Terms and Conditions.pdf

TERMS AND CONDITIONS

1. DESCRIPTION OF AGREEMENT: The Contractor shall provide single and double occupancy hotel or motel rooms in accordance with the Statement of Work, if and when called for by the Contracting Officer or designated representative, during the period of 1 January 2023 through 31 December 2023.

This Agreement may be modified or may be canceled in its entirety by either party upon thirty (30) days written notice to the other party, except that this Agreement may be canceled by the Government at any time if the parties fail to agree upon any deletion, amendment or addition to this Agreement which is required by statute, Executive order, the FAR and/or this supplement. No deletion, modification, addition to, or cancellation of, this Agreement shall affect any contracts therefore entered into between the parties in which this Agreement or portion thereof has been incorporated by reference.

2. EXTENT OF OBLIGATION: The Government is obligated only to the extent of authorized calls (orders) placed on the DD Form 1155 against this Blanket Purchase Agreement, which is further limited to actual reservations placed against each call. The Government shall only be liable for payments when a call has been issued, a reservation has been placed, and a military member utilizes the lodging, except when cancellation provisions dictate otherwise.

3. PRICING: The Contractor hereby warrants that the prices to the Government shall be as low as or lower than those charged to the Contractor’s most favored customer, in addition to any discounts for prompt payment. The Contractor will furnish the Contracting Officer a price list for items/services proposed under this Agreement. Calls will be made for only the items that appear on the APPROVED PRICE LIST. No price increase may be made unless approved by the Contracting Officer. Pricing may decrease at any time without the Contracting Officer’s approval. The Contractor is responsible for keeping the price list current, if revisions are required due to seasonal changes, or regular price increases or decreases.

The price may never exceed the lodging rate available at https://www.gsa.gov/travel/plan-book/per-diem-rates.

4. PURCHASE (CALL) LIMITATION: No individual purchase (call) placed against this agreement shall exceed $25,000.00. Calls and subsequent reservations will be placed with the vendor that provides the best value in terms of price, past performance, and technical characteristics.

5. NOTICE OF INDIVIDUALS AUTHORIZED TO PLACE CALLS: The Contracting Officer will issue a call on a DD Form 1155. The Lodging Office will reserve rooms under each call.

6. DELIVERY TICKETS: All services under this BPA shall be accomplished by a sales slip or invoice, which will contain the following minimum information:

(1) Name of Supplier

(2) Blanket Purchase Agreement Number and Call Number (example: BPA W50S9F-23-A-0001, call W50S9F-23-F-0001).

(3) Date of Delivery or Shipment.

(4) Itemized list of lodging furnished, to include names and signatures.

(5) Quantity, unit price and extension of each item less applicable discounts.

7. INVOICES: The contractor shall submit an original invoice in WAWF on a monthly basis, which will include an accounting of no-shows. The invoice shall reflect only those rooms for which a call has been made, had a valid reservation, and were utilized, except for the guaranteed no show discussed in section

11. Any other charges incurred are the personal responsibility of the person(s) staying in the room and should be collected by the vendor upon checkout.

The invoice must include the signature of each guest to verify occupancy of billed room (see SOW paragraph 4.2.) All charges will be exempt from sales tax (a Blanket Certificate of Exemption will be provided).

8. Call: A call (order) will be issued on a DD Form 1155 by the Contracting Officer. Reservations may be made, up to the amount of the call, by the 115th Fighter Wing Lodging Office. No other individual may place a call or reserve lodging against the call.

9. DELIVERIES:

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

10. LODGING RESPONSIBILITY: The Lodging Office is responsible for providing a list of names authorized lodging for each period.

11. CANCELLATION PROVISIONS: All reservations will be guaranteed. Reservations may be cancelled by the Lodging Office or member no later than 3:00 pm the day prior to check-in, with no charge to the Government. Members with a 2-night reservation that do not cancel the first night will automatically have the second night cancelled, and the second night may not be billed. Vendors will inform the Lodging Office of those members that fail to cancel reservations.

12. INSPECTION: An inspection of your facilities (rooms) may be conducted at any time by a team of representatives from the Lodging Office, Contracting Office, Fire Department, Security Forces and Military Public Health. In the event the facilities fail to meet the standards outlined in the Blanket Purchase Agreement, the Government reserves the rights to discontinue use of the facility until such time that the facility has been re-inspected, and the Government confirms that deficiencies have been corrected, and that the facility is acceptable (See SOW, Section 3, Paragraph 3.2 for standards).

13. SYSTEM FOR AWARD MANAGEMENT (SAM): In order to award a BPA to a contractor, and to issue calls throughout the term of the BPA, the contractor must first be registered in the System for Award Management website (https://www.sam.gov) and maintain their registration by renewing the registration annually. The Contractor shall provide their CAGE code and SAM UEI with its quote.