BPA LODGING AGREEMENT.pdf

BPA LODGING AGREEMENT

TERMS AND CONDITIONS

PREPRICED BLANKET PURCHASE AGREEMENT

1. NEGOTIATION AUTHORITY: The issuance of individual calls under this Blanket Purchase Agreement (BPA) will be made under the authority of Title 48 CFR Chapter 1 § 13.303 - Blanket purchase agreements (BPAs).

2. DESCRIPTION OF AGREEMENT: This agreement is offered for the purchase of the items covered by the APPROVED PRICE LIST, if and when requested by the Contracting Officer (KO), during the delivery period specified.

The Contractor shall provide the item(s) as specified by the KO during the period specified on cover page.

(a) This Agreement, including Paragraphs a and b hereof, may be modified or canceled in its entirety by either party upon thirty (30) calendar days written notice to the other party, except that this Agreement may be canceled by the Hawaii National Guard (HING) 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.

(b) This Agreement shall be reviewed, at a minimum, annually before the anniversary of its effective date, and revised to conform to all requirements of statues, Executive orders, or the FAR and this Supplement. This revision shall be evidenced by an agreement modifying this BPA or by the issuance of a superseding BPA.

3. PERIOD OF PERFORMANCE: 01 DEC 2024 – 01 DEC 2029.

4. EXTENT OF OBLIGATION: The HING’s obligation is only to the extent of authorized purchases actually made under the BPA and is not be liable in the event no purchases are made.

5. GOVERNMENT LIABLITY: The HING assumes no liability for damage caused by room occupants. It is the responsibility of the Contractor to collect owed monies for incidental charges exceeding the pre-priced room rate per night. The Contractor shall notify the Government Point of Contact (POC) immediately if any occupant fails to pay their charges. The Contractor shall notify the KO if: a) any individual attempts to change the reservation arrangement without prior approval or b) any individual demands a room without a reservation. The Government holds no liability for any external agreements made by a party other than a person authorized to bind the Government.

6. PRICING: The Contractor shall furnish the KO a price list for the items proposed under this Agreement. The listing must be identified with the BPA number, and must be for a specific period (not to exceed 12-months). Any changes affecting price, quantity, or delivery must be first approved by the KO. If prices are expected to change frequently, the Contractor must provide monthly price lists to prior to the effective date of the change. Call will be made for only the items that appear on the APPROVED PRICE LIST. Negotiation or solicitation for prices and additional requirements will be conducted by the KO only.

Price lists will not be effective until signed by the KO.

7. PURCHASE LIMITATION: No individual purchase (call) placed against this agreement shall not exceed the Simplified Acquisition Threshold (SAT) as defined in FAR 2.101 Definitions. BPA Ceiling is five (5) years or $500,000.00.

8. INDIVIDUALS AUTHORIZED TO PURCHASE UNDER THE BPA: No person, or parties, other than a warranted Contracting Officer, by the National Guard Bureau (NGB), within the State of Hawaii, is authorized to make purchases under this BPA. The dollar limitation per purchase shall not exceed the Simplified Acquisition Threshold (SAT), as stated in Paragraph 7 – Purchase Limitation.

9. DELIVERY TICKETS: All items under this agreement shall be accompanied by Delivery Tickets or Sales Slips, that shall contain the following minimum information:

(1) Name of Supplier

(2) BPA Number and Call Number

(3) Date of Purchase

(4) Itemized list of items furnished

• Name of person(s) occupying room(s) (i.e. Last, First, Rank, Unit)

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

(6) Date of item(s) rendered

(7) Names of “no shows”

10. INVOICES: A summary invoice shall be submitted at least monthly or upon expiration of this BPA, whichever occurs first, for all deliveries made during a billing period, identifying the delivery tickets covered therein, stating their total dollar value, and supported by receipt copies of the delivery tickets. The invoice shall be provided to the designated Government POC at checkout. Additionally, invoices shall be submitted in Procurement Integrated Enterprise Environment (PIEE), through the Wide Area Workflow (WAWF) module, within ten (10) calendar days after check-out date. One

(1) itemized invoice is allowable per month and no more than two (2) itemized invoices on last month upon expiration/cancellation of this BPA. All ancillary documents must be retained to support payment.

11. BPA CALL ORDER: A call order is when a Standard Form (SF) 1449 is issued by the USPFO Hawaii Contracting Office with specific requirement details. Calls (purchases) will NOT be made orally or by informal correspondence.

12. BPA ADMINISTRATION: All issues regarding the terms and conditions and payment can be referred to the KO at 808-844-6319 or by email at anthony.g.reyes.civ@mail.mil.

mailto:anthony.g.reyes.civ@mail.mil

13. CANCELLATION PROVISIONS: When the KO or designated representative has requested an item(s) and is found no longer needed, a minimum 24 hour (written) notice will relieve the HING from incurring any costs and the reservation is canceled, without penalty.

14. DESIGNATED REPRESENTATIVE: A Government POC will be designated, in writing, who will serve as the representative(s) of the KO for the purpose of primary POC, and payment inspection and acceptance under this BPA.

*****Any changes without Contracting Officer authorization will be at the risk of the Contractor and result in nonpayment for unauthorized performance.*****

15. ROOM ACCOMODATIONS WILL INCLUDE (at a minimum):

a. Rooms will be clean, safe, and commensurate with hotel industry practices common in the commercial marketplace.

b. Rooms must be cleaned to meet industry/Centers for Disease Control and Prevention (CDC) standards to minimize the spread of COVID- 19.

c. Occupants must have single access to bathroom and shower.

d. All rooms must have OR made available upon request: an alarm clock, a hair dryer, a microwave, a coffee pot, a refrigerator, an iron with ironing board, a standard ice bucket with lid and bag liner and ice.

e. All single occupancy rooms must have a standard queen bed, and double occupancy rooms must have two standard queen beds, with clean linen and pillows.

f. All furniture items must be in good condition and functional (table lamps, cabinets, and so on)

g. Members must have access to washing and dryer machines.

h. Members must have access to fitness center (if available).

i. All rooms will be SMOKE-FREE.

j. Fire evacuation procedures must be posted throughout the facility to include each guest room.

k. Contractor is required to have annual safety inspections performed and have a passing rating. If deficiencies are noted, they must be corrected in an expedient manner.

l. Parking should be inclusive of price per room. All parking lots must have properly lit areas and be safe for all members. Hotels must have external security such as cameras or security patrols for parking areas.

m. Contractor must have a process in place for any on-site incidents for investigative purposes for all members. If any instances were to occur, the KO or designated representative must be informed immediately.

16. NOTIFICATION AND CHECK-IN REQUIREMENTS: HING personnel checking-in to the hotel will be required to provide a US Government issued identification card (or Common Access Card - CAC). It is the responsibility of the hotel staff to determine the validity of a reservation.

The Government POC will notify the hotel prior to 10:00 a.m. Hawaii Standard Time (HST) on check-in day with individuals’ reservation requirements. The Government POC will provide up to ten (10) days notice of the number of rooms required for RSD weekend, off-drill weekend training, and other groups in excess of ten (10) personnel.

17. INSPECTION: An inspection of any and all services received under this agreement may be conducted. Lodging Standards are as follow:

a. ARE THE FOLLOWING CLEANED INSIDE AND OUT IN ALL AREAS:

1) WASTEBASKETS?

2) FLOORS

3) WALLS

4) CEILINGS

5) TOILETS

6) BATHTUB/SHOWER

7) VANITIES AND SINKS

8) LIGHT FIXTURES

9) WINDOW TRACKS AND SILLS

10) MIRRORS

11) UTENSILS (IF PROVIDED)

12) FURNITURE

b. IS DUSTING COMPLETED TO INCLUDE ALL FURNITURE POLISHED IN ALL

AREAS?

1) ALL FURNITURE AND AMENITIES

2) VENTS

3) DRAWERS

4) WINDOW SILLS

c. ARE BEDSPREADS, BLANKETS, LINEN, PILLOWS AND TOWELS CLEAN?

d. ARE ALL FIXTURES AND EQUIPMENT IN ROOMS IN GOOD REPAIR?

e. ARE TOWELS REPLACED UPON REQUEST AND DO NOT DISTURB SIGNS

PROVIDED?

f. IS AUTOMATED TELEPHONE WAKE-UP SERVICE OPERATIONAL?

g. IS REFRIGERATOR, IF PROVIDED, IN WORKING ORDER AND CLEAN?

h. DOES CLOTHING IRON WORK AND IRON WITHOUT STAINING CLOTHING?

i. DOES WASTEBASKETS HAVE CLEAN LINERS?

j. DOES HAIRDRYER FUNCTION?

k. IS THERE SUFFICIENT TOILETRIES FOR EACH GUEST?

l. DO LOCKS SECURE THE DOORS AND WINDOWS?

m. IS THERE A STANDARD DIRECTORY FOR FACILITY IN EACH ROOM?

n. DOES TELEPHONE WORK AND DIRECTIONS TO CALL OUT AVAILABLE?

Note: The HING reserves the right to inspect a sampling of rooms at any time. At the request of the KO or Government POC, a hotel staff member will provide access to a sampling of vacant rooms to ensure the rooms meet lodging standards as outlined above.

18. SECURITY: Contractor personnel shall comply with all Government regulations regarding security procedures, the wearing of badges, access lists, and safety procedure.

19. WITHDRAWAL OF AGREEMENT:

(a) Withdrawal of this BPA may be effected by either party, giving the other party written notice of intent to withdraw, thirty (30) calendar days prior to the effective date of withdrawal.

(b) The above will not relieve either party from performance or acceptance of those calls which were issued and accepted prior to the effective date of withdrawal, unless otherwise agreed to by the parties herein.