Statement_of_Need_Buckley_AFB_Lodging_Requirement.pdf

STATEMENT OF NEED (SON) FOR CONTRACT QUARTERS

SECTION 1

GENERAL

1. GENERAL

1.1 DESCRIPTION OF AGREEMENT: The Contractor shall furnish lodging accommodations for government personal when requested by the Lodging Manager or authorized representative, see 1.6 for clarification of who is authorized to make or cancel lodging reservations, for the period for 13 Nov 2015 through 12 Nov 2020, unless sooner terminated. The performance standards and requirements for these services include the following responsibilities.

a. Providing single and double occupancy hotel or motel rooms if and when called for by

Contracting Officer or his/her authorized representative.

b. The agreed upon rate will be the same for single and double occupancy.

c. Providing parking facilities (including bus parking).

d. Accepting advance reservations as necessary.

e. Automatic cancellation provisions: If the occupant has not been registered, or advance reservations have not been confirmed by 1400, (date of arrival), reservations are to be considered as canceled unless specified by the Lodging Manager or authorized representative for late check-in.

f. In case of overbooking by the innkeeper, after the innkeeper has accepted a reservation of incoming travelers from the Lodging Manager or authorized representative, Government travelers will not be moved to another lodging facility.

g. Problems or questions concerning the correct charge for the quarter’s room rate should be settled between the innkeeper and the Lodging Manager or authorized representative.

Problems or questions concerning correctness of the other items on the final bill (phone calls, food, drinks, cleaning, and internet services) will be settled between the innkeeper and the traveler in the same manner as any innkeeper/guest problems are solved. All local, 1800, or 877 calls will be no charge.

1.2 QUALITY ASSURANCE: The Government will monitor the innkeeper’s performance under this agreement using the following procedures.

a. Prior to award, and at renewal time, the Lodging Manager and his Safety Representative will inspect the facility. Unannounced inspections can be conducted at anytime during the life of this agreement.

b. All findings of incomplete or unsatisfactory performance will be recorded, verbal notice given, and confirmed in writing to the innkeeper. The innkeeper will reply in writing, giving the reasons for the unsatisfactory condition, the corrective action taken and the procedures developed to prevent recurrence.

1.3 EXTENT OF OBLIGATION: The government is obligated only to the extent of authorized calls actually placed against the Blanket Purchase Agreement.

1.4 PRICING: Prices to the Government shall be as low as or lower than those charges to the supplier’s most favored customer for comparable quantities under similar terms and conditions.

1.5 PURCHASE (CALL) LIMITATION: The dollar limitation for each INDIVIDUAL call placed under this Agreement shall not exceed $20,000.00. The Master BPA limit is $350,000.00

1.6 INDIVIDUAL (S) AUTHORIZED TO PLACE CALLS: The Contracting Officer shall furnish a list of names of individuals authorized to make and cancel reservations under this agreement.

1.7 CALL SHEETS/SPREADSHEET: All direct billed lodging requests placed under this agreement, shall be accompanied with a call sheet or a spreadsheet and shall contain the following information:

a. Name or names of guests staying at the hotel

b. Arrival date

c. Departure date

d. Number of room nights

e. Billing information: direct billed or self-pay

f. Roommate name

1.8 INVOICES: An itemized invoice with the guest names and invoice number will be provided along with the signed call sheets or signed registration cards to Lodging Manager or authorized representative for payment. November will be the closeout month for the BPA and the final invoice will be presented no later than 17 November. All invoices will be supported by a hotel folio and call sheets, which will be signed by the individual(s) occupying the room. A signed guest registration card is authorized to replace the call sheet if the call sheet is lost. All direct billed lodging will be tax exempt in accordance with Federal, State, and Local laws.

SEND INVOICE TO PAYMENT WILL BE MADE BY PAYMENT TERMS

SMS Brian Danielson 140 FSS/FSV GPC Card 140 FSS, STOP 25 BUCKLEY AFB Tax Exempt

BUCKLEY AFB AURORA, CO 80011-9599

AURORA, CO 80011-9599 (720) 847-9975

SECTION 2

DEFINITIONS

2. DEFINITIONS

2.1 COANG LODGING: Any lodging that the Lodging Manager or authorized representative has made and authorized.

2.2 140 FSS LODGING OFFICE: The office which is responsible for all COANG lodging.

2.3 CONTRACTING OFFICER: A person with the authority to enter into, administers, or terminates contracts for the Government and makes related determination and findings.

2.4 DESIGNATED REPRESENTATIVE OF THE CONTRACTING OFFICER: The individual(s) designated in writing to the innkeeper as being authorized to assign lodging, place calls, make advance reservations for lodging, and to cancel reservations.

2.5 LODGING FACILITY (INNKEEPER): A hotel, motel, or inn, which provides sleeping accommodations to the traveling public.

2.6 STANDARD LODGING FACILITY: Single or double bedrooms will have a bed for each occupant with pillow, two sheets, firm mattress pad or cover, blankets, bedspread, wall to wall carpeting, a wall switch near the entrance door for at least one lamp, incandescent table or wall mounted lights for each bed, color TV, closet or hanger space per room, smoke detectors, individual thermostats, telephone, bathrooms with vanity, mirror, light with grounded electrical outlet, exhaust fan, iron, ironing board, hair dryer, adequate towels, dead bolt and an entrance peep hole.

2.7 STANDARD LODGING FACILITY SERVICES: Vending areas, 24 hour check-in/out, wake-up, and message service, room identification/directory, signs and smoke detectors in hallways, air conditioning, ice machines, and adequate free parking spaces for all guests.

Local information packet, passenger/baggage loading zones, and secure luggage storage access for guests when rooms are not immediately available or for storage at checkouts.

SECTION 3

INNKEEPER FURNISHED ITEMS

3. THE INNKEEPER SHALL FURNISH THE FOLLOWING:

3.1 ROOMS:

3.2 Living space:

a. Each single and double occupancy room shall contain net living and sleeping areas in accordance with local standards. No more than two people shall be assigned to a room or share a bathroom without written permission for 140th FSS Lodging Office.

3.3 Standards:

a. Rooms shall be constructed and finished to provide good light and sound attention.

All piping and wiring must be enclosed.

b. All finishes (wall and ceilings) should be free from damage, scars, marks, dirt, and dust. Vent and surrounding finishes must be free of dirt and dust.

c. Ceiling and walls shall be finished in paint or wall coverings.

d. All floors in living and sleeping areas shall have clean, serviceable, covering.

e. All windows shall be provided drapes with black out lining, shades, or blinds.

Secure form outside entry.

f. Sufficient electrical outlets shall be available. All electrical cords, bulbs, lights, and switches shall be operational and free from defect.

g. All entrance doors to rooms shall have interior doors with security locks, either deadbolt or double locking locks. Each room occupant shall be provided with a room key. All doors shall be free from holes, dents, or other physical defects. Each door will have visitor view capability.

h. Smoke and fire protection systems must be installed and meet federal, state, and local fire codes.

i. Bathrooms must be constructed to provide convenient sanitary facilities. Wash basin and shower tub areas shall have a vanity table, a large (minimum 18” x 30”) lighted mirror, stopper devices, soap dishes, towel bars/hooks, and grounded electrical outlets conveniently located for use of electrical razors, hair dryers, etc. Loose, missing, or badly worn/damaged wall tiles, floor tiles, fixtures or accessories are unacceptable. The fixtures controlling the flow of water must not be cracked or leaking and shall operate properly to maintain constant adequate flow and temperature, without sudden surges or temperature changes. Bathrooms must have a working exhaust fan. The shower or shower/tub combination shall have shower doors or curtains.

3.4 Furnishings and Equipment: Furnishings and equipment must be clean and in good repair. The following minimum furnishings are required:

a. Lamp, 1 per desk or writing table.

b. Chair, occasional, 1 per occupant.

c. Clothes storage drawers, 2 per bed.

d. Mirror, 1 per sleeping room.

e. Table, night, with lamp, 1 per room.

f. Desk or writing table with chair, 1 per bedroom.

g. Luggage rack, 1 per room.

h. Trash containers, 1 in bedroom and 1 in bathroom.

i. Color television, 1 of each per room.

j. Coffee pot, 1 each per room.

3.5 Heating, Air conditioning, and Ventilation: Living quarters shall be provided with individual room-controlled heating and air conditioning (in season) and otherwise provided the ventilation necessary to maintain comfort for guests. If utilities fail, other than be an Act of God (i.e. Electrical Storm, Flood, and Snow Storm) for more than four hours, the innkeeper is responsible for evaluating each occupant for possible relocation to another facility of equal or better quality at no expense to the occupants.

3.6 SAFEGUARDING VALUABLES: The innkeeper must provide a means of storing and safeguarding, in a safe or vault, small high-value personal property of the occupants.

Receipts for the stored items must be furnished to the guest.

SECTION 4

SPECIFIC TASKS

4. SERVICES: The innkeeper shall provide the following services:

4.1 ASSIGNMENT OF QUARTERS/ROOMS: The 140 FSS Lodging Manager, or his/her designated representative, is responsible for designating the Government personnel to occupy the innkeeper’s facility. Individuals of the same sex designated for double room occupancy shall be billeted in rooms with two beds. Personnel married to each other may be roomed together upon request.

4.2 CHECK IN/OUT SERVICE: The innkeeper must provide a check in/out service on a

24-hour basis, 7 days a week. The desk area shall be clean, efficiently designed to process multiple check in/outs simultaneously and sufficiently staffed with trained personnel. Innkeeper agrees to inform all government personnel assigned accommodations under this agreement of required check out time. Check out time must be promptly posted. Government personnel, who incur another days charge because of failing to meet the required check out time, do so at their own expense. The government incurs no liability in this instance.

4.3 TELEPHONE: A telephone shall be provided in each room at no charge to the occupant. Each room occupant shall pay for all toll calls placed by him or her. Services provided shall be available 24 hours a day, seven days a week. Local, 1-800, or 887 calls will be free of charge.

4.4 EXTRA SERVICES: the individual(s) requesting and receiving the extra service shall pay all extra services not specified in this agreement or not normally included in the room rate.

4.5 CUSTODIAL/SANITATION SERVICE: Daily services include, but are not limited to, room cleaning, bed making, linen change (as required), adequate quantities of soap (minimum of one 1 ¼ oz deodorant bar), bath towels, wash cloths, sanitized drinking glasses, facial tissue, and cloth bath mat.

4.6 LINEN SERVICE: Linen service shall be provided at least once per week or when occupancy changes, whichever occurs first, and whenever necessary due to guest personnel requirements. Additional blankets shall be clean, freshly laundered, without any objectionable odors, and in good repair, free from tears, rips, holes, stains, and extensive wear. Pillows shall be at least six inches thick to provide proper support.

4.7 COMMON USE AREAS: The innkeeper shall keep all hallways, corridors, grounds, and other adjacent areas under their control in a clean, neat, and safe condition.

4.8 “DO NOT DISTURB” SIGNS: All rooms shall have such signs available. Innkeeper employees shall respect them when displayed.

4.9 INFORMATION SERVICE: Desk clerks shall be able to explain to occupants’ miscellaneous charge not covered by the statement of work, for example, telephone charges. The innkeeper shall provide information on bus schedules, taxis, and other local transportation, dining facilities and locations, and commercial telephone directory service.

SECTION 5

MISCELLANEOUS

5. Disputes: Any disputes will initially be handled by the Lodging Manager or authorized representative and the Innkeeper. If the dispute cannot be resolved at this level the Lodging Manager or authorized representative and Innkeeper will request the 140th Contracting Officer to review the dispute and make a determination.