A2_SoW_RSD_Lodging.docx

107th Attack Wing Niagara Falls, NY

Contract Lodging

Statement of Work

(SOW)

1 July 2019 through 30 June 2024

TABLE OF CONTENTS

SECTION NO. AND_TITLE PAGE NO.

I. Description of Services

II. Service Delivery Summary 9

III. Government Furnished Items and Services

IV. Contractor-Furnished Items and Services

1. Hotel Equipment 10

V. General Information

STATEMENT OF WORK (SOW)

I. DESCRIPTION OF SERVICES

1. Scope of Work. The contractor shall, except as specified in this Statement of Work (SOW) as government furnished property or services, provide all personnel, supervision, and any property, items, and services necessary to provide contract lodging for the members of the 107th Attack Wing and its supported unit the 222nd Command & Control Squadron (CACS) located in Springfield, VA. The contractor shall perform and provide the requirements in this SOW and conform to the professional standards identified in this contract, and shall follow all applicable instructions and directives as identified by this SOW. Contractor tasks include, but are not limited to, the following: Providing rooms, and related services for the New York Air National Guard personnel and other such personnel as designated, participating in or supporting weekend Regularly Scheduled Drills (RSD), Inactive Duty Training (IDT), and Active Duty for Training Statuses (AT).

2. Program Site. The lodging requirement consists of the Services Office, and the lodging point of contact, at Building 204, 107th FSS/FSV, Niagara Falls ARS, NY.

3. Operational Requirements and Specific Tasks. This list is comprehensive but not all inclusive. Provide clean and sanitary rooms, and quality customer service.

a. Reservations. Vendor shall accept reservations 24 hours a day, 7 days a week, on a first-come, first-served basis. ALL reservations must come directly from the 107th Services Office/Lodging Office Management. Individual members will not be authorized to enter a rental agreement without 107th ATKW Services Office/Lodging Office Management approval (see authored call list from Contracting Officer). All reservations will be made as guaranteed 6:00pm arrival rooms. The 107th ATKW Lodging Office will forward a list of authorization identifying each person authorized lodging. This authorization list will include an area for the member’s signature. Vendor may designate single rooms in lieu of double rooms at no additional cost, if no doubles are available.

a. Long term reservations should be given highest priority. Long term reservations should be offered facilities having the most “livable” amenities for a lengthy stay (e.g. kitchen facilities, large refrigerators, etc.).

b. Eligible 107th members wishing to share a room with ineligible dependents may do so provided there is neither an additional cost to the government nor a reduction in needed occupancy.

c. Multiple Duty Tours. Lodging reservations for multiple tours (i.e., back to back), regardless of the type of duty performed, are considered one requirement. Personnel should not be moved from one room to another when duty status changes.

b. Room Assignments. Unaccompanied male and female guests will not share sleeping rooms or bathrooms, but may have adjacent bedrooms with a kitchen and/or living area between them if the kitchen/ living has two doors with functioning locks on both the inside and outside of each door. Married couples, both on duty status, may be lodged together if a private sleeping facility and a private bathroom are available. Married couples will not automatically be roomed together; this request is desired but not mandatory.

c. Parking. Hotel must have adequate, secure, and lighted designated parking facilities available onsite with a separate area for passenger and baggage unloading/loading area. All facility parking areas must be well marked, cleaned, swept, free of debris, and adequately lighted at night.

d. Room Check-in Procedures. The front desk must be staffed 24 hours a day. The military lodging office can assist with a Lodging Monitor if requested by the contract lodging manager. This individual will be available in the reception area(s) on training weekends to assist with peak check-in (and check-out) periods for unit-assigned members, and to facilitate resolution of RSD lodging issues. Check-in must be completed as promptly as possible. Normal check-in time should be 2:00pm. However, if guest rooms are available earlier check-in should be allowed. Front desk clerks should ask to see a military identification card to verify eligibility. All lodging guests on AT must provide a credit card at check-in. All guests must sign the government provided list of authorization to confirm the stay, and be reminded that contract lodging is authorized to apply any unpaid incidental charges to their credit card. Payment for personal charges, e.g. telephone, in-room resale items, late check out fees, etc. is the responsibility of the member. At check-in, confirm the departure date mentioning check-out time. If needed contract lodging should attempt to provide secure luggage storage service for those guests that arrive before the normal check-in time. Verify guest identification is on each luggage item stored. Provide the guest with a receipt for each item stored. Front desk staff will provide guests with professionally made, easy-to use map, directing them to their rooms upon check-in if the guest room is in a different facility from the reception center/registration desk. Luggage carts should be provided where feasible. Pets are not authorized to stay with members.

e. No Shows. The military will be responsible for, and guarantee payment of quarters reserved but not used. Contract lodging office will check-in all no-show personnel after the 6:00pm hold time period. The hotel must provide a list of no-shows to the military lodging office by 8:00am the day after the occurrence. The military lodging office will notify the contract hotel by check out time the same day, if the person will occupy contract quarters any additional nights. The military lodging office will be responsible for enforcing policy concerning no-shows.

f. Room Cleaning: Every effort should be made to ensure guests have a clean, comfortable room that affords them a good night’s rest. All lodging employees have a significant role in this effort. All housekeepers must provide guests with friendly, prompt, professional service that reinforces customer service. Guest requests for towels or other housekeeping supplies must be fulfilled as soon as possible, but no later than 30 minutes after the request during normal working hours; after normal duty hours, towels, spare light bulbs, toilet paper, etc., will at least be made available at the front desk. Rooms under this contract will be provided with daily maid service, to include but not limited to replenishing soiled towels with clean, vacuuming carpet, cleaning/sanitizing toilets, replenishing soap, and one clean drinking glass per occupant. Bed linens will be made up on a daily basis. Bed linens will be changed out completely at a minimum of once weekly per stay, or anytime persons check-out of the room. In addition to full room and common area cleaning, accomplish deep cleaning and preventative maintenance checks not less than quarterly.

g. Room Descriptions: Rooms shall be cooled by refrigerated air conditioning, and adequately heated with individual temperature controls in each room. All rooms must be clean and free of rodents, insects, mold, and other unreasonable allergens. All rooms must be in good repair and without fire and health hazards. Each room under this contract must have a private bath with shower or tub/shower combination. Each room will contain a minimum of one 20 inch color television in good working order, dresser space with no less than two drawers per occupant, and one alarm clock. Each room will have a guest information book concerning the hotel and local area. Double rooms shall consist of a minimum of two queen sized beds equipped with inner spring mattresses and box springs and all necessary linens, blankets, and pillows. Single rooms shall consist of a minimum of one queen sized bed equipped with inner spring mattress, box spring, and all necessary linens, blankets, and pillows.

h. Lost and Found: The contract lodging must have efficient procedures and operating instructions for the effective handling and return of lost-and-found items to their rightful owners. Store all items in a secure area. The housekeeping staff must maintain a log annotating all found property by building, room, date found, by whom, and disposition of the property. This log should be transferred to the front desk when housekeeping is not open. Every attempt should be made to contact departed guests as soon as possible regarding their forgotten belongings. Vendor may also contact Services office at 716-236-2528.

i. Room Check-out Procedures: Check-out must be completed as promptly as possible. Normal check-out time posted by the hotel should be no earlier than 11:00am. Payment for personal charges, e.g. telephone, in-room resale items, late check out fees, etc. is the responsibility of the member. Military members MUST come to the front desk to perform all check-out procedures. “Express” check-out options will not be authorized for military members reserved under this agreement. This ensures the contract hotel has contact with the military member before departure to collect any personal charges and ensure all hotel keys, invoices and signatures are collected.

j. Billing Procedures: Hotel must be willing to accept a government issued credit card as payment for direct billed personnel. Billing cycle will be based MONTHLY (1st being the first day of the billing cycle and the last day of the month, regardless of date will be considered the last day of the cycle). The contract lodging may request for approval a shorter cycle of no less than bi-monthly. The contract hotel, at the end of the cycle, should submit a fully calculated invoice within 7 work days, along with copies of all individual room invoices, in addition to the signed authorization list. All three items MUST be submitted for payment in full. Payment for personal charges, e.g. telephone, in-room resale items, late check-out fees, etc. is the responsibility of the member(s) occupying the room. Any conflict concerning responsibility of payment should be forwarded to the military lodging office. Upon receipt of all invoices the military lodging office will have 20 days to compute and issue payment.

k. Non-smoking Policy: ALL rooms will be reserved as non-smoking. Contract lodging front desk personnel will inform guests of this policy when checking-in. When smoking does occur in a non-smoking guest room, an efficient ionizer or deodorizer will be used to clean the room and rid it of as much smoke residue as possible. Contract lodging operations are authorized to charge the guest (one time per stay) for cleaning services if the guest is informed of this policy at check-in. Guests may request smoking rooms at the time of check-in as long as the request does NOT incur further cost to the government and the hotel can accommodate this request without changing the original reservations (e.g. Two parties are roomed together, but one party requests smoking room. The adjoined parties will remain in the originally reserved non-smoking room).

4. Normal Hours of Operation.

Contracted Lodging must operate 24 hours a day.

5. Sanitation Requirements.

Contract lodging must comply with the sanitation requirements of the state and local laws / regulations.

6. Contractor Personnel.

a. Management: The vendor shall provide a full-time contract manager who shall be responsible for the performance of the work. The name of this person, and an alternate or alternates, who shall act for the vendor when the manager is absent, shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the vendor on all contract matters relating to daily operation of this contract. The contract manager and alternate or alternates must be able to read, write, speak, and understand English. The positions shall at no time be vacant. The vendor shall also supply the 107th Contracting Officer telephone number(s) of the Contract Manager and alternate to be used in case of an emergency.

b. Front Desk Personnel: At least one front desk staff member must be in the immediate vicinity of the front desk at all times. The vendor shall not employ off-duty quality assurance personnel nor any person who is an employee of the U.S. Government if the employment of that person would create a conflict of interest, nor shall the vendor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval in accordance with Joint Ethics DOD 5500.7-R. The vendor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies in AFI 64-106. The vendor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours, or deployment. Military Reservist and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the vendor’s ability to perform, however, their absence at any time shall not constitute an excuse for nonperformance under this contract.

II. SERVICE DELIVERY SUMMARY

Hotel Requirements (Guest Services)

Hotel Requirements (In-Room Amenities)

Room Furnishings

Bathroom Furnishings

Lobby/ Reception Area

III. GOVERNMENT FURNISHED ITEMS AND SERVICES The government shall provide the facilities, fixtures, equipment, materials and services listed here:

1. Items.

a. Personnel. The military lodging office can assist with a Lodging Monitor if requested by the contract lodging manager 30 days in advance. This individual will be available in the reception area(s) on training weekends to assist with peak check-in (and check-out) periods for unit-assigned members, and to facilitate resolution of RSD lodging issues.

b. Materials. The military Lodging Office will forward a list of authorization identifying each person authorized lodging and their reserved dates of stay.

2. Services.

Reservations. All reservations will be made through the 107th Lodging Office and appointed representatives.

IV. CONTRACTOR FURNISHED ITEMS AND SERVICES. Except for those items or services specifically stated as government-furnished, the contractor shall furnish everything required to perform this contract, to include:

a. Property. The contractor must provide all applicable facilities, equipment, and properties necessary to fully satisfy this contract. All property provided must meet all fire protection, safety, and sanitation requirements of the local and state government. In addition, properties must be available for inspection by military personnel coordinated with the Base Lodging Office within 24 hours notice.

b. Materials. The military Lodging Office will forward a list of authorization identifying each person authorized lodging and their reserved dates of stay.

V. GENERAL INFORMATION

1. 107th Policies. The installation commander reserves the right to refuse service to any guest for cause. (This responsibility may be delegated to the lodging office).

2. U.S. Department of Labor Information. “Equal Opportunity is the Law”, “Notice to Employees Working on Government Contracts”, “Employment of the Handicapped”, and all other applicable information posters must be displayed in a conspicuous place available to all employees and applicants for employment.

3. Training. The contractor shall provide necessary training to employees and maintain records of all training on-site and have them available for government review. Additional training may become necessary during the contract period.

All contract personnel must receive training within the first 4 days of work. Initial training shall be conducted on safety, security, and emergency procedures (first two days of work). All employees should have a lodging operation overview, to include reservations, front desk operations, housekeeping, maintenance and customer service. In addition, all front desk employees shall be fully trained on the issues and policies of this contract.

4. Security Requirements.

a. Guest Security. Guest safety and security is of the utmost importance. Accordingly, the front desk staff must not give a guest’s room number or personal information to others over the phone or in person.

a. Key control procedures will be implemented to ensure security. Do not print room numbers on the key, key chain, or electronic door openers. If room numbers are already placed on keys or key chains, place the key in a small envelope to conceal the room number until replaced.

b. Do not issue replacement keys to guests when another key is requested without positive identification confirming that the guest is assigned to the particular room.

b. Removal Of Employees. The use of alcoholic beverages or illegal drugs by vendor personnel while on duty is strictly forbidden. The vendor will immediately remove any employee who is under the influence of alcohol or illegal substance. Any vendor employee under the influence or caught in possession of illegal narcotics, paraphernalia, or weapons will be immediately turned over to the local police. This action does not relieve the vendor from total performance of the contract tasks specified herein.

5. Hotel Location. Contracted hotels/motels must be within a 10 mile radius of Springfield, VA.

6. Hotel Inspection. Contracted hotels/motels understand and consent that the military lodging office, medical office, safety office, fire department, and contracting office representatives may inspect the contracted hotel at any time during the agreement period.

7. Room Rates. Room rates will be based on a per room basis. Agreed room rates should be billed as per agreement.

8. Acts of Nature. The contractor shall use reasonable diligence to provide a regular and uninterrupted supply of service, but shall not be liable for damages, breach of contract or otherwise, to the government for failure, suspension, diminution, or other variations of service occasioned by or consequence of any cause beyond the control of the vendor, including but not limited to acts of nature or of the public enemy, fires, floods, earthquakes, or other catastrophes strikes of failure or breakdown of transmission or other facilities. If any such failure, suspension, diminution, or other variation of service shall aggregate more than 48 hours during any billing period hereunder, an equitable adjustment shall be made in the monthly billing specified in this contract (including the minimum monthly charge). Vendor shall notify the 107th Lodging office and it representatives immediately of any such occurrence. Vendor will also provide information concerning the impact on availability of services.

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