Attach 1 - BPA Lodging Agreement (21-R-1001).pdf

TERMS AND CONDITIONS

PREPRICED BLANKET PURCHASE AGREEMENT

1. NEGOTIATION AUTHORITY: The issuance of individual calls under this Blanket Purchase Agreement (BPA) will be made under the authority of 10 USC 2304 (g).

2. DESCRIPTION OF AGREEMENT: This agreement is offered for the purchase of the services covered by the APPROVED PRICE LIST, when and if called for by the Contracting Officer (KO) or a designated representative, during the delivery period specified.

The Contractor shall provide the service(s) as specified by the KO or designated representative during the period specified on cover page.

(a) This Agreement, including Paragraphs a and b hereof, may be modified or may be canceled in its entirety by either party upon thirty (30) calendar days written notice to the other party, except that this Agreement may be canceled by the Wyoming National Guard (WYNG) at any time if the parties fail to agree upon any deletion, amendment or addition to this Agreement which is required by statute, Executive order, the FAR and/or this Supplement. No deletion, modification, addition to, or cancellation of, this Agreement shall affect any contracts therefore entered into between the parties in which this Agreement or portion thereof has been incorporated by reference.

(b) This Agreement shall be reviewed, as a minimum, annually before the anniversary of its effective date, and revised to conform to all requirements of statues, Executive orders, or the FAR and this Supplement. This revision shall be evidenced by an agreement modifying this BPA or by the issuance of a superseding BPA.

3. PERIOD OF PERFORMANCE: 01 NOV 2020 – 31 OCT 2023.

4. EXTENT OF OBLIGATION: The WYNG is obligated only to the extent of authorized calls actually placed against this BPA and shall not be liable in any manner in the event no calls are made.

5. GOVERNMENT LIABLITY: The WYNG assumes no liability for willful damage caused by individuals occupying rooms. The Contractor is responsible for the collection of money for phone calls, food charges, bar and similar incidental charges from the room occupants. The individual shall pay for any charges exceeding the pre-priced room rate per night. The Contractor shall notify the KO immediately if any occupant fails to pay their due charges upon request. The Contractor shall notify the KO if any individual attempts to change the reservation arrangement without prior approval. The Contractor shall notify the KO if any individual demands a room at the hotel without a made reservation. The Contractor shall secure other means of personal payment if someone other than an authorized caller books a reservation with the hotel.

6. PRICING: The Contractor hereby warrants that the prices to the WYNG shall be as low as or lower than those charged to the Contractor’s most favored customer, in addition to any discounts for prompt payment.

The Contractor will furnish the KO a price list for items/services he proposes to furnish under this Agreement. The listing must be identified with the BPA number, and must be for a specific period (not to exceed 12-months). No price changes may be made unless approved by the KO. If prices are expected to change frequently, the Contractor must provide monthly price lists to prior to the effective date of the change. Call will be made for only the items that appear on the APPROVED PRICE LIST. Negotiation or solicitation for prices and additional requirements will be conducted by the KO only.

Price lists will not be effective until signed by the KO.

7. PURCHASE (CALL) LIMITATION: No individual purchase (call) placed against this agreement shall exceed $25,000. BPA Ceiling is $700,000.

8. NOTICE OF INDIVIDUALS AUTHORIZED TO PLACE CALLS: A list of individuals authorized to place calls under this agreement, identified by office and phone number, will be furnished the Contractor by the KO by separate letter. Calls received by the Contractor from personnel not so listed will not be honored.

9. DELIVERY TICKETS: All services provided under this agreement will be accompanied by one Delivery Ticket or Sales Slip which shall contain the following minimum information:

(1) Name of Supplier/Hotel

(2) BPA Number and Call Number

(3) Date of Purchase (Call)

(4) Itemized list of unit/personnel occupying room(s)

(5) Quantity, Unit Price and Extension of each item less applicable discounts

(6) Name of Individual Placing Call

(7) Names of “no shows”

(8) Submit invoices to: (See WAWF Clause)

10. INVOICES: An itemized invoice shall be submitted to the KO within ten (10) days after a large group (i.e. RSD weekend), but no more than twice per month and upon expiration/cancellation of this BPA. Copies of sales slips are required to support invoices. Monthly calls totaling below $25,000 will paid via GPC.

11. SALES TAX: All orders placed under this agreement are instruments of the United States of America and that the supplies or services ordered thereon are for the exclusive use of an agency of the United States of America. (Federal Acquisition Regulation, Part 29)

The Federal Government is NOT liable for State and Local Hotel Taxes.

12. CALLS: A call is defined as the placing of a reservation (orally or written) for a hotel room or a group of rooms for a specified number of nights. Only the persons listed on the Ordering Officer Letter or the KO may make reservations.

Calls (purchases) will be made orally or by informal correspondence. Contractor personnel receiving such calls verbally should assure themselves that sufficient information is obtained to prepare the delivery ticket as required.

13. NOTICE OF INDIVIDUALS AUTHORIZED TO PURCHASE UNDER THIS BPA

AND DOLLAR LIMITATIONS: A list of individuals authorized to purchase (make reservations) under this agreement will be identified by name on the Ordering Officer Letter. This list will be revised as needed to provide the most current information, and will be signed by the KO.

14. BPA ADMINISTRATION: All issues regarding the terms and conditions, payment and collection of debts should be referred to the KO at (307) 772-5278 or by email at ng.wy.wyarng.mbx.uspfo-p-and-c-contract-actions@mail.mil .

15. AUTOMATIC CANCELLATION PROVISIONS: When the KO or designated representative has requested a service(s) and it is found that services are no longer required, a 24 hour notice will relieve the WYNG from incurring any costs and the reservation is automatically canceled, without penalty.

16. COVID-19: If services are no longer necessary and training events, Yellow Ribbon Events, etc., are ordered to be cancelled due to COVID-19 breakouts, all impacted reservations will be canceled immediately without penalty.

17. DESIGNATED REPRESENTATIVE: The person(s) designated on the list furnished by the KO (see para 6 of this agreement) is/are the representative(s) of the KO for the purpose of technical supervision, inspection and acceptance under this BPA.

18. ROOM ACCOMODATIONS WILL INCLUDE (at a minimum):

a. Rooms will be clean, safe, and commensurate with hotel industry practices.

b. Rooms must be cleaned to meet industry/CDC standards that would ensure the spread of COVID-

19 is eliminated.

c. Occupants must have single access to bathroom and shower.

d. All rooms must have OR made available upon request: an alarm clock, a hair dryer, a microwave, a coffee pot, a refrigerator, an iron with ironing board, and a standard ice bucket with lid and bag liner.

e. All single occupancy rooms must have a standard queen bed, and double occupancy rooms must have two standard queen beds, with clean linen and pillows.

f. All furniture items must be in good repair and functional (table lamps, cabinets, etc.)

g. Members must have access to washer and dryer room.

h. Members must have access to fitness center (if available).

i. All rooms will be SMOKE-FREE.

j. Fire evacuation procedures must be posted throughout the facility to include each guest room.

k. Contractor is required to have annual safety inspections performed and have a passing rating. If deficiencies are noted, they must be corrected in an expedient manner.

mailto:ng.wy.wyarng.mbx.uspfo-p-and-c-contract-actions@mail.mil

l. All parking lots must have properly lit areas and be safe for all members. Hotels must have external security such as cameras or security patrols for parking areas.

m. Contractor must have a process in place for any on-site incidents for investigative purposes for all members. If any instances were to occur, the KO or designated representative must be informed immediately.

19. NOTIFICATION AND CHECK-IN REQUIREMENTS: WYNG personnel checking-in to the hotel will be identified by a Government issued Common Access Card (CaC).

Family member(s) attending a Yellow Ribbon Event will check-in through a provided rooming list. It is the responsibility of the hotel staff to determine whether a reservation is in effect for each individual requesting a stay under this agreement.

The WYNG will notify the hotel prior to 10:00 am on the day of check-in with the reservation requirements for individuals. The WYNG will provide up to ten (10) days’ notice of the number of rooms required for a Yellow Ribbon Event, RSD weekend, off-drill weekend training, and other groups in excess of ten (10) personnel. If the hotel cannot accommodate personnel added to large groups the hotel has the right to decline a reservation.

The WYNG is only responsible for the items listed on approved price list. The hotel shall collect any other charges from the occupant of the room.

20. INSPECTION: An inspection of any and all services received under this agreement may be conducted. If so, the Air Force and Army Inn Lodging Standards are as follow:

a. ARE THE FOLLOWING BEING CLEANED INISIDE AND OUT IN ALL AREAS: a.

WASTEBASKETS?

1) FLOORS

2) WALLS

3) CEILINGS

4) TOILETS

5) BATHTUB/SHOWER

6) VANITIES AND SINKS

7) LIGHT FIXTURES

8) WINDOW TRACKS AND SILLS

9) MIRRORS

10) UTENSILS (IF PROVIDED)

11) FURNITURE

b. IS THE STANDARD COFFEE AND TEA SETUP RESTOCKED DAILY?

c. IS HIGH AND LOW DUSTING COMPLETED TO INCLUDE ALL FURNITURE POLISHED IN

ALL AREAS?

1) ALL FURNITURE

2) VENTS

3) DRAWERS

4) WINDOW SILLS

d. ARE BEDSPREADS, BLANKETS, LINEN, PILLOWS AND TOWELS CLEAN?

e. ARE ALL FIXTURES AND EQUIPMENT IN ROOMS IN GOOD REPAIR?

f. DO HOUSEKEEPERS FOLLOW GUESTS WISHES WITH TOWEL REPLACEMENT/DO NOT

DISTURB SIGNS?

g. ARE CLOCKS SET TO CORRECT TIME?

h. IS AUTOMATED TELEPHONE WAKE-UP SERVICE OPERATIONAL?

i. IS REFRIGERATOR IN WORKING ORDER AND CLEAN?

j. IS IRON IN WORKING ORDER AND CLEAN SO IT WON’T STAIN CLOTHING?

k. DOES WASTEBASKETS HAVE CLEAN LINERS?

l. DOES HAIRDRYER FUNCTION?

m. IS THERE SUFFICIENT TOILETRIES FOR EACH GUEST?

n. IS STANDARD ROOM LOCK OPERATIONAL?

o. IS THERE A STANDARD DIRECTORY FOR FACILITY IN EACH ROOM?

p. DOES TELEPHONE WORK AND DIRECTIONS TO CALL OUT AVAILABLE?

Note: The WYNG reserves the right to inspect a sampling of rooms at any time. At the request of the KO or designated representative, the hotel POC will provide access to a sampling of vacant rooms, in order to ensure the hotel meets the required Air Force & Army Inn lodging standards as outlined above.

21. SECURITY: Contractor personnel shall comply with all Government regulations regarding security procedures, the wearing of badges, access lists, and safety procedure.

22. WITHDRAWAL OF AGREEMENT:

(a) Withdrawal of this BPA may be effected by either party, giving the other party written notice of intent to withdraw, thirty (30) calendar days prior to the effective date of withdrawal.

(b) The above will not relieve either party from performance or acceptance of those calls which were issued and accepted prior to the effective date of withdrawal, unless otherwise agreed to by the parties herein.