Description_of_Agreement.docx

DESCRIPTION OF AGREEMENT

The purpose of this agreement is to provide a means of purchasing hotel rooms on an as needed basis in connection with official government duties. The vendor shall furnish single and double room lodging accommodations, if and when requested by the Contracting Officer or his authorized Ordering Officer (identified in the call Ordering Officer Letter). Rooms shall meet minimum commercial standards in accordance with the Lodging Requirements (see pg. 3).

PERIOD OF PERFORMANCE: 2 JUNE 2018 through 1 JUNE 2019

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.

GOVERNMENT LIABILITY:

The Government assumes no liability for willful damage caused by individuals occupying rooms. The Vendor 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 vendor shall notify the Contracting Officer immediately if any occupant fails to pay their due charges upon request. The vendor shall notify the Contracting Officer if any individual attempts to change the reservation arrangement without prior approval from an Ordering Officer. The vendor shall notify the Contracting Officer if any individual demands a room at the hotel without a reservation made by an Ordering Officer. The Vendor shall secure other means of personal payment if someone other than an authorized caller books a reservation with the hotel.

PRICING:

Prices will be in accordance with the approved price list that it is in effect when the call was made.

The hotel shall furnish a price list annually with beginning and ending dates to the Contracting Officer.

Price lists will not be effective until signed by the Contracting Officer.

The vendor may offer voluntary price reductions for previously approved items without written approval. These reductions should be shown as "VPR" on the invoice.

PLACING ORDERS (RESERVATIONS):

A call is defined as the placing of a reservation (orally or written) for a hotel room or a group of rooms for a specified number of nights. Only the persons listed on the Ordering Officer Letter or the Contracting Officer may make reservations.

NOTICE OF INDIVIDUALS AUTHORIZED TO PURCHASE UNDER THIS BLANKET PURCHASE AGREEMENT AND DOLLAR LIMITATIONS:

A list of individuals authorized to purchase (make reservations) under this agreement will be identified by name on the Ordering Officer Letter. This list will be revised as needed to provide the most current information, and will be signed by the Contracting Officer.

PURCHASE LIMITATIONS:

Calls under this Blanket Purchase Agreement (BPA) will not exceed $10,000, unless the call is placed by a Contracting Officer.

BPA Ceiling: $50,000

NOTIFICATION AND CHECK-IN REQUIREMENTS:

Government personnel checking-in to the hotel will be identified by Government issued Common Access Card. It is the responsibility of the hotel staff to determine whether a reservation is in effect for each individual requesting a stay under this agreement.

The Government will notify the hotel prior to 1000 hrs (10:00 am) on the day of check-in with the reservation requirements for individuals. The Government will provide 10 days notice of the number of rooms required for RSD weekend, off-drill weekend training, and other groups in excess of 10 personnel. If the hotel cannot accommodate personnel added to large groups the hotel has the right to decline a reservation.

The Government is only responsible for the room price. The hotel shall collect any other charges from the occupant of the room.

DELIVERY TICKETS:

All services provided under this agreement shall be accompanied by standard original sales slip. The sales slip shall contain the following minimum information:

INVOICE:

An itemized invoice shall be submitted to the individual listed FIRST on the Ordering Officer Letter letter within 10 days after a large group such as RSD weekend but no more than twice per month and upon expiration/cancellation of this BPA for all services during a billing period and for which payment has not been received. Copies of sales slips are required to support invoices.

PAYMENT MADE BY: GOVERNMENT PURCHASE CARD

BPA ADMINISTRATION:

All issues regarding the terms and conditions, payment and collection of debts should be referred to the Contracting Officer/ Administrator (in writing or by email):

MSgt Desiree Santos

PH: 307-772-6887

Desiree.m.santos3.mil@mail.mil

SALES TAX:

All orders placed under this agreement are instruments of the United States of America and that the supplies or services ordered thereon are for the exclusive use of an agency of the United States of America. (Federal Acquisition Regulation, Part 29)

The Federal Government is NOT liable for State and Local Hotel Taxes.

153RD WING LODGING REQUIREMENTS

DESCRIPTION:

The contractor is required to provide hotel rooms for 153rd Air Wing personnel for each monthly Regularly Scheduled Drill (RSD) on calls/orders through a Blanket Purchase Agreement (BPA). Hotels must be within Cheyenne, WY. Hotels will comply with Air Force Inn Standards (see below). No co-ed accommodations will be made unless requested/specified by the 153rd Air Wing Lodging Ordering Officer in advance. The Ordering Officer or a designated alternate, reserves the ability to contact hotels directly for reservations. An occupancy roster will be emailed to the hotel point of contact (POC) no later than the 15th of each month. The Ordering Officer reserves the right to add or make changes as necessary after this date. Upon occupant arrival, contractor will verify occupant name against the provided roster. If the member is not on the roster, hotel POC will contact the Ordering Officer for further instructions. Within 3 days after the drill weekend, the hotel POC will create one itemized, consolidated invoice that lists all rooms and occupants, with an easily discernable total for the drill weekend (see Description of Agreement). If members stay during the month due to out-of-cycle training, an itemized list will be forwarded to the Ordering Officer for payment on a weekly basis. The Ordering Officer will validate the rooms provided and process payments. Payment will be made via Government TAX-FREE credit card payment. Payment will be made directly to the contracted hotel with no third party company involved.

ROOM SCHEDULE AND HISTORICAL QUANTITIES:

Rooms will be required (one weekend a month) Friday night through Sunday morning on the following dates:

Projected Drill Weekend Schedule For 2018/2019 Calendar Year:

2-3 Jun 2018 No July Drill 11-12 Aug 2018 8-9 Sep 2018 13-14 Oct 2018 3-4 Nov 2018 1-2 Dec 2018 12-13 Jan 2019 9-10 Feb 2019 9-10 Mar 2019 13-14 Apr 2019 4-5 May 2019

The above dates are a fixed schedule but may fluctuate. In the event a date change is necessary; the 153rd Air Wing lodging manager will contact the hotel for coordination.

*Note: Single Occupancy Rooms: The Ordering Officer will identify single occupancy rooms based on 153rd Air Wing criteria. Members are allowed to “buy-out” their half of the room if they are not authorized otherwise. This will be designated on the Ordering Officer roster emailed to the hotel POC.

*Note: No Show Standards: The hotel POC will provide a monthly NO-SHOW list to the Ordering Officer for tracking purposes. Per 153rd Air Wing policy, the government will not pay for no-shows; it will be member’s responsibility unless canceled ahead of time.

*Note: The number of rooms requested by the Ordering Officer will fluctuate per month based on annual training dates and other unit specific drilling schedules. The information is presented for reference ONLY, based on the anticipated need during past drill weekends. Historically, the 153rd Air Wing has requested between 150 rooms per drill weekend, for two nights each, divided among multiple BPA holding hotels contingent upon availability. This average will fluctuate based on training schedules.

ALL ROOM ACCOMODATIONS WILL INCLUDE THE FOLLOWING AT A MINIMUM:

1. Rooms will be clean, safe, and commensurate with hotel industry practices.

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

3. All rooms must have an alarm clock.

4. All rooms must have a hair dryer available or in each room.

5. All rooms must have a microwave.

6. All rooms must have a coffee pot.

7. All rooms must have refrigerator.

8. 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.

9. All rooms must have an iron and ironing board available.

10. All furniture items must be in good repair and functional (table lamps, cabinets, etc.)

11. All rooms must have standard ice bucket with lid and bag liner.

12. Members must have access to washer and dryer room.

13. Members must have access to fitness center.

14. All rooms blocked for the 153rd Air Wing will be SMOKE-FREE.

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

16. 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.

17. 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.

18. Contractor must have process in place for any incidents that happen on-site for investigative purposes for all members. If any instances were to occur, the 153rd Air Wing Ordering Officer must be informed immediately.

AIR FORCE LODGING STANDARDS CHECKLIST:

CLEANING AND ROOM STANDARDS:

1. ARE THE FOLLOWING BEING CLEANED INISIDE AND OUT IN ALL AREAS:

a. WASTEBASKETS

b. FLOORS

c. WALLS

d. CEILINGS

e. TOILETS

f. BATHTUB/SHOWER

g. VANITIES AND SINKS

h. LIGHT FIXTURES

i. WINDOW TRACKS AND SILLS

j. MIRRORS

k. UTENSILS (IF PROVIDED)

l. FURNITURE

2. IS THE STANDARD COFFEE AND TEA SETUP RESTOCKED DAILY

3. IS HIGH AND LOW DUSTING COMPLETED TO INCLUDE ALL FURNITURE POLISHED IN ALL AREAS:

a. ALL FURNITURE

b. VENTS

c. DRAWERS

d. WINDOW SILLS

4. ARE BEDSPREADS, BLANKETS, LINEN, PILLOWS AND TOWELS CLEAN

5. ARE ALL FIXTURES AND EQUIPMENT IN ROOMS IN GOOD REPAIR

6. DO HOUSEKEEPERS FOLLOW GUESTS WISHES WITH TOWEL REPLACEMENT/DO NOT DISTURB SIGNS

7. ARE CLOCKS SET TO CORRECT TIME

8. IS AUTOMATED TELEPHONE WAKE-UP SERVICE OPERATIONAL

9. IS REFRIGERATOR IN WORKING ORDER AND CLEAN

10. IS IRON IN WORKING ORDER AND CLEAN SO IT WON’T STAIN CLOTHING

11. DOES WASTEBASKETS HAVE CLEAN LINERS

12. DOES HAIRDRYER FUNCTION

13. IS THERE SUFFICIENT TOILETRIES FOR EACH GUEST

14. IS STANDARD ROOM LOCK OPERATIONAL

15. IS THERE A STANDARD DIRECTORY FOR FACILITY IN EACH ROOM

16. DOES TELEPHONE WORK AND DIRECTIONS TO CALL OUT AVAILABLE

*Note: The 153rd Air Wing reserves the right to inspect a sampling of rooms at any time. At the request of the 153rd Air Wing Lodging manager, the hotel POC will provide access to a sampling of vacant rooms, in order to ensure the hotel meets the required Air Force lodging standards as outlined above.

**Note: The Government is not liable for, and will NOT pay for, items such as in-room movies, alcohol, room service or any other charges beyond the contracted room occupancy rate established. These items must be paid for directly by the room occupant prior to checkout.