B.08 W50S9622Q0001-Lodging BPA Terms and Conditions.pdf

Lodging Blanket Purchase Agreement (BPA)

Terms and Conditions

1. INTRODUCTION:

The scope of this Blanket Purchase Agreement (BPA) shall be limited only to the rental of rooms on an as needed basis, for authorized government personnel traveling on National Guard business if and when requested by the Contracting Officer or individuals authorized to place calls/orders. The issuance of individual calls/orders against this BPA will be made in accordance with the terms and conditions of this agreement and the Federal Acquisition Regulation.

Please note that a BPA is not a contract and there is no minimum or maximum guaranteed quantity. A BPA is a streamlined method for purchasing on an as needed basis from qualified sources. Establishing a BPA minimizes the need for costly repetitive administration and processing.

2. PERIOD OF PERFORMANCE (PoP): Currently anticipate award of BPAs prior to 15 January 2022.

Period 1: Date of Award to 12 Months after Date of Award

Period 2: 12 Months following previous period

Period 3: 12 Months following previous period

Period 4: 12 Months following previous period

Period 5: 12 Months following previous period

* This BPA shall not exceed a cumulative period of sixty months.

3. DELIVERABLES:

0001 Winter Single Occupancy Room (Sep – May)

0002 Winter Double Occupancy Room (Sep – May)

0003 Summer Single Occupancy Room (Jun – Aug)

0004 Summer Double Occupancy Room (Jun – Aug)

4. PRICING/PRICE LISTS:

4.1. Prices for rooms furnished 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.

4.2. Standard price lists for the deliverables described above remain in effect for a minimum of each one year Period of Performance

(listed above). Price lists shall extend automatically unless an updated price list is submitted a minimum of 30 days in advance of the 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 all supplies/deliverables and be signed by an authorized company representative. New price lists do not affect any currently active calls/orders.

4.3. Special pricing (decreases or increases different than the approved price list) may be incorporated by mutual agreement at any time if deemed necessary due to unique circumstances and events. All special pricing must be identified in advance (minimum of 30 days unless otherwise agreed) of any call/order and incorporated into the call/order.

5. TAXES and FEES:

All calls/orders placed under this agreement are instruments of the United States of America and that the supplies/deliverables ordered thereon are for the exclusive use of an agency of the United States of America (FAR Part 29). Any required Taxes or Fees must be incorporated into quoted prices.

6. CANCELLATION:

Either party may end the agreement at any time in writing with a minimum 30 day notice. Cancellation of this agreement does not cancel any currently active calls/orders.

7. EXTENT OF OBLIGATION:

The Contracting Officer will provide the Contractor with a list of names of the individuals authorized to place calls against this agreement. The Government will be obligated only to the extent of authorized purchases actually made under this BPA by authorized personnel. The Contractor will be required to acknowledge receipt of this BPA and return one copy to the Contracting Officer for the file. Only calls/orders made by personnel authorized will be honored against this BPA. This agreement is not a contract.

8. GOVERNMENT LIABILITY:

The Government assumes no liability for willful damage caused by individuals occupying rooms. The contractor is responsible for the collection of money for phone calls, food charges, bar and similar incidental charges from the room occupants. The individual shall pay for any charges that exceed the pre-priced room rate per night. The collection of any additional charges from individual occupants is the Contractor’s responsibility.

9. AUTHORIZED CALLERS/ORDERERS:

Individuals authorized to place calls/orders and their applicable dollar thresholds under this Blanket Purchase Agreement will be established at in writing by the Contracting Officer and issued/reissued at least annually.

10. PURCHASE LIMITATION:

Individual calls will not exceed the limits identified in the “Authorized Caller Letter” which will be issued (reissued) at least annually and provided to the Contractor at the beginning of each applicable period. The maximum of calls/orders made against this BPA will not exceed $250,000.00 (“BPA Master Dollar Limit”).

11. PLACING CALLS/ORDERS (RESERVATION PROCEDURES):

11.1. The Authorized Callers will coordinate with the Contractor to “block rooms” for large requirements (i.e.: Primary UTAs; aka:

Guard Drills) with as much advanced notice as possible. Blocks alone shall not constitute a call/order.

11.2. The Authorized Callers are responsible for assigning all reservations for authorized government personnel under this agreement.

11.3. The terms reservation list, call and order are used interchangeably through-out this agreement.

11.4. A call/order is placed when an Authorized Caller provides the Contractor with a “reservation list” of assigned personnel and specifies payment method. Payment methods are described in paragraph 12.c.

11.5. The call/order (reservation list) will be made to confirm room blocks as soon as possible and no later than the close of business three days prior to the scheduled reservations.

11.6. Contractor shall maintain this “reservation list” reflecting dates, length of stay, room number and collect the occupant’s signature during check-in or check-out. This will be returned to the Authorized Caller for certification/verification of performance.

11.7. Contractor shall confirm positive identification of authorized personnel by requesting to see occupant’s Government ID Card.

Government personnel shall not be allowed to check in under this agreement without showing Government ID. No copies shall be made of any Government ID.

11.8. Contractor agrees to inform all government personnel assigned accommodations under this agreement of the required check-out time. Check-out time must be prominently posted. Government personnel who incur additional charges due to failure to check out by the check-out time do so at their own expense. The Government incurs no liability in this instance and it is the Contractor’s responsibility to collect these charges from the individuals.

11.9. All extra services (i.e.: phone charges, additional room occupants, etc…) not specified in this agreement, or not normally included in the room rate, shall be paid for by the individuals requesting and receiving this extra service. The Government incurs no liability in this instance and it is the Contractor’s responsibility to collect these charges from the individuals.

11.10. Individuals may make cancellations prior to 6:00 pm on the date of arrival. The Contractor must annotate these cancellations in the signature block of the reservation list by writing “Cancelled by (name of individual canceling the reservation) and the date and time notified of cancellation”.

11.11. Individuals must confirm late arrival by 6:00 pm on the date of arrival. The Contractor must annotate this confirmation in the late arrival block of the reservation list by writing “Confirmed by (name of individual confirming late arrival)” and the date and time confirmed. The Government incurs no liability when late arrival has not been confirmed by the individual prior to 6:00 pm on the date of arrival.

11.12. Late arrivals not confirmed prior to 6:00 pm shall be cancelled by the Contractor (entire reservation shall be cancelled for multi-night reservations). The Government incurs no liability when late arrival has not been confirmed by the individual prior to 6:00 pm on the date of arrival.

12. INVOICING AND PAYMENT PROCEDURES:

12.1. The Contractor shall return each filled-in, signed and completed reservation list (order) to the Government Point of Contact by the 5th day of the following month (i.e.: by November 5th for the month of October).

12.2. Completed reservation lists and Contractor documentation will be reviewed and verified by the Government prior to invoicing and payment.

12.3. Payment will be made via one of three possible methods which will be identified in advance of each order:

12.3.1. The Government Purchase Card (GPC) is issued to authorized government personnel for payment of authorized operational expenses of the government. Some payments will be made by a GPC Cardholder/Ordering Officer via a credit card upon presentation of a proper invoice by Contractor. The Contractor shall submit invoices/requests for payment in a timely manner.

12.3.2. The Government Travel Card (GTC) is issued to authorized government personnel for payment of travel expenses associated with official government business. When the Authorized Caller notifies the Contractor at the time of the order, the government traveler will be individually responsible for their charges and payment will be made using a GTC. A delivery invoice is not required, but a commercially acceptable receipt shall be furnished to the individual. The Government incurs no liability in this instance and it is the Contractor’s responsibility to collect these charges from the individuals.

12.3.3. Some payment requests (invoices) may be required to be submitted at WideAreaWorkflow (WAWF), https://piee.eb.mil.

Applicable codes will be provided to the Contractor at the time of the order. All payments requested via WAWF will be made by

Electronic Funds Transfer (EFT).

13. PERFORMANCE REQUIREMENTS:

Offers shall provide rooms in accordance with Department of Defense Lodging Adequacy Standards to include but not limited to the following: Make every effort to ensure guests have clean, comfortable rooms that afford them a good night’s rest. All hotel employees have a significant role in this effort. The room should be attractively furnished, supplied appropriately, clean, and properly maintained to ensure guests have a pleasant stay. All entrance doors to guest rooms shall have interior security locks, either deadbolt or double locking locks, and an entrance peep hole. If the guest room has sliding glass or French doors they shall be equipped with an effective locking device. A complete list of the required standards can be found using the following link.

https://www.defensetravel.dod.mil/Docs/ILP_Lodging_Standards.pdf?fbclid=IwAR1xMfu9nsZW6BA9JE2VZkWpaLqSHRMB_Bzvt

-zXuNToiBcKLTVXXIL4Xx0.

Offers shall also provide rooms in accordance with AFMAN 34-135 to include but not limited to the following: Rooms shall meet commercial quality standards and include linen service, in-room bathroom/shower facilities, heated/air conditioned, complimentary internet access, single and double room lodging accommodations and always present a clean and sanitary appearance. Single occupancy rooms will be specifically defined as one bed; double occupancy rooms will contain two beds. Rooms that have a couch that converts into a bed shall not be counted as a bed. There must be adequate and designated vehicle parking for guest registration with a separate area for unloading/loading passengers and baggage. All facility parking areas must be well marked, free of debris, and adequately lighted at night. Guest safety and security is of the utmost importance. Accordingly, the front desk staff must not give a guest’s room number, personal information to others nor should front desk staff confirm that a guest is in residence except to command representative. Key control procedures are implemented to ensure security. Room numbers should not be printed on the key, key chain, or electronic door openers. If room numbers are already placed on keys or key chains, place the key in a small envelope to conceal the room number until replaced. Front desk personnel will not issue keys to guests without positive identification confirming the guest is assigned to the room. Hotel staff will post evacuation procedures with maps that lead to the closest exit on the backside of all room entry doors in all interior corridor rooms. A complete list of the required standards can be found using the following link.

https://www.e-publishing.af.mil/Product-Index/#/?view=pubs&orgID=10141&catID=1&series=17&modID=449&tabID=131.

https://piee.eb.mil/ https://www.defensetravel.dod.mil/Docs/ILP_Lodging_Standards.pdf?fbclid=IwAR1xMfu9nsZW6BA9JE2VZkWpaLqSHRMB_Bzvt-zXuNToiBcKLTVXXIL4Xx0 https://www.defensetravel.dod.mil/Docs/ILP_Lodging_Standards.pdf?fbclid=IwAR1xMfu9nsZW6BA9JE2VZkWpaLqSHRMB_Bzvt-zXuNToiBcKLTVXXIL4Xx0 https://www.e-publishing.af.mil/Product-Index/#/?view=pubs&orgID=10141&catID=1&series=17&modID=449&tabID=131

14. QUALITY ASSURANCE:

14.1. VENDOR’S QUALITY MANAGER RESPONSIBILITIES:

14.1.1. The Contractor shall provide a Quality Manager who shall be responsible for the performance under this agreement. The name of this Quality Manager and an Alternate (if assigned) shall be designated in writing to the Contracting Officer.

14.1.2. The Quality Manager and Alternate shall have full authority to act for the Contractor on all matters relating to the performance of this agreement.

14.1.3. The Quality Manager and Alternate shall be available to meet with the Contracting Officer and Authorized Callers, during regular business hours for the entire Period of Performance.

14.1.4. The Quality Manager and Alternate positions shall at no time be vacant.

14.1.5. The Quality Manager and Alternate are responsible for maintaining liaison and communications with the Government relating to performance of this contract. All electronic and written communications and other documents pertaining to the agreement shall be signed and a copy furnished to the Contracting Officer.

14.2. GOVERNMENT’S QUALITY ASSURANCE RESPONSIBILITIES:

14.2.1. Authorized Callers will be designated in writing by the Contracting Officer.

14.2.2. Authorized Callers shall be responsible for monitoring the Contractor’s performance under this agreement.

14.2.3. Authorized Callers shall be responsible for maintaining liaison and communications with the Contractor relating to performance of this agreement. All electronic and written communications and other documents pertaining to the agreement shall be signed and a copy furnished to the Contracting Officer.

14.2.4. Authorized Callers shall monitor and verify that the Contractor performs the requirements of the agreement in accordance with the terms, conditions and specifications.

14.2.5. Authorized Callers shall notify the Contractor of deficiencies observed during surveillance and monitor appropriate action and correction.

14.2.6. Authorized Callers shall verify that the Contractor has corrected all deficiencies.

14.2.7. Authorized Callers shall record and report to the Contracting Officer incidents of faulty or nonconforming work, delays or problems. In addition, a Quality Assurance Surveillance Plan (QASP) should be submitted at the end of each month, to the

Contracting Officer, concerning performance of services rendered under this agreement.

14.2.8. Authorized Callers shall ensure that any government-furnished support is available when required.

14.2.9. Authorized Callers shall perform inspection and acceptance of the delivery and performance under this agreement.

14.3. INSPECTIONS AND PERFORMANCE:

14.3.1 The facility is required to meet local, state and federal laws, codes and regulations. Facilities may be inspected at random by a team of government personnel to include but not limited to the following organizations: Services/Base Lodging, Contracting, Fire

Protection, Security Forces, Safety and Public Health personnel. Walk through inspection is to ensure the safety, security and cleanliness expectations are being met. Access to several guest rooms, the kitchen/food prep areas, storage areas and other areas may be requested. A Lodging Inspection Checklist will be used to determine if lodging meets or exceeds services and standards. Other factors may also be evaluated and identified to the Contractor when they impact the performance of the agreement. In the event an inspection shows unsatisfactory performance under the specifications of the agreement, the deficiencies will be identified in writing to the Contractor who will correct such deficiencies within 30 days of notification and will confirm such corrections to the Authorized

Callers.

14.3.1. Complaints by government personnel during their stay should be remedied at the lowest level possible (i.e.: talking to hotel staff and allowing them an opportunity to correct it).

14.3.2. Complaints by government personnel shall be made in writing (or email) to the Authorized Callers. These complaints will be recorded and reviewed by the Authorized Callers. In the event that the complaint represents unsatisfactory performance under the specifications of the agreement, the deficiencies will be identified in writing to the Contractor and the Contracting Officer. The

Contractor will be provided an opportunity to correct such deficiencies within 30 days of notification and will confirm such corrections to the Contracting Officer. Health and safety deficiencies must be corrected immediately.

14.3.3. All issues regarding the terms and conditions, payment and collection of debts should be referred to the Contracting Officer (in writing).

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