Blanket Purchase Agreement Terms and Conditions.pdf

PDF 133 KB Posted Jun 24, 2022

Attached to: BPA Lodging Service
Solicitation number: W50S72-22-Q-7304
Issued by: Department of the Army National Guard

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BLANKET PURCHASE AGREEMENT (BPA)

TERMS AND CONDITIONS

1. DESCRIPTION OF AGREEMENT. The Contractor shall furnish lodging services in accordance with the performance work statement as requested by a call issued by the contracting officer or authorized representative during the ordering period. Intended performance period is 1 August 2022 – 31 July 2027; however depending on actual date of award, performance period may begin after 1 August 2022. Regardless of award date, the performance period will not extend beyond 31 July 2027. Either party may end the agreement at any time in writing with at least 60 days of notice. The Government will perform annual inspections of hotel/motel to ensure they are in compliance with the agreement.

The 185ARW will not be responsible for payment of rooms that are cancelled by authorized representatives 24 hours in advance of the scheduled reservation check in time (4 PM Central). Contractor shall provide a report by

10:00 AM on each morning following a reservation of any NO-SHOWS from the previous night’s reservations.

NO-SHOW Reports shall be e-mailed to e-mail addresses provided on the authorized representative letter.

The contractor shall hold 15 rooms for the Government’s use on regular scheduled drill weekends (Friday check in –

Sunday check out). Dates of regular scheduled drill weekends will be provided to the contractor annually by Federal

Fiscal Year (Oct-Sept). If an executed BPA call has not already been issued, the contractor shall notify the

Government right away in the event the rooms cannot be held for the Government’s use.

2. EXTENT OF OBLIGATION. The Government is obligated only to the extent of authorized purchases actually made under the BPA by authorized individuals.

3. PURCHASE LIMITATION. The BPA master dollar limit is $250,000.00. The total amount of calls placed against this BPA must not exceed the BPA master dollar limit, even if there is time left on the period of performance. 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 should be billed in its entirety after the last check-out date has occurred.

4. PRICING ARRANGEMENT. The BPA is priced. Pricing is per room/per night, inclusive of authorized surcharges, taxes or fees. The Government is exempt from state and local sales tax, and may be exempt from state and local hotel/motel taxes. The price list for lodging services is listed below in the following table. The contractor shall submit requests for price adjustment in writing with an explanation for the change. The Contracting Officer will review the request and make a determination if the change is fair and reasonable within 10 days of receipt. If determined fair and reasonable, a modification to the BPA will be issued to incorporate the new price list. Prices are not effective until the modification is issued. The vendor 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.

ITEM NO SUPPLIES/SERVICES UNIT PRICE

0001 Double-Occupancy Room: 2 beds

Period of Performance: 1 Aug 2022 – 31 Jul 2023

0002 Double-Occupancy Room: 2 beds

Period of Performance: 1 Aug 2023 – 31 Jul 2024

0003 Double-Occupancy Room: 2 beds

Period of Performance: 1 Aug 2024 – 31 Jul 2025

0004 Double-Occupancy Room: 2 beds

Period of Performance: 1 Aug 2025 – 31 Jul 2026

0005 Double-Occupancy Room: 2 beds

Period of Performance: 1 Aug 2026 – 31 Jul 2027

5. INDIVIDUALS AUTHORIZED TO PURCHASE UNDER THE BPA. A list of Ordering Officers, authorized to purchase under the BPA will be provided to the contractor by separate letter at time of award. A list of authorized representatives permitted to coordinate rooming lists for authorized calls executed by the ordering officer will be provided to the contractor by a separate letter at the time of award. The Government will not be responsible for payment of any reservations made by unauthorized individuals.

6. ORDERING INSTRUCTIONS. The contractor must have an active registration in System for Award

Management (SAM) in order to receive BPA calls. BPA calls will be rotated between all BPA contractors, with preference based on lowest price.

The ordering officer will issue a call for a pre-determined number of night stays to the contractor via a SF 1449. An authorized representative for the contractor must sign and return the SF 1449 in order to accept the BPA Call. The ordering officer will sign and execute the SF 1449 and distribute to the contractor. The BPA call is not considered authorized until the fully signed and executed SF 1449 is distributed to the contractor.

The authorized representative will submit the reservation rooming list with individual names and check in/check out dates to the contractor after the BPA call has been executed. The contractor shall submit hotel/motel confirmation numbers to authorized representative within 24 hours after receiving the reservation rooming list. Any changes to check in/check out dates and/or individual names on the reservation may be coordinated with the contractor by the authorized representative, as long as the changes do not exceed the call limit amount.

7. DELIVERY TICKETS. Delivery tickets in one (1) copy shall accompany all deliveries made under this BPA.

Each delivery ticket must be dated, properly executed, and signed by a GOVERNMENT REPRESENTATIVE receiving the item or service. Delivery tickets shall be submitted after the completion of the call. Each delivery ticket shall contain the following information:

A. Name of Supplier

B. Blanket Purchase Agreement (BPA) Number

C. Call Number

D. Date of Purchase

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

F. Quantity, unit price, and extended price of each item, less applicable discount

(number of nights/room rate)

G. Date of service and signature of individual who received the service

(check-out date/occupant(s) signature)

8. INVOICES. An itemized invoice shall be submitted at least monthly or upon expiration of this BPA, whichever occurs first, for all deliveries made during the billing period and for which payment has not been received. These invoices need not be supported by copies of delivery tickets.

Invoices shall be submitted in Wide Area Workflow in accordance with FAR 252.232-7006 Wide Area Workflow

Payment Instructions.

BPA PRICING

Contractors shall indicate below the BPA pricing offered per room/per night, inclusive of authorized surcharges, taxes or fees. The Government is exempt from state and local sales tax, and may be exempt from state and local hotel/motel taxes. If your price includes any type of tax, fee or surcharge, you must provide the citation from your state or local law or tax code that authorizes charging the tax, fee or surcharge to federal government direct-bill customers.

ITEM NO SUPPLIES/SERVICES UNIT

PRICE