Lodging_CY_2019.pdf

1. GENERAL:

The Oklahoma National Guard (OKNG) is prepared to award multiple Blanket Purchase

Agreements (BPAs) to vendors for the preparation, delivery, and serving of Lodging. A BPA is an agreement between your company and OKNG from the date of award until December 31, 2019. The

BPA allows the OKNG to come directly to your company based on the Firm-Fixed Price you give in the documents below.

Before the Purchasing and Contracting office can award a BPA to your company you must respond to this solicitation in a manner that demonstrates your understanding of the Statement of Work for the OKNG as detailed below.

2. Statement of Work:

DESCRIPTIONS AND SPECIFICATION

(1) Description of Agreement: This pre-priced Blanket Purchase Agreement (BPA) is for furnishing contract billeting for members of the Oklahoma Air National Guard and the Oklahoma Army

National Guard. Billeting is subject to terms and conditions contained herein.

(2) Extent of Obligation: The government will be obligated under this Blanket Purchase Agreement only to the extent of such authorized calls as are actually placed during the contract period.

(3) Pricing: Prices charged to the government shall be as low as or lower than those charged to the supplier’s most favored customers in addition to any discounts for prompt payment. Prices are considered to be firm for a period of 12 months beginning with the day of contract award. Any changes to bid prices will be submitted to the Contracting Officer at least 30 days before any changes are to become effective. Requests for price changes must be accompanied by supporting data. A decision to accept or reject the price change will be rendered by the Contracting Officer whose decision is final.

(4) Purchase Limitation: No purchase under the terms of this agreement may exceed $250,000.00.

(5) Notice of Individuals Authorized to Place Calls Under this BPA: The following personnel are authorized to place calls within dollar limits shown:

To be identified in the BPA or by the Contracting Officer in writing.

(6) Information Furnished to Contractor: The individual making the call will furnish the supplier with the contract number, call number, complete list of names required for rooms, dates required, and the name of the individual placing the call. Calls shall generally be made orally except that informal correspondence may be used when more convenient.

(7) Room Requests: Rooms requested by calls are to be considered guaranteed unless canceled by the Contracting Office or Billeting Office. Calls shall be placed the first of each month or first of each quarter if known quantities are made available. The contractor, at that time shall inform the government how many rooms are available. The rooms ordered at that time shall be considered firm.

The contractor is obligated to furnish these rooms. The contractor shall make every effort to block members of the OKANG/OKARNG in rooms as close together as possible in the event of unit recall or alert. Billeting unit members in non-collocated facilities is unacceptable.

(8) Invoices: An itemized invoice shall be submitted at least monthly or upon expiration of this

BPA, whichever occurs first, for all purchases made during a billing period and for which payment has not been received. These invoices shall include the following:

(i) Name of Hotel

(ii) BPA number.

(iii) Date(s) of occupancy

(iv) Purchase/Call number.

(v) Itemized list of Occupants.

(vi) Quantity, unit price, and extension of each item, less applicable discounts (unit prices and extensions need not be shown when incompatible with the use of automated systems, provided that the invoice is itemized to show this information).

(9) Specification: The following specifications shall apply to this agreement.

A. Rooms are to be cooled by refrigerated air conditioning and adequately heated in season with temperature control in each room.

B. Each room is to have a private bath.

C. Rooms will be provided with daily maid service to include clean towels, soap, and one clean drinking glass per occupant.

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

E. Quarters must be neat, clean, and free from rodents, insects, odors, and fungi.

F. Quarters must be in good repair and free from fire hazards.

G. Contractor agrees that billeting, medical, fire, and contracting personnel at anytime during this period may inspect his facilities.

H. Each individual authorized billeting will provide the desk clerk with proper Government identification.

I. The Government will pay only for the room actually used.

J. The Government will pay only room rate charges. All other charges will be the responsibility of the occupant. This includes but is not limited to damages and/or theft caused by the room occupant.

K. Local (toll free) telephone services will be provided in each room without charge to the

Government or the occupant. Long distance charges are the responsibility of the occupant.

L. Technical Sergeants (E-6) and above shall be billeted in single occupancy rooms. Under no circumstances will Technical Sergeants and above be placed in multi-occupancy rooms without prior approval from either the Base Billeting Office or the Base Contracting Office. Technical

Sergeants and above who are billeted more than one to a room after approval is received will be billed at the E-5 and below rate. Staff Sergeants (E-5) and below will be billeted in double occupancy rooms (2 to a room).

M. Extended stays. Extended stays are defined as one person staying sixteen days or more. Only one person, regardless of grade, shall be assigned to a room for an extended stay. Rooms to be occupied for an extended stay shall be equipped with a refrigerator of at least 6.0 cubic feet and each room for an extended stay shall be equipped with a microwave oven.

3. Administrative Information:

PERFORMANCE EVALUATION and CONTRACTING OFFICER’S REPRESENTATIVE:

The Contracting Officer shall appoint one or more Contracting Officer’s Representatives to monitor and evaluate Vendor performance in accordance with FAR Part 52.246-4 Evaluation of Contractor

Performance. Not less than one (1) COR shall be appointed in writing per ordering entity

Evaluation factors shall include, at a minimum, those matters listed in the Quality Assurance

Surveillance worksheet provided with the BPA. Government personnel will record all surveillance observations.

Unsatisfactory performance shall be recorded by the COR and appropriate documentation shall be maintained. Notification and documentation of unsatisfactory performance shall be forwarded to the

Vendor and the Contracting Officer as soon as practical. Unsatisfactory performance may result in a cure notice or termination of a Vendor’s services under a BPA.

Each BPA Call remitted to the Contracting Office must include one or more evaluation sheets that shall accompany the receiving report.

Thirty Day Notice. Thirty days prior to December 31, 2019 the Purchasing and Contracting Office will send a letter to your company giving notice of the Governments intent to award another BPA for the following year.

System for Award Management (SAM). Vendor must have an active registration in SAM

(www.sam.gov) in order to be awarded a BPA. Once awarded the BPA, Vendor must maintain an active registration. This system replaced the Central Contractor Registration (CCR).

Electronic Invoicing through Wide Area Workflow (WAWF). The Purchasing and Contracting office or Authorized Caller will issue a BPA Call to the vendor. The vendor must then submit an electronic invoice through WAWF to complete the payment process. To meet compliance with

DFARS 252.232-7003, Electronic Submission of Payment Requests, all Vendors must submit requests for payment (invoices) through WAWF. Additional information and registration for WAWF can be completed online at https://wawf.eb.mil or http://www.nationalguardcontracting.org. Payment will be made by DFAS office designated in the BPA. All payments shall be made by electronic 4 transfer of funds (EFT). The Government will make payment through WAWF upon satisfactory completion of work AND receipt of a proper certification for payment.

Unit Identification Code (UIC) for the Requiring Activity: W912L6

DoDAAC for Requiring Activity (Will Rogers Air National Guard): FA6562

Issuing Office DoDAAC: W912L6

CONTRACTOR MANPOWER REPORTING (CMR):

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Army collection site. The contractor is required to completely fill in all required data fields using the following web address:

http://www.ecmra.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through

September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk at http://www.ecmra.mil/.

PRICE QUOTE for BPA Lodging/Billeting:

If your company is interested in this type of agreement with the Government OKNG, please complete the information below and return to: email: christine.m.walker30.mil@mail.mil and kurt.a.ennis.mil@mail.mil

Sincerely, CHRISTINE M WALKER, SMSGT, 137 SOW/Base Contracting Officer mailto:christine.m.walker30.mil@mail.mil mailto:kurt.a.ennis.mil@mail.mil