B08 W50S7F25Q0001 Lodging BPA Text.pdf

DESCRIPTION OF AGREEMENT:

The supplier shall furnish lodging services to service members of the 148th Fighter Wing when requested by the cognizant Contracting Officer (KO) or authorized Ordering Officer during the agreed ordering period (Five (5) year BPA) and within the stipulated aggregate amount. The issuance of individual calls against this Blanket Purchase Agreement (BPA) will be made in accordance with FAR Part 13.303.

PERFORMANCE PERIOD:

This agreement shall not exceed a cumulative period of sixty (60) months. It is projected that this BPA will be re-solicited every 5 years. 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.

Period of Performance: Estimated dates of 1 Dec 2024 – 30 Nov 2029

Either party may end the agreement at any time, in writing, with at least 60 days; notice. Calls become binding prior to utilization of rooms when the contractor incurs unrecoverable costs based on room blocks or other actions by the Government. Contractor will work with the Government to refine projected room blocks (additions and subtractions) up to the day of utilization.

EXTENT OF OBLIGATION:

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

PERFORMANCE REQUIREMENTS:

Rooms shall meet quality commercial standards and include linen service, in-room bathroom/shower facilities, heated/air conditioned, locked windows for safety, complimentary internet access, 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. All minimum standards stated above are in compliance with the DAFMAN34-135 Lodging Program.

DELIVERABLES:

Single and double rooms.

Any other supplies and services meeting the BPA scope which have pricing approved by the Contracting Officer.

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 exceeding the pre-priced room rate per night. The collection of any additional charges from individual occupants is the Contractor’s responsibility.

PRICING/PRICE LISTS:

1. Prices for rooms furnished to the Government under this BPA shall be as low 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. Pricing shall be at or below the current Fiscal Year GSA Per Diem Rates.

2. Prices for each call will be equal to the approved price list rate in effect when the call was made. Each approved price list shall secure the price for each period as described above.

3. Price lists will be solicited annually. 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 services / deliverables and be signed by an authorized company representative. The price list may indicate alternative pricing for peek months, which should be clearly defined.

4. The Contractor 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.

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.

NOTICE OF INDIVIDUALS AUTHORIZED TO PLACE ORDERS/CALLS UNDER THIS BLANKET

PURCHASE AGREEMENT AND DOLLAR LIMITATIONS:

An Authorized Caller List will be provided by the Contracting Officer identifying the names, organizational component, and dollar limitations of all individuals authorized to place calls under this agreement. If a call is not made by an individual listed on the authorized list, the call will be at the sole responsibility of the contractor.

PURCHASE LIMITATION:

Individual purchases under this BPA shall not exceed $250,000, in accordance with FAR 13.303-5(b).

Individual calls under $10,000 will originate and process through the 148th Services Flight.

Individual calls at $10,000 or greater will originate through the 148th Services Flight but be processed through the 148th Contracting Office.

PLACING ORDERS/CALLS (RESERVATION PROCEDURES):

1. The Authorized Government Official (AGO) will coordinate with the Contractor to “block rooms” for large requirements (i.e. Primary RSDs “Guard Drills”) with as much advanced notice as possible. Blocks alone shall not constitute an order until Contractor incurs unrecoverable costs as a result of the blocks.

2. The AGO is responsible for assigning all reservations for authorized government personnel under this contract.

3. A Call is placed when the AGO provides the Contractor with a “reservation list” of assigned personnel and specifies payment method. Calls will be broken out, and changed

4. The reservation list (Call) will be made to confirm room blocks as soon as possible and no later than close of business three days prior to the scheduled reservations. Reservation lists and updates to the list submitted after this timeframe can be accepted on the Contractor’s discretion.

5. Contractor shall maintain this “reservation list” reflecting dates, length of stay, and room number. These documents will be maintained by the Contractor and must be available, on request, for review by the AGO to verify invoices.

6. Contractor shall confirm positive identification of authorized personnel by requesting occupant’s Government ID Card. Government personnel shall not be allowed to check in under this agreement without providing this ID.

7. 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 another day’s charge because of failing to meet the required 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.

8. 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 individual(s) 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 individual(s).

9. Standard Contractor reservation cancellation policies will apply.

10. Orders/Calls may only be placed by the individuals authorized by this agreement (see NOTICE OF INDIVIDUALS AUTHORIZED TO PLACE ORDERS/CALLS listed above).

11. By mutual consent of the Authorized Government Official and Contractor, these procedures can be modified.

INVOICING AND PAYMENT PROCEDURES:

There will be two separate invoicing procedures depending on the dollar mount.

Calls under $10,000: Invoices are to be sent directly to the appropriate Authorized Caller at the time of service/performance.

Calls $10,000 or greater: Invoices shall be submitted through Wide Area Workflow (WAWF) via the Procurement Integrated Enterprise Environment (PIEE) at https://piee.eb.mil, upon conclusion of service/performance. Vendor will submit a summary document into the WAWF system identifying the following minimum information:

1. Name of Supplier

2. BPA Number

3. Date(s) of Call Performance

4. Call number

5. Itemized list of supplies and/or services furnished

6. Quantity, unit price, and total price of each BPA CLIN

See WAWF Payment Instruction Clause 252.232-7006 in the BPA Clause section for more detailed information.

QUALITY ASSURANCE:

1. QUALITY MANAGER RESPONSIBILITIES:

a) 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 shall be designated in writing to the Contracting Officer.

b) The Quality Manager or alternate shall have full authority to act for the Contractor on all agreement matters relating to the performance of this agreement.

c) The Quality Manager or alternate shall be available to meet with the government designated Authorized Government Official (AGO), during regular business hours for the entire period of performance.

d) The Quality Manager and alternate must be able to read, write, speak, and understand English.

e) The Quality Manager and alternate positions (if assigned) shall at no time be vacant.

f) The Quality Manager is responsible for maintaining liaison and communications with the AGO relating to performance of this contract. Written communications with and other documents pertaining to the agreement shall be signed and a copy shall be furnished to the Contracting Officer.

2. CONTRACTING OFFICER’S REPRESENTATIVE RESPONSIBILITIES:

a) The Contracting Officer shall designate in writing an Authorized Government Official (AGO) to the Contractor and at least one alternate.

b) The AGO shall be responsible for maintaining liaison and communications with the Contractor relating to performance of this agreement. Written communications with the Contractor and other documents pertaining to the agreement shall be signed and a copy shall be furnished to the Contracting Officer.

c) The AGO verifies that the contractor performs the requirements of the agreement in accordance with the agreement terms, conditions and specifications.

d) The AGO notifies the Contractor of deficiencies observed during surveillance and direct appropriate action to effect correction.

e) The AGO verifies that the Contractor has corrected all deficiencies.

f) The AGO records and reports to the Contracting Officer incidents of faulty or nonconforming work, delays or problems. In addition, a final report should be submitted at the end of each period of performance, to the Contracting Officer, concerning performance of services rendered under this contract.

g) The AGO ensures that any government-furnished support is available when required.

h) The AGO performs acceptance for the Government of services performed under this contract.

3. INSPECTIONS AND PERFORMANCE:

a) The facility may be inspected annually by a team of government personnel comprised from the following organizations: services/base lodging, contracting, and other related personnel.

b) Complaints by government personnel during their stay should be remedied at the lowest level possible (talking to contractor - “hotel” - staff and allowing them to correct it). Complaints by the contractor should be directed to the AGO.

c) Complaints by government personnel shall be made in writing (or email) to the AGO. These complaints will be recorded and reviewed by the AGO. In the event that the complaint represents unsatisfactory performance under the specifications of the contract, the deficiencies will be identified in writing to the Contractor who will correct such deficiencies within thirty (30) days of notification and will confirm such corrections to the AGO. Health and safety deficiencies must be corrected immediately.

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

//END//