Lodging_BPA_Terms_and_Conditions_20180914.pdf

Lodging Blanket Purchase Agreement (BPA)

TERMS AND CONDITIONS

14 September 2018

1. Description of Agreement: The contractor shall furnish rooms and related services for the Mississippi Air National Guard (MSANG) personnel and others as designated that participate in Regularly Scheduled Drills (RSD), Rescheduled Drills (RD), Equivalent Training (ET), Additional Flying Training Periods (AFTPs) and other Inactive Duty for Training (IDT). The period of performance shall be up to three (3) years. Services required are as follows:

a. Hotel Location:

Lodging location shall be within the following zip codes and shall not extend beyond a five (5) mile radius of Thompson Field: 39232, 39208, 39042, and 39047.

b. Room Requirements:

(1) Each room shall contain one (1) television set (color preferred) in good working order, dresser space, with not less than two drawers per occupant, beds which shall be equipped with innerspring or foam mattresses, and box springs, and all necessary linens, blankets, and pillows, night stand with lamp, desk or writing table with chair, trash containers, etc.

(2) Each room shall have a private bath, tub, shower or both. Bathrooms must be constructed to provide convenient sanitary facilities. Wash basin and shower tub areas shall have a vanity table, a large lighted mirror, stopper devices, soap dishes, towel bars/hooks, and grounded electrical outlets conveniently located for use of electrical razors, hair dryers, etc. The shower or shower/tub combination shall have shower doors or curtains.

(3) Bed linens will be changed on a daily basis, or as per the standards of the Hotel/Hotel industry.

(4) Rooms are to be cooled by refrigerated air conditioning and adequately heated in season with an individual temperature control in each room. All windows shall be provided drapes with blackout lining, shades, or blinds. If only drapes are provided, they must screen out light.

(5) Rooms will be provided with daily maid service, to include, but not limited to: clean towels, soap and one clean drinking glass per occupant.

(6) Rooms must be neat, clean, free from rodents, and insects, in good repair and free from fire and health hazards.

(7) Smoke and fire protection systems must be installed and meet federal, state, or local fire codes. (NFPA 101, Chapter 9).

(8) Adequate unlimited parking facilities will be provided at no extra cost to the occupants.

(9) All hotels that place individuals in a common corridor room must have a sprinkler system installed and in proper working order (NFPA 101, Chapter 9).

c. Room Availability:

(1) The Wing Lodging Manager/Contracting Officer Representative (COR) will provide the hotel a copy of the 172d Airlift Wing’s annual RSD schedule as soon as it is finalized and approved: July – September timeframe and shall provide updates to the schedule as they may occur, if applicable. The hotel will match the RSD schedule to create a group reservation.

i. The contractor is required to have a minimum of thirty (30) double occupancy rooms available for Friday night prior to RSD weekends. The contractor is required to have a minimum of forty (40) double occupancy rooms available for Saturday night on RSD weekends. NOTE: Minimum number of rooms specified in this section may change based on the maximum number of rooms available at a particular hotel as annotated in Section 3 – Pricing.

ii. To accommodate IDT during non-RSD weekends, the government may require individual rooms throughout the month. The contractor will be required to have up to a minimum of six (6) rooms available per week for authorized IDT requirements. These rooms will be utilized on an as-needed basis throughout the month. Average approximately twenty-four (24) individual room reservations a month. If set dates are required, this will be predetermined during the reservation process (See Section 1.e.(2)ii).

(2) The hotel is required to utilize double occupancy to the fullest extent possible. The COR will assist hotel staff in determining if a member has the option for single occupancy during RSD weekends.

Preferred roommates may be requested but are not guaranteed.

(3) Hotel management may designate single rooms in lieu of double rooms at no additional cost to the Government, if no double rooms are available. Invoices must be annotated to reflect lack of availability.

(4) Rooms shall be made available to all personnel assigned regardless of gender, race, color, creed, or national origin and the contractor shall affirmatively act to insure that all designated personnel are given identical consideration in assignment of room accommodations and use of public facilities provided for guests generally.

d. Room Sharing Restrictions:

(1) Females and males will not share a double room. Married couples are an exception to this policy and may lodge together. Officers and enlisted personnel will also not share a room.

(2) Single occupancy is limited to only O-6, O-5, E-9, & E-8 during RSD weekends. All other members below these ranks will occupy double occupancy rooms unless scheduled for flying events that requires crew rest. If members wish to lodge individually during RSD weekends, the member is responsible for making their individual reservation at the member’s expense. The COR will work with the hotel to reserve rooms for members that perform IDT at all other times to ensure double occupancy is used to the fullest extent possible.

(3) Aircrew members that are scheduled for flying events that requires crew rest are authorized single rooms at all times: weekends or weekdays.

e. Reservation / Check-In Procedures:

(1) For RSD weekend lodging reservations:

i. 1st Sergeants are required to provide to the Base Lodging Office, a list of member’s within their squadron that require lodging for the upcoming regularly scheduled drill. This list will be given to the lodging office NLT 5 days following the current drill. Any names needing to be added to the list after the deadline will only be accepted by the lodging office from the 1st Sergeants or squadron commander. For members performing a RSD and are scheduled for a flying event that requires crew rest, reservations will be made via the Wing’s electronic reservation system, as these members will require individual rooms.

ii. The COR shall provide to the Contracting Office the lodging requirements for the next RSD. A written agreement executed by a warranted contracting officer shall then be issued to the hotel detailing the number of rooms, room type and days required. Upon receipt the hotel shall make the group reservation under the 172d Airlift Wing (see Section 1.c.(1)). By the 15th of each month but no less than 15 days prior to the next RSD, the COR will in turn provide, to the hotel, a list identifying the ANG members that require rooms for the upcoming RSD. The hotel shall input members’ names and provide confirmation numbers to the COR and the contracting office within five days from receipt of the member listing. The COR will revalidate the list at least three days prior to the upcoming RSD and provide, in writing, to the Hotel and the contracting office, any changes that may have occurred. If any changes effect the number of rooms or room types reserved, a written modification shall be provided by the contracting office to the hotel.

(2) For Non-RSD lodging reservations:

i. Individual members shall submit their lodging request to the lodging office through the Wing’s electronic reservation system. Upon receipt, the COR shall coordinate with the hotel to confirm specific number of rooms, room type and lodging dates, utilizing the rooms pre-reserved in accordance with 1.e.(2)ii. below and Section 1.c.(1)ii.

ii. As required, a warranted contracting officer will issue a written agreement to reserve a specified number of rooms to be utilized throughout the month for authorized IDT requirements. The period of performance will be designated as the 1st of the month through the last day of that month (i.e. 1-31 October 2018). Upon receipt, the hotel will agree to make available the specified number of rooms for usage up to the last day of that month. Based on the advance reservation received, the COR shall notify the hotel of the requirement to utilize the pre-reserved rooms. When availability becomes limited, the hotel shall notify the COR and the contracting office.

(3) Military members must show their military I.D. card at the time of check-in to obtain the Government rate. Personnel not possessing a current, valid military I.D. card at the time of check-in shall not be allowed to obtain a room at government expense. No one shall be allowed to obtain room keys for another person.

(4) Late check-ins will be the member’s responsibility and if additional charges are incurred due to a late check-in, they will be at the member’s expense.

(5) ANG members are required to make advanced lodging reservations through the Base Lodging Office.

Walk-ins will not be allowed without advanced reservations.

(6) The 172 Airlift Wing guarantees payment for authorized rooms for their members. Therefore, the 172 AW will be responsible for payment of rooms reserved under this agreement and not used. For Friday night no-shows on RSD weekend, the hotel will check in all unit no shows before Friday night audit and provide a list of no shows to the COR by 0900 on Saturday of the RSD. The COR will notify the hotel by check-out time (1100) on Saturday if the member will occupy quarters on Saturday night. Likewise, for Saturday night no-shows, the hotel will check in all unit no shows before Saturday night audit and provide a list of no shows to the COR by 0900 on Sunday of the RSD.

f. Safeguarding Valuables:

The contractor must provide a means of storing and safeguarding, in a safe or vault, small high-value personal property of the occupants. Receipts for the stored items must be furnished to the guest.

g. Heating, Air Conditioning, and Ventilation:

Living quarters shall be provided with individual room-controlled heating and air conditioning (in season) and otherwise provided the ventilation necessary to maintain comfort for guests. If utilities fail, other than an area-wide failure, for more than eight hours the contractor shall take action to relocate all occupants to other commercial quarters facilities at no expense to the government or the occupant.

h. Miscellaneous:

(1) Contractor agrees the facilities provided may be inspected by billeting, fire protection, medical and contracting personnel at any time during the agreement period.

(2) Only a warranted Contracting Officer is authorized to change the terms and conditions within this agreement on the Government’s behalf. All issues shall be coordinated between the contractor, the Base Contracting Office and the 172d Force Support Squadron.

(3) The Contracting Officer, 172d Force Support Squadron, and the contractor will review the contents of this agreement annually and make any necessary changes. This agreement can be terminated by either party with 30 days advance written notice.

i. Department of Labor Information:

(1) Notice to Employees Working on Government Contracts must also be displayed in conspicuous places available to all employees and applicants for employment.

(2) The “Equal Opportunity is the Law” poster must be displayed in conspicuous places available to all employees and applicants.

(3) Employment of the Handicapped must be displayed in conspicuous places available to employees and applicants.

(4) Wage Determination No. 96-0455 Revision No. 37 (dated 3 July 2018) is hereby incorporated and made part of this Agreement. Contractor is advised that compliance with this wage determination is mandatory under the rules and regulations of the Secretary of Labor. During the annual review of this agreement, if the Department of Labor has issued a revised wage determination, it will be incorporated into the agreement at that time.

2. Extent of Obligation: The Government is obligated only to the extent of authorized purchases actually made under the BPA. Under no circumstances will calls be authorized when placed after the expiration date of the Agreement.

3. Pricing: The prices to the Government shall be as low as 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. Pricing may be changed at any time with a 30 day written notice to the Contracting Officer;

however discounted or lower pricing may be offered at any time without written notice.

a. Double occupancy: double room with two (2) beds and a private bath. Room rates are on a per room basis including applicable hotel/motel, with no taxes. Rate for one double room: $__________, effective 1 October, 2018 (estimated). Maximum number of rooms available _________.

b. Single occupancy: single room with one (1) bed and a private bath. Room rates are on a per room basis including applicable hotel/motel, with no taxes. Rate for one single room: $__________, effective 1 October, 2018 (estimated). Maximum number of rooms available _________.

c. The Government is charged only for rooms actually reserved. Any additional room charges, such as phone calls, movie charges, meals, etc. will be charged to the individual(s) occupying the room.

4. Purchase Limitation: The dollar limitation for each individual purchase under the BPA shall not exceed $25,000.00.

5. Individuals authorized to purchase under the BPA: BPA Calls will be completed by a contract action and approved by the Base Contracting Officer.

6. Billing/Invoicing:

a. A summary invoice shall be submitted at least monthly or upon expiration of this BPA, whichever occurs first, for all deliveries/services provided during a billing period. Billing period shall be from the 1st day of each month to the last day of the month. Summary invoices shall be a consolidated listing of all folio’s for the billing period. Attached to the summary invoice should be a copy of each individual folio showing the following:

(1) Hotel Name

(2) BPA number

(3) Date of purchase

(4) Purchase (BPA Call) number

(5) Member’s Name and their Roommate, if applicable

(6) Itemized list of services furnished

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

(8) Dates of service

b. This information is needed for prompt payment. The 172d Force Support Squadron has been designated as the office authorized to accept and approve invoices for payment. Payment shall be made through Wide Area WorkFlow (WAWF). The WAWF system is the method to electronically process vendor payment requests and receiving reports, as authorized by Defense Federal Acquisition Regulation Supplement (DFARS) Clause 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports. DFARS Clause 252.232- 7006, Wide Area WorkFlow Payment Instructions shall be incorporated in the Agreement.

c. Prior to the hotel submitting the electronic invoice in WAWF, the COR shall review, for accuracy, the initial summary invoice provided by the hotel. Upon confirmation of agreed upon services, the COR shall sign the final summary invoice and return to the hotel for WAWF submission. The hotel shall upload a copy of the signed summary invoice as supporting documentation when submitting the electronic invoice in WAWF for final approval/payment.

END OF TERMS AND CONDITIONS