BPA Terms and Conditions.pdf

BLANKET PURCHASE AGREEMENT (BPA)

TERMS AND CONDITIONS

1. DESCRIPTION OF AGREEMENT. The Contractor shall furnish lodging in double-occupancy hotel/motel rooms as requested by the contracting officer or authorized representative during the performance period. Intended performance period is 01 May 2020 – 30 April 2025; however depending on actual date of award, performance period may begin after 6 April 2020 . Regardless of award date, the performance period will not extend beyond 30

April 2025. Double-occupancy rooms will be required for two nights (Friday and Saturday) each Unit Training

Assembly (UTA) weekend. Double-occupancy rooms will be required for one night only (Saturday night) each

UTA weekend. The total number of rooms indicated will be distributed equitably between all hotels with BPAs.

Hotels shall block a specific number of rooms, to be determined upon award, for each UTA weekend. UTA dates for each calendar year will be provided to BPA hotels as soon as they are available. The Government will provide a rooming list no later than the Wednesday prior to each UTA, and excess rooms may be released from the room block at that time. Quantity of rooms to be blocked may be renegotiated periodically to accommodate changes in mission requirements. If the Government fails to provide a rooming list or otherwise release blocked rooms by the

Wednesday prior to UTA, hotels may bill for the unused blocked rooms IF they are unable to be sold to other customers. Additional room requirements for non-UTA dates will vary, and reservations will be made on a space-available basis. Hotels will not be required to block rooms in anticipation of non-UTA reservations.

2. EXTENT OF OBLIGATION. The Government is obligated ONLY to the extent of the actual authorized purchases made under the BPA by the Ordering Officers.

3. PURCHASE LIMITATION. No individual call order placed against this BPA shall exceed $2,500.00. 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. INDIVIDUALS AUTHORIZED TO PURCHASE UNDER THE BPA. A list of individuals (Ordering Officers) authorized to purchase under the BPA will be provided to the hotels/motels by separate letter at time of award.

Ordering Officers will provide, via fax or email, a rooming list of individuals authorized rooms no later than the

Wednesday prior to each UTA weekend. The Government will not be responsible for payment of any reservations made by unauthorized individuals.

5. 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. 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 products or 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 delivery or shipment and signature of individual who received the shipment or service (check-out date/occupant(s) signature)

6. INVOICES. An itemized invoice shall be submitted at conclusion of each call order 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. The billing period is per call order.

Invoices must be submitted within five (5) business days after the end of the billing period/call order.

Invoices shall be mailed to:

133rd Test Squadron IA ANG

1649 Nelson Ave.

Fort Dodge, IA, 50501

OR

Faxed to (515) 574-3228

OR

e-mailed to sarah.j.coulter.mil@mail.mil or other e-mail address provided to hotel subsequent to award

7. METHOD OF PAYMENT. Payment will be made by Government Purchase Card (GPC) (MasterCard) upon receipt of a valid invoice at the address designated in paragraph 6. Hotel/motel must have adequate trained staff to accept GPC payment in person or by phone within five (5) business days after submission of invoice (10 business days after end of the billing period).

8. ROOM ASSIGNMENTS. To the extent practicable, contractor shall place 133TS personnel in rooms with no ground floor exterior doors.

9. CHECK-IN PROCEDURES. Contractor shall require each 133TS member to show military ID upon check-in, and compare the name on the ID to the rooming list provided by the authorized ordering officer. Contractor shall not rely on wear of military uniform as an indicator of military status or authorization to receive lodging under the

BPA. Contractor shall ensure that no individuals check in without previous reservations made by persons authorized in accordance with paragraph 4 above. Contractor will be responsible for collecting payment from any member who is required to make full or partial payment due to special requests for rooms other than those authorized (ex.

members with families, request for single room when double is authorized, etc.) Contractor shall be responsible for collecting payment from any individuals that check in without a reservation made by authorized Ordering Officers in accordance with paragraph 4 above.

10. CANCELLATIONS AND NO SHOWS. The 133TS will not be responsible for payment of rooms that are cancelled by individuals prior to 11:59 PM central on the date of the scheduled reservation. 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 may be submitted by FAX to (515) 574-3228 or e-mailed to sarah.j.coulter.mil@mail.mil or other e-mail address provided to hotel subsequent to award.

11. SECURITY REQUIREMENTS. All contractor employees must be identified by a uniform, ID card and/or name tag. Name tags, ID cards, etc. must be readily visible (ex. ID worn on lanyard may not be tucked inside collar or pocket). Contractor shall have procedures in place to ensure unauthorized individuals do not have access to employee uniforms, ID cards and/or name tags, and that said items are collected upon termination of employment.

12. CLEANLINESS AND HOUSEKEEPING REQUIREMENTS. Rooms provided for Government lodging shall be free of insects, rodents and other pests; and be properly sanitized and free of dirt and debris. All hotel/motel staff shall be trained in the proper quarantine/treatment of affected rooms, to include immediate removal of guests and their belongings from affected and adjacent rooms upon discovery of pests. All customer reports of pests or unclean rooms or linens to on-duty staff shall be up-channeled to hotel management within one (1) duty shift. Government personnel who report pests or unclean rooms or linens shall be immediately moved to another room. The

Government shall not be billed for rooms that have been reported to have pests or unacceptable cleanliness upon check-in. Upon report of pests, use of the hotel/motel will be suspended until the Government receives valid documentation of treatment by a qualified pest control service. BPAs may be terminated for any hotel/motel that has repeat (more than 1) pest reports in any 6-month period. The Government requires daily housekeeping, to include at a minimum: making beds, replacing towels, emptying trash receptacles, cleaning floors, and sanitizing bathrooms.

13. INSPECTION. Award of BPAs will require compliance with Air Force and 185 ARW regulations concerning

Fire, Safety, Public Health and Security requirements and Occupational Safety and Health Administration (OSHA)

Standards. Inspections will be conducted by 185ARW personnel prior to award of BPAs, and will be conducted periodically throughout the term of the BPA to determine compliance with applicable regulations. Non-compliance with any inspection item will require correction prior to booking further room reservations. General inspection categories are: Fire Prevention, Occupational Safety and Health, Public Health, and Security.

mailto:sarah.j.coulter.mil@mail.mil mailto:sarah.j.coulter.mil@mail.mil

12. LOCATION. Hotels or motels must be located within a 10- mile radius of the 133rd Test Squadron, 1649

Nelson Ave., Fort Dodge, IA, 50501.

13. PRICING. Pricing shall be indicated 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. Prices should not exceed the Government per diem rate for the local area. Prices charged in this BPA should not be higher than hotel’s advertised Government rate.