Bids Are Invited For Accommodation Services

Accommodation Services . 1. Scope 1.1 Purpose Canada Requires Accommodation Services For Canadian Armed Forces (Caf) Personnel (Pers) In Montreal, Canada In Support Of Joint Task Force Support Component (Jtfsc) Programs. The Duration Of The Contract Will Be From 05 June 2024 Until 28 June 2024, With The Option To Extend Up To Two (2) Additional Period Of Two (2) Week Periods. 1.2 Background The Caf Will Be Operating In The Vicinity Of Montreal, Canada, Between 05 June And 28 June, 2024 Inclusively, For Caf Personnel To Undertake Movement Of Caf Vehicles And Associated Equipment. 1.3 Terminology 1.3.1 Double Occupancy Room, Means Two Persons Occupying The Room, Regardless Of The Number Or Size Of The Bed(S) (Double, Queen Or King). Double Occupancy Rooms Must Have At Least Two Beds (Not A Pullout Sofa, Cot, Or Futon). Each Bed Must Be A Double-Size (54” X 75” Or 137Cm X 191Cm) Single Bed Or Larger With Size-Appropriate Bedding. A “Double-Size” Bed Refers To The Size Of The Mattress While “Single” Refers To The Number Of Mattresses That Make Up The Total Size, (I.E. Two Smaller Mattresses Placed Side-By-Side Cannot Be Used To Create A Mattress That Meets The Size Requirement).Cots, Pullouts, Sofa Beds Or Two Single Beds Put Together Are Not Acceptable. 1.3.2 Single Occupancy – A Single Occupancy Room Means A Hotel Room That Contains At Least One Bed (Single Or Larger), For One (1) Occupant. Each Bed Must Be A Double-Size (54” X 75” Or 137Cm X 191Cm) Single Bed Or Larger With Size-Appropriate Bedding. A “Double-Size” Bed Refers To The Size Of The Mattress While “Single” Refers To The Number Of Mattresses That Make Up The Total Size, (I.E. Two Smaller Mattresses Placed Side-By-Side Cannot Be Used To Create A Mattress That Meets The Size Requirement).Cots, Pullouts, Sofa Beds Or Two Single Beds Put Together Are Not Acceptable. 1.3.3 Incidentals Are Defined As: A. Telephone Charges; B. Food And Beverage Charges; C. Minibar Charges; D. Pay Per View/Television Pay Program; E. Charges For Damages; And F. Any Other Charges/Incidentals That A Caf Member Could Personally Incur. 2. Scope Of Work The Contractor Must Provide Accommodation Services For Up To Approximately 31 Caf Personnel Total, Throughout The Period From 05 June To 28 June 2024. 2.1 Requirements The Contractor Must Provide Accommodations Services And Associated Parking In Accordance With Table 2.1. Table 2.1.1 Group # Of Single Rooms # Of Double Rooms Check In Check Out Nights Jtfsc (-) Driver Tav 2 05-Jun-24 28-Jun-24 23 1 9 08-Jun-24 28-Jun-24 20 Jtfsc (-) Mp Tav 1 05-Jun-24 18-Jun-24 13 2 3 08-Jun-24 18-Jun-24 10 As Required Rooms Up To 10 Up To 10 05-Jun-24 28-Jun-24 As Required Table 2.1.2 Parking Quantity Dates 15 Parking Spaces 5 Jun - 28 Jun 24 1 Bus Space 08 Jun To 28 Jun 24 The Contractor Must Provide Access And Use To All On-Site Amenities. 2.2 Technical Requirements The Contractor Must Provide The Following Minimum Requirements For Accommodation Services. The Contractor May Provide Alternatives That Exceed These Requirements: 2.2.2 Hotel Facility Requirements: 2.2.2.1 Contractor Must Provide Early Check-In And Late Check-Out As Required, To Accommodate Caf Personnel Duty Changes. If Not Feasible, In Lieu Of Early Check-In Or Late Check-Out, A Secure Storage Room For The Luggage Of Caf Personnel (Up To 100 Pieces) Must Be Provided Upon Request. Any Associated Cost Must Be Included In The Room Price. 2.2.2.2 Contractor Must Provide High Speed Wireless Internet Access Throughout The Accommodation Facilities At No Additional Cost. The Service Must Be Able To Support A Minimum Download Speed Of Ten (10) Megabits Per Second (Mbps) And Minimum Upload Speed Of Five (5) Mbps, Per Connected Device. 2.2.2.3 The Contractor’S Facility Must Be Within 10 Driving Kilometers Of Cfb Longue-Pointe, 6769 Notre-Dame St. East, Montreal, Quebec H1n 1X9, And Fall Within The Geographical Boundaries Per The Map Below: 2.2.3 Room And Suite Requirements: 2.2.3.1 All Rooms Must Be Non-Smoking. 2.2.3.2 All Rooms Must Be In Accordance With (Iaw) Para 1.3.1 And 1.3.2 Above. 2.2.3.3 All Rooms Must Include A Private Full Bath That Must Be Located In The Rooms, And Include A Toilet, Sink, Mirror, And Shower Complete With Fresh Towels On Arrival And Toiletry Articles. 2.2.3.4 All Rooms Must Include A Television With Remote Control. 2.2.3.5 All Rooms Must Include A Telephone Capable Of Making International Calls. All Phone Charges Are Considered Incidentals And Are The Responsibility Of The Caf Occupant. 2.2.3.6 A Safe Must Be Available Within Each Room. 2.2.3.7 All Rooms Must Include An Armoire, Dresser Or Wardrobe Closet. 2.2.3.8 All Rooms Must Include One (2) Room Keys Per Room. 2.2.4 Cleaning Requirements Rooms: 2.2.4.1 Daily Room Cleaning Must Be In Accordance With: Local Standards Including The Toilet, Sink, Shower Area And Garbage And/Or Recycle Receptacle(S) Emptied. 2.2.4.2 Beds Must Be Made Up Daily. 2.2.4.3 Fresh Towel Service, Shampoo And Soaps Sufficient For The Number Of Personnel In Each Room Must Be Available On A Daily Basis. 2.2.4.4 Bed Linen Must Be Changed In Accordance With The Normal Accommodation Standards. 2.2.4.5 At Least One (1) Sanitized (Clean And Disinfected) Drinking Glass Per Person Must Be Provided Daily. 2.2.5 Hotel Amenities Requirements: 2.2.5.1 The Contractor Must Provide Or Have Reserved A Minimum Of Fifteen (15) Parking Spaces, Indoor And/Or Outdoor For The Duration With Twenty-Four (24) Hour In/Out Privileges. Parking Spaces Must Accommodate A Combination Of Standard Nine (9) Passenger Minivan(S) And Intermediate-Size Cars. All Parking Reserved/Provided, Must Be Located Within 300 Metres Walking Distance Of The Hotel Facility. Parking Access Must Allow Entry For Vehicle(S) Of Maximum 2.2 Metre Height. 2.2.5.2 One Parking Space Large Enough To Accommodate A 48-Passenger Bus Must Also Be Provided Between The Dates Of 8-28 June Iaw Table 2.1.2 Above. 2.2.7 Breakfast Requirements: 2.2.7.1 The Contractor Must Provide Breakfast Served “A La Carte” Or Buffet Style, Included In The Price Of The Room For All Caf Personnel, In Accordance With The Specifications Detailed Below: A. Breakfast Must Be Available At A Minimum Between 07:00-0830 Hours Daily. B. Breakfast Must Be Provided In Accordance With The Local Industry Standards. C. The Contractor Must Be Able To Accommodate Special Dietary Needs Brought To Their Attention, A Minimum Of Forty-Eight (48) Hours’ Notice By The Ta. These Include Medical (E.G. Allergies Or Food Sensitivities) Or Religious Dietary Requirements. Every Reasonable Effort Will Be Made To Permit Observance Of Religious Practices Of Individual Caf Personnel. 2.2.8 Incidental Charges: 2.2.8.1 Incidental Charges Incurred By Caf Pers Must Be Charged To The Room And Paid By The Individual At Time Of Check-Out. Canada Shall Not Be Invoiced Under The Resulting Contract For Any Incidental Charges For Any Of The Rooms Or Suites. Ta Must Confirm With The Contractor Or Contractor’S Staff That Final Payment Is Made For The Incidental Charges Prior To Check-Out The Day Of Departure. 2.3 Constraints 2.3.1 The Contractor Must Ensure That Accommodation Services Are Confirmed Not More Than Twenty-Four (24) Hours After The Contract Award. 2.3.2 The Contractor Must Ensure That Caf Personnel Are Not Relocated To Another Room During Their Stay Unless For Reasons Beyond The Contractor’S Control Such As Emergency Maintenance, At Which Time An Equivalent Or Higher Room Will Be Provided At No Cost To Canada. 2.3.3 The Contractor Must Ensure That All Rooms Are Located In The Same Accommodation Building On The Property. 2.3.4 Subject To Availability, The Contractor Must Accommodate A Change In Dates For Rooms, And Parking, When Advised At Least Twenty-Four (24) Hours In Advance By The Contracting Authority (Ca). Any Fees Charged To Canada Must Be In Accordance With The Standard Hotel Policies And Procedures. 2.3.6 The Contractor Must Decrease The Number Of Rooms And/Or Parking Spots, When Advised By The Contracting Authority (Ca). Any Fees Charged To Canada Must Be In Accordance With The Standard Hotel Policies And Procedures. 2.3.7 The Contractor Must Increase The Number Of Rooms And/Or Parking Spots (Subject To Availability) At The Contracted Rates, When Advised At Least Forty-Eight (48) Hours In Advance By The Contracting Authority (Ca). 2.4 Contractor Responsibilities 2.4.1 The Contractor Must Establish A Bilingual Point Of Contact To Provide Customer Service At The Accommodation Property On A Twenty-Four (24) Hour Basis, Throughout The Duration Of The Scheduled Stay. 2.4.3 Upon Discovery Of Any Damages To The Accommodation Property Including But Not Limited To Rooms, Lobby And Other Areas Allegedly Done By Caf Members, The Contractor Must Report The Incident In Person Or By Email To The Ta Or Local Ta Representative For Investigation No Later Than (Nlt) 24 Hours Of The Discovery. 2.5 Caf Responsibilities 2.5.1 The Caf Will Provide A Technical Authority (Ta) Who Will Be The Point Of Contact (Poc) Responsible For Liaising With The Contractor And/Or Contractor’S Staff As Required. 2.5.2 The Ta Must Notify The Contractor Of Irregular Caf Service Issues Within Forty-Eight (48) Hours If/When They Arise. 2.5.3 The Ta Must Advise The Contractor Immediately Upon Discovery Of Any Damages To The Accommodation Property. Damage(S) To The Accommodation Will Be Reported For Investigation By The Ta. Individuals Found Responsible For Damage(S) To The Accommodation Will Be Responsible To Pay All Of The Resulting Charges. All Charges For Damage(S) Will Not Form Part Of The Contract And Will Be Settled Outside Of The Contract. 2.5.4 The Ta Must Provide A List Of Caf Personnel Occupying The Rooms To The Contractor Or Contractor’S Poc Twenty-Four (24) Hours Prior To The Arrival Date. 3. Deliverables 3.1 The Contractor Must Provide Accommodation Services In Accordance With Paragraph 2, Inclusive.