SOW_Lodging 2025.pdf

Statement of Work Commercial Lodging

SCOPE OF WORK: The contractor shall furnish lodging accommodations for the Louisiana Air National Guard on a monthly basis. The performance standard and requirements for these services are listed herein. Vendor will provide accommodations, in accordance with listed requirements, as requested by the 159 Fighter Wing (FW) Services Office. Projected lodging will include mostly weekends and some weekdays. Specific performance and requirements for these services including the following:

REQUIREMENTS:

1. Schedule unit training assemblies (UTA) will be provided to vendor once published.

2. Weekday requests will be intermittent and will be on an as needed basis

3. Vendor will provide a minimum of 50 rooms for double occupancy, and 15 rooms for single occupancy per UTA.

4. Rooms must be non-smoking

5. Establishment must be in compliance with local, state and federal fire and safety codes.

Must be FEMA approved.

6. Establishment shall adhere to good housekeeping practices IAW Industry standards, (daily trash removal, fresh linens, vacuuming, and clean bathrooms).

7. The contractor must provide 24-hour check-in, check-out service.

8. Facility must be indoors (no motels)

9. Facilities will be at least 3 stars

10. Establishment shall provide off street parking.

11. Each room shall have adequate ventilation and at least one window with shades and blinds adequate to darken the room during the day. All electrical outlets shall be functioning. The room shall be occupant climate controlled.

12. Each room shall have a full bathroom (toilet, sink, shower or bath) in the room, standard sized (queen) bed, desk or writing table, lamp, chair, adequate, standard storage space.

All linen shall bug free, clean, fresh laundered, without any odor, in good repair.

13. Vendor shall not charge the LAANG for telephone calls, movie purchases, and internet services incurred by the individual. All charges to this nature must be put on member’s personal credit card.

14. Authorized Caller shall provide the contracted hotel(s) with a roommate roster and sign-in roster for each reservation.

15. Authorized Caller will coordinate a minimum of 1 week in advance with the contractor to request number of rooms to be reserved. Rooms will not automatically be reserved by Hotel managers. The Services Office shall coordinate room numbers on an ongoing basis.

The hotel shall allow a cancellations up to 24 hours prior to arrival, should the requested number of rooms need to be changed.

16. All rooms provided under the Agreement shall be equipped with appropriate heating and cooling device for seasonal comfort standards. Individual room temperature control shall be available in each room to provide heating and/or cooling, as the guest desires.

17. Vendor shall guarantee late arrivals.

18. Cancelations shall be accepted up to 24 hours prior to arrival.

19. Vendor shall maintain a valid email address to receive reservations.

20. Hotel personnel shall not change rosters provided by the Authorized Caller in any manner unless authorized to do so by the Authorized Caller.

21. A list of personnel authorized to place orders (reservations) against the contract will be furnished to the vendor by the Contracting Office at 159th LAANG, LA. Only those identified personnel can establish room reservations through the payment provisions of the agreement

22. Services provided herein and called for by an individual not authorized to place calls by the Contracting Officer, constitutes an unauthorized call and an act of the Contractor’s own undertaking. The government shall not be liable for any claims or damages as a result there of.

23. Vendor shall provide payment invoice to the Contracting Office monthly, no later than the last weekday of the month.

24. Hotel personnel shall request LAANG members to provide military identification card.

25. All LAANG personnel must sign the sign-in roster/document provided by the Authorized Caller.

26. Contracting and Services personnel shall be able to inspect rooms at least annually or on an as needed basis.

27. Property owner or management group shall maintain an active System for Award Management (SAM) registration in order to do business with the government.

Registration is accomplished via www.sam.gov No Calls will be made on BPA to contractors that do not have valid SAM registration. All prospective vendors must retain (for the extent of the contract of the length of the time the property has been in business) a brick and mortar, physical office within the same zip codes of the hotel property.

28. Blanket Purchase Agreement is valid during period of performance, 1 Oct 2025 – 30 Sep

2028 (Base plus 2 option years).

29. Contractor will provide rooms for double occupancy, and for single occupancy each UTA.

Interested lodging facilities must be within 25 (road) miles of Belle Chasse, LA Plaquemines Parish, Louisiana.

30. Single/double room occupancy will remain the same for each fiscal year, unless changes are discussed with contractor. All members will be lodged in double rooms with the exception of Aircrew, First Sergeants, E-9 (CMSgt) and O-4 and above (Maj, LtCol, Col). Any member authorized a single room will be identified on the reservation request. The double room assignment will be used to a maximum extent.

Payment for a single room is only authorized when:

a) An uneven number of personnel are lodged.

b) An uneven number would require a male and a female to be placed in a double room.

c) An uneven number would require an officer and an enlisted to be placed in a double room.

d) Single accommodation is authorized in the 159 LAANG reservation request

31. Third party vendors MUST attach their agreement with the servicing/partnering hotel at the time of quote and must make this an attachment to their quote submittal. Failure to do so may cause that quote to be deemed unresponsive. Third party vendors MUST identify the hotel at the time of quote, and third-party vender are permitted to provide a selection of hotels for customers to choose from as long as the price remains the same as quoted.

There cannot be any" bait-and-switch"; that is the vendor must identify in its quote which hotel it is primarily offering all other are options

32. ENTERPRISE CONTRACTOR MANAGEMENT REPORTING APPLICATION

(eCMRA): The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall completely fill in all the information in the format using the following web address https://www.sam.gov.

33. INVOICING: Send invoices to: israel.doyle.2@us.af..mil , marcus.richards@us.af.mil and 159fw.msc.lodging@us.af.mil.

a) Sales Tax: Federal government is not liable for State and Local Tax. Government is liable for Room Taxes.

b) Payment will be made by Government Credit Card from an authorized member after approved invoice is received

c) All invoices provided under this agreement shall be accompanied by original reservation request. The invoices shall contain the following information:

o Name of Contractor o BPA Number and Call Number(s) o Date of Call/Call Number o Itemized list of rooms furnished o Quantity, unit price, and extension of each item, less applicable discounts

(unit prices and extensions need not be shown when incompatible with the use of automated systems, provided that the invoice is itemized to show this information).

o Invoice Number o Dates of Stay o Name of Individual Pacing Call.

34. PRICING:

a) Prices will be in accordance with the approved price list.

b) The Vendor/Contractor shall provide the government with a current price list of single and double room costs per season, in writing, for approval annually, due Not Later Than 30 September each year, not to exceed the current per diem rate.

c) Changes to the approved price list will be provided to the Contracting Office no later than 30 calendar days prior to the effective date of the price change.

The Vendor/Contractor is responsible for keeping this price list current.

d) Price list is to be submitted electronically, in response to the posting at https://www.sam.gov (159fw.msc.lodging@us.af.mil).