B 08 Terms and Conditions.pdf

TERMS AND CONDITIONS

1. DESCRIPTION OF AGREEMENT: The Contractor shall provide single and double occupancy hotel rooms in accordance with the Statement of Work, if and when called for by the Contracting Officer or designated representative.

(a) This Agreement may be modified or may be canceled in its entirety by either party upon thirty (30) days written notice to the other party, except that this Agreement may be canceled by the Government 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.

2. PERIOD OF PERFORMANCE: 01 JANUARY 2021 – 31 DECEMBER 2023

3. EXTENT OF OBLIGATION: The Government is obligated only to the extent of authorized calls actually placed against this Blanket Purchase Agreement and shall not be liable in any manner in the event no calls are made.

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 for items/services he proposes to furnish under this Agreement. Calls will be made for only the items that appear on the APPROVED PRICE LIST. No price increase may be made unless approved by the Contracting Officer. Pricing may decrease at any time without the Contracting Officer’s approval. The Contractor is responsible for keeping the price list current, if revisions are required due to seasonal changes, or regular price increases or decreases.

The price may never exceed the lodging rate available at https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-lookup.

Price list is to be emailed to Contracting Officer and will not be effective until signed by the Contracting Officer.

5. PURCHASE (CALL) LIMITATION: No individual purchase (call) placed against this agreement shall exceed $25,000.00

6. NOTICE OF INDIVIDUALS AUTHORIZED TO PLACE CALLS: The Contracting Officer will provide the Contractor with a list of names of the individuals authorized to place calls against this agreement. The Contractor will be required to acknowledge receipt of this list and return a copy of the list to the Contracting Officer for file. Only calls made by personnel authorized in writing by the Contracting Officer will be honored against this.

7. DELIVERY TICKETS: All services under this BPA shall be accomplished by a sales slip or invoice, which will contain the following minimum information:

(1) Name of Hotel

(2) Blanket Purchase Agreement Number and Call Number (such as W50S9G-21- A- 0001, 0001). The last four digits represent the 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) Names of “no shows”

(7) Submit invoices to designated POC and Government Purchase Cardholder

8. INVOICES: An itemized invoice shall be submitted to the KO within ten (10) days after the monthly RSD/RD weekend and upon expiration/cancellation of this BPA. Copies of sales slips are required to support invoices. The POC will be responsible only for the room charges of authorized personnel. Any other charges incurred are the personal responsibility of the person(s) staying in the room and should be collected by the vendor upon checkout. The Federal Government is NOT liable for State and Local Hotel Taxes. All charges will be exempt from taxes (Tax Certificate of Exemption will be provided).

9. CALLS: Calls (lodging rental) will be made orally, through e-mail 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 by paragraph 6 of this Agreement. Under circumstances where authorized personnel arrive at contracted facility and do not have a reservation, contractor will provide lodging if space is available.

Contractor will secure reservation with a valid credit card from personnel. Contractor will call POC to validate requirement and obtain appropriate method of payment for authorized personnel.

10. DELIVERIES:

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

11. LODGING RESPONSIBILITY: The Lodging Office is responsible for designating the Government personnel to occupy the Contractor’s facility, and shall provide these personnel with a contract lodging authorization number and room rate which they shall not be lodged under this BPA until such authorization is presented to the Contractor. The Lodging Office will give the Contractor the name of the individual on official travel orders that will occupy the room and confirm the room rate.

12. AUTOMATIC CANCELLATION PROVISIONS: “Guaranteed No Show” cancellation provisions: All reservations will be guaranteed. Unit members are responsible for cancelling reservations by 6 pm on the first night of the reservation by calling the hotel directly. Members with a 2 night reservation that do not cancel the first night will automatically have the second night cancelled. Vendors will inform the Lodging Office of those members that fail to cancel reservations.

13. DESIGNATED REPRESENTATIVE: The Lodging Manager is designated as the representative of the Contracting officer for the purpose of technical supervision, inspection and acceptance under this Blanket Purchase Agreement.

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

15. SYSTEM FOR AWARD MANAGEMENT (SAM): In order to award a BPA to a contractor, the contractor must first be registered in the System for Award Management website (https://www.sam.gov) and maintain their registration by renewing the registration annually. The Contractor shall provide their CAGE code and DUNS with its quote.

16. 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.