9_SOPS_UTA_Lodging_Statement_of_Work_(SOW).pdf

9th Space Operations Squadron (9 SOPS)

Blanket Purchase Agreement – Lodging During

Unit Training Assembly (UTA) Drills for

Traditional Reservists (TRs)

Statement of Work

(SOW)

17 October 2016

Table of Contents

DESCRIPTION OF SERVICES

Scope of Work

Operational Requirements and Specific Tasks

Notice of Individuals Authorized to Place Calls

Reservations

Government/Civilian Lodging Facility Furnished Services

Room Check-In Procedures

Dates of Service

Billing Procedures

Normal Hours of Operation

Sanitation Requirements

Cancellation Provisions/ No Shows

AGREEMENTOR FURNISHED ITEMS AND SERVICES

GENERAL INFORMATION

Services outside this Agreement

Performance Standard

Hotel Location

Room Rates

Points of Contact

Definitions/Commonly Used Terms

I. DESCRIPTION OF SERVICES

1. Scope of Work. The agreementor shall, except 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 agreement lodging for the members of the 9th Space Operations Squadron (9 SOPS) Traditional Reservists (TRs) during Unit Training Assembly (UTA) drills as defined in this SOW. The agreementor shall perform and provide the requirements in this SOW and conform to the professional standards identified in this agreement, and shall follow all applicable instructions and directives as identified by this SOW. Agreementor tasks include, but are not limited to, the following: Providing (drill weekend) lodging accommodations for eligible military personnel. Facilities shall be located within a reasonable distance (no more than 25 mile radius) of Vandenberg Air Force Base. Accommodations shall be compliant with the

Hotel and Motel Fire Safety Act of 1990 (Public Law 101391).

2. Operational Requirements and Specific Tasks.

a. Notice of Individuals Authorized to Place Calls. A list of individuals authorized to place calls under this agreement, identified by office and phone number, will be furnished to the agreementor by the Agreementing Officer by separate letter. Calls received by the agreementor from personnel not listed shall not be honored.

b. Reservations. Vendor shall accept reservations 24 hours a day, 7 days a week, on a first-come, first-served basis. ALL reservations must come directly from the 9

SOPS authorized individual (appointed Lodging Manager/Authorized Caller). If rooms are not available at on-base lodging, the member will receive a Non-

Availability letter. The 9 SOPS Lodging Manger will then coordinate lodging at an approved off-base lodging facility in accordance with the BPA.

i. At least two weeks prior to prior to the UTA weekend, a list will be provided to the hotel by the Lodging Manager; the agreementor/hotel shall be made aware of who the individual(s) are in writing. The list will indicate each member that is authorized billeting accommodations. The agreementor/hotel must ensure each person is on the list prior to issuing a room key.

ii. The agreementor/hotel must indicate any personnel that had a reservation but who did not occupy a room. The room will then be charged to the individual, not against the BPA.

iii. Problems encountered by the agreementor/hotel should be immediately brought to the attention of the 9 SOPS Lodging Manager/Authorized Caller.

iv. All reservations originating from 9 SOPS shall only be changed or cancelled from the same office.

v. Agreementor/hotel must not refer members to other facilities without coordinating through the 9 SOPS Lodging Manager.

c. Government/Civilian Lodging Facility Furnished Services. All units shall be categorized as nonsmoking. The agreementors' property and units shall meet or exceed industry standards for cleanliness and décor. The contents of each room shall not be at the end of its life cycle, showing worn or shabby appearance. Each unit shall be fully furnished, and as a minimum, shall consist of:

One queen sized bed

Private bath and shower facilities, with hair dryers

Central or individual heating and air-conditioning

A hospitality television with working remote control with basic cable or satellite service

Dresser/chest of drawers

Desk/working table, standard desk chair and lamp

Nightstand with lamp for each occupant

Clock radio with alarm

Note pad and pen, “Do Not Disturb” sign

A full length mirror

A standard luggage rack

Two standard waste baskets with liner (one in main room area and one in bathroom area)

Telephone service for local calls only. (Guests are responsible for their own long distance charges and will not be paid for under this agreement.)

Iron and ironing board

Telephone wake-up service

Coffee maker with individual coffee and tea, cups (4 hot and 4 cold), and condiments (replenished daily)

In-room safe or a safe deposit box service at the front desk

Window treatments with blackout drapes or roller shades

All linens (bed & bath) shall be clean and serviceable

Postal/Installation Distribution (ON BASE ONLY)

Protection Services from Security Forces and Fire Department (ON

BASE ONLY)

Emergency Medical Services will be provided for emergency medical transportation and treatment (ON BASE ONLY)

i. The following utilities will be included in this agreement: Water, Gas, Electricity, Basic Cable TV, Wastewater, Trash and Local Phone (no long distance).

ii. The agreementor shall provide a daily cleaning service.

iii. Laundry facilities (washers & dryers) must be available, within the property, for occupants use.

iv. Business center with printer, copier, fax, scanner, and internet service available 24 hours at no cost.

v. The front desk needs to be manned 24 hours a day.

vi. Fitness center with cardio and strength equipment available 24 hours a day at no cost.

vii. Individual units shall have secured access, open to a limited access hallway and not to the outside.

viii. The cost of providing the described lodging, including all utilities and miscellaneous services and supplies, shall be included in the set agreement rate.

d. Room Check-In Procedures. Payment for personal charges, e.g. telephone, in-room resale items, parking fees, late check out fees, etc. is the responsibility of the member. At check-in, confirm the departure date/check-out time. Front desk staff will provide guests with professionally made, easy-to use map, directing them to their rooms upon check-in if the guest room is in a different facility from the reception center/registration desk. Luggage carts should be provided where feasible.

e. Dates of Service. The dates authorized to stay during UTA weekends for the calendar year are posted no later than August of the year prior. Dates for Fiscal

Year 2017 are enclosed (Attachment 1). Dates are subject to change.

Agreementor/Hotels will be made aware of any changes as they occur.

f. Billing Procedures:

i. Agreementor/Hotel must accept Government Credit Card (Visa) as this method of payment may be elected to be used by the Government. Only the designated/appointed Authorized Caller has authority to make obligations (i.e.

room reservations) and provide this vehicle as a method of payment under the resulting BPA. NO ONE other than this individual may use the Government credit card at any time, under any circumstances. Visa merchant charges are the responsibility of the agreementor/hotel and shall not be passed onto the cardholder.

ii. Each purchase on the Government Credit Card (Visa) is for official U.S.

Government purposes and, therefore, not subject to state or local sales tax.

iii. The Federal Government is not exempt from certain federal and state excise taxes or other taxes that the agreementor may be required to pay. If this is true, the agreementor must complete the Streamlined Sales and Use Tax

Agreement, Certificate of Exemption, for each transaction (Attachment 2).

3. Normal Hours of Operation. Agreemented lodging must operate 24 hours a day.

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

5. Cancellation Provisions/ No Shows. The Authorized Caller and/or Lodging Manager are the only individuals who can cancel a room reservation. Cancellations with less than a

24 hour notification will result in a charge of one night’s rate. The hotel must provide a list of no-shows to the Lodging Manager by 8:00am the day after the occurrence. Hotel shall assume any additional nights are no longer needed and any further charges shall not be applied. The Lodging Manager will notify the hotel by check out time the same day if the person will require quarters any additional nights.

II. AGREEMENTOR FURNISHED ITEMS AND SERVICES: Except for those items or services specifically stated as government-furnished, the contractor shall furnish everything required to perform this agreement in accordance with customary commercial practices. The agreementor must provide all applicable facilities, equipment, and properties necessary to fully satisfy this agreement. All property provided must meet all fire protection, safety, and sanitation requirements of the local and state government.

III. GENERAL INFORMATION

1. Services outside this Agreement.

a. Any additional arrangements required by the occupant(s) such as telephone calls, parking fees, and room services outside the scope of services identified in this SOW, will be between the individual and the hotel. Any differences in room cost, e.g., upgraded accommodations requested by the individual, must be paid from the individual's own funds before departure. The individual must pay any taxes applicable to such arrangements.

b. The Government shall not be held financially responsible for damages to agreementor facilities. The responsibility shall rest with the individual occupying the facility and should be resolved to the satisfaction of both parties prior to the individuals' departure.

2. Performance Standard.

a. If applicable, facility is compliant with the Hotel and Motel Fire Safety Act of 1990

(Public Law (PL) 101391) (Para. 1.1). Random visits to facility ensures compliance with PL 101391 has been met.

b. The agreementors' property shall present a well-maintained appearance (Public Law

(PL) 101391) (Para. 2.2). The agreementors' property and rooms shall meet or exceed cleanliness and décor.

c. There will be at least one annual inspection by the government representative to validate performance standards.

3. Hotel Location. Agreemented hotels/motels must be no more than 25 miles from the respective location(s):

Vandenberg Air Force Base

Vandenberg AFB CA 93437

4. Room Rates. The Agreementor hereby warrants that the prices to the Government shall not exceed Joint Travel Regulations (JTR) rates

(http://www.defensetravel.dod.mil/Docs/perdiem/JTR.pdf ). The Agreementor will furnish the Agreementing Officer a price list in 1 copy for items/services proposed to be furnished under this Agreement (Attachment 3). The listing must be identified with the

BPA number, and must be for a specific period, i.e. 15 APR 16 through 14 APR 17. No price changes may be made unless approved by the Agreementing Officer. If prices are expected to change the Contractor must provide price lists 30 days prior to the effective date of change. Calls will be made for only the items that appear on the APPROVED

PRICE LIST. Negotiation or solicitation for prices and additional requirements will be conducted by the Agreementing Officer only. Agreementor shall not terminate the reservation in order to place private customers in rooms in order to receive a higher rental fee. Such practice may result in termination of Blanket Purchase Agreement. Price per night stay shall not exceed respective Government Per Diem Rates

(http://www.defensetravel.dod.mil/site/perdiemCalc.cfm)

5. Points of Contact

a. 9 SOPS Lodging Manager/Customer Representative (CR)

NAME: MSgt Jaylyn Hiapo

TITLE: Lodging Manager

ORGANIZATION: 9 SOPS

CONTACT NUMBER: (805) 606-4029

CONTACT EMAIL: jaylyn.hiapo@us.af.mil

b. Invoice Reviewer in Wide Area Work Flow

NAME: Maj Melissa Milas/MSgt Richard Rosado

TITLE: Resource Advisors

ORGANIZATION: 9 SOPS

CONTACT NUMBER: (805) 606-1793/(805) 606-0669

CONTACT EMAIL: melissa.milas.1@us.af.mil / richard.rosado.1@us.af.mil

6. Definitions/Commonly Used Terms

Lodging Manager - An appointed individual WITHOUT authority to obligate the government financially. This individual may coordinate terms that do not affect price, quantity, and/or quality, i.e. provide rooming lists. This person(s) shall be identified in writing, to the hotel.

Authorized Caller- An appointed individual with authority to obligate the Government, using a

Credit Card (not to exceed $2,500) for Government Official business ONLY. This person(s) shall be identified in writing, to the hotel.

Wide Area Workflow (WAWF) – Electronic Invoicing System http://www.defensetravel.dod.mil/Docs/perdiem/JTR.pdf http://www.defensetravel.dod.mil/site/perdiemCalc.cfm mailto:jaylyn.hiapo@us.af.mil mailto:melissa.milas.1@us.af.mil mailto:richard.rosado.1@us.af.mil