designated Representative and/or an Authorized Caller(s) are authorized to direct OKANG personnel to occupy the Contractor’s facility. The Contracting Officer, authorized caller, or designated OKANG unit representative shall provide the contractor with a listing of all personnel authorized to utilize lodging at the Governments expense (rooming list).

(1) This list of Authorized Callers will be revised as necessary by the Contracting Officer.

(2) A sign-in roster will be provided to the hotel for OKANG personnel to sign in and will be used to verify charges shown on the invoice.

Individuals are not authorized lodging under this BPA until such authorization is presented to the Contractor. Rooms will be provided to only those individuals that appear on the rooming list provided by the authorized caller or a designated unit representative.

g. Pricing. The Contractor specifies below, the proposed prices under this BPA are not to exceed $70/night and award will be based upon evaluation criteria specified in 1.3. The contractor agrees that charges per room will not exceed prices specified in this agreement during the term of the agreement.

Single Occupancy Rooms: $____ Double Occupancy Rooms: $____

h. Cancellation. Minimum notice for cancellation of rooms with no charge to Government is ______ (state cancellation period up to 24 hrs)

i. Charges. Contractor reserves the right to charge the following amount for rooms cancelled with inadequate notice or no shows for the first night only on multiple day reservations if the contractor is at maximum capacity and unable to resell the room: $____ per room with no-shows/late cancellation for first night only.

j. Deliveries. Lodging reservations shall be accepted seven days a week, 24 hours a day based upon availability.

k. Term. This Blanket Purchase Agreement shall remain in effect until cancelled by either party, but not longer than 30 September 2023. At that time the BPA will be evaluated and re-established if agreeable to both parties.

l. Renewal. Prior to 30 September 2023 the Purchasing and Contracting Office will send a letter to the Contractor giving notice of the Government’s intent to award another BPA for the following year. In that letter the Contractor will be asked to provide room rates and maximum room availability anticipated for the proposed BPA timeframe.

m. Quality Control: The Contractor shall establish and maintain a complete quality control program for the duration of this agreement.

n. Room Availability.

Please list the number of rooms your establishment has available:

_____________ Non Smoking Double Occupancy (Min Two Doubles)

_____________ Non Smoking Single Occupancy (1 Double/Queen/King)

o. Is the proposed room rate less than the local per diem rate allowable? YES/NO

p. As requested, is the room rate for GPC method of payment the same as the room rate of the

BPA? YES / NO

3.2 CONTRACTOR FURNISHED ITEMS:

The contractor shall furnish the following:

a. Rooms. Provided upon request by the OKANG and based upon a rooming list, the Contractor shall provide clean and smoke free single and double occupancy hotel rooms in accordance with the standards set out in the awarded BPA. At a minimum, provided rooms will adhere to the following standards:

(1) Each room shall contain living and sleeping areas in accordance with nationally recognized hotel industry standards. Beds, linens and additional equipment provided by the Contractor shall also be in accordance with industry standards. All bedding must be clean, in good condition, and free from damage or conditions rendering it unusable.

(2) Single occupancy rooms shall have a minimum of one double sized bed. Rollaway beds and pullout sofas cannot be considered as a bed for purposes of single occupancy rooms.

(3) Double occupancy rooms shall lodge no more than two people with both occupants sharing a bathroom. Double occupancy rooms shall contain two standard sized beds (King, Queen, or Double) so that each of the two members occupying the room will have their own separate bed.

Rollaway beds and pullout sofas cannot be considered as a separate bed for purposes of double occupancy rooms. The Contractor shall not assign more than one person per bed unless specifically authorized.

(4) Rooms shall include all standard accommodations found within the commercial market place for “Midscale” hotel services. Midscale hotel services include, but are not limited, to the following:

internet access, refrigerator, microwave, television with cable access, iron and ironing board, alarm clock, blackout shades for windows, sufficient electrical outlets, environment of good light and sound attenuation, shower and/or tub combination with a washbasin, properly functioning toilet, mirror, shower curtain or door, accessible telecommunication device, comfortable climate control for all seasons of weather conditions, means of storing and safeguarding small high-value personal property, and trash container. Additional desirable amenities include the following: restaurant within facility, occasional chair, accessible ice machine, desk or writing table with chair, and clothes storage drawers and/or closet space.

(5) All facilities and courtesies customarily extended to occupants without charge (i.e., pools, lounges, parking areas, etc.) shall also be made available to OKANG personnel without additional charge to the OKANG under the BPA.

(6) OKANG members are personally responsible for any costs associated with use of additional amenities and services not provided for within the terms of this BPA and its coordinating and implementing documents. Those amenities and services include, but are not limited to, dry cleaning services, front desk charges associated with storing personal belongings, internet charges, cable charges, etc.

(7) Rooms shall comply with all municipal, state, and federal environmental, health, zoning, business code, and safety standards, laws, licensure requirements, and regulations.

b. Security. The Contractor will ensure a safe environment in any lodging facilities used to fulfill BPA needs and requirements of the OKANG.

(1) Rooms shall be secured and access limited to occupants, cleaning staff, and management in case of emergencies.

(2) Single public point of entry into facility leading to rooms are required. Entrance doors to rooms shall have interior security locks, either deadbolt or double locking mechanisms. Each room occupant shall be provided with a room key. Rooms shall not have sliding glass or French doors.

(3) No exterior doors are permitted in rooms used to lodge OKANG personnel.

(4) All doors for main building entrances shall have controlled secured access.

(5) Each parking lot for lodging facilities shall be equipped with adequate lighting to provide safety of OKANG members, vehicles, and belongings.

(6) OKANG reserves the right to disqualify properties that do not meet their security requirements at any time during the course of the BPA. Security requirements may be based upon the requirements set forth herein, historical police reports and/or criminal activity, reports made by OKANG members to the Contracting Officer, Designated Representative or Authorized Caller, or inspection performed by OKANG Security Forces Squadron.

(7) Properties shall be located in a low crime area to include, but not limited to, drug crimes, sexual crimes, violent crimes, and theft.

(8) The Contractor shall not knowingly condone illegal acts on the premises of the lodging establishment.

3.3 CONTRACTOR FURNISHED SERVICES

The contractor shall provide the following services:

a. Assignment of Quarters/ Rooms. The Contracting Officer’s Designated Representative(s) and/or Authorized Caller(s) are responsible for identifying OKANG personnel who require lodging.

(1) Each month, the Designated Representative(s) and/or Authorized Caller(s) shall document the names of the OKANG personnel requiring lodging on a lodging roster. The lodging roster will be submitted to the Contractor prior to the UTA weekend requiring lodging. OKANG personnel shall not be lodged under this BPA unless such authorization via the lodging roster is provided to the Contractor. OKANG personnel must be lodged pursuant to the lodging roster. Contractor must request and receive approval from the OKANG if the room type must change as it is stated on the lodging roster.

(2) OKANG personnel should not be billeted under this agreement without presenting proper identification to the Contractor. The Contractor’s front desk must verify all OKANG personnel via valid identification compared against the lodging roster. Contractor shall not rely on wear of a military uniform as an indicator of military status or authorization to receive lodging under the BPA. Contractor will be responsible for collecting payment from any member who is not on the authorized lodging roster. The OKANG shall not be responsible for payment of accommodations provided to any individuals that checks into the property without being listed on the final lodging roster.

(3) The Contractor’s front desk must be adequately manned to provide a 24-hour check-in and checkout service, 7 days a week. Individuals of the same sex, designated for double room occupancy, shall be billeted in rooms with at least two beds. If these rooms are not available, single rooms shall be utilized, after coordination with Contracting Officer, Designated Representative, and/or Authorized caller.

b. Custodial/Sanitation Services. Daily custodial services shall include, but are not limited to, the following: room cleaning, bed making, linen change (as required), maintain adequate quantities of soap, maintain adequate quantities of clean bath towels and clean hand towels, sanitized drinking glasses, facial tissues, emptying trash containers, and provide a clean cloth bath mat.

c. Linen Service. Linen service shall be provided at a minimum of once a week or when occupancy changes, whichever occurs first. Additional blankets shall be made immediately available if requested by OKANG personnel. All linen, blankets, and towels shall be clean and freshly laundered without any objectionable odors, and be in good repair, free from tears, rips, holes, stains, and extensive wear.

d. Additional Desirable Amenities.

a. 24-hour wake up service

b. message service

c. daily breakfast service

d. on site parking

e. self-service gym

e. Common Use Areas. The Contractor shall keep all hallways, corridors, grounds, and other adjacent areas under the Contractor's control in a clean, neat, and safe condition

f. “Do Not Disturb” Signs. All rooms shall have “Do Not Disturb” signs available. Contractor's employees shall respect do not disturb signs when displayed on outside of OKANG personnel’s rooms.

g. Information Services. Customer service representatives, or meaningful written information, shall be available to OKANG personnel in order to explain miscellaneous charges (i.e., telephone charges or cable charges) not authorized by the awarded BPA or its corresponding / implementing documents,.

h. Fire Notification. The Contractor shall ensure proper fire notification and evacuation plans are in place and evacuation procedures are accessible in rooms or common areas.

4. INVOICING AND PAYMENT

a. Invoices. An itemized invoice shall be submitted electronically through Wide Area Workflow (WAWF) https://wawf.eb.mil/ for each BPA call received. Invoices shall contain the following minimum information:

(i) Name, address, and phone number of lodging facility.

(ii) BPA number (if applicable).

(iii)Date(s) of lodging.

(iv) Purchase Request reference number (if applicable)

(v) Number of rooms and rate

(vi) Folios

(vii) Total amount due

(1) Each invoice the Contractor submits to the Designated Representative or Authorized Caller under this agreement shall cite the date, BPA number, call number(s), folios, and description(s) if applicable. The Contractor shall electronically invoice through WAWF the same quantities and rates as provided to the Designated Representative or Authorized Caller on the paper invoicing.

The exception would be if payment is secured by a Government Purchase Card (GPC).

(2) The OKANG is a federal government entity, and as such is exempt from all local, state, and federal taxes, including, but not limited to, sales taxes, lodging taxes, municipal lodging taxes, and tourism taxes. Any charges or invoicing that includes taxes shall be disputed/declined by the OKANG, if charged or invoiced by Contractor.

(3) Charges for incidental products or services, including but not limited to telephone calls, internet service, movie rentals, food, drinks, room service, pet charges, laundry or dry cleaning are not authorized to be charged to the OKANG. It is the responsibility of the Contractor to secure payment of incidental or other charges at the time of check-in by a cash or credit card deposit of one or more of each room’s occupants. Absence security for incidental services by the room occupant, Contractor is authorized and encouraged to “lock out” services that may generate extra charges.

b. Payment. Upon verification of invoices / charges submitted through WAWF by authorized OKANG personnel, the invoice will be paid by Electronic Funds Transfer (EFT) IAW the Prompt Payment Act as the primary form of payment.

c. System for Award Management (SAM). Contractor must have an active registration in SAM (www.sam.gov) in order to be eligible to be awarded a BPA. Once awarded the BPA, Contractor must maintain an active registration for the duration of the BPA term. Failure to retain an active registration will prevent payments by EFT and issuance of BPA calls.

d. Electronic Invoicing through Wide Area Workflow (WAWF). To meet compliance with DFARS 252.232-7003, Electronic Submission of Payment Requests, all Vendors must submit requests for payment (invoices) through WAWF. Additional information and registration for WAWF can be completed online at https://wawf.eb.mil. Payment will be made by DFAS office designated in the BPA. All payments will be made by electronic transfer of funds (EFT). The Government will make payment through WAWF upon satisfactory completion of work and the receipt of a proper certification for payment.

https://wawf.eb.mil/ http://www.sam.gov/ https://wawf.eb.mil/

e. Quality Assurance Surveillance Plan (QASP). The QASP will be used by OKANG personnel to randomly assess the quality of the lodging services provided by the Contractor and ensure that minimum standards are met on a monthly basis as applicable. If minimum standards are not being met by the Contractor, the Contracting Officer will discuss the non-conforming services with the Contractor and attempt to remedy the performance failures. If non-conforming services continue and remedies fail to bring the Contractor into conformance with the minimum standards of the QASP and terms and conditions of the BPA, the OKANG may, at its sole option, terminate the BPA with the Contractor.

f. If the Contractor is interested in entering into an agreement of this type with the Government in order to supply single/double occupancy rooms to the OKANG, please complete the information below and return to: Oklahoma Air National Guard for evaluation, Attn: SMSgt Amanda Lonsdale, 9100 E. 46th St. N., Tulsa, OK 74115, e-mail: usaf.ok.138-fw.list.msc@mail.mil

If you have any question, please contact Amanda Lonsdale or MSgt Hugueley at usaf.ok.138-fw.list.msc@mail.mil

Sincerely, //Signed //

AMANDA J. LONSDALE, SMSgt, OKANG Base Contracting Office

Responses to the solicitation are due not later than 20 September 2019 to be considered for award.

Signature of person completing form

(Printed Name and Position in Company)

Contractor Name: ________________________________________

Contractor Address: ________________________________________

(City, State, and Zip) mailto:usaf.ok.138-fw.list.msc@mail.mil

Email Address (for correspondence) __________________________

Phone Number ________________________________________

Fax Number ________________________________________

DUNS Number ________________________________________

CAGE Code ________________________________________

Federal Tax ID ________________________________________

STATEMENT OF WORK