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Terms and Conditions of the 2010 Accommodation Standing Offer

No. E60LP-090001 to
E60LP-090004

Standing Offer

Government of Canada - Accommodation Program for All Employees

IMPORTANT: These Standing Offers are applicable for Offerors located INSIDE the geographical zones identified below as "Select Markets" and Offerors located OUTSIDE these zones and hereafter identified as "Regular Markets".

Select Markets

Calgary Downtown
On any of the following roads as they connect as follows, or inside the boundary of: Bow River at 11th St. - 10th Ave. - Macleod Tr. to Bow River back to 11th St.

Edmonton Downtown
On any of the following roads as they connect as follows, or inside the boundary of: 104 Ave. - 103A Ave. NW - 97 St. NW - Jasper Ave. NW - 101 Ave. NW - Grierson HI NW - Rossdale Rd. NW - 97 Ave. NW - 109 St. NW.

Halifax Downtown
On any of the following roads as they connect as follows, or inside the boundary of: Cogswell St. - Robie St. - South St. - Barrington St. - Hollis St. - Terminal Rd. - Lower Water St. - Upper Water St. - Barrington St.

Montreal Airport
Within a 10-kilometre drive of the Montreal-Pierre Elliott Trudeau International Airport. (This is measured and verified using Googletm Maps Canada using airport starting point of "boulevard Albert-de-Niverville, Dorval.")

Montreal Downtown
On any of the following roads as they connect as follows, or inside the boundary of: Sherbrooke St. E. - St-Denis St. - Bonsecours St. - de la Commune St. - Wellington St. - de la Montagne St. - Notre-Dame St. - Guy St.

Ottawa/Gatineau

Ottawa Downtown
On any of the following roads as they connect as follows, or inside the boundary of: Wellington Street - Rideau St. - Dalhousie St. - Yok St. - King Edward Ave. - Mann Ave. - across the Rideau Canal - McLeod St. - Bronson Ave.

Gatineau
On any of the following roads as they connect as follows, or inside the boundary of: Laurier St. - Alexandre Taché Blvd. - Montcalm St. - Papineau St. - St. Rédempteur St. - Sacré-Coeur Blvd.

St. John's Downtown
On any of the following roads as they connect as follows, or inside the boundary of: From the north end; Signal Hill Road - Duckworth Street - Cavendish Square - Military Road - Harvey Road - Lemarchant Road - Hamilton Avenue - Shaw Street - Topsail Road - Waterford Bridge Road - Blackhead Road - Southside Road heading north toward point of origin.

Toronto Airport
Within a 10-kilometre drive of the Lester B. Pearson International Airport. (This is measured and verified using Googletm Maps Canada using airport starting point of "Silver Dart Drive, Mississauga.")

Toronto Downtown
On any of the following roads as they connect as follows, or inside the boundary of: From Lake Ontario, Lower Jarvis St. - Jarvis St. - Carleton St. - Church St. - Alexander St. - Grosvenor St. - Queen's Pk. Cres. E. - College St. - Spadina Ave. to Lake Ontario and along waterfront back to Lower Jarvis St.

Winnipeg Downtown
On any of the following roads as they connect as follows, or inside the boundary of: Red River at Mcdermot Ave. - Donald St. - Ellice Ave. - Balmoral St. to Assiniboine River to Red River back to Mcdermot Ave.

Regular Markets

"Regular Markets" represents the cities in Canada that are located outside the geographical zones of the "Select Markets" identified above, as well as all the cities in the United States and other countries.

Table of Contents

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PART 1

GENERAL INFORMATION

1. Introduction

The terms and conditions are divided into three parts :

  1. Part I, General Information;
  2. Part 2:
    2A, Standing Offer, and
    2B, Resulting Contract Clauses;
  3. Part 3: The Accommodation Directory; and,

the Annex.

Part 1: provides a general description of the requirement;

Part 2A: includes the Standing Offer containing the offer from the Offeror and the applicable clauses and conditions;

Part 2B: includes the clauses and conditions which will apply to any contract resulting from a "call-up" made pursuant to the Standing Offer.

Part 3: includes information relevant to the Accommodation Directory itself (format, distribution, customer complaints, mailing list).

The Annex includes: Annex E - Property Information and Rates.

2. Summary of Requirement

"Identified User" or "Identified Users" includes departments, boards or agencies of the Government of Canada or Crown corporations for whom Public Works and Government Services Canada (PWGSC) is authorized to provide services under the Department of Public Works and Government Services Act, and that is listed in the Preface, during the term of any resulting Standing Offer. These Identified Users include organizations listed at Schedules I, I.1, II, and some at Schedule III of the Financial Administration Act, R.S.C. 1985, c.F-11. Where context warrants such an interpretation, the meaning of the term may also include an employee of an Identified User. Where the Offeror has agreed to make the rates submitted in its offer available to cost-reimbursable contractors, consultants or advisors traveling on official government business in performance of their contracts, the term Identified User(s) may also include such persons.

This Standing Offer is to provide room rates in accordance with the terms and conditions contained herein, for the 2010 Government Accommodation Directory for use by employees of Identified Users, when traveling on official government business in the performance of their duties, family members of Government of Canada employees when on posting or transfer status, and Cost-reimbursable contractors, consultants or advisors traveling on official government business in performance of their contracts with Identified Users. Travel is authorized by Federal, Provincial, Territorial or other approved government organizations and paid or reimbursed from public funds in accordance with Government Travel Policy.

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PART 2

STANDING OFFER AND CONTRACT CLAUSES

A. STANDING OFFER

1. Offer

1.1 The Offeror offers to fulfill the requirement in accordance with the Requirement in Part 1, Section 2 - Summary of Requirement.

2. Standard Clauses and Conditions

All clauses and conditions identified in the Standing Offer (SO) and resulting Contract(s) by title, number and date are set out in the Standard Acquisition Clauses and Conditions Manual issued by PWGSC. The Manual is available on the PWGSC Website:

http://sacc.pwgsc.gc.ca/sacc/index-e.jsp

Pursuant to the Department of Public Works and Government Services Act, S.C. 1996, c. 16, the instructions, clauses and conditions identified in the standing offer by title, number, and date are incorporated by reference into and form part of the standing offer and any contract resulting from the Standing Offer as though expressly set out in the standing offer and any contract resulting from a call-up pursuant to the Standing Offer.

2.1 General Conditions

2005 (2007/05/25) General Conditions - Standing Offers - Goods or Services, apply to and form part of this Standing Offer.

2.2 Standing Offer Reporting

The Offeror must compile and maintain records on its provision of services to the federal government under contracts resulting from the Standing Offer. This data must include all purchases ordered, including purchases paid by Government of Canada Designated Travel Card (DTC). The data must be aggregated and submitted on a quarterly basis to PWGSC:

Report #1 - 15 days following the end of March,
Report #2 - 15 days following the end of June,
Report #3 - 15 days following the end of September,
Report #4 - 15 days following the end of December.

The reports will provide, as a minimum, the following information on Government usage:

  1. GC total number of room nights per month
  2. GC total room night revenue per month

These reports must be sent to:

PWGSC
Traffic Management Directorate
Travel Services Division
Accommodation and Car Rental Program
11 Laurier St., Phase III, Floor 7B3-38
Gatineau, Québec, Canada
K1A 0S5

Attention: François Dicaire
E-mail: francois.dicaire@tpsgc-pwgsc.gc.ca

All data fields of the report must be completed as requested. If some data is not available, the reason must be indicated in the report. If no goods or services are provided during a given period, the Offeror must still provide a "NIL" report.

Failure to provide fully completed quarterly reports in accordance with the above instructions may result in the setting aside of the Standing Offer and the application of a vendor performance corrective measure.

3. Term of Standing Offer

3.1 Period of the Standing Offer

The period for placing call-ups and rendering services against the Standing Offer shall be from 1 January 2010 to 31 December 2010 inclusively.

4. Authorities

4.1 Standing Offer Authority

Should more information about the 2010 Accommodation Directory for Government Employees or the Terms and Conditions of this Standing Offer be required, please contact:

Standing Offer Authority

François Dicaire
Supply Officer
Telephone: 819-956-7764
E-mail: francois.dicaire@tpsgc-pwgsc.gc.ca

Mailing address:

PWGSC
Traffic Management Directorate
Travel Services Division
Accommodation and Car Rental Program
11 Laurier St., Phase III, Floor 7B3-38
Gatineau, Québec, Canada
K1A 0S5

Technical Support

For technical support, please contact:

François Dicaire
Telephone: 819-956-7764
E-mail: francois.dicaire@tpsgc-pwgsc.gc.ca

Mailing address:

See above.

5. Identified Users

The list of Identified Users on the Standing Offer is in the Preface.

6. Additions to the List of Identified Users During the Period of the Standing Offer

Should Canada authorize the addition of new Identified Users to the list of Identified Users (see Preface), the Offeror hereby offers to provide the services specified herein to the employees of such new Identified Users, under the same conditions and at the rates and prices specified herein.

Any revision to the list of Identified Users (see Preface) will be authorized by the Standing Offer Authority at any time prior to the expiry of the Standing Offer and will be evidenced through the issuance of a "Revision to a Standing Offer and Call-up Authority" document.

7. Call-up Procedures

(a) The Identified Users shall order goods and services either:

  1. by telephone, facsimile, e-mail, Internet, by using an automated booking tool (Sabre) to obtain a reservation for which a confirmation number has been provided by the Offeror, and the terms of the resulting call-up will be limited exclusively to the pertinent details of the requirements as provided by the Identified User to the Offeror.

  2. through representatives of the Government Travel Services Contractor, (travel agent) to obtain a reservation for which a confirmation number has been provided by the Offeror, and the terms of the resulting call-up will be limited exclusively to the pertinent details of the requirements as provided by the Identified User to the Offeror; or

  3. other travel services providers identified herein used by some of the Identified Users to obtain a reservation for which a confirmation number has been provided by the Offeror, and the terms of the resulting call-up will be limited exclusively to the pertinent details of the requirements as provided by the Identified User to the Offeror.

(b) The Identified Users may also order goods and services in a walk-in, where the Identified User will immediately obtain the goods and services, and the terms of the resulting call-up will be limited exclusively to the pertinent details of the requirements as provided by the Identified User to the Offeror.

8. Limitation of Call-ups

Individual call-ups against this Standing Offer must not exceed $6,000 Canadian in Canada, $6,000 US in the USA and $9,000 US for establishments outside Canada and the United States, excluding taxes such as but not limited to: PST, GST, HST, State Sales Tax and Occupancy Tax, if applicable.

9. Priority of Documents

If there is a discrepancy between the wording of any documents that appear on the list, the wording of the document that first appears on the list has priority over the wording of any document that subsequently appears on the list.

  1. the call up against the Standing Offer, including any annexes;
  2. the Standing Offer;
  3. the General Conditions - 2005 (2007/05/25) General Conditions - Standing Offers - Services;
  4. the General Conditions - 2035 (2008/12/12) General Conditions - Higher Complexity - Services;
  5. Identified Users (see Preface)
  6. the Offeror's offer.

10. Certification (Canadian Properties Only)

10.1 Compliance

Compliance with the Certification provided by the Offeror is a condition of authorization of the Standing Offer and subject to verification by Canada during the entire period of the Standing Offer and of any resulting contract that would continue beyond the period of the Standing Offer. In the event that the Offeror does not comply with any certification or that it is determined that any certification made by the Offeror in its offer is untrue, whether made knowingly or unknowingly, the Standing Offer Authority has the right to terminate any resulting contract for default and set aside the Standing Offer.

11. Applicable Laws

The Standing Offer and any contract resulting from the Standing Offer must be interpreted and governed by the laws in force in Ontario.

12. Disclosure of Information

The Offeror agrees to the disclosure of its unit prices by Canada, which will include posting them in the Accommodation Directory on the Internet, and further agrees that it shall have no right of claim against Canada, the Minister, the Identified User, their employees, agents or servants, or any of them, in relation to such disclosure.

13. Non-assignable

This Standing Offer cannot be assigned or transferred in whole or in part.

14. Last Room Availability (Canadian Properties Only)

Offerors must be able to provide accommodation on a "Last Room Availability" basis. Reservations must be accepted for any available room of the same room type for which rates have been offered. Rooms considered superior in quality, size or location (for example: Harbour View vs. City View) are not to be excluded. Similarly, separate rates will not be accepted for hotel and motel facilities that are part of the same property.

15. Statutory Holidays and Weekends

Rates will not be subject to increase at any time, such as weekends, statutory holidays or during events of a local nature such as area fairs.

16. Blackout Days (Canadian Properties Only)

Offerors will be permitted up to a maximum of seven (7) days per year of their choice during which they will not be obligated to provide the rates offered in the Standing Offer.

17. Rate Adjustments

Rates offered for the 2010 Accommodation Directory are considered maximum rates. Preferred suppliers that have been awarded a Standing Offer will have the option to reduce their rate offering during the course of calendar year 2010 as follows:

  1. Provide rates no later than January 13, 2010 for the months of February and March 2010 which are lower than the maximum rates offered in the original offer at the bid closing date.
  2. Provide rates no later than February 12, 2010 for the months of April, May and June 2010 which are lower than the maximum rates offered in the original offer at the bid closing date.
  3. Provide rates no later May 14, 2010 for the months of July, August and September 2010 which are lower than the maximum rates offered in the original offer at the bid closing date.
  4. Provide rates no later than August 13, 2010 for the months of October, November and December 2010 which are lower than the maximum rates offered in the original offer at the bid closing date.

Preferred suppliers must provide their rate changes as described above in writing via fax or email to the Standing Offer Authorities identified at Part 2A, Section 4.1

Under no circumstances will any rate changes be accepted other than what is specified above.

Should a supplier lower its offering for a specific month, all existing reservations made prior to the rate modification must be adjusted to reflect the new lower rate offering. Should an Identified User be charged the inaccurate rate, this will be considered as an overcharge and the supplier will be obligated to credit the traveler for the overcharge immediately.

18. Blocks of Rooms (10 or more rooms)

Offerors are not obligated to abide by the Terms and Conditions of this Standing Offer when an Identified User is participating in a conference/meeting/event for which a block of ten or more rooms has been set aside or is being requested.

19. Non-smoking and Smoking Rooms

Rates offered for any given room types are applicable for both non-smoking and smoking rooms. The Offeror cannot charge an additional fee based on the non-smoking/smoking preference of the traveller.

B. RESULTING CONTRACT CLAUSES

The following clauses and conditions apply to and form part of any contract resulting from a call-up against the Standing Offer.

1. Statement of Requirement

The Contractor must provide the services detailed in the Call-up.

2. Standard Clauses and Conditions

2.1. General Conditions

2035 (2008/12/12) General Conditions - Higher Complexity - Services, apply to and form part of the Contract.

3. Term of Contract

3.1 Period of Contract

The services must be rendered in accordance with the Call-up.

4. Payment

4.1 Method of Payment

Upon arrival at an establishment and registering for accommodation, the establishment may request an imprint of a credit card.

For all types of reservation, under no circumstances can the establishment charge an advance payment for a reservation or an extension of a reservation.

Payments will be made upon checkout. If an Identified User has been charged with a rate that is not in accordance with the Standing Offer, the establishment must promptly refund any payment in excess of the rates quoted in the Standing Offer to the Identified User.

Upon checkout, an invoice must be submitted to the Identified User. The payment may be made by the Government of Canada Designated Travel Card (DTC), a Designated Responsibility Centre Travel Card (DRCTC) (see 4.1.1, below), a personal credit card, a debit card (Interac) or by any other means accepted by the establishment.

4.1.1 Payment with a Designated Responsibility Centre Travel Card (DRCTC) (only applicable for Contractors accepting AMERICAN EXPRESS credit cards).

Identified Users may opt to pay the Government of Canada employee's/traveller's room and tax with a DRCTC account, in establishments where Contractors have indicated that this method of payment is acceptable. A DRCTC account is an American Express corporate credit card account number, however, the DRCTC is not related to a physical plastic American Express corporate credit card.

Reservations requiring this method of payment will be made strictly via the Government Travel Services Contractor (currently Travel AcXess Voyage (TAV)). Room reservations will be guaranteed with a DRCTC account number. Once a reservation is confirmed and a confirmation number is provided to TAV, a written authorization letter will be sent to the supplier by the authorized representative of the Identified User confirming and authorizing payment of the employee's/traveller's room and tax to the DRCTC. For security reasons, the DRCTC account number cannot be provided in full on the authorization letter. However, in order to ensure that the establishment can confirm that the correct DRCTC account number was entered at time of reservation, a partial number will be included on the authorization letter to allow proper verification.

Upon an employee's/traveler's arrival at an establishment and registration for accommodation, the establishment may request an imprint of a personal credit card from the employee/traveler to cover incidental charges. The employee/traveller will not have any information on the DRCTC account number nor should any information on the DRCTC account number be provided to the employee/traveller.
Two separate folios/invoices are to be created for the employee's/traveler's account: one for room and tax, and one for incidental charges.

Upon checkout, payment for room and tax is to be charged on the DRCTC account number. The DRCTC account number is not be printed on the room and tax folio, and/or the employee's/traveller's incidental folio. The payment will be processed using the Contractor's credit card terminal, the same process as a payment by credit card. However, there is no physical credit card to be swiped in the terminal. The DRCTC account number will need to be keyed into the terminal.

A copy of the invoice, covering room and tax, is to be sent via fax and/or mail to the authorized representative as indicated on the authorization letter. Charges for incidentals are to be paid directly by the employee/traveller.

4.2. Basis of Payment and Overcharges

In consideration of being listed in the Government of Canada Accommodation Directory, the Offeror agrees to charge no more than the rate(s) quoted for the type(s) of accommodation indicated, in accordance with the terms and conditions listed herein.

The Offeror understands that the rates charged to the Identified User will be verified after payment and agrees to promptly refund the Identified User any payment made in excess of the rates quoted in the Standing Offer.

The Offeror agrees not to use the name of Public Works and Government Services Canada in any type of advertising media for promotion of its services. The Offeror further agrees not to advertise or to promote "federal government rates" where rates submitted have not been accepted for the 2010 Accommodation Directory.

The Offeror understands and agrees that failure to honour the rates, terms and conditions for the period of the Standing Offer may result in the removal of the firm's name from the 2010 Accommodation Directory.

5. Deposits and Room Charges

(a) Deposits or any other charges must not be debited from the Identified User's credit card until the user actually checks-in, unless the user has made a guaranteed reservation for late arrival.

(b) If an Identified User cancels any reservation, including a guaranteed late arrival, prior to 4:00 PM (local time) of the guaranteed check-in date, the Identified User shall not be charged by debit to their credit card or any other manner.

(c) If an Identified User made a guaranteed reservation for late arrival and does not check in and does not cancel prior to 4:00 PM (local time) of the guaranteed check-in date, the Identified User's credit card may be debited at that time but for no more than one night's stay at the government rate.

(d) If an Identified User does not stay because the accommodation was not safe, clean or comfortable, the Identified User's credit card must not be debited for deposits or any other charges. It is a mandatory requirement of this Standing Offer that the accommodation provided be safe, clean and comfortable. Should the Identified User complain that a property does not meet this minimum mandatory requirement, PWGSC reserves the right to remove the offending property from the Directory.

(e) Should an Identified User not stay for the full length of time they reserved, the Identified User must be charged no more than the government rate times the number of nights actually stayed. Deposits or other charges will not be debited to the Identified User's credit card for early departure.

6. Safe, Clean and Comfortable

As a minimum, rates must be for the provision of safe, clean and comfortable accommodation.

7. Reservations

(a) All confirmed reservations will be honoured. In the event that a room of the type reserved is not available at time of arrival, the property will provide an upgraded room at no additional cost. Should PWGSC receive a complaint from an Identified User that a property does not meet this requirement, PWGSC reserves the right to remove the offending property from the Directory.

(b) Properties may, but are not obligated to, hold a room beyond 4:00 PM (your local time) of the reserved check-in date, unless the Identified User has made a guaranteed reservation for late arrival.

8. Loyalty Programs

Canadian Federal Government employees may join loyalty programs. However, employees will not be reimbursed should there be costs, over and above the room rates, to join loyalty programs.

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PART 3

THE ACCOMODATION DIRECTORY

1. Directory Format

(a) The Government Accommodation Directory is comprised of three sub-directories: Canada, USA and Other Countries. Each sub-directory contains an alphabetic index of cities for which there are accommodation listings.

(b) In the Canadian and American sub-directories, the accommodation listing for each city is divided into two sections: Accommodations Within City Rate Limit and Accommodations Above City Rate Limit, when applicable.

  1. The listings in the section entitled "Accommodations Within City Rate Limit" are considered to be the standard of accommodation to be provided to the Identified Users.

(c) Both sections of the accommodations listing for each city are further divided into sections by room type: guest room, business class room, bachelor/studio with kitchen and one bedroom suite with or without kitchen. The information for each room type is then listed in ascending order by room rate.

(d) From the listings for each city, government travelers are able to select an establishment and then review that establishment's specific information on a separate page. The establishment information page includes the establishment's services, address, telephone numbers, fax number, e-mail address, Web site address and the rates by period, room type and occupancy.

(e) The Canadian sub-directory also contains an alphabetic list of interactive maps for major Canadian cities. The maps show the location of each establishment and allow the traveller to toggle between the map and the selected establishment's specific information page.

(f) The sub-directory for Other Countries is the same format as the Canadian and American sub-directories except that there are no "Accommodation Within City Rate Limit" and "Accommodation Above City Rate Limit" sections.

(g) The Directory also identifies properties that have an environmental rating through either the Green Leaf or Green Key Programs. Employees are able to sort their search by environmental rating.

2. Distribution of the Directory

(a) The Government Accommodations Directory is distributed electronically on the Internet at the following Web site:

http://rehelv-acrd.tpsgc-pwgsc.gc.ca

(b) With the modernization of Government travel, an automated booking tool is now available to government employees to help them make their reservations. We encourage you to make your establishment's rates accessible to government employees using this online reservation service. To do so, please submit your room rates to Sabre, the Global Distribution System (GDS) utilized by the booking tool to search and display rates, using the rate code "GOC" to identify Government of Canada rates. Following are the required pseudo city codes:

  • AMEX - Z1C0 (Sabre)
  • Carlson Wagonlit - H120 and 22LO (Sabre)
  • HRG Canada - B3W1 (Sabre)
  • Yukon Government Travel - 27LL (Apollo)

Establishments that do not currently list the GOC rates in the GDS or wish to obtain more information on the Sabre GDS can contact Sabre at 682-605-6700 or by e-mail at hotel.eservices@sabre.com

3. Customer Complaints

PWGSC will investigate complaints referred to them by Identified Users. PWGSC reserves the right to remove the offending property's listing from the Directory should they fail to take the appropriate corrective action or fail to adhere to the terms and conditions of the Standing Offer.

4. Mailing List

(a) The Travel Services Division of PWGSC maintains a source list of suppliers of guest rooms and similar commercial accommodation in Canada, the USA and other countries around the world. Each year, a Request for Standing Offer (RFSO) to provide room rates for the Accommodation Directory for Government Employees is mailed to each supplier on the source list.

(b) The source list will be purged of suppliers who have not responded to the RFSO for three (3) consecutive years.

(c) Notices advertising the existence of the source list and the proposed procurement of accommodation rates are advertised on the Government Electronic Tendering Service (GETS) - MERX. Suppliers may submit a written request to the Standing Offer Authority to be added to the source list at any time.

Date Modified: 2010-04-14

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Important Notices