Skip to content | Skip to institutional links

Common menu bar links

Institutional links

PWGSC Services

Proactive Disclosure
- Proactive Disclosure

Extended Stay Search Services

National Master Standing Offer for Furnished Extended Stay Rental Search Services
E60LP-100007/001

Part 1- Standing Offer and Resulting Contract Clauses

A. Standing Offer

Requirement
Standing Clauses and Conditions of the Standing Offer
Term of Standing Offer
Authorities
Identified Users
Additions to the list of Identified Users during the period of the Standing Offer
Call-up procedures
Services to be provided
Cities where services are to be provided
Limitation of call-ups
Priority of documents
Certification
Applicable laws
Disclosure of information
Non-assignable

B. Resulting Contract Clauses

Statement of requirement
Standing Clauses and Conditions of the Subsequent Contract
Term of contract
Delivery
Payment
Invoicing instructions

Annex B - Cities where services are provided and supplier contact information

PART 1 - STANDING OFFER AND RESULTING CONTRACT CLAUSES

This Standing Offer is for the provision of destination rental search services to find and secure furnished corporate-type or hotel apartments located in Canada for the various users referred to hereafter as "Identified Users" listed in ANNEX C - IDENTIFIED USERS.

2. Standing Clauses and Conditions of the Standing Offer

All clauses and conditions identified in the Standing Offer and resulting Contract(s) by number, date and title are set out in the Standard Acquisition Clauses and Conditions Manual issued by Public Works and Government Services Canada (PWGSC).

The Manual is available on the PWGSC Website: Standard Acquisition Clauses and Conditions Manual

2.1 General Conditions

2005 (2010/01/11) 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 (SO). This data must include all purchases ordered, including purchases paid by Government of Canada Designated Travel Car (DTC) or Designated Responsability Centre Travel Card (DRCTC). 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:

total number of call-ups per month
total call-up revenues per month

These reports must be sent to:

Public Works and Government Services Canada
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 making call-ups and providing services against the Standing Offer shall be from 27 January 2011 to 31 December 2013 inclusively.

4. Authorities

4.1 Standing Offer Authority

The Standing Offer Authority is:

François Dicaire
Supply Specialist
Public Works and Government Services Canada
Traffic Management Directorate
Travel Services Division
11 Laurier St., Phase III, Floor 7B3-38
Gatineau, Québec, Canada
K1A 0S5
Telephone: 819-956-7764
Facsimile: 819-956-4944
E-mail: francois.dicaire@tpsgc-pwgsc.gc.ca

The Standing Offer Authority is responsible for the establishment of the Standing Offer, its administration, and any contractual issues relating to individual call-ups.

4.2 Offeror's Representative

The Offeror Representative for the Standing Offer is:

Samantha Johnson
Executive Assistant, Major Accounts
Premiere Executive Suites Limited
Tel. No. 1-877-246-4331
E-mail: sjohnson@premieresuites.com

5. Identified Users

The list of Identified Users authorized to make call-ups against the Standing Offer is included in ANNEX C - IDENTIFIED USERS.

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 (ANNEX C - IDENTIFIED USERS), 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 (ANNEX C - IDENTIFIED USERS) 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

Call-ups against the Standing Offer will be made using the PWGSC-TPSGC 942 form - "Call-up Against a Standing Offer" available in both official languages.

Each call-up for services should apply to one destination only, unless otherwise stated in the Standing Offer, and should be sent directly to the Offeror. Each call-up must be funded.

Call-up forms in PDF version (140KB)(Help on File Formats)are available at: Call-up forms. This information is only accessible to federal government employees.

8. Services to be provided

Upon receipt of a duly completed Call-up Against a Standing Offer, the Contractor must:

Consult with employee and/or client contact to determine accommodation preferences and occupancy date;
Research and preview furnished accommodations (based on predetermined criteria as stated below) and according to indicated requirements from the employee and/or client contact for extended stay accommodation;
Inform employee of available options/choices within three (3) calendar days from receipt of the call-up;
Provide information on furnished accommodation in order for employee to review and choose accommodation;
Provide at least one comparable choice of accommodation that the Contractor does not own and has no link to, within the same price range or at a lower price, when it provides at least one choice that it owns or is linked to;
Book furnished accommodation chosen by employee;
Provide employee with directions to temporary accommodations.

NOTE: Apartment viewing by the employee prior to their arrival to the destination will not be covered in any call-up made against any resulting Standing Offer.

Upon arrival of the employee to the destination location, the destination rental search supplier must:

Coordinate key pickup (if required);
Provide City Orientation Packages and Destination Information to the employee;
Prepare and provide the Lease/Rental accommodation agreement.

Accommodations Requirement

Accommodation means an apartment hotel, a house, townhouse, a condominium, or any other similar establishments.

Accommodations must meet the following minimum criteria:

One bedroom fully furnished apartments (including linens, pots, pans, cutlery, dishes and small appliances) in a safe environment, conveniently located, clean and comfortably equipped;
Within the downtown core or walking distance to work location;
Available for minimum of one month, with a provision to extend stay by weeks and /or months;
Rent must be inclusive of utilities (heat & hydro), basic cablevision, bi-weekly housekeeping service, local telephone calls, high speed internet access with no exit fee applicable;
Landlords must be able to collect rent through a Visa /MasterCard /Amex Merchant system since employees will be reimbursed for the rent rather than direct billing to the Department. In exceptional circumstances, where a Visa / MasterCard / Amex is not accepted, payments may be made by alternate mechanisms, provided a detailed original receipt is issued immediately;
Parking available on site at an additional cost, if applicable, at competitive market rates;
Laundry facilities available on site or within 300 metres at an additional cost, if applicable, at competitive market rates;
Time extensions will be arranged directly by the employee with the landlord.

9. Cities where services are to be provided

The services will be provided in the cities listed in ANNEX B - CITIES WHERE SERVICES ARE PROVIDED AND SUPPLIER CONTACT INFORMATION.

10. Limitation of Call-ups

Individual call-ups against this Standing Offer must not exceed $25,000.00 (Goods and Services Tax or Harmonized Sales Tax included when applicable).

11. Priority of Documents

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

The call up against the Standing Offer, including all annexes;
The articles of the Standing Offer;
the General Conditions - 2005 (2010/01/11) General Conditions - Standing Offers - Services;
the General Conditions - 2010C (2010/08/16) General Conditions - Services (Medium Complexity);
Annex C - Identified Users
the Offeror's offer.

12. Certification

12.1 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 term 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 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.

13. Applicable Laws

The Standing Offer and any contract resulting from the Standing Offer must be interpreted and governed, and the relations between the parties determined, by the laws in force in Ontario.

14. Disclosure of Information

In the event of a resultant Standing Offer, the Offeror agrees to the disclosure of its unit prices by Canada, which will include posting them on the Internet, and further agrees that it must 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.

15. Non-assignable

This Standing Offer is not assignable or transferable.

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 against the Standing Offer.

2. Standing Clauses and Conditions of the Subsequent Contract

2.1. General Conditions

2010C (2010/08/16) General Conditions - Services (Medium Complexity), apply to and form part of the Contract.

3. Term of Contract

3.1 Period of Contract

The services must be completed in accordance with the call-up against the Standing Offer.

4. Delivery

Based on predetermined criteria as described in this requirement and according to indicated requirements from the employee, delivery will be made within three (3) calendar days from receipt of the call-up.

5. Payment

5.1 Basis of Payment

Payment must be upon completion and delivery and acceptance, by the Identified User, of each completed call-up.

Firm flat search fee per file, GST/HST extra. Fee excludes the actual rent. The rent will be paid by the employee to the landlord. Additional fees for apartment viewing will not be accepted and will be at the employee's expense.

The Contractor must not accept and must not collect any placement or referral fees or registration fees or commission in connection with services provided under this Standing Offer from any realtors, agents, lawyers, notaries, financial institutions, the landlord or other service suppliers or employees for the direction of government business towards any recommended establishment. The total revenue generated by this Standing Offer may be subject to review by the Standing Offer Authority.

5.2 Limitation of Price

SACC Manual clause C6000C (2007/05/25) Limitation of Price

5.3 Payment by Credit Card

The following credit cards are accepted: Visa, Master Card, and American Express.

6. Invoicing Instructions

Payment will only be made on receipt of a satisfactory invoice duly supported by specified release documents and other documents called for under this Standing Offer.
Invoices must be submitted on the Contractor's own invoice form and must be prepared to show:
1. The date;
2. Name and address of the CONSIGNEE;
3. Item/reference number, deliverable and/or description of work;
4. Contract serial number and financial codes;
5. The amount invoiced (exclusive of the Goods and Services Tax [GST] or Harmonized Sales Tax [HST] as appropriate) and the amount of GST or HST, as appropriate, shown separately;
6. Client Reference Number (CRN)
7. Procurement Business Number (PBN).

Top of Page

ANNEX A - BASIS OF PAYMENT

Firm flat fee per file for the destination rental search services. Fee excludes the actual rent. Apartment viewing by the employee prior to their arrival to the destination is not covered under this Standing Offer.

Pricing year one (1) from January 27, 2011 to December 31, 2011 inclusively.

$200.00 / per file + $26.00 HST = $226.00

Pricing year two (2) from January 01, 2012 to December 31, 2012 inclusively.

$200.00 / per file + $26.00 HST = $226.00

Pricing year three (3) from January 01, 2013 to December 31, 2013 inclusively.

$200.00 / per file + $26.00 HST = $226.00

Payment by Credit Card

Government of Canada Designated Travel Cards (DTC), Designated Responsibility Centre Travel Cards (DRCTC) or personal credit cards will be accepted for payment of call-ups against the standing offer. The following credit card(s) are accepted: Visa, Master Card and American Express

ADDITIONAL SERVICES PROVIDED AT NO EXTRA COST

One point of contact for reservations within Canada. Premiere Executive Suites will dedicate one person to act as the account manager for all accommodation search services.
Identified Users will have access to Premiere Executive Suite's best available net rate.
During peak periods, availability is an issue. Identified Users will receive priority placement for availability.
Complementary upgrades will be provided to Identified Users, when and where available.
Two (2) and three (3) bedroom options are available and where two or more government employees are on assignment, requiring an extended stay, sharing accommodations can represent significant savings to Canada.

Top of Page