Description of the Requirement.pdf

Conference Space and Lodging, Pensacola, FL

Description of Requirement for

MSNG Family Programs Volunteer Training/Appreciation Weekend

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, to provide fifty (50) rooms with a mix of double occupancy hotel rooms and single occupancy hotel rooms.

1.2 Period of Performance (PoP): The Period of Performance shall be 2 nights with a check in on Friday, 13 September 2024 and check-out on Sunday, 15 September 2024.

2.0 Requirements: The contractor shall:

2.1 Lodging: Provide fifty (50) rooms with (25) double occupancy hotel rooms and (25) single occupancy hotel rooms at the current Per Diem rate for the location. The contractor shall provide clean and smoke free single and double occupancy hotel rooms in accordance with industry standards and the standards outlined in this SOW. Hotels shall be located in Downtown Pensacola, FL. Venue must have one (1) conference space available to accommodate at least 45 people seated theatre style for Saturday Sep 14, 2024 Time: 0800-1600. No audio/visual equipment or podium needed.

2.2 Assignment of quarters/rooms: Family Program staff is responsible for identifying volunteers who require lodging. Family Programs staff shall document the names of personnel on a roster.

2.2.1 Check in Procedures: The (Hotel/Motel Property) must provide a check in/out service on a 24-hour basis, 7 days a week. The front desk will verify all volunteers via valid identification (Military ID, Driver’s License, Passport, etc.) against the final roster or other authorized method. The contractor will be responsible for collecting payment from any member who is required to make full or partial payment due to special requests for rooms other than those authorized (i.e. members with families, request for single room when double is authorized, etc.). The government shall not be responsible for payment of accommodations provided to any individuals that checks into property without being listed in the final roster or previously communicated in writing by the Contracting Officer’s Designated Government Representative. Any member who requests lodging under this program who is not listed in the final roster or previously communicated in writing by the Contracting Officer’s Designated Government Representative shall be responsible for standard room rates and any applicable taxes. Any volunteer who fails to meet the required checkout time will be held financially liable for all incurred costs.

The government incurs no liability for a late checkout. Additionally, cancellations will be submitted directly by the guest, or the Contracting Officer’s Designated Government

Representative in writing no later than 24 hours prior to check in at no cost to the government.

2.3.1 Living space: Each room shall contain living and sleeping areas in accordance with industry standards. Beds, linens and additional equipment provided by the Hotel/Motel Property shall also be in accordance with industry standards. Double rooms shall occupy no less than two people and both occupants will share a bathroom. Double rooms shall also contain two standard sized beds (King, Queen, Double or Twin) so that each of the two members occupying the room will each have their own bed. ROLL away beds and pullout sofas cannot be considered as double occupancy rooms. Two standard beds must be included within a “double” room.

2.3.2 Standards: Rooms shall include all standard accommodations found within the commercial market place for “Midscale” hotel/motel services. Midscale Hotels typically include but not limited to internet access, a refrigerator, a microwave, television with cable access, Iron and iron board, and an alarm clock. Rooms shall also comply with all Municipal, State and Federal environmental, health and safety standards.

2.3.2.1 Heating, Air Conditioning, and Ventilation: Lodging shall be provided with heating, air conditioning, and ventilation necessary to maintain comfort for guests.

2.3.2.2 Safeguarding Valuables: The contractor shall provide a means of storing and safeguarding, in a safe or vault, small high-valuable personal property of the occupants.

Receipts for the stored items must be furnished to the guest. Any cost shall be paid by the individual, not the Government.

2.3.2.3 Telephone: A telephone in good working order, with free local access and voicemail capability shall be provided in each room. The occupant is personally responsible for telephone charges exceeding the free local access. The government shall incur no liability for telephone calls.

2.3.2.4 “Do Not Disturb” Signs: All rooms shall have such signs available. Contractor personnel shall respect them when displayed.

2.3.2.5 Bathrooms: Bathrooms shall be maintained and be in sanitary condition.

Bathrooms shall contain a shower and/or tub combination with a wash basin, a properly functioning toilet, and a mirror. Additionally, bathrooms must have adequate lighting and grounded electrical outlets for use of electric razors, hair dryers etc. The shower or shower/tub combination shall have shower doors or curtains.

2.3.2.6 Linen Services: Shall be in accordance with industry standards. General daily housekeeping, to include making beds, replacing towels, emptying trash receptacles, cleaning floors and sanitizing bathrooms shall also be in accordance with these standards.

2.3.2.7 Custodial/Sanitation Services: The contractor shall maintain a clean and healthy environment. All custodial/sanitation services shall be in accordance with commercial standards.

2.3.2.8 Information Services: Desk clerks shall be able to explain to occupants miscellaneous charges not covered by this statement of work, for example, telephone charges.

2.3.2.9 Additional Amenities/Service: All facilities and courtesies customarily extended to occupants without charge (i.e. pools, lounges, parking areas, etc.) shall also be made available without additional charge to the Government under this contract. All extra services not specified in this statement of work, or not normally included in the room rate, shall be paid by the individual(s). Food service is neither requested nor required in this contract. The contractor shall provide concierge, shuttle, or extra services at no cost if provided to other guests.

2.3.2.10 Liability/Miscellaneous Service: The government will not be responsible for any miscellaneous charges/damages incurred by travelers. The contractor shall explain to each service member that miscellaneous charges (such as telephone charges, pay-per-view movies, room service, meals, smoking in the facility, damage charges, etc.) are not covered by this contract and will be charged to and paid by the individual. This will be part of the check-in procedures listed in the paragraph listed above. The front desk should explain this to the 155 BCT Personnel upon check-in. The contractor shall provide information to the travelers on services available that are not inclusive.

2.4 Security: The contractor will ensure a safe and crime free environment.

2.4.1 Lodging security: The rooms shall be secured and access limited to occupants, cleaning staff, and management in case of emergencies. All entrance doors to these rooms shall have interior security locks, either deadbolt or any other government approved lock, and an entrance peep hole. If the room has sliding glass or French doors they shall be equipped with an effective locking device. Each room occupant shall be provided with a room key.