Task Requirements. The Contractor shall: 1 During a catastrophic disaster or emergency event, there may be as many as 100,000 disaster victims in need of housing in a single night. 1.7.1 Identify and quantify, by size and number of persons per unit (e.g., hotel room, one-bedroom, two bedroom, three bedroom, etc.), available inventory and location for the Ordering Agency and Approved Recipients. 1.7.2 Research, segregate, and identify locations suitable for Ordering Agencies and Approved Recipients as a result of an emergency and/or disaster. 1.7.3 Update and report available inventory at intervals sufficient to meet demand. Inventory (See Accommodations defined above) is not limited to traditional hotel/motel/long-term housing/apartments. Accommodations deemed safe and comfortable will be acceptable. 1.7.4 Ensure that all properties in the United States self-certify their small business designation, if applicable for the type of property. 1.7.5 Identify and secure lodging/housing and manage all lodging and services contracts. 1.7.6 Negotiate discounts on per diem rates for industry standard accommodations to the greatest extent possible, for each ordering agency executed task order. 1.7.7 Ensure families remain together to the fullest extent practicable. 1.7.8 Upon request by the Ordering Agency, the Contractor shall develop an electronic Property Directory with information about the Contractor’s negotiated hotels/lodging facilities. The Property Directory may be posted on the Ordering Agencies internal website or posted on the Contractors website per the direction in the Ordering Agency task order. The Property Directory shall be easy to use and not require a user to create a profile or require a login process to access. The Property Directory shall allow for an Ordering Agency to limit which locations and properties are displayed. The Property Directory shall be updated weekly. The required data elements for the electronic Property Directory shall be: a. Property name; b. Property address; c. Property phone number; d. Property fax number; e. Are PETS allowed, Yes or No; f. Is there a KITCHEN in the room, Yes or No; and g. Number of rooms with ADA accommodations. 1.7.9 Provide maximum flexibility for emergency lodging/housing to accommodate the Ordering Agency and Approved Recipients’ needs and minimize Government liability. This includes, but is not limited to: flexible lengths of stay with no-penalty for early exit to the extent practicable; use of facilities that assess one charge for rooms used by relief staff on two (2) rotational 12- hour or three (3) rotational 8-hour shifts; facilities providing full, daily room-cleaning maintenance services; and all other normally provided services, for the room rate applied. 1.7.10 Consult with Ordering Agencies on circumstances that may occur when properties are offering excessive prices due to unfair advantages caused by the emergency situation. 1.7.11 Accommodate different administrative terms for payment and liability terms and conditions depending on Ordering Agency needs. For example, housing for relief workers may specify that the Government will centrally pay for housing needs, while housing for displaced recipients may require payment from the recipient or a different responsible source. Another example to accommodate varying needs is the need to include provisions for pets or service animals. 1.7.12 Develop a standardized ordering template within 30 calendar days of award so Ordering Agencies can more efficiently and expeditiously place orders when appropriate. The Contractor shall provide the template to the GSA Contracting Officer’s Representative (COR) 30 calendar days after BPA award for distribution and posting on the GSA ELS program website (▇▇▇.▇▇▇/▇▇▇) for all Ordering Agencies. 1.7.13 Acknowledge or discuss the terms and conditions of any modification(s)/additional order(s) within four (4) hours of being notified of the need for additional accommodations /services against the initial task order. 1.7.14 Work with each Ordering Agency to define all the pertinent requirements in the task order to include, but not limited to: the roles and responsibilities for Agency staff members; the type of accommodations desired; location of services; ordering details; appropriate payment details; reporting requirements; and auditing procedures for required lodging and optional services. 1.7.15 Ensure, to the maximum extent possible, that all recipients stay in a “fire safe” facility. This requirement applies to CONUS and OCONUS lodging accommodations. Ordering Agencies may still choose to include various “fire safe” parameters in its task order requirements with the contractor for any location that does not fall under the U.S. Hotel and Motel Fire Safety Act of 1990, 1.7.16 Provide a quality control function or negotiated rate auditing process to ensure all accommodations and service providers honor negotiated hotel/lodging rates and all terms and conditions as established for the particular emergency/disaster/event. 1.7.17 Conduct an audit of negotiated rates on a monthly basis. The Contractor shall provide the results of the audit to the Ordering Agency within 10 business days of audit completion. If overpayments are discovered, the Contractor shall implement a corrective action plan within 30 calendar days and provide a copy of the plan to the Ordering Agency weekly until resolved. 1.7.18 Ensure lodging/hotel rates are within allowable reimbursement limits set by the Ordering Agency. 1.7.19 Provide reconciliation support of charges as required by the Ordering Agency. 1.7.20 Provide educational materials and training to lodging/housing owners, operators and managers so that the appropriate staff members are aware of the Government’s ELS program and 1.7.21 Properties must accept Government forms of payment to include, but not limited to: charge cards, cash, and purchase orders. Invoicing and payment terms and conditions must be clearly identified in each task order between the Ordering Agency and the Contractor. 1.7.22 Comply with the Invoice Processing Platform (IPP) as required by the Ordering Agency. IPP is a secure, web-based service that more efficiently manages Government invoicing from Purchase Order (PO) through payment notification, at no charge to federal agencies and their Contractors. See ▇▇▇▇▇://▇▇▇.▇▇▇.▇▇▇/. 1.7.23 Comply with all security requirements listed in Attachment C – ELS 4.0 Security Requirements.
Appears in 1 contract
Sources: Blanket Purchase Agreement
Task Requirements. The Contractor shall: 1 During a catastrophic disaster or emergency event, there may be as many as 100,000 disaster victims in need of housing in a single night.night.
1.7.1 Identify and quantify, by size and number of persons per unit (e.g., hotel room, one-one- bedroom, two bedroom, three bedroom, etc.), available inventory and location for the Ordering Agency and Approved Recipients.Recipients.
1.7.2 Research, segregate, and identify locations suitable for Ordering Agencies and Approved Recipients as a result of an emergency and/or disaster.
1.7.3 Update and report available inventory at intervals sufficient to meet demand. Inventory (See Accommodations defined above) is not limited to traditional hotel/motel/long-term housing/apartments. Accommodations deemed safe and comfortable will be acceptable.
1.7.4 Ensure that all properties in the United States self-certify their small business designation, if applicable for the type of property.
1.7.5 Identify and secure lodging/housing and manage all lodging and services contracts.
1.7.6 Negotiate discounts on per diem rates for industry standard accommodations to the greatest extent possible, for each ordering agency executed task order.
1.7.7 Ensure families remain together to the fullest extent practicable.
1.7.8 Upon request by the Ordering Agency, the Contractor shall develop an electronic Property Directory with information about the Contractor’s negotiated hotels/lodging facilities. The Property Directory may be posted on the Ordering Agencies internal website or posted on the Contractors website per the direction in the Ordering Agency task order. The Property Directory shall be easy to use and not require a user to create a profile or require a login process to access. The Property Directory shall allow for an Ordering Agency to limit which locations and properties are displayed. The Property Directory shall be updated weekly. The required data elements for the electronic Property Directory shall be:
a. Property name;name;
b. Property address;address;
c. Property phone number;number;
d. Property fax number;number;
e. Are PETS allowed, Yes or No;No;
f. Is there a KITCHEN in the room, Yes or No; andand
g. Number of rooms with ADA accommodations.
1.7.9 Provide maximum flexibility for emergency lodging/housing to accommodate the Ordering Agency and Approved Recipients’ needs and minimize Government liability. This includes, but is not limited to: flexible lengths of stay with no-penalty for early exit to the extent practicable; use of facilities that assess one charge for rooms used by relief staff on two (2) rotational 12- hour or three (3) rotational 8-hour shifts; facilities providing full, daily room-cleaning maintenance services; and all other normally provided services, for the room rate applied.
1.7.10 Consult with Ordering Agencies on circumstances that may occur when properties are offering excessive prices due to unfair advantages caused by the emergency situation.
1.7.11 Accommodate different administrative terms for payment and liability terms and conditions depending on Ordering Agency needs. For example, housing for relief workers may specify that the Government will centrally pay for housing needs, while housing for displaced recipients may require payment from the recipient or a different responsible source. Another example to accommodate varying needs is the need to include provisions for pets or service animals.
1.7.12 Develop a standardized ordering template within 30 calendar days of award so Ordering Agencies can more efficiently and expeditiously place orders when appropriate. The Contractor shall provide the template to the GSA Contracting Officer’s Representative (COR) 30 calendar days after BPA award for distribution and posting on the GSA ELS program website (▇▇▇.▇▇▇/▇▇▇) for all Ordering Agencies.
1.7.13 Acknowledge or discuss the terms and conditions of any modification(s)/additional order(s) within four (4) hours of being notified of the need for additional accommodations /services against the initial task order.
1.7.14 Work with each Ordering Agency to define all the pertinent requirements in the task order to include, but not limited to: the roles and responsibilities for Agency staff members; the type of accommodations desired; location of services; ordering details; appropriate payment details; reporting requirements; and auditing procedures for required lodging and optional services.
1.7.15 Ensure, to the maximum extent possible, that all recipients stay in a “fire safe” facility. This requirement applies to CONUS and OCONUS lodging accommodations. Ordering Agencies may still choose to include various “fire safe” parameters in its task order requirements with the contractor for any location that does not fall under the U.S. Hotel and Motel Fire Safety Act of 1990,
1.7.16 Provide a quality control function or negotiated rate auditing process to ensure all accommodations and service providers honor negotiated hotel/lodging rates and all terms and conditions as established for the particular emergency/disaster/event.
1.7.17 Conduct an audit of negotiated rates on a monthly basis. The Contractor shall provide the results of the audit to the Ordering Agency within 10 business days of audit completion. If overpayments are discovered, the Contractor shall implement a corrective action plan within 30 calendar days and provide a copy of the plan to the Ordering Agency weekly until resolved.
1.7.18 Ensure lodging/hotel rates are within allowable reimbursement limits set by the Ordering Agency.
1.7.19 Provide reconciliation support of charges as required by the Ordering Agency.
1.7.20 Provide educational materials and training to lodging/housing owners, operators and managers so that the appropriate staff members are aware of the Government’s ELS program and
1.7.21 Properties must accept Government forms of payment to include, but not limited to: charge cards, cash, and purchase orders. Invoicing and payment terms and conditions must be clearly identified in each task order between the Ordering Agency and the Contractor.
1.7.22 Comply with the Invoice Processing Platform (IPP) as required by the Ordering Agency. IPP is a secure, web-based service that more efficiently manages Government invoicing from Purchase Order (PO) through payment notification, at no charge to federal agencies and their Contractors. See ▇▇▇▇▇://▇▇▇.▇▇▇.▇▇▇/.
1.7.23 Comply with all security requirements listed in Attachment C – ELS 4.0 Security Requirements.two
Appears in 1 contract
Sources: Blanket Purchase Agreement