Attachment 2 - Terms and Conditions.pdf

DESCRIPTION OF AGREEMENT:

The Blanket Purchase Agreement is a simplified form of a charge account. It authorizes the contractor to provide single and/or double occupancy hotel or motel rooms on an as needed basis, for authorized Government personnel traveling on Nebraska Air National Guard business if requested by the Contracting Officer or individuals authorized to place calls/orders. The issuance of individual calls against this Blanket Purchase Agreement will be made in accordance with the Federal Acquisition Regulation Part 13. The BPA performance period shall not exceed five (5) years from the date of award. Either party may end the agreement at any time in writing with at least 60 days of notice. An annual review of the BPA will be conducted in accordance with FAR 13.303-6 to include a review of the System for Award Management (SAM) to ensure an active registration without exclusions. Any updates needed should be addressed at that time.

EXTENT OF OBLIGATION:

The Government will be obligated only to the extent of authorized purchases made under this BPA by authorized personnel. The Government will be responsible for the agreed upon room rate for authorized calls. The contractor is responsible for the collection of money from the room occupant for any charges above the room rate, i.e., phone calls, additional room occupants, food charges, bar and similar incidental charges. The Government assumes no liability for willful damage caused by individuals occupying rooms.

PURCHASE LIMITATION:

Individual purchases will not exceed the limits identified in the Authorized Caller Letter provided by the contracting officer. Individual BPA calls shall not exceed $25,000.

PERFORMANCE REQUIREMENTS:

Rooms shall meet quality commercial standards for single and double room lodging accommodations and always present a clean and sanitary appearance. Single rooms will be specifically defined as one bed; double rooms will contain two beds. Rooms that have a couch that converts into a bed shall not be counted as a bed.

Rooms will have at least shower and bathroom facilities in each room.

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

All facilities and courtesies customarily extended to occupants without charge, i.e., pools, lounges, parking areas, breakfast, etc., shall also be made available without additional charge to personnel billeted under this agreement.

Breakfast and food prep areas shall meet all Public Health requirements. Complimentary internet access must be available. Security customarily provided guests of the establishment for personnel vehicles and belongings will be made available. All rooms will have interior security locks, either deadbolt or double locking locks. All exterior doors with direct access to guest quarters will be locked and access controlled no later than 10:00 p.m.

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

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. The facility shall have maximum sound attenuation to enable occupants to obtain rest and sleep under quiet conditions. Smoke and fire protection systems shall meet all federal, state, and local fire codes. All minimum standards stated above are in compliance with AFMAN 34-135, Air Force Lodging and Air Force Laundry and Linen Exchange Programs.

PRICING:

Prices for rooms furnished to the Government under this Blanket Purchase Agreement 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.

Price lists shall be submitted a minimum of sixty (60) days in advance of expiration of the effective period. Price lists shall be submitted to the Contracting Officer on applicable company letterhead, and shall clearly define the period covered, identify the price for Single Occupancy Room and Double Occupancy Room and be signed by an authorized company representative. New price lists do not affect any currently active calls.

The vendor may offer voluntary price reductions for previously approved items without written approval. These reductions should be identified at the time of the order to allow for incorporation into the order.

The price shall not exceed the Federal Government per diem rate for Lancaster County (http://www.defensetravel.dod.mil/site/perdiemCalc.cfm).

SALES TAX:

All orders placed under this agreement are instruments of the United States of America and that the supplies and/or services ordered thereon are for the exclusive use of an agency of the United States of America (FAR Part 29). Federal Government is not liable for State and Local Tax.

INDIVIDUALS AUTHORIZED TO PURCHASE UNDER THE BPA:

An Authorized Caller Letter will be provided by the contracting officer identifying the names, organizational component, and dollar limitations of individuals authorized to place calls or reservation details under this agreement.

http://www.defensetravel.dod.mil/site/perdiemCalc.cfm

DELIVERY TICKETS (CALL SHEET):

A requirement that all shipments under the agreement, except those for newspapers, magazines, or other periodicals, shall be accompanied by delivery tickets or sales slips that shall contain the following minimum information:

(i) Name of supplier.

(ii) BPA number.

(iii) Date of purchase.

(iv) Purchase/call number.

(v) Itemized list of supplies or services furnished.

(vi) Quantity, unit price, and extension of each item, less applicable discounts (unit prices and extensions need not be shown when incompatible with the use of automated systems, provided that the invoice is itemized to show this information).

(vii) Date of delivery or shipment.

CONTRACTOR POINT OF CONTACT (POC):

The contractor shall provide a primary POC and an alternate POC in writing to the contracting officer who will be responsible for the performance under this agreement. The POCs shall have full authority to act for the contractor on all agreement matters relating to the performance of this agreement. The POCs must be available between the hours of 9:00 a.m. – 4:00 p.m. CST. The POCs must be able to read, write, speak, and understand English. The primary POC position shall at no time be vacant.

GOVERNMENT POINT OF CONTACT (POC):

The Government’s primary and alternate authorized POC information will be provided on the Authorized Caller Letter.

PLACING INDIVIDUAL CALLS/ORDERS (RESERVATION PROCEDURES):

The Government will provide the contractor a calendar yearly showing the weekends Regularly Scheduled Drills (RSD) training.

Contracting will send the contractor a BPA Call monthly or as needed with an amount not to exceed. The reservation details (listing the names of the individuals (occupants), either the dates of their stay or the number of days authorized during a specified period of time, etc.) will be submitted under that BPA Call by an individual on the Authorized Caller Letter. Only an Authorized Caller is authorized to make reservations under this agreement, not the occupants.

The contractor will acknowledge the receipt of the Call Sheet within one (1) working day and will confirm reservations are made as soon as possible but no later than five (5) working days after receipt. Confirmation can be sent by email.

The contractor shall inform the Government of their cancellation policy. For example, if a reservation is cancelled by 6:00 p.m. CST then there is no charge. Individuals/occupants may make cancellations prior to the time provided by the contractor. The contractor will annotate all cancellations in the signature block on the Call Sheet by writing “Cancelled by (name of individual cancelling the reservation) and the date notified of cancellation”.

Individuals/occupants must confirm late arrival prior to the time provided by the contractor (e.g., 6:00 p.m. CST). The contractor will annotate the late arrival on the Call Sheet by writing “Confirmed by (name of the individual confirming late arrival) and the date confirmed.”

Reservations may be cancelled by the contractor after the time provided (e.g., 6:00 p.m. CST) if they do not have a confirmed late arrival. The Government assumes no liability for “No Shows” if a late arrival was not confirmed. The contractor shall report all “No Shows” on the Call Sheet.

CHECKING IN/CHECKING OUT

The contractor shall confirm positive identification by checking the occupant’s Government ID card or if member hasn’t been issued a Government ID yet then a state issued ID (i.e. driver’s license) and collect the signature of the occupant on the Call Sheet during check-in or check-out. The contractor will inform the occupant of the required check-out time. Any charges incurred due to failing to meet the required check-out time will be the occupant’s responsibility to pay and the contractor’s responsibility to collect. The Government assumes no liability in this instance.

INVOICE AND PAYMENT PROCEDURES:

A summary invoice shall be submitted at least monthly or upon expiration of this BPA, whichever occurs first, for all deliveries made during a billing period, identifying the delivery tickets covered therein, stating their total dollar value, and supported by receipt copies of the delivery tickets.

The primary method of invoicing shall be through PIEE/WAWF; an occasional invoice to be paid via Government Purchase Card (GPC) may also be authorized by the Contracting Officer.

One invoice shall be submitted for each BPA Call and shall be submitted as a final invoice.

Include the Period of Performance (PoP) from the BPA Call in the invoice (e.g., 2023/11/01 to 2023/11/30). Send all invoicing documentation (itemized list of individuals, dates stayed at which hotel, etc.) to the Authorized Caller for review no later than 7 business days after the PoP ends.

QUALITY ASSURANCE:

An inspection of your facilities may be conducted semi-annually by a team of representatives from the Lodging Office, Contracting Office, Fire Department/Safety, Military Public Health, and Force Protection/Security.

In the event the facilities fail to meet the standards outlined in the agreement, the Government reserves the rights to suspend billeting Government personnel until the deficiencies have been corrected. Notification of deficiencies and suspension will be provided in writing by the contracting officer.

Complaints by Government personnel during their stay shall be remedied at the lowest level possible, allowing the contractor to correct the deficiency prior to reporting it to the Government POCs. In the event the complaint represents unsatisfactory performance under the specifications of the agreement, the contracting officer will notify the contractor in writing the corrections needing to occur and the time frame they are allowed to get it corrected (depending on the severity of the deficiency).