Attachment 1 Terms and Conditions Lodging BPA.pdf

TERMS AND CONDITIONS

PREPRICED BLANKET PURCHASE AGREEMENT (BPA)

HOTEL NAME ____ (Cage Code ____)

PACAF GROUP LODGING

1. NEGOTIATION AUTHORITY: The issuance of individual calls under this blanket purchase agreement will be made under the authority of 10 USC 2304 (g). Throughout this document, any use of the term “Government” is defined as the United States, Pacific Air Forces (PACAF) activity purchasing these services and any use of the term “contractor” is defined as __ insert hotel name, furnishing the purchased services, otherwise used throughout this document as ______ encompasses the following hotels (if applicable):

2. DESCRIPTION OF AGREEMENT: This agreement will be centralized with the 354th Contracting Squadron (354 CONS) and ___. This agreement will cover users assigned to the Pacific Air Forces seeking large group reservations. Group reservations are reservations consisting of a minimum of 20 rooms.

(a) ____ shall provide single and multiple occupancy hotel rooms when requested by the 354th Contracting Squadron Contracting Officer.

(b) This Agreement, including Paragraphs a and b hereof, may be modified or may be canceled in its entirety by either party upon (30) days written notice to the other party. The Government reserves the right to cancel this Agreement at any time.

(c) This Agreement shall be reviewed, as a minimum, annually before the anniversary of its effective date, and revised to conform with all requirements of statues, Executive orders, or the FAR and this Supplement. These revisions shall be evidenced by an agreement modifying this BPA or by the issuance of a superseding BPA. The contractor shall submit new price lists annually to maintain BPA currency.

(d) Air Force personnel being lodged under this BPA shall be lodged at the standard room rates shown on Attachment 2 per night, per person.

3. EXTENT OF OBLIGATION: The Government is obligated only to the extent of authorized purchases made under the Blanket Purchase Agreement (BPA). The quantity of services that will be ordered during the period covered by this BPA will depend upon the needs of the Government. The contractor is responsible for ensuring that a call/order number is obtained prior to providing any services for which there will be a charge. The contractor is responsible for maintain reservations under the following terms; 60 days prior to arrival Guaranty Policy: 75% of room block will be guaranteed, 30 days prior to arrival Guaranty Policy: 100% of remaining rooms held will be guaranteed. If for any reason the hotel removes a guest from property, USAF will not be billed for the remainder of their stay. If the contractor is not given advance notice that a guest will not be arriving, a “no-show” fee will apply. If the contractor is notified of a flight delay or changes outside of the groups control, the contractor will work with the group to modify any dates to avoid charges.

A “no-show” fee is equal to one night room rate for the room type scheduled for check-in.

4. PRICING: The Contractor hereby warrants that the prices to the Government 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 Contracting Officer a price list (Attachment 2) for items/services to furnish under this Agreement. The listing must be identified with the BPA number and must be for a specific period (i.e. 08 April 2024 through 0 August 2024). No price changes may be made unless approved by the Contracting Officer. Call will be made for only the items that appear on the APPROVED PRICE LIST/Attachment 2. Negotiation or solicitation for prices and additional requirements will be conducted by the Contracting Officer only.

5. PURCHASE (CALL) LIMITATION: No individual purchase (call) placed against this agreement shall exceed $7,500,000.00.

6. 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 Contracting Officer by separate correspondence. Calls received by the Contractor from personnel not so listed will not be honored.

7. DESIGNATED REPRESENTATIVE: The Combat Training Squadron POC is designated as the representative, along with the Contracting Officer for the purpose of technical supervision, inspection, and acceptance under this BPA.

8. DELIVERY TICKETS: All deliveries or services provided under this agreement shall be described on a delivery ticket, a copy of which shall be given to the receiving activity (CO) upon delivery or completion of the call's requirement. The delivery ticket shall contain the following minimum information:

(1) Name of Supplier

(2) Blanket Purchase Agreement Number and Call Number (For example; FA5004-24-

A0001, 0001). The last four digits represent the call number.

(3) Date of Purchase (Call).

(4) Itemized list of Supplies or Services Furnished.

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

Date of Delivery or Shipment

(6) Name of Individual Placing Call.

(7) Submit invoices to: the Ordering Contracting Officer specified in the order.

9. INVOICES: A summary invoice shall be submitted at the end of a call period of performance, monthly, or upon expiration of this Blanket Purchase Agreement, whichever occurs first for all deliveries made during a billing period. Invoices shall identify the delivery tickets covered therein, stating their total dollar value, and supported by receipted copies of the delivery tickets.

10. CALLS: Calls (purchases) will be made by issuance of a ‘call’ by the 354th Contracting Office. ___

(insert name) personnel receiving such calls should assure that sufficient information is obtained to prepare the delivery ticket as required by paragraph 7 of this Agreement.

11. METHOD OF PAYMENT: The contractor shall accept the Government Purchase Card (GPC) as an authorized method of payment for charges incurred by this BPA. Or the contractor shall submit and process invoice for payment using the Wide Area Workflow (WAWF) in accordance with DFARS 252.232-7003 Electronic Submission of Payment Requests and Receiving Reports. Contractors shall access and register with the WAWF system by visiting https://wawf.eb.mil/. The Contracting Officer Representative will verify that all services have been performed in a satisfactory manner and accept services performed, processing invoice by the system within three working days for payment.

12. DELIVERIES: Lodging (deliveries) will be accepted seven days a week, 24 hours a day.

13. GUEST CONVENIENCES:

(a) HOUSEKEEPING. The contractor will provide housekeeping services at a minimum of every ___day(s); service day may vary depending on # of rooms. A "no-service request" is/is not an option.

(b) COMMUNITY SAFETY. Criminal activity in the locale that constitutes danger to any person, whether within the contractor’s ability to control, shall be considered cause for the Government to unilaterally cancel rooms on a monthly basis until the condition in question is resolved or to terminate the contract. Any temporary cancellation of rooms or termination of the contract shall be at no cost to the government.

(c) UNFORESEEN CIRCUMSTANCES. In case of an unforeseen circumstances defined as a circumstance unknown beforehand by the lodging facility (Excludes acts of God). Some unforeseen circumstances include, but are not limited to: fire, flooding related to maintenance issues, utilities failure, other than an area-wide failure, etc., the lodging facility shall take action to relocate all guests affected by the unforeseen circumstance to another lodging facility of equal or better quality at no expense to the Government or the guests. If guests are moved to another lodging facility, the lodging facility must notify the Contracting Officer or the Government Designated Representative.

(d) QUALITY ASSURANCE. The Government will evaluate the contractor’s performance under this agreement using periodic inspections and customer complaints. Inspection records will be maintained in the contract file as past performance information to be used in future acquisitions.

(e) INCIDENTALS. The government shall be responsible for any incidentals (damages) not directly tied to lodging reservation costs. Food or convenience items shall be billed individually via the individuals Government Travel Card (GTC). The BPA agreement covers lodging only and any damage beyond normal wear and tear as a result of negligence on behalf of the occupant shall be billed via invoice. Along with the invoice the contractor shall provide any substantiating documents including, but not limited to: Name & contact information of occupant(s) responsible for damage; pictures; police reports, etc. Damage will be treated as a claim and shall be processed accordingly.

14. INSPECTION: An inspection may be required of your facilities (rooms) by a team of representatives from the Lodging Office, Contracting Office, Fire Department and Military Public Health. In the event the facilities fail to meet the standards outlined in the BPA, the Government reserves the rights to suspend billeting official travelers in the facility until such time that the facility https://wawf.eb.mil/ has been re-inspected (per your written request) to ascertain that deficiencies have been corrected and that the facility is acceptable.

(a) Rooms shall have standard furnishings customarily provided and will have at least shower and bathroom facilities in each room.

(b) Fresh and clean towels, wash cloths, and bathmats shall be provided to each occupant daily. Bed linens must be clean and will be changed as frequently as customarily required.

(c) All facilities and courtesies customarily extended to occupants without charge, i.e., pools, lounges, wi-fi, parking areas, etc., shall also be made available without additional charge to personnel billeted under this contract.

(d) Security customarily provided guests of the establishment for personnel vehicles and belongings will be made available under this contract.

(e) Rooms and facilities will be lighted and lights should be operable, in good working condition and of adequate intensity.

(f) Room furniture, fixtures and facilities shall be clean, neat and vermin free. The facility should have a valid sanitary inspection certificate from local authorities attesting that such facilities meet their standards.

(g) Linens, towels, drapes, carpeting, etc., shall be in serviceable condition, and the facility must be air conditioned/heated and ventilated for proper comfort, and such systems must be operable and in good repair.

(h) The facility shall have maximum sound attenuation to enable occupants to obtain rest and sleep under quiet conditions.

15. U.S. Legal Holidays: The U.S. Legal Holidays are listed below:

a) 1 January New Year’s Day

b) 3rd Monday of January Martine Luther King’s Birthday

c) 3rd Monday of February Presidents Day

d) Last Monday of May Memorial Day

e) Juneteenth

f) 4th of July Independence Day

g) 1st Monday of September Labor Day

h) 2nd Monday Of October Columbus Day

i) 11th November Veterans Day

j) 4th Thursday of November Thanksgiving Day

k) 25th December Christmas Day

Effective Period:

The effective period of this agreement is 01 September 2024 – 31 October 2029 unless sooner withdrawn in writing by the Contracting Officer. Any termination will require a minimum of a 30 day written notice to either party addressed herein.

Call Authority:

Office Responsible for Administration of the BPA: All correspondence or information pertaining to this BPA shall be addressed to:

354th Contracting Squadron Contracting Officer

Calls against Blanket Purchase Agreement: Request will generally be made orally, except that informal correspondence may be used when more convenient.

Withdrawal of Agreement:

a. Withdrawal of this BPA may be affected by either party, giving the other party written notice of intent to withdraw, 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.

All Restrictions:

No calls shall be placed by the Government or accepted by ___ (Hotel) under this agreement before 01 September 2024. In addition, no calls will be placed or accepted where the delivery cannot be accomplished on or before 01 September 2024.

Security:

Contractor personnel shall comply with all Government regulations regarding security procedures, the wearing of badges, access lists, and safety procedure. Order numbers must be identified on all invoices. This will help to expedite your payment.

Prompt payment terms: NET 30

INSPECTION AND ACCEPTANCE;

Inspection and acceptance will be at destination, unless otherwise provided. Until delivery and acceptance, and after any rejections, risk of loss will be on the contractor unless loss results from negligence of the United States Government. Notwithstanding the requirements for any Government inspection and test contained in specifications applicable to this contract, except where specializes inspections or tests are specified for performance solely by the government, the contractor shall perform or have performed the inspections and tests required to substantiate that the supplies and services provided under the contract conform to the drawings, specifications and contract requirements for the manufacturer’s part numbers specified herein.

16. BASIC PURCHASE AGREEMENT CONTENTS: This contract consists of the following documents:

a) Blanket Purchase Agreement (BPA)

b) Price List

c) Terms & Conditions

PACAF GROUP LODGING