Statement_of_Need_Greeley_ANGS_Lodging_Requirment.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 traveling under official status on a rental basis if and when requested by the Contracting Officer or his/her authorized representative for the period for 13 November 2015 through 30 September 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 billeting officer or designated representative.

b. Providing parking facilities (including bus parking).

c. Providing reservations for specified number of rooms and beds for a specific period of time. These reservations must be specifically canceled by the billeting manager or designated representatives. The automatic provisions of Para 1.1.e do not apply.

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.

f. In case of overbooking by the innkeeper, after the innkeeper has accepted a reservation of incoming travelers from base billeting personnel, 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 contracting officer or billeting manager. Problems or questions concerning correctness of the other items on the final bill (phone calls, food, drinks, cleaning, and number of days in room) should 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, a team of Contracted, Billeting, and Fire Protection will inspect the facility. Once a quarter Billeting will conduct an unannounced inspection. Every year thereafter the Fire Department will conduct an unannounced inspection. Factors will be identified to the innkeeper when they impact service to Government personnel.

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 or lower than those charges to the supplier’s most favored customer for comparable quantities under similar terms and conditions, in addition to any discounts for prompt payment. See attachment 1 for price list.

1.5 PURCHASE (CALL) LIMITATION: The dollar limitation for each INDIVIDUAL call placed under this

Agreement shall not exceed $7,500.00. The Master BPA limit is $200,000.00

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

1.7 DELIVERY TICKET: All shipments placed under this agreement, shall be accompanied with a delivery ticket or sale slips in original and three (3) copies and shall contain the following information:

a. Name of Supplier

b. Blanket Purchase Agreement Number

c. Date of Call (Purchase)

d. Call number (beginning with 0001)

e. Itemized list of supplies or service furnished

f. Quantity, unit price, and extension of each item, less applicable discounts (unit price and extensions need not be shown when incompatible with the use of automated systems; provided, that the invoice is itemized to show this information.

g. Date of delivery or shipment

h. Signature of individual receiving the parts, services and/or supplies.

1.8 INVOICES: An itemized invoice by name and call number on the second of each month for the previous month. September will close on the 15th and the bill will be presented by the 17th of September shall be submitted monthly or upon expiration of this Blanket Purchase Agreement, whichever occurs first, for all deliveries made during a billing period, identifying the delivery tickets covered there in, stating their total dollar value and supported by receipted copied of call sheets and hotel folio all call sheets will be signed by the individual(s) occupying the room.

SEND INVOICE TO PAYMENT WILL BE MADE BY PAYMENT TERMS

TSGT LEORA ROMARINE 233 SG Government (Visa) 2605 E. 8th STREET 2605 E. 8th STREET Purchase Card GREELEY ANG STATION GREELEY ANG STATION F.O.B: Destination

GREELEY CO 80631 GREELEY CO 80631

(970) 378-5004 (970) 378-5004

SECTION 2

DEFINITIONS

2. DEFINITIONS

2.1 233 SG LODGING: An officer, non-commission officer, or civilian responsible to the Base Chief of Services for matters relating to billeting of military and government employees.

2.2 233 SG LODGING OFFICE: The office which is responsible for providing on and off base housing to authorized transient government employees.

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, and make advance reservations for lodging. The written designation must be issued and executed by the Contracting Officer.

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, spread, 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 (minimum of 24 inches/ 9 hangers) per bed, smoke detectors, individual thermostats, telephone, note pad with pen, bathrooms with vanity, mirror, light with grounded electrical outlet, and exhaust fan, iron, ironing board, coffee pot, hair dryer, adequate towels, wash rags, 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, central TV antenna or cable TV, room identification/directory, signs and smoke detectors in hallways, air conditioning, ice machines, adequate parking spaces for all guests, TV/radio directory. 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 233 SG 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 bed.

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

g. Luggage rack, 1 per bed.

h. Ashtray, 1 per occupant.

i. Trash containers, 2 in bedrooms and 1 in bathroom.

j. Color television, 1 of each per room.

k. 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, 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 233 SG 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 rooms rate.

4.5 DINING FACILITIES: At least one dining facility serving three meals a day must be within convenient lighted walking distance of the facility.

4.6 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.

4.7 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.

4.8 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.

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

4.10 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.