Attachment 2 - Terms and Conditions.pdf

FAMILY RESILIENCE RETREAT BPA | ATTACHMENT 2

BPA Schedule, Call CLIN Structure, and Commercial Terms

Centralized ordering and event-specific competition for commercial hotel services

BPA / solicitation number

FA560626QA045

Ordering period 1 September 2026 through 31 August 2031

Individual Call limit EUR 40,000.00 (further limited by available funds and applicable authority)

Estimated aggregate purchases Approximately EUR 200,000.00 across related BPAs; planning only

Version date 10 August 2026

Core rule. The BPA itself carries no funds, minimum purchase, ordered quantity, or reservation. Government liability arises only from an authorized funded Call accepted by the holder.

1. Scope of the BPA

This BPA establishes common terms for anticipated repetitive commercial retreat services. The

Government may establish BPAs with multiple qualified sources, request event quotations from BPA holders, solicit an outside source when appropriate, establish an additional BPA through an authorized process, use another acquisition method, or make no purchase.

Establishment of this BPA does not confer exclusivity or guarantee a Call, event, room-night, meal, or euro amount. A holder may decline an RFQ when it lacks availability. After accepting a funded Call without exception, the holder shall reserve and perform the accepted requirement.

2. Ordering Authority and Purchase Limitation

The contracting office centrally manages every RFQ, Call, acceptance, and modification. Requiring-activity personnel, Government Event Leads, Acceptance Officials, and vendor sales personnel may coordinate operational facts but may not bind the Government.

Contracting Officer Angelica Pequeno, 52 CONS/PKB, angelica.pequeno.1@us.af.mil, 314-452-9501

Other individuals authorized to place Calls

TBD

Payment instructions See FA560626QA045 Combo Solicitation/Synopsis

Performance area Property identified in each accepted Call

Applicable clauses See FA560626QA045 Combo Solicitation/Synopsis

No individual Call may exceed the BPA's stated individual Call limit or another applicable limit. A requirement shall not be split to avoid a threshold or limit. Only a Contracting Officer acting within authority may place or change a Call, accept a commercial exception, determine entitlement, or resolve a dispute.

3. Master and Call CLINs

The holder price list and every Call quotation shall use the same category-level baseline below. The unit of issue is EA for every listed item. The CLIN description states whether one EA represents a lodging configuration-night, person-meal, package-day, room-day, or discrete service outcome.

Master

CLIN CLIN description / measurement Capacity / age basis U/I Included in unit price / control

Standard lodging unit - one complete lawful configuration for one night 1-2 occupants EA

Private bathroom; linens/towels; Wi-Fi; disclosed housekeeping; ordinary amenities; requested infant arrangement; all mandatory lodging fees.

Family lodging unit - one complete lawful family configuration for one night 3-4 occupants EA Same minimum inclusions as 0001. The unit price covers the complete configuration used for the household.

Large-family lodging unit - one complete lawful large-family configuration for one night 5-6 occupants EA

Same minimum inclusions as 0001. A suite, apartment, villa, or interconnected-room configuration is allowed, but must be disclosed.

0004 Adult breakfast - one person-meal Age 13 and older EA Complete breakfast; ordinary nonalcoholic beverages;

service; setup; cleanup; accepted dietary accommodations; all mandatory meal fees.

0005 Child breakfast - one person-meal Age 3-12 EA Same inclusions as 0004. A more favorable commercial child-age rule may be offered.

0006 Adult lunch - one person-meal Age 13 and older EA Complete lunch; ordinary nonalcoholic beverages;

service; setup; cleanup; accepted dietary accommodations; all mandatory meal fees.

0007 Child lunch - one person-meal Age 3-12 EA Same inclusions as 0006. A more favorable commercial child-age rule may be offered.

0008 Adult dinner - one person-meal Age 13 and older EA Complete dinner; ordinary nonalcoholic beverages;

service; setup; cleanup; accepted dietary accommodations; all mandatory meal fees.

Master

CLIN CLIN description / measurement Capacity / age basis U/I Included in unit price / control

0009 Child dinner - one person-meal Age 3-12 EA Same inclusions as 0008. A more favorable commercial child-age rule may be offered.

0010 Main conference package - one package-day Up to 80 persons EA

Private room; standard furniture/layout; basic A/V;

water; morning and afternoon coffee/tea; one light snack per expected participant; setup, tear-down, cleaning, and onsite support.

0011 Large main conference package -one package-day 81-165 persons EA Same minimum inclusions as 0010, sized for the larger attendance.

0012 Small breakout or childcare-use room - one room-day Up to 80 persons EA Private room; standard furniture/setup; one reset;

cleaning. The Government provides childcare personnel and supervision.

0013 Large breakout or childcare-use room - one room-day 81-65 persons EA Same minimum inclusions as 0012, sized for a larger attendance.

0014 Call-specific discrete service - one defined occurrence or outcome As stated in the

Call RFQ EA Define the outcome, date, acceptance basis, positive quantity, and firm-fixed unit price in the Call. No standing ceiling or open-ended charge.

The Government provides an Event Factsheet; each vendor maps its proposed commercial solution to the applicable categories, derives the EA quantities, and calculates quantity times unit price and the total evaluated price. CLIN 0014 is defined and priced only for a discrete Call-specific need and does not appear as a standing price-list item.

• Each quoted category has a Contractor-derived quantity, U/I EA, a firm-fixed unit price, and an extension price. Aggregate quantities by category when one event-specific unit price applies;

retain profile, date, and configuration detail in the supporting schedule.

• A standard inclusion, amenity, fee, gratuity, setup charge, or other mandatory cost shall be included in the price for each category line but may be broken-out in the contractor’s standard invoice documentation. An omitted charge is not separately payable.

• No miscellaneous, pass-through, actual-cost, cost-reimbursable, or later-to-be-negotiated line is authorized.

• The Contractor's schedule maps room allocations, meals, and meeting rooms to the master CLINs and shows the calculation supporting each aggregate EA quantity. The signed Call line schedule controls the amount obligated.

4. Holder Price List and Call Pricing

Each holder shall provide a property-specific price list using CLINs 0001-0013. For every standing item offered, the holder enters one euro-denominated not-to-exceed ceiling unit price, a unit of issue of EA for the accepted price-list version. A blank means the item is not offered. CLIN 0014 has no standing ceiling. The price list is a comparison and ordering control; it carries no quantity, extension, reservation, or Government obligation.

• Each Call RFQ requests a current event-specific category-level quotation. The vendor derives the

EA quantities from the Event Facts, may quote below its accepted ceiling, and shows each unit price, extension, and total. An event discount does not amend the standing ceiling.

• A holder with more than one property shall submit a separate price list for each property or otherwise identify the property-specific ceiling applicable to every offered category.

• A ceiling increase is prospective and may be used only after the Contracting Officer accepts a dated revised price list in writing. A holder may propose a ceiling reduction at any time. Neither change alters an already accepted Call unless incorporated through a Call modification.

• The quotation shall include every mandatory facility fee, resort fee, service charge, gratuity, audiovisual charge, setup or tear-down charge, and other required cost in the applicable category unit price.

• Taxes or duties for which the Government receives relief are excluded. Any non-relieved mandatory tax shall be included or separately identified exactly as the RFQ directs.

• A disclosed minimum stay, minimum spend, deposit, package restriction, or incidental-card requirement applies only if the Call expressly accepts the identified term.

• The Government workbook is a convenience, not an exclusive format. An equivalent commercial quotation is acceptable when it maps every item offered to the master CLINs and shows the

Contractor-derived EA quantity, unit price, extension, total, configuration support, deadlines, and exceptions.

5. Commercial Deadlines, Changes, and Cancellation

The BPA establishes no universal rules regarding timelines, coordination, or cutoff dates. The

Government may state preferred planning dates in an RFQ, but each holder shall quote the actual deadlines and commercial terms it can support for that event. Competition and Call award evaluation may consider the value and risk of those terms.

Quoted term Required statement

Hold and acceptance Quote-valid-through date; courtesy-hold expiration; time required for written Call acceptance

No-cost flexibility Latest no-cost reduction date and limit, plus the separate latest no-cost full-cancellation date, if any

Increase requests Minimum lead time, capacity conditions, and pricing method

Quoted term Required statement

Guest information Minimum identification needed, deadline, substitution policy, and secure exchange method

Dietary/menu/layout Practical information and confirmation deadlines

Reduction/cancellation after cutoff Objective price or credit method; maximum requested exposure; mitigation and resale-credit treatment

Bilateral quantity changes. Every substantive attendance, lodging, meal, space, date, scope, or price change requires a priced written bilateral modification signed by the Contracting Officer and the Contractor. The original Call remains in effect unless and until that modification is executed.

For a requested change, the Contractor shall identify availability and provide a revised category-level

Call schedule showing the changed EA quantities, unit prices, extensions, revised total, price increase or credit, any incorporated commercial charge, and any mitigation or resale credit. This section does not waive an administrative change, termination, or other right independently authorized by an incorporated clause or applicable authority.

6. Call RFQ, Competition, Formation, and Reservation

• The contracting office normally sends the same releasable Event Factsheet and RFQ to every BPA holder reasonably capable of the event. Internal routing, funding, and budget data are removed unless the Contracting Officer deliberately includes information needed for the acquisition. The

RFQ states the announced evaluation basis and quotation requirements.

• If there are not enough BPA holders to obtain maximum practicable competition for a purchase above the micro-purchase threshold, the Contracting Officer solicits other sources as appropriate and may establish another BPA with additional responsible sources. An outside vendor cannot receive a BPA Call before a BPA is validly established with that vendor.

• A forecast, RFQ, quotation, availability statement, sales proposal, and courtesy hold are nonbinding and do not obligate funds or reserve inventory at Government expense.

• The Government issues a written funded Call as its offer. A reservation and binding obligation arise when the holder returns unconditional written acceptance by the stated deadline or as otherwise provided by the Call's applicable terms.

• An acceptance that adds an exception, additional term, external sales agreement, or changed condition is a counteroffer. The Contracting Officer must resolve it and issue a revised Call before

Government acceptance of the counteroffer can occur.

7. Call Documents and Precedence

• Latest signed Call modification.

• Accepted funded Call and incorporated Call Pricing Schedule.

• Express Call-specific requirements and the Accepted Event Plan, including identified commercial deadlines and terms.

• Performance Work Statement.

• This BPA Schedule and Commercial Terms document.

• Holder quotation only to the extent expressly incorporated.

A holder website, booking confirmation, click-through term, sales agreement, or other external term is excluded unless the Contracting Officer incorporates the exact identified text. A Call-specific departure from this Schedule or the PWS controls only when the Call states it expressly.

8. Delivery Records, Invoicing, and Review

• The holder shall provide a written reservation acknowledgment and, when requested, aggregate room, meal, or service records sufficient to support the invoice.

• Invoices shall follow the Call payment instructions and match the latest Call line schedule and signed modifications. The holder shall not bill a participant for Government-ordered services.

• The contracting office maintains RFQ, quotations, evaluation, price determination, Call, acceptance, modifications, receipt record, invoice support, and Call Log entry.

• At least annually, the Contracting Officer reviews ordering authority, Call limits, competition, market conditions, holder availability and performance, invoicing, tax treatment, and whether each BPA remains useful.

9. Signatures

Contracting Officer

Government signature / date

BPA holder authorized representative

Holder signature / date