A2-2023 Lodging BPA terms and conditions.docx

MONTANA AIR NATIONAL GUARD

GREAT FALLS AREA

LODGING BLANKET PURCHASE AGREEMENT (BPA)

TERMS AND CONDITIONS

1.0 DESCRIPTION OF SUPPLIES/SERVICES AUTHORIZED.

Provide lodging to the Montana Air National Guard (MT ANG). The contractor shall provide lodging upon request by the Government based on room availability. The contractor shall provide smoke free single and double occupancy hotel rooms. The total number of eligible personnel requiring lodging will fluctuate based on mission requirements. The contractor shall be directly responsible for the front desk and staff of the lodging facility, no third-party vendors will be considered.

This is an Unrestricted Acquisition under the National American Industry Classification System (NAICS) code 721110, “Hotels (except Casino Hotels) and Motels”.

1.1 DEFINITIONS.

1.1.1 “Blanket Purchase Agreement” (BPA) is an agreement between the government and a contractor, it is not a contract.

1.1.2 “Call” is considered an order or award against the BPA that creates an obligation.

1.1.3 “Obligation” a definite commitment that creates a legal liability of the government for the payment of goods and services ordered or received.

1.1.4 “State tax” usually refers to the Montana “lodging facility sales and use tax”, meaning the 4 percent lodging facility use tax, as it applies to Title 15, chapter 65, Montana Code Annotated (MCA), and the 3 percent sales tax, as it applies to Title 15, chapter 68, MCA.

1.1.5 “Final roster” refers to the list of Airmen names considered to be the final count for lodging requirements.

1.1.6 “Command surveys” refers to a survey handed out to the Airmen by the command team used to obtain feedback from the occupants concerning the performance of the contractor.

1.1.7 “Deficiency” refers to a material failure to meet a Government requirement.

1.1.8 “Government Purchase Card” (GPC) refers to a charge card used by the Federal Government to purchase/pay for supplies and services acquired by the Government.

1.5.2 Rooms, beds, linens and equipped shall be in accordance with industry standards.

1.5.3 Rooms shall be clean and free of rodents, insects to include rats, mice, ants, roaches, bed bugs, silver fish, flies, mosquitoes, bees, wasps, spiders, fleas, snakes, slugs, etc.

1.5.5 Rooms shall contain a telephone in good working order with free local access and voice mail capability. The occupant is personally responsible for telephone charges exceeding the free local access.

1.5.6 Parking shall be made available for all guests on the facility property.

1.5.7 Wi-Fi shall be available at no charge to its occupants.

1.6 CHECK-IN PROCEDURES. The front desk will verify every Airman via valid identification (Military ID, Driver’s License, Passport …) against the final roster. Contractor shall not rely on wear of military uniform as an indicator of military status or authorization to receive lodging under the BPA. Contractor will be responsible for collecting payment from any member who is required to make full or partial payment due to special requests for rooms other than those authorized (ex. members with families, request for single room when double is authorized, etc.) Contractor shall be responsible for collecting payment from any individuals that checks in without being listed in the final roster or previously communicated by the authorized Call Officer/Contracting Officer.

1.10 QUALITY ASSURANCE. The Call Officers will monitor the contractor’s performance and may use command surveys to solicit feedback from occupants to ensure terms, conditions and specifications of services are met.

1.11 COURTESY. The contractor’s employees shall be courteous to all persons served under this BPA. Courtesy and services rendered shall be equal to that rendered to any other customer and expected of any public lodging facility.

1.12 HOUSEKEEPING. The contractor shall maintain a clean and healthy environment.

1.12.1 Daily housekeeping, to include at a minimum: making beds, replacing towels, emptying trash receptacles, cleaning floors, and sanitizing bathrooms as required.

1.13 EXTRA SERVICES. Provide concierge, shuttle, or extra services at no cost if provided to other guests.

2.0 BPA TERMS AND LIMITATIONS

2.1 This agreement, unless canceled under any terms and conditions contained herein, shall be from the date of award through 30 April 2024, unless either party notifies the other party in writing at least thirty (30) days in advance of desire of either party to cancel. Cancellation under this provision shall not affect any call(s) that may have been entered into between the contracting parties prior to cancellation of this agreement.

0. The BPA will be reviewed annually (at a minimum) by the Contracting Officer to assess Contractor performance and to determine whether this agreement remains in the best interest of the Government.

0. The dollar limitation for individual Call Orders and the monthly limit for this BPA is $25,000.00.

0. The cumulative total amount ordered under all resultant agreements shall not exceed $250,000.00.

0. The GPC is the primary means of payment for all Call Orders, however if the GPC is not used for some reason (Cardholder/Ordering Officer is temporarily away or the lodging requirement is estimated to be above $25,000), the Government may submit a commercial purchase order document (SF1449/1155). If a commercial purchase document is issued, the contractor shall subsequently invoice through Wide Area Workflow (WAWF) using the PIEE application. WAWF is the only method for invoicing and payment for commercial purchase orders, thus registration is required in PIEE/WAWF. https://piee.eb.mil/

1. AUTHORIZED ORDERING OFFICIALS

3.1 The GPC holders, appointed in writing by the Contracting Officer, acting within the scope of his/her appointed procurement authority, are authorized to place Calls against this BPA. The contractor will be provided an appointment letter by the Contracting Officer, of the appointed individual authorized to place calls under this BPA. The identity and position of the GPC cardholder placing the Call must be recorded on the contractor’s documentation.

3.2 Warranted Contracting Officers, at Montana Air National Guard Contracting Office, 2800 Airport Ave B, Great Falls, MT 59404-5570 or at the United States Property & Fiscal Office for Montana, 1956 Mt Majo St, Fort Harrison, MT 59636-4789. List will be provided and updated by Contracting Officer.

3.3 No person outside those authorized by the Contracting Officer are authorized to request/commit the government to a purchase. Any such activity will be at the contractor’s expense.

3.4 Government Point of Contacts (POC):

Phone: (406) 791-0321 Email: bryanna.jacobsen@us.af.mil

Phone: (406) 791-0284 Email: bobbi.finn.1@us.af.mil

Phone: (406) 324-3312 Email: allison.m.smaaladen.mil@us.af.mil

* GPC holder, Issuance and Administration of BPA Call Orders for Helena:

Name: W02 Tiffany Dupree Phone: (406) 324-3316 Email: tiffany.l.dupree.mil@us.af.mil

* Contracting Officer of the BPA Name: SMSgt Christina Hutchins Phone: (406) 791-0454 Email: christina.hutchins.1@us.af.mil

* Contracting Officer of the BPA Name: MSgt Anthony Barille Phone: (406) 791-0246 Email: anthony.barille@us.af.mil

1. PRICING

4.1 The contractor shall provide rooms at or below the Government Per Diem Rates in accordance with the Joint Travel Regulation.

4.2 Each call may be competed among qualified BPA holders. Price will be the primary determining factor in selection of a winning quote. Other factors may also apply in determination of best value for the given call (availability, ability to keep all Airman in a single facility, etc.….)

1. EXTENT OF OBLIGATION

5.1 This BPA is not a contract and does not obligate funds. Funds are obligated when an authorized BPA Call Order is placed with the contractor in conjunction with this BPA. The Government is obligated only to the extent of authorized individual purchases (Calls) actually placed under this BPA.

6.0 BPA CALL ORDERS

6.1 Orders will be placed against this BPA on individual Calls. A BPA Call number is a fourdigit sequential numeric identifier of each order placed at or under $25,000 and a thirteen-digit system generated identifier if above $25,000.

6.2 Authorization for placing and administering Call Orders via credit card under this BPA is delegated solely to the GPC cardholder (Call Officer), specifically appointed in writing to make and pay for purchases up to the $25,000 monthly limit. This authority may not be re-delegated to any other individual(s). Warranted Contracting Officers listed in the Call Officer Appointment letter may place calls off this BPA.

7.0 CALL ORDER PROCEDURES

7.1 Dates for regular scheduled drills are identified for training in advance, in addition to a limited number of rescheduled training dates for individual airmen, for training purposes that require personnel to be placed in hotels, the authorized purchaser may request a quote that will describe the number of rooms available at a firm fixed price, along with the required quote response time.

7.3 Calls below $10,000 may be competed or awarded directly to a hotel. The Call Officer shall make a reasonable attempt to rotate Calls between all BPA holders for direct awards. Hotels offering lower rates than its competitors may be more likely to receive Calls.

7.4 The price provided in a quote is the price a contractor can invoice, the Government will not pay additional costs above the quoted amount nor above the GSA per diem rate.

8.0 INVOICES AND PAYMENTS

8.1 In accordance with FAR Clause 52.232-1 Payments, the contractor must submit hard copies of the original invoice to the authorized purchaser as identified in the individual Call Order when the Call Order will be made by the GPC.

8.1.1 State, local or other room night taxes are not applicable to Government lodging and shall not be charged to any traveler lodged in accordance with this agreement unless otherwise provided for in response to paragraph 16.

8.1.2 An itemized invoice shall be provided to the GPC cardholder who placed the Call number for each transaction. The minimum information required for each invoice is as follows:

8.1.3 The authorized purchaser is responsible for reviewing the invoice for accuracy, and for ensuring that payment is properly documented and authorized via the GPC procedures.

8.2 In the event the Call Order indicates payment will be made through a Purchase Order, the contractor shall submit an electronic invoice in accordance with DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports; and a hard copy of the original invoice to the authorized purchaser as identified in the individual Call Order.

8.3 All Call Orders and payments will be made via either GPC or PO; individual Call Orders will specify the method of payment. Payment is due under this BPA upon receipt of a proper invoice accompanied by all documents required under each individual Call Order.

9.0 CANCELLATIONS/LATE ARRIVALS/EARLY DEPARTURES

9.1 Cancellation Policy. Room cancellations require notice of 24 hours or more in advance of check-in time at no additional fees or charges. If cancelled after the 24-hour time period before arrival day, rooms may be invoiced or partially invoiced for, provided the room cannot be sold, filled or recovered in some fashion.

9.1.1 For purposes of this BPA if the first check-in date is Friday, the final roster will be due Wednesday before end of day. If the first check-in date is Thursday, the final roster will be due by Tuesday before end of day.

9.2 Non final roster personnel. Airmen not listed on the final roster are not authorized a room without an email/phone authorization from the call officer or the contracting officer. See paragraph 3.4 or refer to the Call Officer Appointment letter for a list of authorized individuals.

10.0 APPLICABLE DOCUMENTS

10.1 The Government may conduct a command survey in regard to the accommodations of the lodging facility utilized during the scheduled stay.

10.2 The Government will provide a copy of the Call Officer appointment letter to the contractor.

10.3 The Call Officer will provide the contractor with a list of names (final roster) of the Government personnel who may be occupying the hotel. The listed names are subject to changes upon notification from Call Officer or Contracting Officer.

10.4 The Call Officer may provide a memorandum or information in response to command surveys conducted in regard to the Airmen stay at the facility.

11.0 EVALUATION OF CONTRACTOR PERFORMANCE

11.1 The Government may issue out command surveys from the command team to the Airmen who have occupied rooms of the facility. The comments from the surveys will be evaluated against the requirements of the BPA.

11.2 Deficiencies found either from the command surveys or by other means will be addressed to the contractors POC. If these deficiencies are not able to be corrected or the contractor refuses to correct, a cancellation of the BPA may be considered using the procedures stated in paragraph 2.1.

12.0 DELIVERABLES

12.1 Prepare Invoices. The contract shall prepare and submit invoices in accordance with paragraph 8.

12.2 The contractor is expected to correct deficiencies brought to its attention by the Government or otherwise known by the contractor in as expedient a manner as possible.

13.0 ADMINISTRATIVE CONSIDERATIONS

13.1 Americans with Disabilities Act (ADA). The Contractor shall be in compliance with Federal, State and Municipal Health Codes, and in full regulatory compliance with ADA requirements.

13.2 Certificate of Occupancy. The contractor shall be in possession of a current, valid certificate of occupancy.

13.3 Federal Emergency Management Agency (FEMA). The Contractor shall maintain a current certification on the FEMA National Master List and be in full compliance with the Hotel and Motel Fire and Safety Act of 1990 throughout the term of the BPA.

13.4 The Contracting Officer has determined that the Service Contract Act is not applicable for Calls that may be issued against this BPA. A signed copy of the stand-alone 52.222-52 provision will be held by the contract administrator.

14.0 GOVERNMENT FURNISHED ITEMS

14.1 The US Government will provide the following in support of this contract.

14.1.1 A copy of Appointment Letter for the designated Call Officers will be furnished to the Contractor.

14.1.2 A list of names of Government Personnel (final roster) who may be occupying the Contractor’s facility will be furnished to the contractor by the applicable Call Officer. Final roster will be provided no later than 2 days before check-in date. Listed names are subject to last minute changes provided they come from the call officer or contracting officer.

15.0 SYSTEM FOR AWARD MANAGEMENT (SAM)

15.1 In order to award a BPA to a hotel, the hotel must be registered on the System for Award Management website (https://sam.gov/content/home) and keep their registration current by renewing the registration annually.

15.2 Purchase orders over $25,000 which require payment in WAWF, see paragraph 2.4, and require an active SAM account. A de-activated or expired account will not flow through the system for payment. Free assistance can be provided through the Montana Procurement Technical Assistance Center (MTPTAC). Go to https://www.montanaptac.org/ or call (406) 256- 6871 to find a regional representative. Even if already registered, the MTPTAC has an abundance of tools to assist businesses with doing business with the Federal Government including invoicing help.

16.0 BPA PRICING

16.1 Contractors shall indicate the BPA pricing offered per room/per night, inclusive of authorized surcharges, taxes or fees. The Government is exempt from state and local hotel/motel taxes. If your price includes any type of tax, fee or surcharge, you must provide the citation from your state or local law or tax code that authorizes charging the tax, fee or surcharge to federal government direct-bill customers.

16.2 **BPA holders may offer rates below the quoted price during a solicitation to increase their competitiveness during RFQ’s by the Call Officer. Rates provided are agreed to be the maximum rate charged for each Call for that period of time.