I.B.01. W912LD25Q0001_Att(2)_Ordering Instructions_Terms & Conditions.pdf

BPA ORDERING PROCEDURES, TERMS & CONDITIONS

I. DESCRIPTION OF AGREEMENT: Under this Blanket Purchase Agreement (BPA), the

Contractor (herein called the BPA holder) agrees to provide lodging accommodations in accordance with the Statement of Work (SOW) outlined in the BPA Agreement, if and when requested by an authorized BPA caller.

II. PERIOD OF PERFORMANCE / ESTIMATED AGGREGATE AMOUNT: The term of this

BPA is 2-year, 3-month, with an anticipated period of performance of 12/01/2024 – 2/28/2027.

The estimated aggregate amount for the BPA period of performance is $250,000.

III. ORDERING PROCEDURES: The authorized BPA caller will rotate orders amongst all

BPA holders. The Government reserves the right to add additional BPA holders during the period of performance should they be identified.

IV. EXTENT OF OBLIGATIONS/AUTHORIZED BPA CALLERS: The Government is obligated under this BPA only to the extent of authorized calls placed against this agreement in accordance with the established BPA limits, by authorized BPA callers. Authorized BPA callers include Contracting Officers who hold a valid warrant for the Rhode Island National Guard and

Appointed Ordering Officers.

V. PAYMENT:

GPC Payment (Order at or below the micro-purchase threshold):

• Authorized and appointed Ordering Officers may place orders against this BPA that shall not exceed the micro-purchase threshold (currently $10,000) utilizing the Government

Purchase Card (GPC). Under no circumstances should a guest make his/her own reservations with the intent of the Government to pay the cost.

• No individual is authorized to use a GPC NOT in their own name.

• The BPA holder must submit a detailed invoice to the Ordering Officer.

• A consolidated invoice, individual room tickets, and all corresponding authorization documents with the check in/check out date, BPA holder representatives’ signature, and guests signature must be sent not later than (NLT) 5-days after check-out to the Ordering

Officer for payment. All invoices should accurately reflect only room charges. The invoice should contain, at a minimum, the following:

1. Name and address of BPA Holder;

2. Invoice date;

3. BPA contract number and BPA call number;

4. A description and breakout of the cost elements utilized, quantity, unit price, unit of measure, and extended price of each cost element associated with the overall price.

5. Name and address of official to whom payment will be made; and

6. Name, title, and phone number of person to be notified in the event of a defective invoice.

The BPA holder must confirm the GPC account number that will be used for payment with the

Ordering Officer PRIOR TO submitting payment against the GPC. Upon confirmation of the correct GPC account number AND approval of the invoice by the authorized BPA caller/Ordering Officer, the BPA holder may submit their charges against the designated GPC.

Payment Terms for electronic invoices shall be 30 days. Upon authorization to charge the GPC, the BPA holder must provide a receipt within 24 hours to the Ordering Officer.

PLEASE NOTE **BPA holders MAY NOT keep the GPC account(s) from previous purchases on file as the accounts used for payment are subject to change with each reservation. Charging against a GPC account not authorized for the current reservation will result in a delay of payment by the Government to the BPA holder and additional administrative burden for the BPA holder and the Government**

WAWF Payment (Orders above the micro-purchase threshold): Orders above the micro-purchase threshold (which is currently $10,000) may only be placed by the Contracting Office via a written order and paid via Electronic Funds Transfer (EFT) through Wide Area Workflow

(WAWF). Orders placed against this BPA above the micro-purchase threshold shall be in writing and sent via email to the Contractor.

VI. PRICING: The prices to the Government shall be in accordance with the most current and applicable GSA Lodging Per diem rates.

VII. REQUIRING ACTIVITY PURCHASE LIMITATION: Individual calls placed under this agreement shall not exceed the simplified acquisition threshold ($250,000).

VIII. FAST PAYMENT CALLS: Fast Payment procedures are not authorized.

IX. UNPRICED BPA CALLS: Unpriced calls are strictly prohibited.

X. BPA HOLDER / CONTRACTOR POINTS OF CONTACT:

Company: TO BE FILLED IN BY OFFEROR

CAGE Code: TO BE FILLED IN BY OFFEROR

UEID: TO BE FILLED IN BY OFFEROR

Primary:

Name: TO BE FILLED IN BY OFFEROR

Title: TO BE FILLED IN BY OFFEROR

Tel: TO BE FILLED IN BY OFFEROR

E-Mail: TO BE FILLED IN BY OFFEROR

Secondary:

Name: TO BE FILLED IN BY OFFEROR

Title: TO BE FILLED IN BY OFFEROR

Tel: TO BE FILLED IN BY OFFEROR

E-Mail: TO BE FILLED IN BY OFFEROR

XI: CONTRACTOR QUALIFICATIONS: In accordance with FAR 52.204-7, registration for

System for Award Management (SAM) is required. Contractors are required to be registered with SAM and have a valid CAGE Code and Unique Entity ID (UEID).

XII: CONTRACTING OFFICE POINTS OF CONTACT:

Kaitlin Simoes

Contracting Officer

401-275-4248

Kaitlin.l.simoes.civ@army.mil

Lori Zolofra

Purchasing Agent

401-275-4245 lori.a.zolofra.civ@army.mil

Becky Blanchette

Contracting Specialist / GPC Program POC

(401) 275-4262 rebecca.l.blanchette.civ@army.mil

Ryan Lawton

Contracting Specialist

401-275-4244 ryan.s.lawton.civ@army.mil

Stephanie Santos

Contracting Specialist

401-275-4205 stephanie.l.santos9.civ@army.mil

Steven Tamayo

Purchasing Agent

401-275-4273 steven.tamayo.civ@army.mil

XIV: AUTHORIZED BPA CALLER:

TO BE PROVIDED UPON AWARD

mailto:Kaitlin.l.simoes.civ@army.mil mailto:lori.a.zolofra.civ@army.mil mailto:rebecca.l.blanchette.civ@army.mil mailto:ryan.s.lawton.civ@army.mil mailto:stephanie.l.santos9.civ@army.mil