1.5_RFQ_Proposal_Template_Survey_19-Q-5000.pdf

Confidential

This section lists the scope of service items that the selected Bidder will be expected to perform should an award be offered. Please indicate whether or not your company is able to perform each of the items with or without concern. List any primary concerns if No is selected.

Bidder: Enter Company Name Here: ____________________________________

In Agreement / Able to Perform Without Concern

List any Primary Concerns if No is Selected Notes regarding how your company will achieve this / best practices performed by your company:

1 CLIENT ABILITY TO MANAGE RESERVATION PROCESS

1.1 24/7 Phone call to submit reservations

1.2 24/7 Phone call to change reservations

1.3 Web‐based reservation management portal

1.4 Access to CrewFacts.com, a customized proprietary

mobile and web platform for managing group reservations

1.5 24/7 Customer Service and Dispatch

1.6 Email access to reservations team

1.7 Text access to reservation team

1.8 Provide a designated team to represent our agency on

this project to include reservationists, operational specialist, audit & logistics

2 RESERVATIONS

2.1 Manage reservation changes, cancellations and "no

shows.”

2.2 Fill empty beds in lieu of booking additional rooms when

possible.

2.3 Adhere to a maximum booking cost (including taxes, etc.)

that varies by facility.

2.4 Eliminate all overcharges and fees for unused rooms, cancellations, changes, incidentals & deposits

3 SOURCING & PROCUREMENT

3.1 Research potential qualified facilities based on customer specifications outlined in statement of work.

3.2 Negotiate competitive rates based on geographic location

to the work site at quality facilities that match minimum standards for health, safety and environment.

3.3 Ability to re‐negotiate rates should pricing decrease.

3.4 Annual inspections of occupied facilities during the term of the contract.

Statement of Work – RFQ Proposal Template Survey

4 LOGISTICS & PERSONNEL LODGING MANAGEMENT

4.1 Provides management of weekly crew changes, checking

out and checking in.

4.2 Manages and tracks all rosters, including name, room

number & signature

4.3 Provide a daily AM electronic tracking report depicting

used an unused rooms listed by crew member.

4.4 Confirm actual occupancy of reservations daily.

4.5 Manage and confirm all check outs.

4.6 Provide a daily AM electronic tracking report depicting

used and unused rooms listed by crew member.

4.7 Conduct and manage expedited check ins

4.8 Onsite or virtual check in’s at all properties prior to group arrival to ensure seamless check in.

5 AUDIT & RECONCILIATION

5.1 Perform daily auditing of rooms to ensure occupancy

5.2 Provide weekly consolidated and itemized invoices for

each reservation.

5.3 Perform audits of all charges and fees.

6 FEES & UNAUTHORIZED CHARGES

6.1 Unlimited reservation changes without a service fee.

6.2 Unlimited cancellations without a service fee.

6.3 Billing / Invoicing for Bidder Services

6.4 Invoicing detail broken out on a per room basis.

6.5 Establish monthly accounting periods with AEP.

6.6 Vendor to submit invoices no later than 30 days after the end of each accounting period

7 BILLING / INVOICING FOR BIDDER SERVICES

7.1 Bidder to provide AEP with one‐bill/summary invoice

from each hotel containing all room(s) listed with number occupants and occupant details.

7.2 Bidder is to reconcile the charges based upon what they

were quoted by the Lodging Provider and communicated to AEP. If there is a discrepancy, Bidder is

8 SECURITY & SAFETY

8.1 Facility monitors and notifies customer of any known

criminal incidents around Facility location.

8.2 All proposed facilities will comply federal and state

applicable fire and safety codes and regulations.

8.3 Facility has a security plan to ensure that all guest are in a safe and crime free environment.

8.4 Facility has adequate locks for doors and windows for

sleeping rooms.

8.5 Facility is Federal Emergency Management Agency

(FEMA) approved.

8.6 The Facility shall inform all emergencies within the

vicinity to C‐Fac.

8.7 Facility must also warn of any known criminal incidents

around Facility location to C‐Fac.

8.8 Vet and pre‐qualify all proposed facilities for health, safety & environmental

8.9 Facility maintains an inspection procedure and records all reviews of property safety compliance