W9124V-17-T-0002_Terms_and_Conditions.pdf

USPFO for Montana

MISSOULA AREA

LODGING BLANKET PURCHASE AGREEMENT (BPA)

TERMS AND CONDITIONS

1.0 DESCRIPTION OF SUPPLIES/SERVICES AUTHORIZED.

Provide lodging to the Montana Army National Guard (MTARNG). The contractor shall provide lodging upon request by the Government based on room availability. The contractor shall provide smoke free single and double occupancy hotel rooms. The total number of eligible personnel requiring lodging will fluctuate based on mission requirements. The contractor will be directly responsible for the front desk and staff of the facility, no third party vendors will be considered.

The Government will establish a BPA with up to four (4) business’s resulting from the responsible business’s whose quote, conforming to the solicitation, will be most advantageous to the Government using lowest price technically acceptability method. If a business’s quote is found to be technically acceptable in accordance with this solicitation, price may be the determining factor. See attachment “W9124V-17-T-0002 LPTA evaluation criteria.” Information and responses will be required in regards to the evaluation. See paragraphs 3.1.1 and 3.2.3 on the attachment

“W9124V-17-T-0002 LPTA evaluation criteria.”

This is a Small Business Set-aside under the National American Industry Classification System (NAICS) code

721110, “Hotels (except Casino Hotels) and Motels”.

1.1 DEFINITIONS.

1.1.1 “Blanket Purchase Agreement” (BPA) is an agreement between the government and a contractor, it is not a contract.

1.1.2 “Call” is considered an order or award against the BPA that creates an obligation.

1.1.3 “Obligation” a definite commitment that creates a legal liability of the government for the payment of goods and services ordered or received.

1.1.4 “State tax” usually refers to the Montana “lodging facility sales and use tax”, meaning the 4 percent lodging facility use tax, as it applies to Title 15, chapter 65, Montana Code Annotated (MCA), and the 3 percent sales tax, as it applies to Title 15, chapter 68, MCA

1.1.5 “Final roster” refers to the list of Soldiers names considered to be the final count for lodging requirements.

1.1.6 “Command surveys” refers to a survey handed out to the Soldiers by the command team used to obtain feedback from the occupants concerning the performance of the contractor.

1.1.7 “Deficiency” refers to a material failure to meet a Government requirement.

1.1.8 “Government Purchase Card” (GPC) refers a charge card used by the Federal Government to purchase/pay for supplies and services acquired by the Government.

1.2 RATES. Rooms shall be at or below the Federal Government’s local per diem rate in place at time of the

BPA Call (reservation). Room price will be a major component of competition among BPA holders on a call to call basis. Per section 42.14.304 of the Montana Department of Revenue regulations, the Federal Government is tax exempt. http://www.mtrules.org/gateway/ruleno.asp?RN=42%2E14%2E304

1.3 SECURITY. The contractor will ensure a safe and crime free environment. The sleeping rooms shall be secured and access limited to occupants, cleaning staff, and management in case of emergencies.

http://www.mtrules.org/gateway/ruleno.asp?RN=42%2E14%2E304

1.3.1 No ground floor exterior doors.

1.4 DISTANCE. Hotel shall be within 10 driving miles of 9383 Running W Rd, Missoula, MT.

1.5 SPECIFIC AMENITIES. All facilities and courtesies customarily extended to occupants without charge, i.e., pools, lounges, parking areas, etc., shall also be made available without additional charge to the Government under this BPA.

1.5.1 Rooms that require double occupancy shall contain two (2) beds.

1.5.2 Rooms, beds, linens and equipped shall be in accordance with industry standards.

1.5.3 Rooms shall be clean and free of rodents, insects to include rats, mice, ants, roaches, bed bug, silver fish, flies, mosquitoes, bees, wasps, spiders, fleas, snakes, slugs, etc.

1.5.5 Rooms shall contain a telephone in good working order with free local access and voice mail capability.

The occupant is personally responsible for telephone charges exceeding the free local access.

1.5.6 Food service is neither requested nor required in this BPA.

1.5.7 Wi-Fi shall be available at no charge to its occupants.

1.6 CHECK-IN PROCEDURES. The front desk will verify every Soldier via valid identification (Military

ID, Drivers License, Passport …) against the final roster. Contractor shall not rely on wear of military uniform as an indicator of military status or authorization to receive lodging under the BPA. Contractor will be responsible for collecting payment from any member who is required to make full or partial payment due to special requests for rooms other than those authorized (ex. members with families, request for single room when double is authorized, etc.) Contractor shall be responsible for collecting payment from any individuals that checks in without being listed in the final roster or previously communicated by the authorized Call Officer/Contracting Officer.

1.7 LIABILITY / MISCELLANEOUS SERVICES. The government will not be responsible for any miscellaneous charges/damages incurred by travelers. The contractor shall explain to each service member that miscellaneous charges (such as telephone charges, pay-per-view movies, room service, meals, smoking in the facility, damage charges, etc.) are not covered by this BPA and will be charged to and paid by the individual. This will be part of the check-in procedures listed in paragraph 1.6. Front desk should explain this to the Soldiers while signing the sign-in roster upon check-in. The contractor shall provide information to the travelers on services available that are not inclusive.

1.8 SUBCONTRACTING. The contractor shall furnish lodging in his or her establishment or at a location agreed to by the Contracting Officer. The contractor shall not subcontract to any other establishment or any other location not specified in the BPA without prior written approval from the Contracting Officer. Establishments proposed for subcontracting shall meet all of the terms, conditions, and specifications of services in this BPA.

1.9 ILLEGAL ACTS. The contractor shall not knowingly condone illegal acts on the premises of the establishment.

1.10 QUALITY ASSURANCE. The Call Officers will monitor the contractor’s performance and may use command surveys to solicit feedback from occupants to ensure terms, conditions and specifications of services are met.

1.11 COURTESY. The contractor’s employees shall be courteous to all persons served under this BPA.

Courtesy and services rendered shall be equal to that rendered to any other customer and expected of any public lodging facility.

1.12 HOUSEKEEPING. The contractor shall maintain a clean and healthy environment.

1.12.1 Daily housekeeping, to include at a minimum: making beds, replacing towels, emptying trash receptacles, cleaning floors, and sanitizing bathrooms as required.

1.13 EXTRA SERVICES. Provide concierge, shuttle, or extra services at no cost if provided to other guests.

2.0 BPA TERMS AND LIMITATIONS

2.1 This agreement, unless canceled under any terms and conditions contained herein, shall be from the date of award through 31 December 2017, unless either party notifies the other party in writing at least thirty (30) days in advance of desire of either party to cancel. Cancellation under this provision shall not affect any call(s) that may have been entered into between the contracting parties prior to cancellation of this agreement.

2.1.1 The BPA will be reviewed periodically by the Contracting Officer to assess Contractor performance and to determine whether this agreement remains in the best interest of the Government.

2.2 The dollar limitation for individual Call Orders and the monthly limit for this BPA is $25,000.00.

2.3 The cumulative total amount ordered under all resultant agreements shall not exceed $149,900.00.

2.4 The GPC will be used for all Call Orders, however if the GPC is not used for some reason, the Government may submit a commercial purchase order document. If a commercial purchase document is issued, the contractor shall subsequently invoice through Wide Area Work Flow (WAWF) using the IRapt application.

IRapt is the only method for invoicing and payment for commercial purchase orders, thus registration is required in WAWF. https://wawf.eb.mil/

3.0 AUTHORIZED ORDERING OFFICIALS

3.1 The GPC holders, appointed in writing by the Contracting Officer, acting within the scope of his/her appointed procurement authority, are authorized to place Calls against this BPA. The contractor will be provided an appointment letter by the Contracting Officer, of the appointed individual authorized to place calls under this BPA.

The identity and position of the GPC cardholder placing the Call must be recorded on the contractor’s documentation.

3.2 Warranted Contracting Officers, at the United States Property & Fiscal Office for Montana, 1956 Mt. Majo

St, Fort Harrison, MT 59636-4789. List will be provided and updated by Contracting Officer.

3.3 No person outside those authorized by the Contracting Officer are authorized to request/commit the government to a purchase. Any such activity will be at the contractor’s expense.

3.4 Government Point of Contacts (POC):

* GPC holder, Issuance and Administration of BPA Call Orders:

Name: SGT Tiffany Dupree

Phone: (406) 324-3316

Email: tiffany.l.dupree.mil@mail.mil

* Administration of the BPA

Name: SFC Adam Sackman

Phone: (406) 324-3407

Email: adam.d.sackman.mil@mail.mil

* Contracting Officer of the BPA

Name: MAJ Bryan Baldwin

Phone: (406) 324-3405

Email: bryan.j.baldwin.mil@mail.mil

4.0 PRICING

4.1 The contractor shall provide rooms at or below the Government Per Diem Rates in accordance with the

Joint Travel Regulation.

4.2 Each call will be competed among qualified BPA holders. Price will be the primary determining factor in selection of a winning quote. Other factors may also apply in determination of best value for the given call

(availability, ability to keep all Soldier in a single facility, etc.….)

5.0 EXTENT OF OBLIGATION

5.1 This BPA is not a contract and does not obligate funds. Funds are obligated when an authorized BPA Call

Order is placed with the contractor in conjunction with this BPA. The Government is obligated only to the extent of authorized individual purchases (Calls) actually placed under this BPA.

6.0 BPA CALL ORDERS

6.1 Orders will be placed against this BPA on individual Call Orders. A BPA Call Order number is a four-digit sequential numeric identifier of each order placed.

6.2 Authorization for placing and administering Call Orders under this BPA is delegated solely to GPC cardholder, specifically appointed in writing to make and pay for purchases up to the $25,000 monthly limit. This authority may not be re-delegated to any other individual.

7.0 CALL ORDER PROCEDURES

7.1 As dates are identified for training that requires personnel to be placed in hotels, the authorized purchaser will request a quote that will describe the number of rooms available at a firm fixed price, along with the required quote response time.

7.2 The Government will evaluate competitive quotes for best value.

7.2.1 Generally, the basis for award will be lowest price to the government. See paragraph 4.2 for exceptions.

8.0 INVOICES AND PAYMENTS

8.1 In accordance with FAR Clause 52.232-1 Payments, the contractor must submit hard copies of the original invoice to the authorized purchaser as identified in the individual Call Order in the event the Call

Order indicates that payment will be made by the GPC.

8.1.1 State, local or other room night taxes are not applicable to Government lodging and shall not be charged to any traveler lodged in accordance with this agreement unless otherwise provided for in response to paragraph 16. If additional c

8.1.2 An itemized invoice shall be provided to the GPC cardholder who placed the Call number for each transaction. The minimum information required for each invoice is as follows:

1. Name and address of the facility

2. Invoice date and number

3. BPA Number and Call Order Number

4. Itemized list of occupied rooms

5. Period of occupancy

6. Unit price per night

7. Total price for each occupant

8. POC telephone number and email address for notification in case of erroneous invoice

8.1.3 The authorized purchaser is responsible for reviewing the invoice for accuracy, and for ensuring that payment is properly documented and authorized via the GPC procedures.

8.2 In the event the Call Order indicates payment will be made through a Purchase Order, the contractor shall submit an electronic invoice in accordance with DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports; and a hard copy of the original invoice to the authorized purchaser as identified in the individual Call Order.

8.3 All Call Orders and payments will be made via either GPC or PO; individual Call Orders will specify the method of payment. Payment is due under this BPA upon receipt of a proper invoice accompanied by all documents required under each individual Call Order.

9.0 CANCELLATIONS/LATE ARRIVALS/EARLY DEPARTURES

9.1 Cancellation Policy. Room cancellations require notice of 2 days or more in advance of check-in time at no additional fees or charges. If cancelled after the 2 days time period before arrival day, rooms may invoiced or partially invoiced for, provided the room cannot be sold, filled or recovered in some fashion.

9.1.1 For purposes of this BPA if the first check-in date is Friday, the final roster will be due Wednesday before end of day. If the first check-in date if Thursday, the final roster will be due by Tuesday before end of day.

9.2 Non final roster personnel. Soldiers not listed on the final roster are not authorized a room without an email/phone authorization from the call officer or the contracting officer. See paragraph 3.4 for authorized individuals.

10.0 APPLICABLE DOCUMENTS

10.1 The Government may conduct a command survey in regards to the accommodations of the lodging facility utilized during the scheduled stay.

10.2 The Government will provide a copy of the Call Officer appointment letter to the contractor

10.3 The Call Officer will provide the contractor with a list of names (final roster) of the Government personnel who may be occupying the hotel. The listed names are subject to changes upon notification from Call Officer or

Contracting Officer.

10.4 The Call Officer may provide a memorandum or information in response to command surveys conducted in regards to the Soldiers stay at the facility.

11.0 EVALUATION OF CONTRACTOR PERFORMANCE

11.1 The Government may issue out command surveys from the command team to the Soldiers whom have occupied rooms of the facility. The comments from the surveys will be evaluated against the requirements of the

BPA.

11.2 Deficiencies found either from the command surveys or by other means will be addressed to the contractors

POC. If these deficiencies are not able to be corrected or the contractor refuses to correct, a cancellation of the BPA may be considered using the procedures stated in paragraph 2.

12.0 DELIVERABLES

12.1 Prepare Invoices. The contract shall prepare and submit invoices in accordance with paragraph 8.

12.2 The contractor is expected to correct deficiencies brought to its attention by the Government or otherwise known by the contractor in as expedient a manner as possible.

13.0 ADMINISTRATIVE CONSIDERATIONS

13.1 Americans with Disabilities Act (ADA). The Contractor shall be in compliance with Federal, State and

Municipal Health Codes, and in full regulatory compliance with ADA requirements.

13.2 Certificate of Occupancy. The contractor shall be in possession of a current, valid certificate of occupancy.

13.3 Federal Emergency Management Agency (FEMA). The Contractor shall maintain a current certification on the FEMA National Master List and be in full compliance with the Hotel and Motel Fire and Safety Act of 1990 throughout the term of the BPA.

13.4 The Contracting Officer has determined that the Service Contract Act is not applicable for Calls that may be issued against this BPA. A signed copy of the stand-alone 52.222-52 provision will be held by the contract administrator.

14.0 GOVERNMENT FURNISHED ITEMS

14.1 The US Government will provide the following in support of this contract.

14.1.1 A copy of Appointment Letter for the designated Call Officers will be furnished to the Contractor.

14.1.2 A list of names of Government Personnel (final roster) who may be occupying the Contractor’s facility will be furnished to the contractor by the applicable Call Officer. Final roster will be provided no later than 2 days before check-in date. Listed names are subject to last minute changes provided they come from the call officer or contracting officer.

15.0 SYSTEM FOR AWARD MANAGEMENT (SAM)

15.1 In order to award a BPA to a hotel, the hotel must be registered on the System for Award Management website (https://www.sam.gov/portal/SAM/) and keep their registration current by renewing the registration annually. Vendor shall provide their CAGE code number with their quote.

16.0 BPA PRICING

16.1 Contractors shall indicate the BPA pricing offered per room/per night, inclusive of authorized surcharges, taxes or fees. The Government is exempt from state hotel/motel taxes. If your price includes any type of tax, fee or surcharge, you must provide the citation from your state or local law or tax code that authorizes charging the tax, fee or surcharge to federal government direct-bill customers.

16.2 **BPA holders may offer rates below the quoted price during a solicitation to increase their competitiveness during RFQ’s by the Call Officer. Rates provided are agreed to be the maximum rate charged for each Call for that period of time.

https://www.sam.gov/portal/SAM/