167_BPA_Terms_and_Conditions_Price_Listing.docx

BLANKET PURCHASE AGREEMENT (BPA)

TERMS AND CONDITIONS

1. DESCRIPTION OF AGREEMENT. The Contractor shall furnish lodging in single- or double-occupancy hotel/motel rooms as requested by the contracting officer or authorized representative during the performance period. Intended performance period is 1 Oct 2016 – 30 Sept 2021.

2. EXTENT OF OBLIGATION. The Government is obligated ONLY to the extent of the actual authorized purchases made under the BPA.

3. PURCHASE LIMITATION. No individual call order placed against this BPA shall exceed $12,000.00. For the purposes of this BPA, a call order is defined as the aggregate total of room nights in a billing period. The billing period is the first day through the last day of each month. If a room reservation crosses from one month into another, the appropriate billing period shall be based on the check-out date.

4. INDIVIDUALS AUTHORIZED TO PURCHASE UNDER THE BPA. A list of individuals (Ordering Officers) authorized to purchase under the BPA will be provided to the hotels/motels by separate letter at time of award. Ordering Officers will email a rooming list of individuals authorized rooms no later than the Wednesday prior to each UTA weekend. The Government will not be responsible for payment of any reservations made by unauthorized individuals.

5. DELIVERY TICKETS. Delivery tickets in one (1) copy shall accompany all deliveries made under this BPA. Each delivery ticket must be dated, properly executed, and signed by a GOVERNMENT REPRESENTATIVE receiving the item or service. Each delivery ticket shall contain the following information:

A. Name of Supplier B. Blanket Purchase Agreement (BPA) Number C. Call Number D. Date of Purchase E. Itemized list of products or services furnished (room number/name(s) of occupants) F. Quantity, unit price, and extended price of each item, less applicable discount (number of nights/room rate) G. Date of delivery or shipment and signature of individual who received the shipment or service (check-out date/occupant(s) signature)

6. INVOICES. An itemized invoice shall be submitted at least monthly or upon expiration of this BPA, whichever occurs first, for all deliveries made during the billing period and for which payment has not been received. These invoices need not be supported by copies of delivery tickets. The billing period is the first day through the last day of each month. Invoices must be submitted within five (5) business days after the end of the billing period.

Invoices shall be mailed to: 167AW/FSS/SVF 222 Sabre Jet Blvd.

Martinsburg, WV 25405-7704

OR

e-mailed to philip.k.henderson.mil@mail.mil and tyler.j.greenstreet.mil@mail.mil or other e-mail address provided to hotel subsequent to award

7. METHOD OF PAYMENT. Payment will be made by Government Purchase Card (GPC) (VISA) upon receipt of a valid invoice at the address designated in paragraph 6. Hotel/motel must have adequate trained staff to accept

GPC payment in person or by phone within five (5) business days after submission of invoice (10 business days after end of the billing period).

8. ROOM ASSIGNMENTS. To the extent practicable, contractor shall place 167AW personnel in rooms with no ground floor exterior doors.

9. CHECK-IN PROCEDURES. Contractor shall require each 167AW member to show military ID upon check-in, and compare the name on the ID to the rooming list provided by the authorized ordering officer. Contractor shall not rely on wear of military uniform as an indicator of military status or authorization to receive lodging under the BPA. Contractor shall ensure that no individuals check in without previous reservations made by persons authorized in accordance with paragraph 4 above. 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 check in without a reservation made by authorized Ordering Officers in accordance with paragraph 4 above.

10. CANCELLATIONS AND NO SHOWS. The 167 AW will not be responsible for payment of rooms that are cancelled by individuals prior to 6 p.m. on the date of the scheduled reservation. Contractor shall provide a report by 10:00 AM on each morning following a reservation of any NO-SHOWS from the previous night’s reservations. NO-SHOW Reports may be submitted by e-mailed to philip.k.henderson.mil@mail.mil and tyler.j.greenstreet.mil@mail.mil or other e-mail address provided to hotel subsequent to award.

11. SECURITY REQUIREMENTS. All contractor employees must be identified by a uniform, ID card and/or name tag. Name tags, ID cards, etc. must be readily visible (ex. ID worn on lanyard may not be tucked inside collar or pocket). Contractor shall have procedures in place to ensure unauthorized individuals do not have access to employee uniforms, ID cards and/or name tags, and that said items are collected upon termination of employment.

12. CLEANLINESS AND HOUSEKEEPING REQUIREMENTS. Rooms provided for Government lodging shall be free of insects, rodents and other pests; and be properly sanitized and free of dirt and debris. All hotel/motel staff shall be trained in the proper quarantine/treatment of affected rooms, to include immediate removal of guests and their belongings from affected and adjacent rooms upon discovery of pests. All customer reports of pests or unclean rooms or linens to on-duty staff shall be up-channeled to hotel management within one (1) duty shift. Government personnel who report pests or unclean rooms or linens shall be immediately moved to another room. The Government shall not be billed for rooms that have been reported to have pests or unacceptable cleanliness upon check-in. Upon report of pests, use of the hotel/motel will be suspended until the Government receives valid documentation of treatment by a qualified pest control service. BPAs may be terminated for any hotel/motel that has repeat (more than 1) pest reports in any 6-month period. The Government requires daily housekeeping, to include at a minimum: making beds, replacing towels, emptying trash receptacles, cleaning floors, and sanitizing bathrooms.

BPA PRICING

Contractors shall indicate below the BPA pricing offered per room/per night, inclusive of authorized surcharges, taxes or fees. The Government is exempt from state and local sales tax, and may be exempt from state and local 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.

ITEM NO SUPPLIES/SERVICES UNIT PRICE

Single-Occupancy Room: 1 or 2 beds, 1 person $ . Period of Performance: 1 Oct 2016 – 30 Sept 2017

Double-Occupancy Room: 2 beds, 2 persons $ . Period of Performance: 1 Oct 2016 – 30 Sept 2017

Single-Occupancy Room: 1 or 2 beds, 1 person $ . Period of Performance: 1 Oct 2017 – 30 Sept 2018

Double-Occupancy Room: 2 beds, 2 persons $ . Period of Performance: 1 Oct 2017 – 30 Sept 2018

Single-Occupancy Room: 1 or 2 beds, 1 person $ . Period of Performance: 1 Oct 2018 – 30 Sept 2019

Double-Occupancy Room: 2 beds, 2 persons $ . Period of Performance: 1 Oct 2018 – 30 Sept 2019

Single-Occupancy Room: 1 or 2 beds, 1 person $ . Period of Performance: 1 Oct 2019 – 30 Sept 2020

Double-Occupancy Room: 2 beds, 2 persons $ . Period of Performance: 1 Oct 2019 – 30 Sept 2020

Single-Occupancy Room: 1 or 2 beds, 1 person $ . Period of Performance: 1 Oct 2020 – 30 Sept 2021

Double-Occupancy Room: 2 beds, 2 persons $ . Period of Performance: 1 Oct 2020 – 30 Sept 2021