B08_Attachment - 0003 BPA Terms and Conditions LIK.pdf

BPA TERMS AND CONDITIONS

1. Description of agreement: The 413th Contracting Support Brigade (CSB), Regional Contracting Office Hawaii (RCO-HI) will establish and administer a Master Blanket Purchase Agreement (BPA) with multiple vendors and will issue Firm Fixed Price calls on a per-call competed basis. The supplier(s) shall furnish lodging accommodations, described in general terms, if and when requested by the contracting officer (or the authorized representative of the contracting officer) during a specified period and within a stipulated aggregate amount, if any.

Each Call will be solicited as a Request for Quote (RFQ) among all contractors that establish a Master BPA to promote equitable distribution and maximum competition.

The contractors will receive the specific lodging requirements which will include location, required availability and dates of stay, number of personnel, and quantities of rooms required. Contractors under this Agreement will then have the option to provide a quote;

the lowest quote that meets the specification requirements, price only being considered, will be awarded the BPA call on a firm-fixed price basis.

2. 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.

3. Pricing: The Contractor’s prices offered to the Government shall be as low as or lower than those charged the Contractor’s most favored customers, for comparable quantities under similar terms and conditions, in addition to any discounts for prompt payment.

4. Methods of Payment: The primary method of payment for BPA calls will be the government purchase card (GPC). This 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 purchase limitation for an individual call using GPC is $250,000.00 (Current Simplified Acquisition Threshold (SAT)).

For BPA calls exceeding $250,000.00 or if the Government Purchase Card (GPC) is not available, payment will be made through Wide Area Work Flow (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.

5. BPA Master Agreement Dollar Limit: Each vendor will have a $1.0M ceiling.

6. Period of Performance: 01 May 2025 – 30 April 2030 (60 Months)

7. Individuals Authorized to Purchase under this BPA: Only the contracting officer(s) or designated representative(s) are authorized to make calls and sign for the items authorized for purchase per the BPA agreement. The Contracting Officer that established the BPA may authorize individuals within their office to place BPA calls. In addition, the Contracting Officer who issued the BPA may authorize other activities that have been granted appropriate authority to place calls under his/her BPA. Authorized callers are designated in writing by the Contracting Officer. This authority may not be redelegated. Access to the BPA, along with current price lists or catalogs incorporated into the BPA shall be provided to all authorized callers.

All activities authorized to place calls under the BPA(s) of another command must submit to the issuing contracting office a list of individuals who have been appointed to make calls (including the dollar limitation per person/call). This may include a list of Purchase Cardholders authorized to place calls or use their cards as a method of payment for properly issued calls. A list of authorized callers should be maintained by both the issuing Contracting Officer and the activity placing the calls, and provided to the BPA suppliers. The Contracting Officer shall ensure that all individuals authorized to place calls under the BPAs have received training and orientation per AFARS 5113.303-2-90(b).

7a. Onsite Coordination and Designated Representatives: On-site coordinators/designated representatives will be identified in each call order. These individuals are responsible for on-site coordination, inspection and acceptance of lodging accommodations under this agreement and for processing receiving report(s) for payment through WAWF for their respective units.

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

9. 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:

(1) Name of Supplier

(2) Blanket Purchase Agreement Number and Call Number.

(3) Date of Purchase (Call).

(4) Itemized list of Rooms Furnished.

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

(6) Date of Delivery or Shipment

(7) Name of Individual Placing Call.

10. Invoices: A summary invoice shall be submitted at least monthly or upon expiration of this Blanket Purchase Agreement, 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 receipted copies of the delivery tickets. For additional invoicing information refer to DFARS Clause 252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS incorporated in individual calls.

11. Calls: Calls (purchases) will be issued via a written BPA Call by the Contracting Officer.

12. Cancellation Provisions: When the Contracting Officer or designated representative has requested hotel or motel rooms, but the traveler no longer requires the lodging, a 24-hour notice will relieve the Government from incurring any costs and the order is automatically canceled without penalty

13. Annual Review: This agreement shall be reviewed annually by the Government before the anniversary of its effective date and revised as necessary to comply with the requirements of governing regulation.

14. Office Responsible for Administration of the Blanket Purchase Agreement: All correspondence or information pertaining to this BPA shall be addressed to: 413th CSB, RCO-HI 742 Santos Dumont Ave Bldg. 108, 3rd Floor, Schofield Barracks, HI 96857