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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 travel.programs@gsa.gov 

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.