Document_A-BPA_SOW_2018-2019_update_6-20-2016_Final.doc

DOCUMENT A

6/20/2016

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

2018-2019 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 NAME OR CHAIN AFFILIATION] located at:

Hotel Address: [ ] City: [ ] State: [ ] Zip Code: [ ] The Hotel contact and authorized government sales representative for purposes of this BPA is:

Hotel Representative Name: [ ] Title: [ ] Phone No: [ ] Fax No: [ ] Email address: [ ] The NIH contact and authorized representative for purposes of the BPA is:

NIH Representative Name: Robert Bates

Title: Procurement Analyst

Phone No: (301) 435-3935

Email address: BatesR@od.nih.gov 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 Document F “NIH BPA Hotel Contract for NIH Peer Review Meetings 2018-2019” 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, “2018/2019 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 using government credit cards; from making advanced payments; from being required to make a deposit to secure the reservation.

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 NIH master billing account for invoicing and payment purposes. The NIH will provide reservation rooming lists to the Hotel, indicating which guests are federal or non-federal and which guests should be included for payment on the NIH master account and which guests 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. Changes to the number of sleeping rooms on a signed BPA hotel contract shall be made after mutual agreement between the NIH and the Hotel; a signed contract amendment or modification to the hotel contract and modifications to the BPA Call order is required so Hotels will receive correct payment.

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 Meeting Room Rental” 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 is 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 BPA Meeting Package Rates 2018/2019” in the Hotel Application Tool (HAT), if amenities are available to meeting attendees (e.g., availability for purchase 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 or coffee for all hotel guests, and etc.)

NOTE: Any beverage or food amenities provided by the hotel or made available to the meeting attendees must be purchased by all meeting attendees and shall not be authorized by the federal government or invoice against the NIH master bill account per DHHS policy on “Promoting Efficient Spending”, 1/23/2015 (see http://www.hhs.gov/grants/contracts/contract-policies-regulations/efficient-spending/ for more details).

VI. FACILITIES AND SERVICES

A. The Hotel shall provide meeting space appropriate to accommodate two attendees per six foot table for total number of meeting attendees, 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. 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 29, 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 rates for two years, 2018 and 2019, based on a calendar year for the following categories:

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

· A half day rate for rental of the meeting room (4 hours or less).

· A per day, flat bundle rate for the standard NIH AV Equipment Package, inclusive of setup fees and service fees based on meeting type.

· A per day, rate for additional a la carte AV equipment not included in the standard NIH AV Equipment Package.

C. Meeting room rate, per person, per day: The per person, per day rate is for rental of the meeting room, inclusive of the complimentary items listed in each meeting type.

D. The Hotel shall submit a quote for at least one of the seven types of meeting sizes on Document B “NIH BPA Meeting Package Rates 2018/2019”, inclusive of complimentary items, set up and service fees. These rates are based on a 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, set-up and service fees

· Conference style or 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 drop, taped down

· 24-hour room hold on first date of meeting

· Two (2) perimeter six foot tables with perimeter seating for 8-10 guests

· High speed internet connection for all meeting attendees Type 2 Meeting Room (13 or 20 attendees) inclusive of the following complimentary items, set-up and service fees

· Hollow square configuration, minimum of 3ft x 6ft table with two (2) chairs/6ft table

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

· Two (2) power drops, taped down

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

· Two (2) perimeter six foot tables with perimeter seating for 8-10 guests

· High speed internet connection for all meeting attendees Type 3 Meeting Room (21 or 30 attendees) inclusive of the following complimentary items, set-up and service fees

· Hollow square configuration, minimum of 3ft x 6ft table with, two (2) chairs/6ft table

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

· Two (2) power drops, taped down

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

· Two (2) perimeter six foot tables with perimeter seating for 8-10 guests

· High speed internet connection for all meeting attendees

Type 4 Meeting Room (31 or 40 attendees) inclusive of the following complimentary items, set-up and service fees

· Hollow square configuration, minimum of 3ft x 6ft table with, two (2) chairs/6ft table

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

· Two (2) power drops, taped down

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

· Two (2) perimeter six foot tables with perimeter seating for 8-10 guests

· High speed internet connection for all meeting attendees

Type 5 Meeting Room (41 or 50 attendees) inclusive of the following complimentary items, set-up and service fees

· Hollow square configuration, minimum of 3ft x 6ft table with, two (2) chairs/6ft table

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

· Two (2) power drops, taped down

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

· Two (2) perimeter six foot tables with perimeter seating for 8-10 guests

· High speed internet connection for all meeting attendees Type 6 Meeting Room (51 or 60 attendees) inclusive of the following complimentary items, set-up and service fees

· Hollow square configuration, minimum of 3ft x 6ft table with, two (2) chairs/6ft table

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

· Two (2) power drops, taped down

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

· Two (2) perimeter six foot tables with perimeter seating for 8-10 guests

· High speed internet connection for all meeting attendees

Type 7 Meeting Room (61 plus attendees) inclusive of the following complimentary items, set-up and service fees

· Hollow square configuration, minimum of 3ft x 6ft table with, two (2) chairs/6ft table

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

· Two (2) power drops, taped down

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

· Two (2) perimeter six foot tables with perimeter seating for 8-10 guests

· 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.

G. There shall be no additional charge to the NIH for the set-up of meeting rooms and there shall be no additional charge if the meeting room is not set-up properly or needs to be re-arranged. The Hotel shall not charge for providing typical hotel incidentals to meeting activities (e.g., water, tablets, pens, mints, etc.). 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 uninterrupted 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 2018/2019 NIH BPA award or renewal will be considered.

I. STANDARD NIH AV EQUIPMENT PACKAGE

The hotel AV provider shall provide a per day, flat rate (not per item) for the AV equipment listed below as a package rate inclusive of all of the AV Equipment listed, set-up fees, strike down, and service fees based on each meeting type.

Standard NIH AV Equipment Package (inclusive of the following)

· Push-to-talk wired microphones: one (1) microphone for every two (2) meeting attendees; one (1) microphone each for the NIH Scientific Review Officer (SRO) and meeting Chairperson

· One wired Ethernet connection for the SRO

· A speaker with controller, stand, and channel mixer

· An analog phone line to interface with microphones and phone

· A Gentner box

· All necessary power and video cabling

· Power strips for every six (6) foot table, including (2) perimeter tables

· On-site certified AV technician to set-up and test equipment to ensure phone lines, sound systems, and AV equipment are 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 The bundle per day flat rate, shall be submitted on Document C “NIH BPA AV Equipment Package Rates 2018/2019”, and signed by both the Hotel Sales Manager and Hotel AV provider.

J. The a la carte AV equipment not included in the standard NIH AV equipment package, rates shall be offered as a price per item at the bottom of Document C “NIH BPA AV Equipment Package Rates 2018/2019”.

K. All NIH documents are completed and signed through the SREA BPA Hotel Application Tool (HAT).

VII. CANCELLATION OF MEETING ROOM RENTAL

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

B. NIH may amend the number of meeting attendees without penalty upon giving written notice to the Hotel, (i.e. Document H, “Amendment To NIH BPA Hotel Contract-Peer Review Meeting”) at least 60 days prior to the date of the meeting.

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

C. Date of Decision to Cancel

Hotel Penalty Fee for 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.

D. 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, provide ground transportation to alternate hotel meeting site.

E. 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 weather related, 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.

F. 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 from what was originally contracted, the hotel will reduce the rental rate of the meeting room space by 50% for the reduced meeting space capacity.

G. If the hotel fails to notify NIH at the minimum of four weeks prior to the meeting start date, changing the original assigned meeting room location as listed on the signed hotel contract, 100% of the rental cost of the meeting room will be waivered by the hotel and no cost to the government will be invoiced.

H. 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 sleeping rooms for the 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 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, “2018/2019 NIH SREA BPA Agreement”.

C. The Hotel agrees to adhere to the use of Document F, “NIH BPA Hotel Contract for NIH Peer Review Meetings 2018-2019, NIH Peer Review Hotel Contract Template, Document G, “NIH BPA Hotel Invoice for Peer Review Meetings 2018-2019, NIH Invoice Coversheet, and Document H, “Amendment to NIH BPA Hotel Contract – Peer Review Meeting”.

D. 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, meeting package rates and AV package 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 2018/2019 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 BPA Calls 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 Hotel Representative Name:

Title:

Email Address:

Phone:

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