W50S7F22Q0013 Hotel Lodging Terms and Conditions.doc

Terms and Conditions

INTRODUCTION:

The scope of this Blanket Purchase Agreement (BPA) shall be limited only to the rental of rooms on an as needed basis, for regularly scheduled drills and select occasions where centralized billing is appropriate for Air National Guardsmen on orders. All calls will be made by the Contracting Officer or the Authorized Caller as listed below within call limitations. The issuance of individual calls against this Blanket Purchase Agreement will be made in accordance with the Federal Acquisition Regulation Part 13 and the terms and conditions of this agreement.

PERFORMANCE PERIOD (PoP): Currently anticipate award of BPAs prior to 1 April 2022.

This agreement shall not exceed a cumulative period of sixty (60) months. It is projected that this BPA will be re-solicited every 5 years.

Period 1: Date of Award to 12 months after Date of Award

Period 2: 12 months following previous period

Period 3: 12 months following previous period

Period 4: 12 months following previous period

Period 5: 12 months following previous period

EXTENT OF OBLIGATION:

The Government will be obligated only to the extent of authorized purchases actually made under this Blanket Purchase Agreement by authorized personnel. The Contracting Officer will provide the Contractor with a list of Authorized Callers designated to place calls against this agreement. The Contractor will be required to acknowledge receipt of this Blanket Purchase Agreement and return one copy to the Contracting Officer for the file. Only calls made by personnel authorized below will be honored against this Blanket Purchase Agreement. This agreement is not a contract.

PERFORMANCE REQUIREMENTS:

Offers shall provide rooms in accordance with Department of Defense Lodging Adequacy Standards, to include but not limited to the following: Make every effort to ensure guests have clean, comfortable rooms that afford them a good night’s rest. All hotel employees have a significant role in this effort. The room should be attractively furnished, supplied appropriately, clean, and properly maintained to ensure guests have a pleasant stay. All entrance doors to guest rooms shall have interior security locks, either deadbolt or double locking device. A complete list of the required standards can be found using the following link: https://www.defensetravel.dod.mil/Docs/ILP_Lodging_Standards.pdf?fbclid-IwAR1xMfu9nsZW6BA9JE2VZkWpaLqSHRMB_Bzvt-zXuNToiBcKLTVXXIL4Xx0.

Offers shall also provide rooms in accordance with AFMAN 34-135, to include but not limited to the following: Rooms shall meet commercial quality standards and include linen service, in-room bathroom/shower facilities, heated/air conditioned, complimentary internet access, single and double room lodging accommodations and always present a clean and sanitary appearance. Single occupancy rooms will be specifically defined as one bed; double occupancy rooms will contain two beds. Rooms that have a couch that converts into a bed shall not be counted as a bed. There must be adequate and designated vehicle parking for guest registration with a separate area for unloading/loading passengers and baggage. All facility parking area must be well marked, free of debris, and adequately lighted at night. Guest safety and security is of the utmost importance. Accordingly, front desk staff must not give a guest’s room number, personal information to others nor should front desk staff confirm that a guest is in residence except to command representative. Key control procedures are implemented to ensure security. Front desk personnel will not issue keys to guests without positive identification fonriming the guest is assigned to the room. Hotel staff will post evacuation procedures with maps that lead to the closest exit on the backside of all room entry doors in all interior corridor rooms. A complete list of the required standards can be found using the following link: https://www.e-publishing.af.mil/Product-Index/#/?view=pubs&orgID=10141&catID=1&series=17&modID=449&tabID=131.

DELIVERABLES:

0001 Single Occupancy Room, Off-peak months (November – May)

0002 Double Occupancy Room, Off-peak months (November - May)

0003 Single Occupancy Room, Peak months (June – October)

0004 Double Occupancy Room, Peak months (June – October) Any other supplies and services meeting the BPA scope which have pricing approved by the Contracting Officer.

GOVERNMENT LIABILITY:

The Government assumes no liability for willful damage caused by individuals occupying rooms. The Contractor is responsible for the collection of money for phone calls, food charges, bar, and similar incidental charges from the room occupants. The individual shall pay for any charges exceeding the pre-priced room rate per night. The collection of any additional charges from individual occupants is the Contractor’s responsibility.

PRICING/PRICE LISTS:

1. Prices for rooms furnished to the Government under this BPA shall be as low or lower than those charged the supplier’s most favored customer for comparable quantities under similar terms and conditions, in addition to any discounts for prompt payment.

2. Prices for each call will be equal to the approved price list rate in effect when the call was made. Each approved price list shall secure the price for each period as described above.

3. Price lists will be solicited annually. Price lists shall be submitted to the Contracting Officer on applicable company letterhead, and shall clearly define the period covered, identify the price for all services / deliverables and be signed by an authorized company representative. The price list may indicate alternative pricing for peek months, which should be clearly defined.

4. The Contractor may offer voluntary price reductions for previously approved items without written approval. These reductions should be identified at the time of the order to allow for incorporation into the order.

SALES TAX:

All calls/orders placed under this agreement are instruments of the United States of America and that the supplies/deliverables ordered thereon are for the exclusive use of an agency of the United States of America (FAR Part 29). Federal Government is not liable for State and Local Tax.

CANCELATION:

Either party may end the agreement at any time in writing with a minimum 30 day notice. Cancelation of this agreement does not cancel any currently active calls/orders. Calls become binding prior to utilization of rooms when the contractor incurs unrecoverable costs based on room blocks or other actions by the government. Contractor will work with the government to refine projected room blocks (additions and subtractions) up to day of utilization.

NOTICE OF INDIVIDUALS AUTHORIZED TO PLACE ORDERS/CALLS UNDER THIS BLANKET PURCHASE AGREEMENT AND DOLLAR LIMITATIONS:

Any warranted Contracting Officer with the 148th Fighter Wing (currently only 2d Lt Rebecca Dimler) and any person authorized by the Authorized Caller letter, herein after referred to as, “Authorized Government Official” may place calls.

[See Authorized Caller letter]

PURCHASE LIMITATION:

Individual calls shall not exceed the limits identified in the “Authorized Caller Letter” in the above paragraph. The Authorized Caller Letter will be issued (reissued) at least annually and provided to the Contractor at the beginning of each applicable period. The maximum of calls/orders made against this BPA will not exceed $250,000.00 (“BPA Maser Dollar Limit”).

PLACING ORDERS/CALLS (RESERVATION PROCEDURES):

1. The Authorized Caller will coordinate with the Contractor to “block rooms” for large requirements (i.e. Primary RSDs “Guard Drills” ) with as much advanced notice as possible. Blocks alone shall not constitute a call/order until Contractor incurs unrecoverable costs as a result of the blocks.

2. The Authorized Caller is responsible for assigning all reservations for authorized government personnel under this agreement.

3. The terms reservation list, call and order are used interchangeably throughout this agreement.

4. A call/order is placed when an Authorized Caller provides the Contractor with a “reservation list” of assigned personnel and specifies payment method. Payment methods are described in the paragraph “Invoicing and Payment Procedures” below.

5. The call/order (reservation list) will be made to confirm room blocks as soon as possible and no later than close of business three days prior to the scheduled reservations. Reservation lists and updates to the list submitted after this timeframe can be accepted on the Contractor’s discretion.

6. Contractor shall maintain this “reservation list” reflecting dates, length of stay, room number and collect the occupant’s signature during check-in or check-out. This will be returned to the Authorized Caller for certification/verification of performance.

7. Contractor shall confirm positive identification of authorized personnel by requesting occupant’s Government ID Card. Government personnel shall not be allowed to check in under this agreement without providing this ID. No copies shall be made of any Government ID.

8. Contractor agrees to inform all government personnel assigned accommodations under this agreement of the required check-out time. Check-out time must be prominently posted. Government personnel, who incur another day’s charge because of failing to meet the required check-out time, do so at their own expense. The Government incurs no liability in this instance and it is the Contractor’s responsibility to collect these charges from the individuals.

9. All extra services (i.e. phone charges, additional room occupants, data charges, etc…) not specified in this agreement, or not normally included in the room rate, shall be paid for by the individual(s) requesting and receiving this extra service. The Government incurs no liability in this instance and it is the Contractor’s responsibility to collect these charges from the individual(s).

10. Standard Contractor reservation cancellation policies will apply.

11. Late arrivals not confirmed prior to 6:00pm shall be cancelled by the Contractor (entire reservation shall be cancelled for multi-night reservations). The Government incurs no liability when late arrival has not been confirmed by the individual prior to 6:00pm on the date of arrival.

12. Orders/Calls may only be placed by the individuals authorized by this agreement (see NOTICE OF INDIVIDUALS AUTHORIZED TO PLACE ORDERS/CALLS listed above).

13. By mutual consent of the Authorized Caller and Contractor, these procedures can be modified.

INVOICING AND PAYMENT PROCEDURES:

1. Payments:

a) The Contractor shall maintain positive affirmation that each hotel room billed was actually utilized by the Minnesota Air National Guard. Roster sheet can double as a sign-in sheet.

b) The Contractor will maintain these records and submit them for review by the Authorized Caller when requested to do so. These do not have to be the same documents as the invoice. These records will be reviewed to resolve invoice discrepancies.

c) Invoices for all utilized rooms will be submitted by the 5th day of the following month in Wide Area Workflow (WAWF) (i.e. by November 5th for the month of October). Invoices should be broken out and charged by individual day, or individual location, or any other mechanism that makes sense within the call limitations. This paragraph can be tailored to commercial practices with consent of the Authorized Caller.

d) After Authorized Caller verification, the Contractor will be contacted to confirm the quantities and information. If information is correct, payment will be made at this time.

e) All Payments will be made by Electronic Funds Transfer via WAWF, https://piee.eb.mil.

2. Government Travel Card (GTC):

a) The Government Travel Card, currently a VISA card issued by Bank of America, is issued to authorized government personnel, military and civilian, for payment of travel expenses associated with official government business.

b) When rooms are requested and utilized by government travelers and NOT requested through the individuals listed on this Agreement as Authorized Government Officials, payment will be made by a Government Travel Card (GTC) and the traveler will be individually responsible for their charges. A delivery invoice is not required, but a commercially acceptable receipt shall be furnished to the individual.

QUALITY ASSURANCE:

1. CONTRACTOR’S QUALITY MANAGER RESPONSIBILITIES:

a) The Contractor shall provide a Quality Manager who shall be responsible for the performance under this agreement. The name of this Quality Manager and an Alternate (fi assigned) shall be designated in writing to the Contracting Officer.

b) The Quality Manager and Alternate shall have full authority to act for the Contractor on all agreement matters relating to the performance of this agreement.

c) The Quality Manager and Alternate shall be available to meet with the government designated Authorized Caller, during regular business hours for the entire period of performance.

d) The Quality Manager and Alternate must be able to read, write, speak, and understand English.

e) The Quality Manager and Alternate positions (if assigned) shall at no time be vacant.

f) The Quality Manager and Alternate are responsible for maintaining liaison and communications with the Government relating to performance of this agreement. Written communications with, and other documents pertaining to the agreement shall be signed and a copy shall be furnished to the Contracting Officer.

2. GOVERNMENT’S QUALITY ASSURANCE RESPONSIBILITIES:

a) The Contracting Officer shall designate, in writing, an Authorized Caller to the Contractor and at least one alternate.

b) The Authorized Caller shall be responsible for maintaining liaison and communications with the Contractor relating to performance of this agreement. Written communications with the Contractor and other documents pertaining to the agreement shall be signed and a copy shall be furnished to the Contracting Officer.

c) The Authorized Caller verifies that the contractor performs the requirements of the agreement in accordance with the agreement terms, conditions and specifications.

d) The Authorized Caller notifies the Contractor of deficiencies observed during surveillance and direct appropriate action to effect correction.

e) The Authorized Caller verifies that the Contractor has corrected all deficiencies.

f) The Authorized Caller records and reports to the Contracting Officer incidents of faulty or nonconforming work, delays or problems. In addition, a Quality Assurance Surveillance Plan (QASP) should be submitted at the end of each period of performance, to the Contracting Officer, concerning performance of services rendered under this contract.

g) The Authorized Caller ensures that any government-furnished support is available when required.

h) The Authorized Caller performs acceptance for the Government of services performed under this contract.

3. INSPECTIONS AND PERFORMANCE:

a) The facility may be inspected annually by a team of government personnel comprised from the following organizations: Services/Base Lodging, Contracting, Fire Protection, Security Forces, Safety, and Public Health personnel. Walk through inspection is to ensure the safety, security and cleanliness expectations are being met. Access to several guest rooms, the kitchen/food prep areas, storage areas and other areas may be requested. A Lodging Inspection Checklist will be used to determine if lodging meets or exceeds services and standards.

b) Complaints by government personnel during their stay should be remedied at the lowest level possible (talking to contractor - “hotel” - staff and allowing them to correct it). Complaints by the contractor should be directed to the Authorized Caller.

c) Complaints by government personnel shall be made in writing (or email) to the Authorized Caller. These complaints will be recorded and reviewed by the Authorized Caller. In the event that the complaint represents unsatisfactory performance under the specifications of the contract, the deficiencies will be identified in writing to the Contractor who will correct such deficiencies within thirty (30) days of notification and will confirm such corrections to the Authorized Caller. Health and safety deficiencies must be corrected immediately.

d) All issues regarding the terms and conditions, payment and collection of debts should be referred to the Contracting Officer (in writing).

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