Statement_of_Work.docx

STATEMENT OF WORK – Local Area Set-aside for Hotel Rooms This agreement is a “zero dollar” agreement used as a tool to outline what we are expecting from the hotel and what the hotel can expect from the government. This agreement is also done in accordance with the Federal Acquisition Regulation (FAR).

PERIOD OF AGREEMENT WILL BE FROM:

January 1, 2019 through December 31, 2019 (with the ability to adjust annually through December 31, 2024). See Section 16 for further details.

INVOICE (1) ONE COPY AND REFERENCE ORDER NUMBER IN BLOCK 1 ALONG WITH THE CALL NUMBER.

TERMS AND CONDITIONS IAW FAR AND DOD FAR SUPPLEMENT 13.3

1. EXTENT OF OBLIGATION: The Government will be obligated under this Blanket Purchase Agreement only to the extent of such authorized calls as are actually placed during the contract period. Monthly requests for hotel rooms vary from call to call. The government estimates calls per hotel can range between 5-40 rooms per month depending of various factors, including but not limited to, room availability form the hotel, mission requirements of the government, cost per rooms, etc.

1. PRICING: Prices charged the Government shall be at or below the current per diem rates for the county the hotel is located.

*** All official business is tax exempt ***

3. CALL AND DOLLAR LIMITATION: Under no circumstances will individual calls exceed the dollar limitations that are listed in Block 15, Authorized Callers.

4. PERSONS AUTHORIZED TO PLACE CALLS: See Block 15, Authorized Callers, for information on a list of individuals authorized to place calls under this agreement which is identified by name and organizational component.

5. INFORMATION FURNISHED TO CONTRACTOR: The individual making the call will furnish the supplier the call number, how many rooms, names of individuals. Calls will generally be made verbally, but written correspondence may be used when it is more convenient to do so.

(a) BPA number.

(b) Date of purchase

6. Intentionally left blank.

7. Intentionally left blank.

8. INVOICES:

8.1 PAYMENT WILL BE MADE MONTHLY BY THE GOVERNMENT PURCHASE CARD (GPC)

The normal billing period is monthly and runs from the 20th of one month to the 19th of the following month.

( ) A. A summary invoice shall be submitted at least monthly or upon expiration of this Blanket Purchase Agreement, whichever occurs first, for all reservations made during a billing period, identifying the invoices covered therein, stating their total dollar value and supported by the lodging request forms.

( ) B. An itemized invoice shall be submitted at least monthly or upon expiration of the BPA, whichever occurs first, for all rooms made during a billing period and for which payment has not been received. Copies of the delivery tickets need not support these invoices.

(x) C. When billing procedures provide for an individual invoice for each delivery, these invoices shall be accumulated; provided, that-

(1) A consolidated payment will be made for each specified period; and

(2) The period of any discounts will commence on the final date of the billing period or on the date of receipt of invoices for services accepted during the billing period, whichever is later.

All invoices shall be sent to either the:

***105th FORCE SUPPORT SQUADRON (FSS) 1 Maguire Way, Bldg. 203 Newburgh, NY 12550

OR

***105th OPERATIONS SQUADRON (OPS) 1 Maguire Way, Bldg. 202 Newburgh, NY 12550

***Preferred method is emailed invoices sent to the cardholder of the group that made the reservation***

9. SCOPE OF WORK: The hotel shall furnish lodging accommodations for the 105th Airlift Wing on a rental basis. The performance standards and requirements for these services include the following responsibilities:

9.1. Providing parking facilities.

9.1.2. Accepting advance reservations as necessary.

9.1.3. In case of overbooking, personnel will be transported to, and lodged in, another commercial hotel that meets the standards set forth and at no additional expense to the individual or the government.

9.1.4. METHODS OF PAYMENT: The contractor must accept a valid Government credit card if offered by the traveler as an authorized method of payment for all charges incurred by the traveler. In addition, the hotel, based on their credit policies and requirements, may accept cash, other credit cards, and other methods of payment for charges.

9.1.5. At registration, the hotel should require each Government user to present the Government Visa card or other credit card for processing. Travelers without an acceptable credit card may be required to pay cash in advance for the room. Adjustments for actual final charges may be made at check out.

9.1.6. Problems or questions concerning the correct charge for the hotel room rate should be settled between the hotel and the 105th Services Flight Manager / OPS Manager or the designated representative. Problems or questions concerning the correctness of other items on the final bill (phone calls, food, drinks, cleaning, and number of days in room) should be settled between the hotel and traveler in the same manner as other hotel guest problems are solved.

10. QUALITY ASSURANCE: The Government will monitor the hotel performance under this Blanket Purchase Agreement using the following procedures.

10.1. Prior to agreement a team comprised of Lodging, Fire Protection, and Environmental Health personnel will inspect the facility. Other factors may also be evaluated and identified to the hotel when they impact service to Government personnel.

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

10.3. The government reserves the right to review, inspect, and/or use any reasonable methods necessary to determine whether or not a hotel meets acceptable quality, safety, and health standards. These methods include, but are not limited to, physical inspections of the hotel property, internet customer reviews, and the contracting officer’s personal knowledge of local hotels.

11. DEFINITIONS

11.1. LODGING MANAGER. Person or Persons responsible to the Base Chief of Services and/or the Chief of Operations for matters relating to lodging of military and Government employees assigned to Lodging.

11.2. 105th Airlift Wing, Force Support Squadron (FSS) and 105th Operations Squadron (OPS). The office that is responsible for providing on and off base lodging to authorize transient Government employees and military personnel.

11.3. COMMERCIAL LODGING. A hotel, motel, or inn providing sleeping accommodations to the traveling public.

11.4. STANDARD LODGING FACILITY. Bedrooms will have a bed for occupant with pillow, two sheets, firm mattress, mattress pad or cover, blankets, spread, wall to wall carpeting (desired) or other floor covering, 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, smoke detectors, individual thermostats, telephone, note pad with pen, bathrooms with vanity, mirror, light with grounded electrical outlet, and exhaust fan/privacy outside window, and Free WIFI.

11.5. STANDARD LODGING FACILITY SERVICES. Vending areas, 24 hour check in/out, wake-up and message service, cable TV, room identification/directory signs and smoke detectors in hallways, air conditioning, ice machines, adequate parking space for all guests, TV/radio directory, local information packet, and secure luggage storage areas for guests when rooms are not immediately available for storage at check out.

12. ADDITIONAL 105th Airlift Wing policies and billing procedures.

12.1. The 105th Airlift Wing will pay for direct bill lodging of guard members using the Government Purchase card (GPC) for lodging of guard members provided the reservations were made by a representative of the 105th Airlift Wing Services / Operations Flight. Under no circumstances should a guard member make his/her own reservations with the intent of the 105th Airlift Wing paying the costs. Members will present some form of payment for reservations made by a 105th Airlift Wing representative with instructions that the member pays for the reservation.

12.2. A consolidated invoice and individual room tickets with guest’s signature must be sent monthly to the 105th Airlift Wing for payment. (Ref. Block 8 above). The invoice must be addressed to the individual GPC cardholder responsible for the charges.

12.3. All invoices should accurately reflect only room charges.

12.4. Guard members who bring family members or friends will be responsible for paying any charges above the rate authorized in this agreement. Additional charges must be collected from the guard member upon checkout. This is only subject to room availability.

12.5. Changes or cancellations will be conducted through the 105th Airlift Wing Services / Operations Flight office. Members may cancel room reservations directly with the hotel if they are unable to reach the 105th Airlift Wing Services / Operations Flight office during normal work hours. All cancellations must occur before to 1600, on the day of arrival.

12.6. It will be the responsibility of the hotel to get any additional personal information from the members upon check in. The hotel will be responsible for tracking the billing members for unpaid services left uncollected at time of checkout (i.e. phone charges, sundries, additional charges for additional guest). The 105th Airlift Wing will aid the hotel with the collection of these charges by sending notification memos with info copies to Squadron Commanders.

13. CONTRACTOR FURNISHED ITEMS

The hotel shall furnish the following:

13.1. ROOMS:

13.1.1. Living space: When the 105th Airlift Wing designates a double room, two beds will be in the room. In the event that the government SPECIFIES a single room for a guest, single or double rooms will be acceptable to meet this need.

13.1.2. Standards:

13.1.2.1. Rooms shall be constructed and finished to provide good light and sound attenuation. All piping and wiring must be enclosed.

13.1.2.2. All finishes (walls and ceiling) should be free from damage, scars, marks, dirt, and dust. Vents and surrounding finished must be free of dirt and dust.

13.1.2.3. Ceilings and wall shall be finished in paint or wall covering.

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

13.1.2.5. All windows shall be provided drapes with blackout lining, shades or blinds. If only drapes are provided, they must screen out light.

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

13.1.2.7. All entrance doors to rooms shall have interior security locks; either deadbolt or double locking locks. All doors shall be free from holes, dents, or other physical defects.

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

13.1.2.9. Bathrooms must be constructed to provide convenient sanitary facilities. Wash basin and shower tub areas shall have a vanity table, a large 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 a constant, adequate flow and temperature without sudden surges of temperature changes. Bathrooms must have a working exhaust fan or an exterior window that can be opened which must be of frosted glass or curtained to provide privacy. The shower or shower/tub combination shall have shower doors or curtains.

13.1.3. FURNISHINGS AND EQUIPMENT: Furnishings and equipment must be clean. The following minimum furnishings are required:

13.1.3.1. Lamp – 1 per desk or writing table.

13.1.3.2. Chair, occasional.

13.1.3.3. Clothes storage drawers.

13.1.3.4. Mirror.

13.1.3.5. Table, night, with lamp.

13.1.3.6. Desk or writing table with chair.

13.1.3.7. Luggage rack.

13.1.3.8. Throw rug (if room in not carpeted).

13.2.3.9. NON-Smoking rooms only.

13.1.3.10. Trash containers – one in living room and one in bathroom.

13.1.3.11. Color television and Free Wifi.

13.1.4. 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 an area-wide failure, for more than eight hours the contractor shall take action to relocate all occupants to other Commercial Quarters facilities at no expense to the Government or the occupant.

13.2. SAFEGUARDING VALUABLES. The hotel 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.

14. SPECIFIC TASKS / SERVICES: The hotel shall provide the following service:

14.1. ASSIGNMENT OF QUARTERS/ROOMS. The 105th Airlift Wing Services / Operations Flight representatives are responsible for designating Government personnel to occupy the hotel. All members with will be placed in double rooms and doubled up as much as possible unless directed otherwise by the 105th Airlift Wing Services / Operations Flight representation when the reservation is made. At no time will the hotel take it upon itself to place members in single rooms without authorization from the 105th Airlift Wing Services / Operations Flight representative. Members are not authorized to request single rooms without authorization from the 105th Airlift Wing Services / Operations Flight representative.

14.2. CHECK IN/OUT SERVICE. The hotel must provide a check in/out service on a 24-hour basis, 7 days a week. Hotel agrees to inform all Government personnel assigned accommodations under this agreement of the government personnel who incur another day’s 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.

14.3. 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. Service provided shall be available 24 hours a day, seven days a week.

14.4. EXTRA SERVICE. 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) requesting and receiving the extra service.

14.5. CUSTODIAL/SANITATION SERVICES. Daily service include, but are not limited to, room cleaning, bed making, linen change (as required), adequate quantities of soap (minimum of 1 ¼ oz deodorant bar), bath towels, hand towels, wash cloths, sanitized drinking glasses, facial tissues, and cloth bath mat.

14.6. LINEN SERVICE. Linen service shall be provided a least one per week or when occupancy changes, whichever occurs first, and whenever necessary due to meet personnel requirement. Additional blankets shall be made available if required by occupant. All linen and 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 of adequate quality to provide proper support.

14.7. COMMON USE AREAS. The hotel shall keep all hallways, corridors, grounds, and other adjacent areas under the hotel control in clean, neat, and safe condition.

14.8. “DO NOT DISTURB” SIGNS. All rooms shall have such signs available. Hotel employees shall respect them when displayed.

14.9. INFORMATION SERVICES. Desk clerks shall be able to explain to occupants miscellaneous charges not covered by this statement of work, for example, telephone charges. The hotel shall provide information on bus schedules, taxis, and other local transportation, dining facilities and locations, and commercial telephone directory service.

15. AUTHORIZED CALLERS: Pursuant to the subject BPA (Blanket Purchase Agreement) and in accordance with FAR 13.3, individuals identified by name, organizational component and dollar limitation per purchase ARE authorized to make purchases. A separate letter will be provided annually to approved BPA awardees letting them know who the authorized callers are for that calendar year. Calls per hotel may NOT exceed $15,000 per month, per hotel, from any of the two organizations (Services and Operations) at any time during this agreement period.

16. ANNUAL AGREEMENTS: Reviews of the hotel will be done on as needed basis and at least once a year. If the government is satisfied with the agreement and the hotel, the government may opt to enter into another one year agreement, provided that both parties agree. This agreement cannot extend past 5 years (31 December 2024). The monthly and annual limit (ceiling) for EACH individual hotel is $15,000 per month/$150,000 per year. The government cannot exceed that amount in any month or calendar year. In the unlikely event that the government does reach the $15,000/ month limit, the hotel will not be authorized to accept reservations until the following month. If the hotel reaches the $150,000 per year ceiling, that specific hotel will not be authorized to accept reservations until the following year.

17. ADDITIONAL INFORMATION: Once the government and hotel agree on an annual room rate and once a BPA or annual modification is awarded, the hotel will receive a list of authorized callers AND the names of the TWO individual who have the GPC Cards. The credit card numbers of these two individuals will be provided to the hotel, one individual from SERVICES and one individual from OPERATIONS. Any individual listed on the authorized callers list of that cardholder may reserve rooms under that GPC card. An authorized callers list will be provided for both SERVICES and OPERATIONS. The list of authorized callers will be updated annually. The hotels will be contacted in advance to block rooms for a specific weekend, weekends, or weekly stays, if necessary.

***The government fully expects the hotel to honor the reservations made and the room rates agreed upon and not “bump” members in favor of higher rates or other reasons. The government is aware nearly a year in advance of when hotel rooms will be needed and can plan rooming needs accordingly with hotels. In most cases, the government will require rooms 11 weekend months during the year (July exempt) and times during the week as mission dictates.

After the individuals have checked out, the hotel will charge the GPC credit card previously provided by the government. Charges to the card must reflect the organization that made the reservation. Once the charge is made, a detailed invoice must be sent to the cardholder listing the names of the individuals attached to their organization. This list shall also include “no shows” that are the responsibility of the government.

The hotel will report any payment issues, problems with members, or general concerns to the contracting officer responsible for this agreement.