Document_A-BPA_SOW_2016-2017_Final_10-7-2014.doc

DOCUMENT A

Final: 10/7/2014

THE DEPARTMENT OF HEALTH AND HUMAN SERVICES

NATIONAL INSTITUTES OF HEALTH

BLANKET PURCHASE AGREEMENT

FOR HOTEL LODGING AND/OR MEETING ROOM SERVICES

ONLY IN SUPPORT OF NIH SREA PEER REVIEW MEETINGS

2016-2017

Statement of work With

[HOTEL NAME OR CHAIN AFFILIATION]

This Blanket Purchase Agreement (BPA) and supplemental provisions governing hotel meeting event services for NIH Peer Review meetings, pursuant to future meeting orders established by BPA CALLS against such BPA(s) is made between the Department of Health and Human Services (DHHS), National Institutes of Health (NIH), and its Operating Institutes, a Federal Department, and the [HOTEL OR CHAIN NAME] (the “Hotel”) located at [ADDRESS].

The NIH contact and authorized representative for purposes of the BPA is:

Robert Bates

Procurement Analyst

P: (301) 435-3935

BatesR@od.nih.gov.

The Hotel contact and authorized government sales representative for purposes of this BPA is:

Hotel Representative Name and Title [HOTELS SHOULD INSERT Phone No: [HOTELS SHOULD INSERT Fax No: [HOTELS SHOULD INSERT Hotel Address City, State: [HOTELS SHOULD INSERT Email address: [HOTELS SHOULD INSERT All references herein to the NIH authorized representatives include, Scientific Review Officers (SROs), IC Program Administrators, and Extramural Administrative Support Staff who are authorized to contact hotels when seeking availability of sleeping and meeting rooms, NIH Ordering Officials, who are authorized to sign hotel contracts and issue BPA Calls against established BPA(s) with Hotels for reserving sleeping and meeting rooms at such hotels, and NIH on-site Meeting Representatives, who are authorized to coordinate on-site activities. The NIH will provide a list to the Hotel of the NIH Ordering /Receiving Officials authorized to act on behalf of the NIH; the NIH will not be held responsible for charges incurred by any individuals not indicated as authorized representatives of the NIH.

One BPA Call will be issued for each meeting. Terms and conditions governing this agreement and each BPA Call are included in Document E, “2016/2017 NIH SREA BPA Agreement”.

I. Reserving the Meetings The Hotel hereby agrees to provide hotel services in support of NIH Peer Review meetings, over dates requested by the NIH, based upon availability of sleeping and meeting rooms and, as requested and agreed to, will reserve such rooms and or blocks of rooms, accordingly. “Availability” is defined as necessary meeting space and sleeping rooms not yet committed to other groups and guests. For this BPA, the Government is prohibited from making advanced payment; no deposit will be required.

II. Room Block A. The Hotel shall identify an account representative who will coordinate reservations for sleeping rooms, as requested by the NIH through issuance of BPA Call(s). The Hotel shall establish a master receiving/billing account for records and billing purposes. The NIH will provide reservation rooming lists to the Hotel, indicating which guests should be included for payment on the master account and which will pay their sleeping room bills individually. All listed guests, regardless of payer, shall count toward the room block and guarantees.

The Hotel shall, in a timely fashion and on a regular basis, advise the NIH of any concerns related to reservation cut off dates. The Hotel shall provide reservation confirmation numbers for each guest no later than two (2) weeks prior to the start date of a meeting, unless sleeping room reservations are made less than two (2) weeks prior to the start date of such meeting event; in such cases, reservation confirmation numbers should be assigned as soon as possible and the NIH shall be notified accordingly. Room reservation changes to the BPA Call shall be made after mutual agreement between the NIH and the Hotel; written modifications to the BPA Call will be issued to effect such changes.

B. All meeting-related sleeping rooms will be counted in the room block. Good faith efforts will be made by the NIH and by the Hotel to ensure that all guests, including late reservations, staying in the Hotel are counted in the block. The block of sleeping rooms requested may or may not be associated with a meeting event in the hotel.

C. The number of meeting attendees is not contingent on the number of sleeping rooms or sleeping room block.

III. Room Rates A. The Hotel shall offer sleeping rooms at the prevailing government per diem, based on availability at the time of the meeting. The prevailing government per diem rates coincide with the government fiscal years, starting October 1. These rates are non-commissionable.

B. Federal or State taxes will not apply to either the sleeping room’s rates or the rates for the rental of the meeting room based upon the Government’s tax exempt status. Local, City or tourism taxes may apply but no other fees or surcharges shall be authorized nor added to this rate without the expressed written approval of both parties. Occupancy tax is applied only to occupied rooms. It is not billable to the government for no shows or unoccupied sleeping rooms.

C. The above rates will apply at least one (1) day prior to and one (1) day after the meeting dates based on a request from the NIH and room availability. Such sleeping rooms shall be counted in the room block and billed pursuant to NIH billing instructions.

IV. RESERVATIONS and ATTRITION

A.

NIH will provide reservation rooming lists to the hotels. Reservation rooming lists provided by the NIH will indicate which guests are federal vs. non-federal for master account receiving/billing record purposes. The reservation rooming list(s) will be provided to the hotel no less than thirty (30) calendar days prior to the start date of the meeting. Modifications, including changes and additions to the established reservation rooming list(s) will be effected through modifications to the BPA Call and treated as advance reservations. Additions to reservation rooming lists will be accepted by the Hotel on a space availability basis at no more than the prevailing government lodging per diem rate and will be credited to the room block. Sleeping rooms may be cancelled by NIH more than 30 days prior to the start date of the meeting without penalty. The number of reduced rooms does not count toward the attrition rate and should be released back to the hotel for general sale. Cancellations for meeting room space received by the Hotel prior to the established BPA Call termination schedule will be honored as specified under sections VII, “Cancellation of Entire Meeting Room” in this statement of work.

B. The Hotel shall guarantee arrival of guests appearing on reservation rooming lists submitted by the NIH and established on the master account receiving/billing record. Guaranteed reservations will be held until at least 7 a.m. the morning following the arrival date. The Hotel will allow name changes without penalty.

C. The Hotel shall not move or “walk” any hotel guests with an existing reservation.

The NIH attendees will be protected from overbooking by the Hotel and other meeting events that would impact the availability of reserved rooms. In special situations as is described in VIII, “Obligations of the Hotel”, addressing construction or renovations, the hotel shall notify the NIH immediately and upon approval from the NIH, provide comparable arrangements at another facility at no additional cost to the NIH.

D.

The Hotel’s check-in time for NIH guests is 3:00 p.m. The Hotel’s check-out time for NIH guests are 12:00 p.m. Guests are permitted to check in earlier or check out later subject to room availability.

E. The hotel shall provide attrition allowances for sleeping rooms at no less than 20% of the room block.

F. Requests for sleeping rooms at the prevailing government per diem rate may or may not include a request for meeting room space.

V. AMENITIES

For informational purposes only, the Hotel shall describe at the bottom of Document B “NIH Meeting Packages for 2016/2017” in the hotel application tool (HAT), if amenities are available to meeting attendees (e.g., availability of continuous coffee service, availability of break service stations in close proximity of meeting space, grab and go cafes, hotel restaurants, availability for purchase by guests or meeting attendees of pre-packaged or boxed breakfast, lunch or dinner; and/or availability of complimentary continental breakfast for all hotel guests, and etc.)

Note: Any beverage or food amenities available to the meeting attendees shall not be charged to the federal government under this Blanket Purchase Agreement or BPA Calls placed under this BPA.

VI. FACILITIES AND SERVICES

A. The Hotel shall provide meeting space appropriate to accommodate the number of attendees for the meeting, regardless of the number of sleeping rooms reserved in the room block. Preferable meeting space setup is Hollow Square with two (2) chairs per six foot table or could be conference style. The meeting room occupancy shall comply with state fire codes, ADA requirements, and comply with Hotel and Motel Fire Safety Act of 1990 (P.L. 101-391), see Document E, SREA BPA Agreement, page 21, Number 5. The meeting room should be large enough to accommodate the meeting tables and perimeter seating. The meeting room setup should be free from obstructed views, such as pillars or room dividers.

B. The Hotel shall propose 2016 and 2017 rates based on a calendar year for the following categories.

1. A meeting room rate, per person, per day, for at least one of the seven typical size meeting types based on the number of attendees.

2. A half day rate for rental of the meeting room 4 hours or less.

3. A daily flat bundle rate for AV Equipment Package 1 and 2.

4. An a la carte equipment AV rate per item for rental of additional

AVequipment beyond the typical AV Equipment Package Rate.

C. MEETING ROOM RATE, PER PERSON, PER DAY: The per person, per day rate is for rental of the meeting space, inclusive of the items listed below, set up and service fees.

1. Complimentary High speed connection for all meeting attendees;

2. Complimentary 24 hour hold on the first date of the meeting;

3. Complimentary one (1) active direct dial phone line;

4. Complimentary two (2) power drops; and

5. Complimentary two (2) perimeter six foot tables with perimeter chairs for guests.

D. The Hotel shall submit a quote for at least one of the seven types of meeting sizes on Document B “NIH Meeting Room Rates for 2016/2017”, inclusive of complimentary items, set up and service fees. These rates are based on the calendar year. Actual number of attendees for the meeting will be confirmed by NIH 30 days prior to the start of the meeting at the time the Hotel submits the Event Order (EO). Final billing of the meeting package charge per person shall be based on the actual number of attendees and not the estimated number of attendees.

E. Listed below are typical examples of seven types of NIH peer review meetings based on the number of attendees. The estimate number of attendees listed for each type is provided only for planning purposes, including estimating the size of the room required, and does not represent a guarantee of the exact number of attendees for any given meeting.

Type 1: Meeting Room (12 or fewer attendees) Inclusive of the following complimentary items and service fee.

· Meeting room could be conference style or hollow square configuration with two (2) chairs per six foot table and four (4) perimeter chairs;

· One (1)active direct dial phone line, with no charge for local calls;

· One (1)power drop, taped down;

· 24-hour exclusive room hold on first date of meeting;

· One (1) perimeter six foot table or equivalent countertop; and

· High speed internet connection for all meeting attendees.

Type 2: Meeting Room (13 to 20 attendees) ) Inclusive of the following complimentary items and service fee.

· Hollow square configuration, two (2) chairs per six foot table;

· One (1)active direct dial phone line, with no charge for local calls;

· Two (2)power drops, taped down;

· 24-hour exclusive room hold on the first date of meeting;

· Two (2) perimeter six foot tables with perimeter seating for guests; and

· Complimentary high speed internet connection for all meeting attendees.

Type 3: Meeting Room (21 to 30 attendees) ) Inclusive of the following complimentary items and service fee.

· Hollow square configuration, two (2) chairs per six foot table;

· One (1)active direct dial phone line, with no charge for local calls;

· Two (2)power drops, taped down;

· 24-hour exclusive room hold on the first date of meeting;

· Two (2) perimeter six foot tables with perimeter seating for guests; and

· Complimentary high speed internet connection for all meeting attendees.

Type 4: Meeting Room (31 to 40 attendees) ) Inclusive of the following complimentary items and service fee.

· Hollow square configuration, two (2) chairs per six foot table;

· One (1)active direct dial phone line, with no charge for local calls;

· Two (2)power drops, taped down;

· 24-hour exclusive room hold on the first date of meeting;

· Two (2) perimeter six foot tables with perimeter seating for guests; and

· Complimentary high speed internet connection for all meeting attendees.

Type 5: Meeting Room (41 to 50 attendees) ) Inclusive of the following complimentary items and service fee.

· Hollow square configuration, two (2) chairs per six foot table;

· One (1)active direct dial phone line, with no charge for local calls;

· Two (2)power drops, taped down;

· 24-hour exclusive room hold on the first date of meeting;

· Two (2) perimeter six foot tables with perimeter seating for guests; and

· Complimentary high speed internet connection for all meeting attendees.

Type 6: Meeting Room (51 to 60 attendees) ) Inclusive of the following complimentary items and service fee.

· Hollow square configuration, two (2) chairs per six foot table;

· One (1)active direct dial phone line, with no charge for local calls;

· Two (2)power drops, taped down;

· 24-hour exclusive room hold on the first date of meeting;

· Two (2) perimeter six foot tables with perimeter seating for guests; and

· Complimentary high speed internet connection for all meeting attendees.

Type 7: Meeting Room (61 plus attendees)

· Hollow square configuration, two (2) chairs per six foot table;

· One (1)active direct dial phone line, with no charge for local calls;

· Two (2)power drops, taped down;

· 24-hour exclusive room hold on the first date of meeting;

· Two (2) perimeter six foot tables with perimeter seating for guests; and

· Complimentary high speed internet connection for all meeting attendees.

F. The Hotel shall provide a website link with descriptive floor plans of meeting rooms with approximate dimensions and square footage of each room and any special features (such as columns, pillars, etc.) that may limit placement of meeting tables and which meeting types could typically be placed in each room. [HOTELS SHALL INSERT LINK TO WEBSITE THAT INCLUDES FLOOR PLANS FOR THE MEETING SPACE WITH THE SQUARE FOOTAGE FOR EACH MEETING ROOM].

G. There shall be no charge to the NIH for the set-up of meeting rooms and there shall be no charge if the meeting room is not set-up properly or needs to be re-arranged. The Hotel shall not charge for providing customary equipment incidental to meeting activities. The Hotel shall not charge for storing meeting materials and publications for up to two (2) days prior to the start of the meeting and up to two (2) days after the meeting ends; the Hotel shall not charge a package fee for receipt of these materials; the Hotel shall not charge for moving meeting materials to the meeting room.

H. COMPLIMENTARY HIGH SPEED INTERNET CONNECTION PROVIDED BY THE HOTEL: The complimentary high speed internet connection in the meeting room should be a wireless connection with a backend band width at a minimum of 54 megabits per second, granting access during the entire length of the meeting (generally from 7:00 am to 7:00 p.m.).

Note: If hotel is not able to offer complimentary high speed internet connection in the meeting room, no further consideration for a 2016/2017 NIH BPA award or renewal will be considered.

I. USE OF THE HOTEL AV PROVIDER (OPTIONAL)

The hotel shall provide a daily flat package rate inclusive of all of the AV Equipment listed for Package 1 or Package 2 as listed below.

Package 1: Push-to-talk Microphones (inclusive of the following)

a) Push-to-talk wired microphones, one (1) microphone for every two (2) meeting attendee and one (1) each for the SRO and Chairperson;

b) One wired Ethernet connection for the Scientific Review Officer (SRO);

c) A speaker with controller, stand, and channel mixer;

d) A dedicated wireless internet connection for NIH meeting participants;

e) An analog phone line to interface with microphones and phone;

f) A Gentner box;

g) All necessary power and video cabling;

h) Power strips for every six (6ft) table;

i) On-site AV technician to set-up and test to ensure equipment is fully operational one(1) hour prior to start time of meeting and one(1) hour into the meeting with on-call service throughout the meeting;

j) Set-up/strike and service fees.

Package 2: Voice Activated Microphones (inclusive of the following)

a. Voice activated microphones, digital daisy chain, one (1) microphone for every two (2) meeting attendee and one (1) each for the SRO and Chairperson;

b. One wired Ethernet connection for the Scientific Review Officer (SRO);

c. A speaker with controller, stand, and channel mixer;

d. A dedicated wireless internet connection for NIH meeting participants;

e. An analog phone line to interface with microphones and phone;

f. A Gentner box;

g. All necessary power and video cabling;

h. Power strips for every six (6ft) table;

i. On-site AV technician to set-up and test to ensure equipment is fully operational one(1) hour prior to start time of meeting and one(1) hour into the meeting with on-call service throughout the meeting;

j. Set-up/strike and service fees.

The AV daily bundle equipment package rate is one flat rate for each of the AV packages 1 and 2 as listed above for each type of meetings. The rates shall be submitted on Document C “NIH AV Rates 2016-2017”, and signed by the Hotel Sales Manager The option to use the hotel AV provider for a scheduled NIH peer review meeting will be determined by the NIH meeting planner for each scheduled meeting date.

J. A LA CARTE AV EQUIPMENT for any additional equipment needed and not inclusive of the AV equipment package listed above shall be offered as a price per item at the bottom of Document C “NIH AV Rates 2016-2017”.

K. USE OF AN NIH AV PROVIDER(OPTIONAL)

For NIH SREA peer review meetings, a NIH AV provider not associated with the hotel may be used for a scheduled NIH peer review meeting. Hotels should indicate on Document D, “Use of an NIH AV Provider Not Associated with the Hotel”, and in the hotel application tool (HAT) if there are any restrictions.

VII. CANCELLATION OF ENTIRE MEETING ROOM

A. NIH may cancel the entire meeting room event without penalty upon giving written notice to the Hotel, via email, at least 60 days prior to the date of the meeting.

In the unlikely event that the NIH should cancel the entire meeting after the execution of the contract and is less than 60 days before the date of the meeting, the NIH is liable for liquidated damages for the rental of meeting room revenue as follows:

B. Date of Decision to Cancel

Hotel Penalty Fee of Meeting Room Revenue 59-30 days prior to the meeting

50%

29-0 days prior to the meeting 100%

Should NIH cancel the meeting at the hotel, the Hotel shall undertake efforts to resell the cancelled meeting rooms. However, upon agreement by both NIH and the Hotel, if NIH agrees to book another meeting no more than six months from the date of the cancelled meeting, the cancellation fee shall be waived.

The Hotel shall invoice for liquidated damages in the amount not to exceed the full amount of such damages. Liquidated damages, if any, shall be due and payable (30) days after the meeting date, provided the Hotel provides proof that the rooms being held for the NIH were unsold.

C. In the event that the a NIH peer review meeting is cancelled by the Hotel, without limiting the NIH’s rights and remedies under law or in equity, the Hotel shall be held responsible, at its own expense, for getting equivalent accommodations for the meeting for the same period at the same rates and if necessary ground transportation.

D. In the event that a NIH peer review meeting requires cancellation, as a result of a government wide shut down due to absence of enacted annual appropriations or catastrophic events (i.e., major snow storms, closure of airports, hurricanes, tornadoes, floods, and etc.), the hotel shall waive any charges for cancellation fees.

E. Additional modifications may be requested and shall be negotiated on a case-by-case basis with joint approval by NIH and the Hotel.

VIII. OBLIGATIONS OF THE HOTEL

A. The Hotel agrees to notify the NIH of any construction or remodeling to be performed in the Hotel during or thirty (30) days prior to the meeting which might be expected to generate or involve significant noise, dust, dirt, detours, or other disruption of use that may interfere with the meeting or the agreed upon housing of attending guests. In addition, the Hotel shall provide meeting space that is free of excessive environmental noise, have adequate lighting and will not be affected by hotel equipment noises (laundry machines, swimming pools, catering kitchens, HVAC maintenance rooms, building renovations, etc.) or loud adjacent meetings. In such event, the Hotel shall provide equal alternate space for satisfactory conduct of the NIH’s meeting or for other accommodations of attending guests, covering any expenses related to the need of making the change (announcement, re-prints, approved transportation, etc.) .

B. The Hotel shall not reassign contracted NIH meeting room space unless pre-approved in writing, at a minimum of four weeks prior to the meeting start date, via email, to the NIH meeting planner (SRO/ESA). If NIH agrees to move the meeting into a smaller meeting room, the hotel will reduce the rental rate of the meeting room space by 50% for the reduced meeting space capacity originally contracted.

C.

The Hotel warrants that it is in compliance with the Americans with Disabilities Act (ADA) and all regulations issued there under and that it will comply in all respects with the provisions of the Act and regulations there under. The Hotel shall advise the NIH of any exemptions, exceptions to or waivers from this statutory requirement; the Hotel shall notify the NIH of Hotel ADA-related accessibility and other accommodating ADA-related arrangements. The NIH shall notify the Hotel in advance of any special accommodations needed by meeting attendees, when such needs are known by the NIH. The Hotel agrees to hold harmless the government, the NIH, volunteers and employees from any and all claims arising from ADA violations within the scope and responsibility of the Hotel and its activities.

IX. MISCELLANEOUS

A. This BPA Agreement may be renewed in one or two year increments.

B. To assure compliance with the BPA terms and conditions as outlined in this agreement, and for invoicing and billing to an NIH master account and processing, it is highly recommended for hotels to review in the hotel application tool (HAT), Document E, “2016/2017 NIH SREA BPA Agreement”.

C. All Documents referenced herein are located in the SREA hotel application tool (HAT) and will be sent electronically to each hotel.

SIGNATURE PAGE FOR DOCUMENT A

The following Hotel Manager authorizes the proposed bid rates and the hotel agrees to adhered to the rates submitted by the Hotel Manager following the terms and conditions as set forth in the 2016/2017 Statement of Work to provide hotel lodging and/or meeting room support services to the National Institutes of Health, Department of Health and Human Services (DHHS). The NIH is the DHHS awarding agency under this agreement and individual task orders will be issued only in support of the NIH Scientific Review Evaluation Activity (SREA) Peer Review Meetings.

Name of Hotel

City

Handwritten Signature of Authorized Hotel Individual

Date

Name, e-mail address, and telephone number of the signed authorized Hotel Individual.

NAME

TITLE

E-MAIL ADDRESS

PHONE

PAGE