Attachment_2-_BPA_SOW-Lodging Meeting_Rms _Logistics.docx

STATEMENT OF WORK

BLANKET PURCHASE AGREEMENT

LODGING, TRAINING ROOMS, AND/OR LOGISTICS

1. PURPOSE

The purpose of this effort is to secure lodging, training space (training activities as described under 5 CFR 410.404), parking facilities, and ancillary services for the Department of the Interior’s Office of Surface Mining Reclamation and Enforcement (OSMRE). OSMRE anticipates the awarding of up to 25 Blanket Purchase Agreements (BPAs) to provide lodging, training space, etc., in the following geographical areas:

TRAINING LOCATIONS

Cincinnati, OH near 45202, 45219, or 41011

Columbus, OH near 43215

Note: Occasionally the locations may vary.

BPA Holders need to be able to accommodate a range of requirements providing lodging, audio/visual capabilities, when requested, training space ranging from 15 to 35 of persons. The number of rooms requested for each period for each CLIN will be projected annually and adjusted monthly based on the needs of OSMRE. Detailed descriptions of the services requested are located in the Description/ Specifications/ Work Statement section.

Requirements over $3,000 will be competed among the BPA holders in the applicable geographic area in accordance with the Federal Acquisition Regulation Part 13.303.

2. DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

The BPA Holder shall provide guest rooms single and double occupancy hotel rooms, ability to block/reserve up to 35 guest rooms for up to 4 days per event. Provide training rooms that are accessible to guest via elevator/escalator. BPA Holder will provide breakout session rooms for training courses that require them. BPA Holder will provide audio/visual and training equipment and supplies as specified in the call order.

a. In Case of Overbooking by Hotel: Personnel will be transported to, and accommodated in another lodging facility of equal or higher quality standards at no additional expense to the individual or the Government. However, once the training rooms and lodging is accepted, the areas must be dedicated to the presentation for the life of the event.

b. Hotel/Training Facility: The hotel/training facility must be handicapped accessible, provide dedicated resources, with backup capability, to manage the logistics surrounding the event. Provide audio/visual technical support available to set up, trouble shoot and monitor room A/V equipment and usage in training rooms.

The BPA Holder shall ensure that the location is in full compliance with the Americans with Disabilities Act (ADA) of 1990, Federal Emergency Management Agency (FEMA) and has facilities that will permit all Federal, state or local Government attendees (regardless of agency) to lodge at Government per diem rates. The BPA Holder shall ensure that the facility will honor Government attendees’ room rates in accordance with the Federal Travel Regulation.

The BPA Holder will ensure the facilities being considered are listed on the U.S. Fire Administration’s list of approved hotels (http://www.usfa.dhs.gov/applications/hotel/).

All hotel forms, including training room requests, shall be closely examined for provisions to which the Government cannot agree. Use of commercial forms should be avoided whenever possible. All terms and conditions between the OSMRE and a facility provider should be contained in the contracting instrument used to execute the agreement.

c. Tax Exemption: BPA Holders shall provide lodging tax policies for occupancy taxes that are charged by states and localities for lodging.

d. Setup and Consideration: Provide necessary tablecloth, table skirts, and trouble-shooting. In the event concessions are offered to provide any upgrades, comparable training space, or an overall discount. Areas of consideration may include complimentary services, if any. A/V costs, sleeping room rates and complimentary training, and internet services.

e. Parking: The hotel must provide self-parking at a discounted rate.

f. Airport/Hotel Shuttle: Shuttle services to/from airport are requested but not mandatory.

g. Signage: The signage should read as “Office of Surface Mining Reclamation and Enforcement”. The BPA Holder shall manage a signage to include electronic displays for each individual event for the purpose of information dissemination for attendees. This site shall be the single source of information for the event. The BPA Holder shall post relevant details on this site to include information provided by the Government. The event website, as required, shall be capable of, but not limited to, provide a link to the hotel website for hotel registration; provide airport and local transportation information; provide up-to-date event and event schedules (to include non-Governmental activities and networking opportunities) and provide merchant service capabilities, on an as needed basis. As prescribed by the BPA order, the event website shall also include a link to a printable electronic version of the event welcome package, all master schedules, and all pertinent event/course materials. The BPA Holder shall submit a weekly registration report as required per order (including a list of attendees).

h. Audio/Visual: The BPA Holder shall develop a list of required AV support that may/may not be included per individual BPA call. The BPA Holder shall coordinate and provide support to ensure all required AV and communication equipment is available and operational to support the event to include set up, testing prior to the event start, and disposition at the conclusion of the event. The BPA Holder shall also Broadcast, Multicast and/or Simulcast events as prescribed with each BPA order. The Government Contracting Officers Representative (COR) or designee and/or Contracting Officer will be available to address/relay AV change requests. On a per order basis, OSMRE may opt to: (1) provide all/part required AV support and communication equipment or, (2) the Contracting Officer may opt to procure all/part of the required AV support and communication equipment separately. No changes may be made without the written approval of the Contracting Officer or designee.

i. Banquet – Food/Beverages: Per BPA call, the BPA Holder may, in accordance with 5 U.S.C. 4109, Expense of Training, provide light non-alcoholic refreshments and/or meals to attendees when determined necessary to avoid disruption and when it has been determined it will assist in maintaining the timelines in order to ensure agenda completion. Prior written approval by the Contracting Officer is required and no variations from the approval are permitted.

Failure to obtain prior approval shall result in non-reimbursement. This may include complimentary water station (water pitchers and glasses on table). No other food and beverages are requested; unless agreed or offered through package.

j. Onsite Support Staff: The BPA Holder shall provide appropriate support staff throughout the life of the event. Per individual BPA call, the BPA Holder, may be directed to manage both pre-event and onsite registration.

The BPA Holder may be directed to provide assistance to hearing impaired attendees, e.g., sign language interpreter services or closed captioning, based on specific requirements in the BPA Order. The BPA Holder shall also be responsible for the design, production, setup, and breakdown of all appropriate displays, conducting registration, setting up tables, signs, attendee lanyards, banners, or other materials such as brochures, newsletters, and customer satisfaction surveys used before, during, and after the event.

k. Mailing/Shipping: Course materials delivered to hotel via Federal Express approximately one week before this event. The trunk must be kept in a secure location until OSMRE personnel takes ownership of it.

l. Reports: The BPA Holder shall adhere to the following reporting requirements: Track and report out on monthly program usage in detail for each ordering agency’s lodging expenditures, service fees charged, and the transmitted to OSMRE or to the ordering agencies Point of Contact (POC). The report must tally the number of each call. Monthly reports are due at the time of invoicing. OSMRE is a federal agency and is exempt from paying taxes unless stated in state regulation. Quarterly reports must tally the number of transactions per hotel/facility.

An Ordering agency may require custom reports, which would be identified in their individual calls.

3. EXTENT OF OBLIGATION

The Government is obligated only to the extent of authorized calls actually placed against this blanket purchase agreement and shall not be liable in any manner in the event no calls are made.

4. PERIOD OF PERFORMANCE

The term of the BPAs is from April 1, 2015 to March 31, 2016, with four 1-year options to renew.

The contract base period of performance will be for an initial period of about 12 months from the contract effective date. There are also four one-year periods of performance, which are subject to being unilaterally exercised by the Government.

5. ORDERING PROCEDURES

BPA calls may be competed using various source selection procedures ranging from low price technically acceptable (LPTA) to best value (BV) evaluation schemes. Evaluation schemes will be specified in the BPA call instructions. BPA Holders who have documented performance issues on BPA call(s) may be determined by the Contracting Officer to be excluded from BPA order competitions until performance issues with existing BPA order(s) have been resolved.

The ceiling for all established BPA's in total shall not exceed $12 million per year and shall not exceed $60 million total across the 60 month ordering period. The relative value of each BPA under the ceiling will depend on how many orders the BPA Holder is selected for under the BPA order placement competitions.

Individual calls placed against these BPAs shall not be more than the simplified acquisition threshold of $150,000.

a) The BPA Holder shall provide services only in performance of calls and revisions to calls executed in writing by an authorized Contracting Officer (CO). Costs not attributed to the performance of a specific order will not be allowed without prior written consent of an authorized CO. The OSMRE will not reimburse the BPA Holder for the costs of preparing quotations for any submittals to any orders.

b) The following ordering procedures shall apply to orders in excess of $3,000. Each order in excess of $3,000 that necessitates a SOW (FAR 8.405-2) will require a technical and cost submittal. The technical submittal may be satisfied by an oral presentation if the OSMRE deems it appropriate for the scope of work requested.

c) The authorized CO will request technical and cost submittals from an appropriate number (from 1 - 3) of BPA holders depending on the complexity and dollar value of the work.

d) The request for quote will include:

1) Point of Contact;

2) Scope of Work i.e. date of event, number of persons requesting lodging, number of breakout rooms, a/v, etc.;

3) Schedule of performance;

4) Deliverables and deliverable schedule i.e. room configuration(s), accommodations, etc.; and;

5) Any government furnished property.

e) The BPA Holder will provide a quote on a firm fixed price as indicated in the call. BPA Holder will provide pricing based on their published rates included in their BPA and any additional discounts. Discounts are encouraged.

f) Quotes will be evaluated based on the evaluation criteria included in the request for quote, which may include technical, price, past performance on previous calls or special requirements.

g) All calls are subject to the terms and conditions of this BPA. In the event of a conflict between a call and this BPA, the BPA shall control.

h) The BPA Holder shall not accept calls that exceed the ceiling amount of the BPA or which require performance beyond the BPA termination date and requires additional funding.

6. INDIVIDUALS AUTHORIZED TO PLACE CALLS

A list of individuals authorized to place calls under this agreement, identified by office and phone number, will be furnished the BPA Holder by the Contracting Officer by separate letter. Calls received by the BPA Holder personnel not listed will not be honored.

7. INVOICES

A summary invoice shall be submitted at least monthly and upon expiration of this Blanket Purchase Agreement, whichever occurs first, for all program usage made during a billing period, identifying the delivery tickets covered therein, stating their total dollar value, and supported by receipted copies of invoices and Statement of Work. Invoices are due 30 days after the event.

All services and supplies under this agree will be accompanied by invoices, which shall contain the following minimum information:

(a) Name of Supplier.

(b) Blanket Purchase Agreement Number and Call Number Date of Purchase (Call).

(c) Itemized list of Supplies or Services Furnished.

(d) Quantity, Unit Price and Extension of each item less applicable discounts.

(e) Date(s) services were provided

(f) Name of Individual Placing order.

(g) Submit invoices to: (See Block 6, Page 1).

8. DELIVERIES

Lodging (deliveries) training spaces will be accepted seven days a week, 24 hours a day.

9. GOVERNMENT FURNISHED INFORMATION/TASKS

The Office of Surface Mining Reclamation and Enforcement (OSMRE) is responsible for designating the Government personnel to occupy the BPA Holder's facility, and shall provide these personnel with a rooming list of names, a contract lodging authorization number and room rate which they shall not be lodged under this BPA until such authorization is presented to the BPA Holder. OSMRE’s Training coordinator will give the BPA Holder the names of the individuals on official travel orders that will occupy sleeping rooms and confirm the room rate.

Government personnel are also responsible for obtaining a customer satisfaction and complaint record.

Government Furnished material may be anticipated under this effort and will be defined under the individual BPA call.

10. AUTOMATIC CANCELLATION PROVISIONS

When the Contracting Officer or designated representative has requested hotel rooms, but the traveler has not registered by 6:00 p.m. on the date of arrival, the reservation is automatically canceled, without penalty.

11. DESIGNATED REPRESENTATIVE

The OSMRE’s Training Coordinator is authorized to perform and provide written approval for the purpose of technical supervision, inspection and acceptance under this Blanket Purchase Agreement.

12. APPLICABLE DOCUMENTS

In the performance of the tasks associated with this SOW, the BPA Holder shall comply with the following and any and all applicable laws, updates/revisions.

· 40 U.S.C. 8141 Contract to Rent Buildings in the District of Columbia not to be made until appropriation enacted

· 41 C.F.R. Chapters 300-304, Federal Travel Regulations (FTR)

· Public Law 112-154 Section 707, Quarterly report to Congress on sponsored by the Department

13. SITE VISITS

Physical site visits, if deemed necessary must be pre-approved by the Contracting Officer and may be performed jointly by the Government and BPA Holder and must be conducted in accordance with the Department of the Interior’s policy/policies. An inspection of your facilities (rooms) may be conducted annually by a team of representatives from the OSMRE’s Training Office and the BPA Holder.

14. GOVERNMENT CLOSURE

Should the Federal Government or the Department of State, Foreign Service Institute, close for any reason (e.g., snow storm, terrorist threat, emergency situation, etc.) and the contractor is unable to perform services, the BPA Holder shall not be paid for that day. If the BPA Holder has done preparation for the cancelled session, the BPA Holder will be paid ten percent of the cost of one session for preparation time. If the course is rescheduled, the BPA Holder will be given an opportunity to provide services on a new date.

15. CANCELLATION

Should it be necessary to cancel any session (only pertains to CLINs beginning with 1000) after the dates have been agreed in writing with the contractor, the contractor will be given 10 days’ notice. The contractor will be paid only for actual costs incurred in preparation for the sessions mentioned.

16. PAYMENT

The BPA holder must submit payment requests electronically through the U. S. Department of the Treasury's Invoice Processing Platform System (IPP). "Payment request" means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract, or the FAR clause 52.212-4, Contract Terms and Conditions - Commercial Items, included in commercial item contracts. The IPP website address is https://www.ipp.gov.