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Statement of Work for:
SIN 531110 – Long Term Lodging
Contents
SIN Description…………………………………………………………………………………………….…………..…..Page 2
1. Definitions………………………………………………………………………….……………….…………………….Page 3
2. Scope………………………………………………………………………………………………….…………………..…Page 4
3. General Requirements…………………………………………………………………………………………......Page 5
4. Reporting Requirements……………………………………………………………………………………………Page 5
5. Property Requirements……………………………………………………………………………………………..Page 6
6. Technical Requirements…………………………………………………………………………………………….Page 8
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SIN 531110 – LONG TERM LODGING SERVICES
SIN Description
SIN 531110, Long Term Lodging defined by industry as temporary housing or serviced apartments for 30
nights or longer. NAICS Codes 531110 Open to All Sources:
Federal agencies spent more than $24 million on services under SIN 531110 in FY2020. The General
Services Administration (GSA) offers Long Term Lodging through its GSA Schedules program, leveraging
the Government’s purchasing power by soliciting for such services on a commercial basis to the maximum
extent practicable, bringing consistent rates, terms and conditions across government organizations. All
services necessary to provide Long Term Lodging are required.
Typical tasks may include, but are not limited to:
• Accommodate agency needs for long term temporary housing for 30 nights or more as a result of
extended Temporary Duty Location (TDY), employee relocations, training, or special projects \
(Not intended for stays of less than 30 nights. If stays of less than 30 nights are required, government
employees are directed to use their Travel Management Service (TMS) per FTR 301-50.3 or consult
with their agency’s travel policy. See note below)
• Fully-furnished and serviced units with fully equipped kitchens
• Washer & Dryer in units or on location
• Concierge-type services (e.g., upgrades, loyalty programs, health club/fitness center, local shuttle or
transportation service, newspapers, parking, amenities, meeting room services, etc.) ∙ 24-7 customer
service (e.g. on-site staff member or customer care hotline)
• Management reports as indicated in Section 4 Reporting Requirements
Federal agency reimbursement for TDY travel is governed by the Federal Travel Regulation and the Joint
Travel Regulations for Uniformed Service Members and DOD civilian employees.
GSA provides fluctuating per diem rates which limit the amount of spend per night per traveler, please visit:
https://www.gsa.gov/perdiem
GSA seeks to receive a percent discount off the nightly per diem rate for long term lodging for SIN
531110. Due to this requirement the Economic Price Adjustment clauses do not apply to this SIN
as the per diem rates are adjusted by GSA annually and take into consideration market
fluctuations.
NOTE: The Government has a contract solution in place to offer government employees commercial TDY
lodging accommodations for 1-29 nights which is called FedRooms®. FedRooms is distributed in the
government’s managed distribution channels (e.g. DTS, ETS, and TMC). Under the FedRooms contract
solution, GSA has partnered with the lodging industry to provide federal travelers with Federal Travel
Regulation (FTR) compliant transient commercial accommodations within per diem allowance for selected
high-volume travel destinations, both within and outside the Continental United States. For more
information, please go to https://www.fedrooms.com/home.html
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1. Definitions
CONUS: The Conterminous United States, which is the 48 contiguous states and the District of Columbia
Contract Rate: The contract ceiling rates established as a result of this solicitation. (Rates may float
under the contract rate based on customer requirements and market conditions)
DoD Per Diem Travel and Transportation Allowance Committee: This office provides per diem rates
for overseas U.S. areas; e.g., Alaska, Hawaii, Guam, and other non-foreign locations.
https://www.defensetravel.dod.mil/
e-Buy: A component of GSA Advantage! is an online Request for Quotation (RFQ) tool. eBuy is designed
to facilitate the request for submission of quotations for a wide range of commercial supplies (products)
and services. Link to e-Buy:
https://www.ebuy.gsa.gov/ebuy/
Federal Travel Regulation: The Federal Travel Regulation (FTR) (41 CFR Chapters 300-304) governs
travel and transportation allowances for Federal civilian employees and is available for review via the
Internet at www.gsa.gov/ftr. As a matter of information, Chapter 302 of the FTR governs relocation
allowances. Joint Travel Regulations (JTR): The regulations in this document pertain to per diem, travel
and transportation allowances, relocation allowances, and certain other allowances of Uniformed Service
members (including regular and reserve components) and DoD civilian employees. The JTR may be
found at https://www.defensetravel.dod.mil/site/travelreg.cfm
Long Term Lodging: The provision of commercial services for a corporate housing facility, serviced
apartment or other unit for stays of 30 or more nights per traveler.
Most Favored Customer (MFC): The most favored customer means the customer to whom the best
prices/discounts are given to by the Contractor/Offeror with whom the Contractor/Offeror conducts
business.
Net Billing: Negotiated contract and task order rates are guaranteed at the point of sale.
OCONUS: Refers to “outside the Continental United States” that is, any country, state or possession
outside of the lower 48 states and the District of Columbia.
One-Bedroom: Fully furnished unit with separate living and sleeping area typically designed for one
person.
Per Diem Rate: The maximum allowances the Government reimburses to Federal travelers for lodging,
meals, and incidental expenses incurred while on official business travel. The per diem rates published by
GSA may be found at https://www.gsa.gov/perdiem
Permanent Change of Station (PCS): The relocation of an employee to a new official station or post for
permanent duty.
Studio/Efficiency: Fully furnished unit with combined living and sleeping area typically designed for one
person.
Temporary Change of Station (TCS): The relocation of an employee to a new official station for a
temporary period (not less than 6 months, nor more than 30 months) while the employee is performing a
long-term assignment and subsequent return of the employee to the previous official station upon
completion of that assignment.
Two-Bedroom: Fully furnished unit with separate living and sleeping areas typically designed for 2
persons.
Three-Bedroom: Fully furnished unit with separate living and sleeping areas typically designed for 3
persons
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2. Scope
The Contractor shall:
a). Provide a full range of services necessary to satisfy Long Term Lodging requirements within the
parameters defined herein. The Government is seeking services that industry normally
provides to commercial customers at competitive prices.
b) Accommodate agency needs for long term lodging / temporary housing for 30 nights or more as a
result of extended TDY, employee relocations, training, or special projects. This service is not
intended for stays of less than 30 nights, if stays of less than 30 nights are required,
government employees are directed to use their Travel Management Service (TMS) per FTR
301-50.3 or consult with their agency’s travel policy.
c) Waive any early check-out or departure fees if a government employee is required to break their
lease and return to his/her duty station.
d) Waive any prepayment to guarantee or hold unit(s)
e) Waive any fees for cancelled orders before check in if the government’s mission is
changed/cancelled or if funding is not authorized at the time of service.
f) Charge the monthly rent to the customer's travel charge card (or other form of payment) after each
30 day period, not prior to the stay or lease period.
g) Disclose and list all additional charges up-front (e.g. Housekeeping, utility charges, etc.) to the
Government within the Pricing Proposal and before a customer leases any unit.
h) Disclose any on-site additional services (e.g. local shuttle or transportation service, rental of
conference/meeting room, catering services, audio visual services, etc.) that the Government
may require during a 30 nights or longer stay.
i) Be capable of providing services for ordering agencies with multiple organizational levels and
geographic locations nationwide and/or worldwide.
j) Be capable of handling multiple task orders and processing individual Federal travelers
simultaneously.
k) Offer this SIN in one or more Metropolitan City Areas, at a minimum located in CONUS, Alaska,
Hawaii, and Puerto Rico and may also offer services in non-Metropolitan areas and OCONUS
locations.
l) Be capable of providing multiple locations (e.g. 3 or more physical addresses per metropolitan city
area) so that travelers are presented with a choice of properties. Campgrounds are not being
sought within this requirement.
As a matter of information, the top 20 Metropolitan City Areas, ranked in descending order by the
number of Federal Civilian Employees in each City Area, are listed below. The Government considers
it important to have contract coverage in these Metropolitan City Areas, as these cities have the
highest concentration of Federal Employees. Contractors are not limited to only offering service within
these 20 cities, and may offer service in any other Metropolitan City area.
1. Washington-Baltimore, DC-MD-VA-WV 11. Norfolk-Virginia Beach-Newport News, VA
2. New York-Northern New Jersey-Long Island 12. San Diego, CA
3. Los Angeles-Riverside-Orange County, CA 13. Detroit-Ann Arbor-Flint, MI
4. Chicago-Gary-Kenosha, IL-IN-WI 14. Denver-Boulder-Greeley, CO
5. Philadelphia-Wilmington-Atlantic City, PA-NJ-DE- 15. Miami-Fort Lauderdale, FL
6. San Francisco-Oakland-San Jose, CA 16. Houston-Galveston-Brazoria, TX
7. Boston-Worchester-Lawrence, MA-NH-ME-CT 17. Oklahoma City, OK
8. Seattle-Tacoma-Bremerton, WA 18. Kansas City, MO-KS
9. Atlanta, GA 19. San Antonio, TX
10. Dallas-Fort Worth, TX 20. St. Louis, MO-IL
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3. General Requirements
The Contractor shall ensure the following:
a) Long Term Lodging must be available worldwide and/or nationwide, or regionally in both peak and
low seasons, suburban and urban locations, subject to availability. Single building properties
with multiple units and single unit properties are not being solicited as they will not meet the
size, scope and the complexity of the requirements.
b) The same level of service provided to commercial/corporate customers shall be provided to the
Federal Government (e.g., 24/7 customer service staff, upgrades, loyalty programs, health
club/fitness center, shuttle or transportation service, newspapers, parking, amenities, meeting
room services, etc.) and shall not discriminate in favor of commercial/corporate customers.
c) It is highly recommended that property inventory is distributed in the Global Distribution Systems
(GDS) so that it can be made available in the government’s electronic travel services/systems
(e.g., eGOV Travel Service (ETS), Defense Travel System (DTS) or subsequent
replacements). Contractors must identify the inventory in the GDS as “Long Term Lodging”
and report all sales through the GDS in the required quarterly reports.
d) If a lease is required, the lease for all government customers must incorporate the terms &
conditions within this statement of work as referenced within. The lease must also include a
clause which allows without penalty a government customer to vacate the unit with a 2-week
notice before the lease expiration when their government mission has been cancelled and/or
changed. The lease must also include a clause which allows without penalty a government
customer to cancel the lease up to 72 hours before the date of check-in due to mission
change.
e) It works in good faith with other government suppliers (e.g., travel management companies, travel
management services, relocation contractors) to make certain ordering activities’
requirements are met in the most efficient, expeditious, and quality manner possible.
f) Completion of all requirements in the solicitation are required to be considered for a GSA contract,
please visit the
Roadmap for New Schedule Offerors for additional information.
4. Reporting Requirements
The Contractor shall submit reports as identified herein.
a) Provide reports, electronically, on contract usage that details each agency’s Long Term Lodging
expenditures, including, but not limited to, room expenditures for the given report period, and
provide a cumulative total across all agencies serviced, by type of service ordered for the
fiscal year reporting period.
b) Frequency. Reports are due quarterly in accordance with the following schedule.
Service Provided Between Services Report due to GSA by:
January 1 and March 31 April 30
April 1 and June 30 July 30
July 1 and September 30 October 30
October 1 and December 31
January 30
c)
Submission Instructions.
The information shall be provided in an electronic commercial format readable in Microsoft Excel
2010.
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The report shall be:
1. Uploaded into the Sales Reporting Portal (SRP) https://srp.fas.gsa.gov/
as an
attachment to the contractor’s quarterly IFF and sales reporting. AND
2. E-mailed to [email protected]
The Email Subject Line must read: Quarterly Long Term Lodging Report, by
Agency
The Email content must include:
o GSA Contract Number;
o Company’s Name; and
o The Special Item Number (SIN)
Required Data Fields:
Type of Service
Federal
Gov't Agency
Number of
Transactions
(List by type of
service ordered)
Dollar Value of
Transaction
(List by type of
service ordered)
Average
Length of Stay
Price Per
Night
GSA IFF
d) Report all transactions paid by all forms of payment, including but not limited to, room expenditures
under this contract.
e) Provide Government agencies with standard commercial and custom reports as requested. Reports
should be available on a monthly, quarterly and yearly basis, and have the ability to roll up data at
an aggregate level for the agency.
f) In the event that taxes must be levied, the Contractor shall separately report room charges from taxes
in reports required by GSA and/or ordering agencies.
g) Failure to Submit Reports. The failure to submit a report in two consecutive quarters and or three of
four quarters may result in negative evaluation when considering performance rating for renewing
options.
h) Contractors with contracts on file for Long Term Lodging are required to submit a report even if no
services were provided during the quarter.
5. Property Requirements
The Contractor shall ensure the following:
a) Under 5 U.S.C. 5707a and 15 U.S.C. 2225, travel arrangements of agencies (as defined in 5 U.S.C.
5701), must be made through travel management processes designed to book commercial lodging
in approved places of public accommodation, whenever available. Approved places of public
accommodations are hotels, motels, and other places of public accommodation that are listed by
the Administrator of the Federal Emergency Management Agency as meeting the requirements of
the fire prevention and control guidelines described in section 29 of the Federal Fire Prevention
and Control Act of 1974 (15 U.S.C. 2225). Information on the FEMA Hotel Motel Fire-Safe list may
be found at: http://apps.usfa.fema.gov/hotel/
While offerors are not precluded from offering properties that are not on the FEMA Hotel Motel
Fire-Safe list, offerors are advised that Federal policy under the statutes discussed above requires
that travel processes be designed to book commercial lodging in facilities that are on the FEMA
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Hotel Motel Fire-Safe list, where available. Thus, offerors must notify travelers, at the time of
booking, when the applicable facility is not on the FEMA Hotel Motel Fire-Safe list.
For the purposes of this Act, every guestroom in a hotel or motel and each apartment/condominium
must have AC-powered smoke alarms. These are commonly called hard-wired smoke alarms. The
alarm must be installed in accordance with National Fire Protection Association (NFPA) Standard
72. An alarm that is solely battery-powered is not acceptable. An AC-powered alarm with battery
backup is desirable, but not required. If the building is more than three stories in height, it must also
have a fully automatic sprinkler system. Systems installed before October 25, 1992, and meeting
the local code in effect at the time is acceptable, provided there is at least one sprinkler head in
every guestroom.
*Sprinkler systems installed on or after that date must meet NFPA Standard 13 or 13R.
b) All properties must be in compliance with all applicable federal, state and local health, safety,
security and building code regulations, including those standards for physically disabled persons.
c) All properties must be in compliance with the Americans with Disabilities Act.
d) All properties must be decent, safe and sanitary which is defined as meeting the standards of a
typical local housing or occupancy code. Properties must be structurally sound, weather-tight and in
good repair. The units must include wiring that is safe and adequate for lighting and other devices;
contain a cooling/heating system capable of sustaining a healthful temperature; have a separate,
well ventilated bath with sink, bathtub, or shower, and toilet in good working order and properly
connected; a kitchen area with sink, potable water, sewage drainage, and space and connections
for appliances; and comply with the lead-based paint requirements of 24 CFR Part 35 (i.e., no
cracking, peeling, chipping, scaling paint; provide lead-based paint notice if children under seven
will occupy the unit).
e) Properties must be located in an area that is not subject to unreasonable adverse environmental
conditions and have reasonable access to public and commercial facilities.
f) The following language must be added to all residential lease agreements when ordering under the
Multiple Award Schedule. “This agreement is entered into by (insert guest name), an
employee/representative of the (insert name of government agency), pursuant to U.S. General
Services Administration contract (insert GSA contract number). To the extent that any term or
condition discussed in Rental Agreement is inconsistent with the terms of the GSA contract, the
terms and conditions of the GSA contract take precedence.”
g) The Federal Government is interested in any Environmentally Sustainable Programs in which your
property(s) participates. At this time, the voluntary criteria will not be evaluated as a factor for
program acceptance.
h) If your property(s) participates in any sustainable programs, please provide in your technical
proposals. They may be, but not limited to the following:
∙ Carbon offsetting
∙ Property within walking distance to public transportation
∙ Energy efficient and/or water efficient fixtures
∙ Water conservation program
∙ Employees trained in environmentally friendly practices
∙ Materials recycling program
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6. Technical Requirements
The Contractor shall:
a) Accept reservations made by the individual employee or any other person or contractor that may be
designated by the ordering agency or GSA, subject to availability, and through its commercial
distribution channels (e.g., direct dial in, web, third party provider, ETS, DTS, etc.) or the agency’s
travel management system as specified in the agency’s task order.
b) Ensure that contract rates are disseminated in a timely fashion and in accordance with the Contractor’s
commercial means of providing contract rate information throughout all its distribution channels.
Reservation services shall be operational within 14 calendar nights after the date of contract award.
The GSA Contract information must be accessible on the contractor’s website to allow agency
customers to self- identify and order long term lodging services at the negotiated rates under the
awarded contract.
c) Provide the ability to book, reserve and modify reservations through the Government’s electronic travel
service/system (ETS, DTS) when such capability is available.
d) Provide the ability to book and reserve rooms direct from the property through on-line or other means as
requested by the ordering agency. In providing access to website/online means of ordering, the
Contractor must reference their schedule contract number on any websites or publications that they
intend to refer government agency customers directly from their GSA Advantage published price list.
e) Contractors must have a sufficient sales tracking system to distinguish GSA MAS Schedule Contract
sales and non-GSA sales. Regardless of order/reservation method (phone, email, in person, etc.),
contractors have an affirmative obligation to ask whether the customer is an eligible government
agency user and intends to place the order under the Contractor’s GSA MAS Schedule Contract. If a
G S A sale, the billed rates may not exceed the Contractor’s GSA MAS Schedule rates.
f) Provide 24/7 customer service 365 nights a year via an on-site customer service representative or a 24-
hour customer care hotline.
g) Most Long Term Lodging needs are considered leased properties, and thus, are tax exempt. In the
event the requirement is not considered a lease, the Contractor shall honor tax exemption for Federal
employees in accordance with the governing state and local municipality taxation practices. A number
of States or Commonwealths have already agreed to extend tax exemption and a complete listing of
their taxation policies can be found at the GSA SmartPay Website
.
h) Bill for services performed or charges, as negotiated in the agency’s task order (and not exceed he
negotiated rates on GSA Schedule).
i) Accept multiple forms of official government payment (e.g. travel charge card, government order form,
purchase card). Payment is normally made directly to the property by the employee or through the
agency. The most frequent form of payment is anticipated to be the Government’s Smart Pay travel
charge card (e.g., a standard commercial MasterCard or Visa). Card issuers under contract currently
are: Citibank, and US Bank. In order to facilitate recognition of the card, Government cards currently
see the following prefix: 5565 and 5568 for MasterCard cards and 4486, 4614 and 4615 for Visa cards.
Please note, these prefixes may change as the underlying contracts for charge cards are changed
during the tenure of the contracts awarded under this effort. Additional information about the
Government’s card can be found at the GSA SmartPay Website
. In addition, an agency may present a
purchase order or centrally billed account number/card for payment. The only forms of payment the
Contractor is obligated to accept is the Government card (individually or centrally billed accounts) and
Government order forms (SF1449, OF347, GSA300, etc.).
j) Provide net billing. The Contractor shall honor the MAS Schedule Contract Rate when
presented/provided with the Government charge card and the cardholder’s intent is to make a
purchase under the MAS Schedule Contract. The sales shall be tracked for IFF Sale purposes.
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k) Provide direct billing to an ordering agency as requested. The Contractor shall honor the MAS Schedule
Contract Rate when provided government order forms (SF1449, OF347, GSA300, etc.) and the
contracting activity’s intent is to make a purchase under the Contractor’s MAS Schedule Contract.
When using government order forms, the Contractor’s GSA contract number should be referenced on
the form. The sales shall be tracked for IFF Sale purposes.
l) The Government assumes no liability for payment of rooms booked by or on behalf of employees or
other authorized users unless otherwise specified between the Contractor and the ordering agency.
m) The Contractor must address all requirements in Scope (#2); General Requirements (#3); and Property
Requirements (#6) in the technical proposal.
