Helena Lodging

Statement of Work (SOW) for MTARNG RC26

The Montana Army National Guard (MTARNG) in conjunction with US CENTCOM requests a quote for lodging rooms to support the RC26 Exercise in Helena, Montana from 30 May-12 June 2026.  The requirement is forty (40) lodging rooms from 30 May-12 June 2026 (single and double beds are acceptable).

Due the number of rooms requested, the MTARNG will consider multiple awards. 

1. GENERAL REQUIREMENTS

1.1. The Government will award a Firm Fixed Price (FFP) contract resulting from the quote which conforms to the requirements in the SOW and offers the best value for the Government.

1.2.  EVALUATION FACTORS

Quotes will be evaluated using the following factors:

A: Price

B. Location in relation to multiple restaurants within walking distance of hotel.

C. Location in relation to grocery stores within walking distance of the hotel.

D: Location in relation to I-15, being on the same side of the interstate as grocery stores and restaurants

E:  Past Performance

Technical and past performance, when combined, are approximately equal to cost or price.

1.3. This is a Small Business Set-aside under the National American Industry Classification System (NAICS) code 721110, “Hotels (except Casino Hotels) and Motels” with a small business size standard of $40.0 million, is applicable to this acquisition.

1.4. Quote shall be submitted by email ONLY and sent to alice.a.hinck.civ@army.mil. Questions regarding this solicitation can be emailed to the same email address above or phone 406.324.3411.

1.5. SUSPENSE DATE for quotes is May 21, 2026 11:00 MDT.

1.5.1 Prior to Contract award the business must be registered in System for Award Management (SAM) website http://www.sam.gov.  Registration is free and assistance can be provided by the Montana APEX Accelerator, http://www.montanaapex.org/. 

1.5.2 If SAM registration is not in progress or sufficient progress is not made in a timely manner, the business may be deemed technically not acceptable for contract award.

1.6. INVOICING. This requirement will be invoiced and paid using Wide Area Work Flow at https://wawf.eb.mil.

1.7. TAXES/FEES. Per section 42.14.304 of the Montana Department of Revenue regulations, the Federal Government is tax exempt. County and City governments are normally not authorized to charge the Federal Government any type of tax (Supremacy Clause). The Government may further be prevented from paying certain fees and charges. State taxes shall be excluded as well.

Third party vendors are not tax-exempt.

2. SPECIFIC REQUIREMENTS FOR LODGING

2.1. SECURITY. The contractor will ensure a safe and crime free environment. The sleeping rooms shall be secured, and access limited to occupants, cleaning staff, and management in case of emergencies.

2.1.1. Ground floor rooms shall not have primary entry doors on the exterior of the building. 

2.2. SPECIFIC AMENITIES. All facilities and courtesies customarily extended to occupants without charge, i.e., pools, lounges, parking areas, etc., shall be made available without additional charge to the Government.

2.2.1. Rooms, beds, linens and equipment shall be in accordance with industry standards.
2.2.2. Rooms shall be clean and free of rodents and insects to include rats, mice, ants, roaches, bed bugs, silver fish, flies, mosquitoes, bees, wasps, spiders, fleas, snakes, slugs, etc.

2.2.3. Rooms shall contain a telephone in good working order with free local access and voice mail capability. The occupant is personally responsible for telephone charges exceeding the free local access.

2.2.4. Commercial Wi-Fi shall be available at no charge to its occupants.

2.2.5. Occupants must be able to remain in the same room for the entirety of their stay.

2.2.6. Hotel location must be within walking distance (appr. 1.5 miles) to multiple restaurants and a grocery store.

2.2.7. Hotel shall maintain a clean and healthy environment.  Housekeeping shall be standard practices and offered at the same occurrence as non-government guests.

2.2.8. Contractor shall be in possession of a current, valid certificate of occupancy.

2.2.9.  Contractor shall maintain a current certification on the FEMA National Master List and be in full compliance with the Hotel and Motel Fire and Safety Act of 1990.

2.3.  LIABILITY / MISCELLANEOUS SERVICES. The government will not be responsible for any miscellaneous charges/damages incurred by travelers. The contractor shall explain to each guest on the roster that miscellaneous charges (such as telephone charges, pay-per-view movies, room service, meals, smoking in the facility, damage charges, etc.) are not covered by this contract and will be charged to and paid by the individual. The contractor shall provide information to the travelers on services available that are not inclusive.

2.4. ILLEGAL ACTS.  The contractor shall not knowingly condone illegal acts on the premises of the establishment.

2.5. COURTESY.  The contractor’s employees shall be courteous to all persons served under this contract.  Courtesy and services rendered shall be equal to the rendered to any other customer and expected of any public lodging facility.

2.6. CANCELLATION POLICY. Room cancellations require notice of 2 days or more in advance of check-in time with no additional fees or charges. If cancelled after the 2 days’ time period before arrival day, rooms may invoiced or partially invoiced for, provided the room cannot be sold, filled or cost recovered in some fashion.

2.7. CHECK-IN PROCEDURES.  A final roster will be provided by the government no later than 2 days prior to event start.  Personnel not listed on this roster will not be authorized a room without an email/phone call from the government POC.  A government POC will accompany all guests on the roster.

3. INVOICES AND PAYMENTS

3.1. State, local, or other room night taxes are not applicable to Government lodging and shall not be charged on this contract.  Third party vendor shall include all taxes and surcharges in the total room price.

3.2. Contractor shall submit an electronic invoice in accordance with DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports

4. MISCELLANEOUS
4.1 A block of rooms are currently being held at the following NON-SAM registered locations for this event.  Vendors are encouraged to use one of these locations but are not required to.

Helena Best Western-reserved under Montana Army National Guard  (Reserved by Alice Hinck)

Helena Fairfield (Reserved by Dan Warhank)