Lodging Nov 12-15 Ashland, Oregon

Statement of Work Oregon Army National Guard Lodging 12-15 November 2020- Ashland, Oregon 97520 1.0 Overall Concept 1.1 The Oregon National Guard requests a vendor to provide lodging is accordance with the below specifications. 2.0 Lodging Requirements 2.1 November 12, 2020 Five (5) single occupancy rooms for the night of November 12th, 2020. 2.2 November 13, 2020 Sixty Eight (68) single occupancy rooms for the night of November 13th, 2020. 2.3 November 14, 2020 Seventy Six (76) single occupancy rooms for the night of November 14th, 2020. 3.0 Performance Standards 3.1. The contractor shall only furnish facilities, furniture, equipment, supplies, management, supervision, and labor for lodging accommodations to Soldiers of 1-186 Infantry Battalion. No other U.S. Military Personnel will be covered by the scope of this document and contract. The dates of lodging stay are determined by the training dates set forth by 1-186 Infantry Battalion and are described in a lower section. 3.2. Provide smoke free single occupancy hotel rooms. Ten (10) days prior to the arrival dates, the KO or POC will provide an initial lodging list of Soldier's names and room assignment to the contractor. At a minimum of five (5) days prior to the arrival dates, the KO or POC will notify the contractor of any updates to the lodging requirements. A minimum of one (1) day notification, prior to scheduled arrival, will be given of any cancellations without incurring a cancellation charge. Hotels must be within a ten (10) mile radius of the Ashland Armory, 1420 E Main St Ashland, OR 97520. Contractor is authorized to use one or more partner hotels to accommodate total number of Soldiers should there be in issue with accommodating the number of Soldiers needing lodging. However, priority is for accommodating all personnel at one primary hotel. Exceptions require prior written approval by the KO, or their duly appointed representative. 3.3. Services may be required on other days than scheduled due to emergency situations, such as inclement weather and government shutdown. The KO will normally issue orders for required services in advance. Failure by the government to provide such advance notice or to modify the order once issued without providing additional notice will not be grounds for a claim for additional compensation by the contractor. Unscheduled services shall be at the same price as scheduled services. Rooms must be provided for consecutive days. Contractors may not move Soldiers from one room to another without prior approval from 1-186 Infantry Battalion. 3.5. Number of rooms requested is an estimate only, based on the best information currently available to the government. The contractor shall reserve requested rooms until 9:00 PM each evening. 3.6. The contractor shall provide a smoke-free lobby, breakfast area (free breakfast not required), and rooms. 3.7. Payment will be made for the actual number of rooms ordered, unless a room is canceled less than 24 hours prior to the scheduled arrival date. 3.8. Soldiers who arrive at the hotel on an earlier date than the scheduled arrival date or need to extend their stay beyond the set departure date will be responsible for all charges incurred prior to the scheduled arrival/departure dates (to include room charge). 3.9 Soldiers who need to depart at an earlier date than the scheduled departure date will not be responsible for any room charges incurred by the set departure date, nor the Government, providing at least 24 hour notice was provided to the lodging facility by the Soldier or 1-186 Infantry Battalion. 3.10. Illegal Acts. The contractor shall not knowingly condone illegal acts on the premises of his/her establishment. 3.11. Liability. Each guest, not the Government, assumes liability for any damage caused by them. 3.12. Quality Assurance. The Government requires the contractor performance to equal commercially acceptable practices in regard to Quality Assurance. 3.13. The KO, or his duly appointed representative, may inspect the contractor's facilities for compliance with state and local health, sanitation, and fire prevention standards and to ensure that accommodations are being furnished in accordance with the contract. Inspections may be announced or unannounced. 3.14. Courtesy. The contractor's employees shall be courteous to all persons served under this contract. Courtesy and services rendered shall be equal to that rendered to any other customer and expected of any public lodging facility. 3.16. Provide rooms at no more than government per diem rate or a standard favorable rate. 3.17 Federal government employees are exempt from state lodging taxes. Proof of federal employment will be provided by each individual upon check in. 3.18 We are unable to pay for parking. Please include in your quote if you will provide free parking for our guests. 4.0 Specific Tasks 4.1. Due to COVID-19 risk mitigation measures, one (1) Soldier will be assigned per room at all times. The KO or POC will provide the Contractor a list of room assignments for Soldiers at least ten (10) days prior to the set arrival dates. 4.2. In case of emergency, the contractor will be permitted to move Soldiers to another room, or extreme case, to another facility or hotel. This will be permitted on an emergency basis only and requires prior approval by the COR or KO. If the emergency is such that prior approval cannot be obtained, the contractor shall notify the KO or COR as early as possible on the following work day. Over booking by the hotel does not constitute an emergency. Examples of what constitutes an emergency are as follows: 4.2.1. Rooms become uninhabitable due to storm or fire damage. 4.2.2. Water or electricity not available in requested rooms 4.3. Provide accommodations, services, and privileges normally extended to any guest of the establishment shall also be given to Soldiers staying at the establishment. 4.4. The contractor shall provide wake-up service as normally provided to other guest. 4.5. Housekeeping. The contractor shall maintain a clean and healthy environment. The government requires, commercial health and safety standards be provided. 4.6. Fire and Safety. The contractor shall comply with all applicable federal, state, and local fire and safety codes and regulations. 4.7. Miscellaneous Services. 4.7.1. The government will not be responsible for any miscellaneous charges incurred by Soldiers. The contractor shall explain to each person that miscellaneous charges (such as telephone charges, pay-per-view movies, room service, meals, etc.) are not covered by the contract and will be charged to and paid by the individual. 4.7.2. Accompanying Personnel. The government is under no obligation to provide services for accompanying personnel, such as a spouse or friend of the Soldier. Charges for accompanying personnel shall be handled by agreement between the contractor and the individual(s). If an accompanying person is lodged with a Soldier, the government shall be charged only for the Soldier's portion of a room. 4.8 Security. The contractor must provide security within commercial standards. 5.0 Security Requirements 5.1 N/A 6.0 Antiterrorism/Operations Security Requirements Do not post any signage or other indications that members of the ORARNG will or are staying at the hotel. 7.0 Contracting Manpower Recording Act (CMRA): 7.1 The Contractor shall report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the National Guard Bureau via a secure data collection site. 7.2 The Contractor shall completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs shall be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk at http://www.beta.sam 7.3 Unit Identification Code (UIC) for the Requiring Activity: W90KNA 7.4 Issuing Office DoDAAC: W912JV 8. Quality Control (QC): The contractor shall develop and maintain an effective quality control program (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor's QCP is the means by which the contractor is assured the work complies with the requirement of the contract. 9. Contracting Officer's Point of Contact (POC): The ORNG Contracting Officer's Representative for inspection and acceptance of deliverables under this Contract and will be physically located at the Event throughout the exercise period. The POC is authorized to represent the contracting officer in interpreting the technical requirements of this task order. However, the POC is not authorized to make any commitments or changes that will affect price, quality, quantity, delivery, or any other term or condition. 10. Deliverable Guidelines: Inspections and Acceptance: All deliverables must be submitted to and approved by the POC. Terms and Conditions: Terms and Conditions: Offerors must be actively registered on the Systems for Award Management database (SAM). Information concerning SAM requirements may be viewed via the Internet at https://www.sam.gov/portal/public/SAM/ or by calling the SAM Registration Center at 866-606-8220. Only contractors who are registered in the Systems for Award Management (SAM) can be awarded a contract. Offerors must have electronic funds transfer (EFT) capability. Offerors Quotes shall be valid for a minimum of 30 days to be acknowledged in the offerors quotes. Contractors must be actively registered with Wide Area Work Flow (WAWF) at http://wawf.eb.mil. Clauses may be accessed electronically in full text through http://acquisition.gov tatement of Work Oregon Army National Guard Lodging 12-15 November 2020- Ashland, Oregon 97520 1.0 Overall Concept 1.1 The Oregon National Guard requests a vendor to provide lodging is accordance with the below specifications. 2.0 Lodging Requirements 2.1 November 12, 2020 Fifteen (15) single occupancy rooms for the night of November 12th, 2020. 2.2 November 13, 2020 Eighty-five (85) single occupancy rooms for the night of November 13th, 2020. 2.3 November 14, 2020 Ninety-three (93) single occupancy rooms for the night of November 14th, 2020. 3.0 Performance Standards 3.1. The contractor shall only furnish facilities, furniture, equipment, supplies, management, supervision, and labor for lodging accommodations to Soldiers of 1-186 Infantry Battalion. No other U.S. Military Personnel will be covered by the scope of this document and contract. The dates of lodging stay are determined by the training dates set forth by 1-186 Infantry Battalion and are described in a lower section. 3.2. Provide smoke free single occupancy hotel rooms. Ten (10) days prior to the arrival dates, the KO or POC will provide an initial lodging list of Soldier's names and room assignment to the contractor. At a minimum of five (5) days prior to the arrival dates, the KO or POC will notify the contractor of any updates to the lodging requirements. A minimum of one (1) day notification, prior to scheduled arrival, will be given of any cancellations without incurring a cancellation charge. Hotels must be within a ten (10) mile radius of the Ashland Armory, 1420 E Main St Ashland, OR 97520. Contractor is authorized to use one or more partner hotels to accommodate total number of Soldiers should there be in issue with accommodating the number of Soldiers needing lodging. However, priority is for accommodating all personnel at one primary hotel. Exceptions require prior written approval by the KO, or their duly appointed representative. 3.3. Services may be required on other days than scheduled due to emergency situations, such as inclement weather and government shutdown. The KO will normally issue orders for required services in advance. Failure by the government to provide such advance notice or to modify the order once issued without providing additional notice will not be grounds for a claim for additional compensation by the contractor. Unscheduled services shall be at the same price as scheduled services. Rooms must be provided for consecutive days. Contractors may not move Soldiers from one room to another without prior approval from 1-186 Infantry Battalion. 3.5. Number of rooms requested is an estimate only, based on the best information currently available to the government. The contractor shall reserve requested rooms until 9:00 PM each evening. 3.6. The contractor shall provide a smoke-free lobby, breakfast area (free breakfast not required), and rooms. 3.7. Payment will be made for the actual number of rooms ordered, unless a room is canceled less than 24 hours prior to the scheduled arrival date. 3.8. Soldiers who arrive at the hotel on an earlier date than the scheduled arrival date or need to extend their stay beyond the set departure date will be responsible for all charges incurred prior to the scheduled arrival/departure dates (to include room charge). 3.9 Soldiers who need to depart at an earlier date than the scheduled departure date will not be responsible for any room charges incurred by the set departure date, nor the Government, providing at least 24 hour notice was provided to the lodging facility by the Soldier or 1-186 Infantry Battalion. 3.10. Illegal Acts. The contractor shall not knowingly condone illegal acts on the premises of his/her establishment. 3.11. Liability. Each guest, not the Government, assumes liability for any damage caused by them. 3.12. Quality Assurance. The Government requires the contractor performance to equal commercially acceptable practices in regard to Quality Assurance. 3.13. The KO, or his duly appointed representative, may inspect the contractor's facilities for compliance with state and local health, sanitation, and fire prevention standards and to ensure that accommodations are being furnished in accordance with the contract. Inspections may be announced or unannounced. 3.14. Courtesy. The contractor's employees shall be courteous to all persons served under this contract. Courtesy and services rendered shall be equal to that rendered to any other customer and expected of any public lodging facility. 3.16. Provide rooms at no more than government per diem rate or a standard favorable rate. 3.17 Federal government employees are exempt from state lodging taxes. Proof of federal employment will be provided by each individual upon check in. 3.18 We are unable to pay for parking. Please include in your quote if you will provide free parking for our guests. 4.0 Specific Tasks 4.1. Due to COVID-19 risk mitigation measures, one (1) Soldier will be assigned per room at all times. The KO or POC will provide the Contractor a list of room assignments for Soldiers at least ten (10) days prior to the set arrival dates. 4.2. In case of emergency, the contractor will be permitted to move Soldiers to another room, or extreme case, to another facility or hotel. This will be permitted on an emergency basis only and requires prior approval by the COR or KO. If the emergency is such that prior approval cannot be obtained, the contractor shall notify the KO or COR as early as possible on the following work day. Over booking by the hotel does not constitute an emergency. Examples of what constitutes an emergency are as follows: 4.2.1. Rooms become uninhabitable due to storm or fire damage. 4.2.2. Water or electricity not available in requested rooms 4.3. Provide accommodations, services, and privileges normally extended to any guest of the establishment shall also be given to Soldiers staying at the establishment. 4.4. The contractor shall provide wake-up service as normally provided to other guest. 4.5. Housekeeping. The contractor shall maintain a clean and healthy environment. The government requires, commercial health and safety standards be provided. 4.6. Fire and Safety. The contractor shall comply with all applicable federal, state, and local fire and safety codes and regulations. 4.7. Miscellaneous Services. 4.7.1. The government will not be responsible for any miscellaneous charges incurred by Soldiers. The contractor shall explain to each person that miscellaneous charges (such as telephone charges, pay-per-view movies, room service, meals, etc.) are not covered by the contract and will be charged to and paid by the individual. 4.7.2. Accompanying Personnel. The government is under no obligation to provide services for accompanying personnel, such as a spouse or friend of the Soldier. Charges for accompanying personnel shall be handled by agreement between the contractor and the individual(s). If an accompanying person is lodged with a Soldier, the government shall be charged only for the Soldier's portion of a room. 4.8 Security. The contractor must provide security within commercial standards. 5.0 Security Requirements 5.1 N/A 6.0 Antiterrorism/Operations Security Requirements Do not post any signage or other indications that members of the ORARNG will or are staying at the hotel. 7.0 Contracting Manpower Recording Act (CMRA): 7.1 The Contractor shall report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the National Guard Bureau via a secure data collection site. 7.2 The Contractor shall completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs shall be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk at http://www.beta.sam 7.3 Unit Identification Code (UIC) for the Requiring Activity: W90KNA 7.4 Issuing Office DoDAAC: W912JV 8. Quality Control (QC): The contractor shall develop and maintain an effective quality control program (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor's QCP is the means by which the contractor is assured the work complies with the requirement of the contract. 9. Contracting Officer's Point of Contact (POC): The ORNG Contracting Officer's Representative for inspection and acceptance of deliverables under this Contract and will be physically located at the Event throughout the exercise period. The POC is authorized to represent the contracting officer in interpreting the technical requirements of this task order. However, the POC is not authorized to make any commitments or changes that will affect price, quality, quantity, delivery, or any other term or condition. 10. Deliverable Guidelines: Inspections and Acceptance: All deliverables must be submitted to and approved by the POC. Terms and Conditions: Terms and Conditions: Offerors must be actively registered on the Systems for Award Management database (SAM). Information concerning SAM requirements may be viewed via the Internet at https://www.sam.gov/portal/public/SAM/ or by calling the SAM Registration Center at 866-606-8220. Only contractors who are registered in the Systems for Award Management (SAM) can be awarded a contract. Offerors must have electronic funds transfer (EFT) capability. Offerors Quotes shall be valid for a minimum of 30 days to be acknowledged in the offerors quotes. Contractors must be actively registered with Wide Area Work Flow (WAWF) at http://wawf.eb.mil. Clauses may be accessed electronically in full text through http://acquisition.gov tatement of Work Oregon Army National Guard Lodging 12-15 November 2020- Ashland, Oregon 97520 1.0 Overall Concept 1.1 The Oregon National Guard requests a vendor to provide lodging is accordance with the below specifications. 2.0 Lodging Requirements 2.1 November 12, 2020 Fifteen (15) single occupancy rooms for the night of November 12th, 2020. 2.2 November 13, 2020 Eighty-five (85) single occupancy rooms for the night of November 13th, 2020. 2.3 November 14, 2020 Ninety-three (93) single occupancy rooms for the night of November 14th, 2020. 3.0 Performance Standards 3.1. The contractor shall only furnish facilities, furniture, equipment, supplies, management, supervision, and labor for lodging accommodations to Soldiers of 1-186 Infantry Battalion. No other U.S. Military Personnel will be covered by the scope of this document and contract. The dates of lodging stay are determined by the training dates set forth by 1-186 Infantry Battalion and are described in a lower section. 3.2. Provide smoke free single occupancy hotel rooms. Ten (10) days prior to the arrival dates, the KO or POC will provide an initial lodging list of Soldier's names and room assignment to the contractor. At a minimum of five (5) days prior to the arrival dates, the KO or POC will notify the contractor of any updates to the lodging requirements. A minimum of one (1) day notification, prior to scheduled arrival, will be given of any cancellations without incurring a cancellation charge. Hotels must be within a ten (10) mile radius of the Ashland Armory, 1420 E Main St Ashland, OR 97520. Contractor is authorized to use one or more partner hotels to accommodate total number of Soldiers should there be in issue with accommodating the number of Soldiers needing lodging. However, priority is for accommodating all personnel at one primary hotel. Exceptions require prior written approval by the KO, or their duly appointed representative. 3.3. Services may be required on other days than scheduled due to emergency situations, such as inclement weather and government shutdown. The KO will normally issue orders for required services in advance. Failure by the government to provide such advance notice or to modify the order once issued without providing additional notice will not be grounds for a claim for additional compensation by the contractor. Unscheduled services shall be at the same price as scheduled services. Rooms must be provided for consecutive days. Contractors may not move Soldiers from one room to another without prior approval from 1-186 Infantry Battalion. 3.5. Number of rooms requested is an estimate only, based on the best information currently available to the government. The contractor shall reserve requested rooms until 9:00 PM each evening. 3.6. The contractor shall provide a smoke-free lobby, breakfast area (free breakfast not required), and rooms. 3.7. Payment will be made for the actual number of rooms ordered, unless a room is canceled less than 24 hours prior to the scheduled arrival date. 3.8. Soldiers who arrive at the hotel on an earlier date than the scheduled arrival date or need to extend their stay beyond the set departure date will be responsible for all charges incurred prior to the scheduled arrival/departure dates (to include room charge). 3.9 Soldiers who need to depart at an earlier date than the scheduled departure date will not be responsible for any room charges incurred by the set departure date, nor the Government, providing at least 24 hour notice was provided to the lodging facility by the Soldier or 1-186 Infantry Battalion. 3.10. Illegal Acts. The contractor shall not knowingly condone illegal acts on the premises of his/her establishment. 3.11. Liability. Each guest, not the Government, assumes liability for any damage caused by them. 3.12. Quality Assurance. The Government requires the contractor performance to equal commercially acceptable practices in regard to Quality Assurance. 3.13. The KO, or his duly appointed representative, may inspect the contractor's facilities for compliance with state and local health, sanitation, and fire prevention standards and to ensure that accommodations are being furnished in accordance with the contract. Inspections may be announced or unannounced. 3.14. Courtesy. The contractor's employees shall be courteous to all persons served under this contract. Courtesy and services rendered shall be equal to that rendered to any other customer and expected of any public lodging facility. 3.16. Provide rooms at no more than government per diem rate or a standard favorable rate. 3.17 Federal government employees are exempt from state lodging taxes. Proof of federal employment will be provided by each individual upon check in. 3.18 We are unable to pay for parking. Please include in your quote if you will provide free parking for our guests. 4.0 Specific Tasks 4.1. Due to COVID-19 risk mitigation measures, one (1) Soldier will be assigned per room at all times. The KO or POC will provide the Contractor a list of room assignments for Soldiers at least ten (10) days prior to the set arrival dates. 4.2. In case of emergency, the contractor will be permitted to move Soldiers to another room, or extreme case, to another facility or hotel. This will be permitted on an emergency basis only and requires prior approval by the COR or KO. If the emergency is such that prior approval cannot be obtained, the contractor shall notify the KO or COR as early as possible on the following work day. Over booking by the hotel does not constitute an emergency. Examples of what constitutes an emergency are as follows: 4.2.1. Rooms become uninhabitable due to storm or fire damage. 4.2.2. Water or electricity not available in requested rooms 4.3. Provide accommodations, services, and privileges normally extended to any guest of the establishment shall also be given to Soldiers staying at the establishment. 4.4. The contractor shall provide wake-up service as normally provided to other guest. 4.5. Housekeeping. The contractor shall maintain a clean and healthy environment. The government requires, commercial health and safety standards be provided. 4.6. Fire and Safety. The contractor shall comply with all applicable federal, state, and local fire and safety codes and regulations. 4.7. Miscellaneous Services. 4.7.1. The government will not be responsible for any miscellaneous charges incurred by Soldiers. The contractor shall explain to each person that miscellaneous charges (such as telephone charges, pay-per-view movies, room service, meals, etc.) are not covered by the contract and will be charged to and paid by the individual. 4.7.2. Accompanying Personnel. The government is under no obligation to provide services for accompanying personnel, such as a spouse or friend of the Soldier. Charges for accompanying personnel shall be handled by agreement between the contractor and the individual(s). If an accompanying person is lodged with a Soldier, the government shall be charged only for the Soldier's portion of a room. 4.8 Security. The contractor must provide security within commercial standards. 5.0 Security Requirements 5.1 N/A 6.0 Antiterrorism/Operations Security Requirements Do not post any signage or other indications that members of the ORARNG will or are staying at the hotel. 7.0 Contracting Manpower Recording Act (CMRA): 7.1 The Contractor shall report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the National Guard Bureau via a secure data collection site. 7.2 The Contractor shall completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs shall be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk at http://www.beta.sam 7.3 Unit Identification Code (UIC) for the Requiring Activity: W90KNA 7.4 Issuing Office DoDAAC: W912JV 8. Quality Control (QC): The contractor shall develop and maintain an effective quality control program (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor's QCP is the means by which the contractor is assured the work complies with the requirement of the contract. 9. Contracting Officer's Point of Contact (POC): The ORNG Contracting Officer's Representative for inspection and acceptance of deliverables under this Contract and will be physically located at the Event throughout the exercise period. The POC is authorized to represent the contracting officer in interpreting the technical requirements of this task order. However, the POC is not authorized to make any commitments or changes that will affect price, quality, quantity, delivery, or any other term or condition. 10. Deliverable Guidelines: Inspections and Acceptance: All deliverables must be submitted to and approved by the POC. Terms and Conditions: Terms and Conditions: Offerors must be actively registered on the Systems for Award Management database (SAM). Information concerning SAM requirements may be viewed via the Internet at https://www.sam.gov/portal/public/SAM/ or by calling the SAM Registration Center at 866-606-8220. Only contractors who are registered in the Systems for Award Management (SAM) can be awarded a contract. Offerors must have electronic funds transfer (EFT) capability. Offerors Quotes shall be valid for a minimum of 30 days to be acknowledged in the offerors quotes. Contractors must be actively registered with Wide Area Work Flow (WAWF) at http://wawf.eb.mil. Clauses may be accessed electronically in full text through http://acquisition.gov