Attachment 1 - HotelsTCS17Oct24.docx

TERMS AND CONDITIONS

(17 October 2024)

1. Description of Agreement: This Blanket Purchase Agreement (BPA) is a written instrument of understanding between your firm and the 182 Airlift Wing Peoria, Illinois. This agreement pertains to the acquisitions of non-personal service and/or supplies to furnish rooms and related services for the Peoria Illinois Air National Guard personnel participating in our supporting weekend Regularly Scheduled Drills (RSD’s), Split Regularly Scheduled Drills (SRSD’s), and Active Duty for Training as called for by the Contracting Officer or the Contracting Officer’s Representative (COR). This agreement shall run for a period of five (5) years, as an example, 01 December 2024 through 30 November 2029. The actual period of performance will be included in each awarded BPA and BPA Call. Over the RSD weekend approximately 220 to 280 nights of lodging are estimated to be required on Thursday, Friday or Saturday night stays for a regularly scheduled drill. This BPA will receive a portion of those stays. This will increase if additional days are necessary before or after the RSD. The contractor or government shall elect to terminate this agreement by not less than thirty (30) days written notice on company letterhead. The items required are as follows:

1.1. Rates – Rooms shall be at or below the local per diem rate and may include the Hotel Operator’s Occupation Tax or HOOT tax and TIFs, in place at the time of the BPA Call. The Federal Government is tax exempt. Illinois State Law does allow the hotel to invoice for the state and local Hotel Owner’s Occupation Tax. The contractor may choose to not implement the HOOT tax if they are willing to not include it as part of the standardized rate. The rate may only be changed via a request on company letterhead once between 01 September and 30 September of each year. The room rate shall be guaranteed for a minimum of 1 calendar year for each hotel location. The contractor is not authorized to incorporate any applicable handling fees. The hotel contractor must have an office located within the local Peoria area or within 25 miles of 61607. A hotel cannot be a subcontractor to a primary contractor under this agreement. The room rate shall be guaranteed for a minimum of 1 calendar year for each hotel location. The contractor is not authorized to incorporate any applicable handling fees.

1.2. Security – The contractor shall ensure a safe and crime free environment. The sleeping rooms shall be secured, and access limited to member occupants, cleaning staff, and management in case of emergencies.

1.3. Specific Amenities – All facilities and courtesies customarily extended to occupants without charge, i.e. pools, lounges, parking areas, Wi-Fi, etc., shall be also made available without additional charge to the Government under this BPA.

1.3.1. Room Requirements:

a) Rooms that require double occupancy shall contain two (2) beds.

b) Each room shall contain one television set (color preferred) in good working order, dresser space, not less than two drawers per occupant, all beds shall be equipped with innerspring or foam mattresses, box springs and all necessary linens, blankets, pillows, etc.

c) Each room shall have a private bath, tub, shower or both.

d) Bed linens shall be changed daily or as per the standards of the Hotel/Hotel industry.

e) Rooms are to be cooled by refrigerated air conditioning and adequately heated in season with an individual temperature control in each room.

f) Rooms shall be provided with daily maid service, to include, but not limited to clean towels, soap and one clean drinking glass per occupant.

g) Rooms must be neat, clean, free from rodents, insects, in good repair and free from fire and health hazards.

h) Adequate unlimited parking facilities shall be provided at no extra cost to the occupants.

i) All hotels that place individuals in a common corridor room must have a sprinkler system installed and in proper working order (NFPA 101, Chapter 17).

1.4. Liability/ Miscellaneous Services – The Government will not be responsible for any miscellaneous charges/damages incurred by travelers. The contractor shall explain to each service member that miscellaneous charges (such as telephone charges, pay-per-view movies, room service, meals, etc.) are not covered by this BPA and shall be charged to and paid by the individual. The contractor shall provide information to the member on services available that are not inclusive. Based on the aforementioned items, the contractor will be able to request a credit card to pay for items not to be direct billed to the Government to make reservations over the phone and/ or upon check-in to the hotel property.

1.5. Subcontracting – The contractor shall furnish lodging in their company’s own establishment or at a location agreed to by the Contracting Officer. The contractor shall not subcontract to any other establishment, or any other location not specified in the BPA without prior written approval from the Contracting Officer. Establishments proposed for subcontracting shall meet all the terms, conditions and specifications of services in this BPA.

1.6. Illegal Acts – The contractor shall not knowingly condone illegal acts on the premises of the establishment.

1.7. Room Availability:

1.7.1. The contractor shall have the minimum 20 double or 10 single occupancy rooms, as noted below, set aside until each RSD BPA call is issued for that month. The current schedule for RSD’s and SRSD’s will be provided to the Contractor by the COR or the Contracting Officer. This schedule is issued prior to the beginning of the federal fiscal year (October). Rooms shall be set-aside for two different types of stays.

1.7.1.1. Regularly Scheduled Drill (RSD). RSDs shall consist of 3-night stays and require the Contractor to block 25-30 double capacity rooms and 10 single occupancy capacity rooms for Thursday, Friday and Saturday night block of rooms. The RSD block of rooms shall be held by the Contractor until a BPA call is issued for that month or until the Wednesday prior to the RSD. The Contracting Office may increase or decrease this number up to 1 week prior to the RSD. After the RSD BPA Call is issued or the Contracting Office notifies the contractor, then all rooms may be released to the public and Guard members are accommodated on an as available basis. After 1 October 2023, the Regularly Scheduled Drill will become the 0-3-3 scheduled identified in para. 1.7.1.3.1.

1.7.1.1.1. 0-3-3 Drills. Starting 1 October 2023 and until further notice, members will not drill in the first month of a quarter, i.e. October, January, April, July. All other months will require the blocking of 20 double capacity and 10 single capacity rooms on Thursday night, 20 double capacity and 10 single capacity rooms on Friday night, 20 double capacity and 10 single capacity rooms on Saturday night by the hotel.

1.7.1.2. Split Regularly Scheduled Drill (SRSD). SRSDs shall require a Saturday night SRSD block of rooms. SRSDs shall be negotiated with the contractor ahead of time on the required number of blocked rooms. The number of rooms will be minor compared to the RSDs. SRSD block rooms shall be notified at the same time as RSD rooms are reserved. The rooms shall not be required to be held once the RSD BPA Call is either issued or rooms are released. The Contracting Officer may request additional dates on an as needed basis. After the RSD BPA Call is issued or the COR or Contracting Office notifies the contractor, then all rooms may be released to the public and Guard members are accommodated on an as-available basis.

1.7.2. Room Utilization.

1.7.2.1. Option 1 – Regularly Scheduled Drills (RSD), Government Reserved – The hotel is required to utilize double occupancy to the fullest extent possible. The contractor shall assign all roommates. The contractor shall assist hotel staff in determining the reservation status of each member by providing an option on the “Reservation Listing”, (see Reservation Listing) or the roommate’s name. The contractor shall not make changes to the reservation listing without consulting with the Contracting Office. The contractor will develop a reservation process that utilizes double occupancy to the fullest extent possible. The contractor will provide a single room to all Flight Status Aircrew, Chief Master Sergeants, and officers that are Majors, Lieutenant Colonels, or Colonels. The Call Log will have all members on Flight Status already identified. The Government reserves the right to allow additional members to request a single room. This charge is not allowable at this time, but it may be negotiated between the Government and the Contractor at a later date.

1.7.2.2. Option 2 – Annual Training (AT). Some members will be performing their “Annual Field Training”, and some will be performing “Extended Active Duty Training” at the Peoria Air National Guard and will be authorized consecutive nights lodging at the member’s expense. All reservations will be made by the individual Guard members and will be billed to the member’s personal or Government Travel Card. These members shall not have their room direct billed by the Contractor. The Contractor will be notified with as much notice as possible prior to those dates and the Government shall be accommodated with top priority.

1.7.3. If no double rooms are available, management shall designate single rooms in lieu of double rooms at no additional cost to the Government, i.e. the cost of the room will be the same as one double occupancy room.

1.7.4. Rooms shall be made available to all personnel assigned regardless of gender, race, color, creed or national origin and the contractor shall affirmatively act to ensure that all designated personnel are given identical consideration in assignment of room accommodations and use of public facilities provided for guests generally.

1.7.5. Reservation Procedures.

1.7.5.1.1. Option 1 – Automated Lodging Reservation System (ALRS). ALRS is utilized by the 182nd Airlift Wing members to make reservations for inactive duty training. The contractor will be required to provide a primary and secondary company email for inclusion in the ALRS system. Reservation reports will be sent to the hotel one month from the projected hotel stay. A dedicated person at the hotel contractor will provide confirmation numbers back to the 182nd Airlift Wing/ Base Lodging Manager. Reservation confirmation numbers will be provided no later than 1 week from the hotel stay.

1.7.5.1.2. Option 2. Manual Reservations. Manual reservations may only be made by the Base Lodging Manager or the alternate Base Contracting Office. Members are not authorized to stay without approval from one of these offices.

17.1.2. All reservations will be made by the individual Air National Guard member and secured using the member’s credit card or lodging personnel with the 182nd Airlift Wing Lodging Office. The Government shall only be charged for the rooms utilized on the BPA Calls. The hotel shall contact the COR (Base Lodging Manager) for any member not utilizing the room that has been assigned. Members will not change rooms at the hotel. The hotel shall forward any requests to the Base Lodging Manager or Contracting Office.

1.7.5.2. Check-In/ Check-Out Procedures – Military members will show their military I.D. card at the time of check-in to obtain the Government rate. Personnel not possessing a current, valid military I.D. card at the time of check-in shall not be allowed to obtain a room at government expense. If an individual is not listed on the Reservation Listing, then they shall not be provided a room unless approved by the Base Lodging Manager or Contracting Office. If the hotel makes the decision to provide an individual with a room without checking with those offices, then the Hotel shall be responsible for the room charges for that individual. No one shall be allowed to get room keys for another person.

1.7.5.3. Sign in Roster. The member must sign the current Sign in Roster (provided by the Base Lodging Office). This roster is what the Government uses to determine if the authorized individuals utilized a room. The Base Lodging Office will also provide a current Billeting Authorization Listing. This roster will be provided on a continual basis and is a current list of all personnel eligible for a room at Government expense. If an individual is not listed on the Billeting Authorization Listing, only the Base Services Office can provide authorization at the Government expense. No one shall be allowed to get room keys for another person. The Sign in Roster and Billeting Authorization Listing will be emailed to the Base Lodging Office and Base Contracting Office with the payment request.

1.7.5.4. Military members wishing to request a roommate must request it at the time of making reservations in ALRS. The hotel is not required to accommodate members but may do so if they choose to move reservations as long as they do not cancel other member’s reservations. This is a courtesy and is not a requirement of the hotel.

1.7.5.5. Cancellations/ Late Arrivals/ Early Departures – All cancellations will be processed through the Base Lodging Manager. The Contracting Office or COR will contact the hotel no later than 1300 on the day of the arrival. The Contractor shall turn away any individual that arrives without a reservation number or direct them to contact the Base Lodging Manager. Every attempt will be made to contact the hotel within 24 hours of any weather emergency or other national emergency cancellations.

1.7.5.6. Room Buy Out Alternative. The Government currently has a Room Buy Out Alternative that would allow a member to buy out the other half of the room and allow the member to have a stay by themselves or with family. This BPA will not include this as an option, but the Government reserves the right to set this up in the future.

e. Miscellaneous:

1.7.6. Inspections. Contractor agrees the facilities provided may be inspected by billeting, fire protection, medical and contracting personnel at any time during the agreement period.

1.7.7. Contractual Changes. Only a warranted Contracting Officer is authorized to change anything in this agreement on the Government’s behalf. All issues will be coordinated between the contractor, the Base Contracting Office and the Base Lodging Office.

1.7.8. BPA Annual Review. The Government and the contractor will review the contents of this annually and make any necessary changes. This agreement can be terminated by either party.

1.7.9. Department of Labor Information:

(1) Notice to Employees Working on Government Contracts must also be displayed in conspicuous places available to all employees and applicants for employment.

(2) The “Equal Opportunity is the Law” poster must be displayed in conspicuous places available to all employees and applicants.

(3) Employment of the Handicapped must be displayed in conspicuous places available to employees and applicants.

(4) Wage determination No. 2015-5027 Revision No. 23 (dated 22 July 2024) is hereby incorporated and made part of this agreement. Contractor is advised that compliance with this wage determination is mandatory under the rules and regulations of the Secretary of Labor.

1.8. Hotel Invoice/ Folio Review Deadlines. The hotel shall resolve any discrepancies they have prior to the last day of the following month. Once an invoice has been submitted and accepted by the Contracting Office for a BPA Call, i.e. RSD weekend or a non-RSD period, there will be no other charges applied for that time period. Missed invoices after the last day of the following month will not be accepted by the Government.

2. Extent of Obligation: The Government is obligated only to the extent of authorized purchases actually made under the BPA. Under no circumstances will calls be authorized when placed after the expiration date of the Agreement.

3. Pricing:

a. The prices to the Government shall be as low as or lower than those charged the supplier’s most favored customer for comparable quantities under similar terms and conditions, in addition to any discounts for prompt payment. Pricing may be changed at any time with a 30-day written notice to the Contracting Officer; however discounted or lower pricing may be offered at any time without written notice.

(1) Double occupancy: double room with two (2) beds and a private bath. Room rates are on a per room basis including applicable hotel/motel taxes. Rate for one double room: $______.

(2) Single occupancy: single room with one (1) bed and a private bath. Room rates are on a per room basis including applicable hotel/motel taxes. Rate for one single room: $______.

b. The Government is charged only for rooms actually utilized. Any additional room charges, such as phone calls, movie charges, meals, etc. will be charged to the individual(s) occupying the room.

4. Purchase Limitation: The dollar limitation for each individual purchase under the BPA shall not exceed $250,000.00.

5. Individuals authorized to purchase under the BPA:

NAME OF INDIVIDUAL MAXIMUM AMOUNT OF BPA CALL

Benjamin B. Yeutson, Base Contracting Officer $250,000.00

6. Billing/Invoicing:

a. A summary invoice shall be submitted at least monthly or upon expiration of this BPA, whichever occurs first, for all deliveries/services provided during a billing period (ending on the 25th of each month). Summary invoices should be a complete listing or master folio for the billing period. The hotel shall provide an individual invoice via an individual folio as requested by the Contracting Officer. The individual folio should show the member’s name, their roommate if applicable and all charges to include the member’s personal charges. This information is needed for prompt payment. The Base Contracting Office has been designated as the office authorized to reconcile and submit invoices for payment. Payment will be made using the Base Contracting Office Lodging In Kind (LIK) GPC credit card.

b. The Base Lodging Office will coordinate with the hotel staff regarding which Air National Guard Members are authorized to stay in the hotel at the Government’s expense via an online reservation system. Once notified by the Base Lodging Office that a member was not authorized a room at the Government’s expense, the hotel will charge the individual member’s credit card to receive payment for services.

END OF TERMS AND CONDITIONS