Attch 3_ 20250507 BPA Terms and Conditions.pdf

BLANKET PURCHASE AGREEMENT (BPA)

TERMS AND CONDITIONS

1. DESCRIPTION OF AGREEMENT. This is a pre-priced Blanket Purchase Agreement (BPA) for lodging in single and double-occupancy hotel/motel rooms if and when requested by the contracting officer or authorized representative during the effective period. The contractor is to provide all necessary services to provide Single/Double-occupancy rooms to support Unit Training Assembly (UTA) weekend in accordance with the terms of this agreement, the performance work statement and the pre-approved price list. The contractor shall furnish firm price lists periodically as required by the contracting officer.

2. PERIOD OF PERFORMANCE. The term of this agreement shall be from 01 July 2025 through 30 June

2030 or until total orders under this agreement reach $500,000, whichever occurs first.

3. EXTENT OF OBLIGATION. It is understood and agreed that this BPA obligates the government only to the extent that authorized calls are actually made against it and then only when delivery against such calls has been completed. Per FAR 13.303-3(a)(2), the Government is only obligated to the extent of calls actually placed against this BPA by authorized personnel. This BPA does not obligate any funds. Funding will be provided for each call placed under this vehicle.

An individual BPA is considered complete when the purchases under it equal its total dollar limitation, or when its stated period of performance expires.

4. PURCHASE LIMITATION. The limitation for each individual purchase under this BPA shall be identified by an authorization letter according to paragraph four below. No individual call order placed against this

BPA shall exceed $25,000.00. For the purpose of this BPA, a call order is defined as one group reservation, and may consist of multiple rooms for one or multiple nights. The billing period is defined as per call order. Each call order shall be billed in its entirety after the last check-out date has occurred.

5. INDIVIDUALS AUTHORIZED TO PURCHASE UNDER THE BPA. A list of individuals (Ordering

Officers) authorized to purchase under the BPA will be provided to the Contractor. Ordering Officers will be identified either by title of position or by name of individual, organizational component, and the dollar limitation per purchase for each position title or individual shall be furnished to the supplier by the contracting officer. Ordering Officers will provide, via email or fax, a rooming list of individuals authorized rooms no later than the Wednesday prior to each UTA weekend. Do NOT accept calls from anyone who is not listed on this authorization letter. The Government will not be responsible for payment of any reservations made by unauthorized individuals.

6. DELIVERY TICKETS. All lodging accommodation deliveries under the agreement shall be accompanied by delivery tickets or sales slips that shall contain the following minimum information:

A. Name of Supplier

B. Blanket Purchase Agreement (BPA) Number and Call Number C. Date of Purchase (Call)

D. Purchase Number

E. Itemized list of rooms furnished (room number/name(s) of occupants)

F. Quantity, unit price, and extension of each item, less applicable discounts (number of nights/room rate)

G. Date of nights stayed and signature of individual who received service (check-out date/occupant(s) signature)

H. Name of Individual Placing Call

7. INVOICES. An itemized invoice shall be submitted at least monthly or upon expiration of this BPA, whichever occurs first, for all deliveries made during a billing period and for which payment has not been received. Invoices shall be made on the day of check-out and consolidated into one charge for the total amount unless authorized differently by the Government POC. An itemized invoice consolidating shall be submitted following the rendering of service. These invoices need not be supported by copies of delivery tickets. Invoices shall be emailed to:

A. 934th AW Invoices - 934fss.workflow@us.af.mil, dennis.carter.13@us.af.mil, jessica.ferris.5@us.af.mil and mikkael.hahn.1@us.af.mil or other e-mail address provided to vendor subsequent to award.

B. 133rd ANG Invoices - SMSgt Alyson Trisco, alyson.trisco@us.af.mil and TSgt Nathan

Fuchs, nathan.fuchs.1@us.af.mil or other e-mail address provided to vendor subsequent to award.

mailto:934fss.workflow@us.af.mil mailto:dennis.carter.13@us.af.mil mailto:jessica.ferris.5@us.af.mil mailto:mikkael.hahn.1@us.af.mil mailto:alyson.trisco@us.af.mil mailto:nathan.fuchs.1@us.af.mil

8. METHOD OF PAYMENT. Payment will be made by Government Purchase Card (GPC) or Wide

Area Workflow (WAWF). GPC is a payment tool used by government agencies to make authorized purchases efficiently and securely, similar to a credit card but strictly regulated for official use. The Contractor shall waive any and all surcharges associated with processing the

Government Commercial Credit Card through the US Bank Card System. If the Government

Purchase Card (GPC) is not available, payment will be made through Wide Area Workflow

(WAWF) IAW DFARS 252.232-7006. Vendors must be registered in WAWF to receive payment through electronic funds transfer. If you are not currently registered, please visit the following website: https://wawf.eb.mil/ to complete your registration. Vendors must ensure compliance with all applicable regulations and procedures for processing payments through

WAWF.

9. ROOM ASSIGNMENTS. To the extent practicable, contractor shall place 934AW and 133rd personnel in rooms with no ground floor exterior doors.

10. CHECK-IN PROCEDURES. Contractor shall require each 934AW and 133ANG members to show military

ID upon check-in, and compare the name on the ID to the rooming list provided by the authorized ordering officer. Contractor shall not rely on wear of military uniform as an indicator of military status or authorization to receive lodging under the BPA. Contractor shall ensure that no individuals check-in without previous reservations made by persons authorized in accordance with paragraph 4 above. 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 check-in without a reservation made by authorized Ordering Officers in accordance with paragraph 4 above.

11. CANCELLATIONS AND NO SHOWS. 934th AW and 133rd ANG will not be responsible for payment of rooms that are cancelled by individuals prior to 11:59 PM central on the date of the scheduled reservation. The contractor shall provide a report by 10:00 AM each morning following a reservation of any NO-SHOWS from the previous night’s reservations. NO-SHOW Reports may be submitted by e-mail

A. 934th AW - 934fss.workflow@us.af.mil or other e-mail address provided to vendor subsequent to award.

B. 133rd ANG - SMSgt Alyson Trisco, alyson.trisco@us.af.mil and TSgt Nathan Fuchs, nathan.fuchs.1@us.af.mil or other e-mail address provided to vendor subsequent to award.

12. SECURITY REQUIREMENTS. All contractor employees must be identified by a uniform, ID card and/or name tag. Name tags, ID cards, etc. must be readily visible (ex. ID worn on lanyard may not be tucked inside collar or pocket). Contractor shall have procedures in place to ensure unauthorized individuals do not have access to employee uniforms, ID cards and/or name tags, and that said items are collected upon termination of employment.

13. CLEANLINESS AND HOUSEKEEPING REQUIREMENTS. Rooms provided for Government lodging shall be free of insects, rodents and other pests; and be properly sanitized and free of dirt and debris. All hotel/motel staff shall be trained in the proper quarantine/treatment of affected rooms, to include immediate removal of guests and their belongings from affected and adjacent rooms upon discovery of pests. All customer reports of pests or unclean rooms or linens to on-duty staff shall be up-channeled to hotel management within one (1) duty shift. Government personnel who report pests or unclean rooms or linens shall be immediately moved to another room. The Government shall not be billed for rooms that have been reported to have pests or unacceptable cleanliness upon check-in. Upon report of pests, use of the hotel/motel will be suspended until the Government receives valid documentation of treatment by a qualified pest control service. BPAs may be terminated for any hotel/motel that has repeat (more than 1) pest reports in any 6-month period. The Government requires daily housekeeping to include at a minimum: making beds, replacing towels, emptying trash receptacles, cleaning floors, and sanitizing bathrooms.

14. INSPECTION. Award of BPAs will require compliance with Air Force and 934 AW regulations concerning Fire, Safety, Public Health and Security requirements and Occupational Safety and Health https://wawf.eb.mil/ mailto:934fss.workflow@us.af.mil mailto:alyson.trisco@us.af.mil mailto:nathan.fuchs.1@us.af.mil

Administration (OSHA) Standards. Inspections will be conducted by 934AW personnel prior to award of

BPAs, and will be conducted periodically throughout the term of the BPA to determine compliance with applicable regulations. Non-compliance with any inspection item will require correction prior to booking further room reservations. General inspection categories are Fire Prevention, Occupational Safety and

Health, Public Health, and Security.

15. PRICING. The prices offered by the Contractor to the Government under this BPA shall be as low as or lower than those charged the contractor’s most favored customer for comparable quantities under similar terms and conditions, in addition to any discounts for prompt payment. Prices shall exclude all local, state, and federal taxes including but not limited to sales taxes and lodging taxes. The Contractor should submit a revised pricing list annually or as necessary.