Annex A - Requirement: Property Information and Rates - 2020

No. EN578-200406
Standing Offer
Government of Canada - Accommodation Program for All Employees

Canada foresees a potential need for accommodation services during the period from January 01, 2020 to  December 31, 2020; the Offeror is hereby invited to provide Canada with an offer for guest rooms or similar commercial accommodation as defined in Annex A.

In order to assist our Identified Users in renting accommodation in the most economical manner, it is the intention of Canada to:

  1. Solicit offers from accommodation properties in the form of daily, weekly and monthly rates for a number of different room types;

  2. Publish the rates that meet the criteria set out in this document in the 2020 Government Accommodation Directory for use by Identified Users on official government business travel authorized by Federal, Provincial, Territorial or other approved government organizations and paid or reimbursed from public funds in accordance with the Travel Directive.

"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) also operating as Public Services and Procurement Canada (PSPC) is authorized to provide services under the Department of Public Works and Government Services Act, and that is listed on the Identified Users page, 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.

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, are frequently required to rent guest rooms or similar commercial accommodation.

Employees of the Provincial and Territorial Governments identified on the Identified Users page are also considered as an Identified User.

Table of Contents

Annex A - Requirement: Property Information and Rates

Property Data

  1. Type of Establishment

Services

  1. Room Type Definitions
  2. Specialty Suites
  3. Occupancy
  4. Services
  5. Official Languages

Government Rates

  1. Rate Periods
  2. Rates
  3. Currency
  4. Cost Reimbursable Contractors and Other Travelers
  5. Taxes, Service Fees and Resort Fees

ANNEX A - REQUIREMENT: PROPERTY INFORMATION AND RATES

PROPERTY DATA

Type of Establishment

As a general rule, the employee can expect the following types of services to be available at each type of establishment listed:

  • Hotels and Resorts
    • 24-hour registration desk and switchboard service
    • Daily maid service
    • Room service and/or restaurant and/or coffee shop
    • Reservations accepted on a daily basis
    • Parking

  • Motels
    • 24-hour registration desk and switchboard service
    • Daily maid service
    • Room service and/or restaurant and/or coffee shop
    • Reservations accepted on a daily basis
    • Private entrance to individual units
    • Free parking

  • All-suite and Apartment Hotels
    • 24-hour registration desk and switchboard service
    • Daily maid service
    • Kitchen facilities
    • Room service and/or restaurant and/or coffee shop
    • Reservations accepted on a daily, weekly or monthly basis

  • Apartments
    • Usually located in buildings that house permanent residents
    • Services only during normal business hours
    • Maid service, if available, is on a weekly basis
    • Kitchen facilities are available, but may not include dishes and utensils
    • Room service, restaurant and coffee shop not available
    • Telephones are not usually installed and must be rented
    • Reservations are normally accepted for weekly or monthly stays

  • Bed and Breakfast Establishments and Inn
    • May or may not be located in owner-occupied private homes
    • Services only available during normal business hours
    • Daily maid service
    • Reservations accepted on a daily or weekly basis
    • Private or shared bathrooms
    • Breakfast, continental or full, is normally provided

SERVICES

Room Type Definitions

For the purpose of this Standing Offer, there is no room defined as a "government room".

  1. Standard Guest Room

    A standard room is a basic room normally offered for accommodation. A standard room includes, as a minimum, the following:

    • One or two beds/bedding (double, queen or king size)
    • Bathroom (shower or bath tub)
    • Climate control
    • Telephone
    • Alarm clock
    • Table or desk
    • Chair

    A standard room at a 5-star hotel is more luxurious than a standard room in a 2-star hotel.

    Standard guest rooms must not exclude rooms based on location (for example: Harbour view vs. City view). Any other type of room may be offered to the Identified User as a Standard Guest Room at the discretion of the establishment's management, at no additional cost to Canada.

  2. Superior Guest Room

    A Superior Guest Room means to be superior in quality to a Standard Guest Room in both size and furnishings in the hotel. Upgraded furnishings and size are features of a superior room. Free internet, free breakfast and free parking are not considered acceptable for a room to be superior in quality. As well, the view from the room (for example:  Harbour view vs City View) are not considered acceptable for a room to be considered superior in quality.

    A Superior Guest Room may require higher approval in order for Government employees/travellers to use it.

  3. Bachelor/Studio with Kitchen

    A Bachelor/Studio with Kitchen is a room that includes a full kitchen. Full kitchen means a full size stove or stove top, refrigerator (but not mini-fridge) and all kitchen utensils. Rooms with a microwave and mini-fridge are considered as a Standard Guest Room for the purpose of this Standing Offer. Bachelor/Studios should not exclude rooms considered to be superior in quality, size or location (for example: Harbour view vs. City view).

  4. 1 Bedroom Suite with or without Kitchen

    A suite is a room, which has a separate sleeping and seating area. Sleeping and seating areas must be clearly divided by an immovable physical divider (for example: sectional wall or knee wall). It can also include a full kitchen. Full kitchen means a full size stove or stove top, refrigerator (but not mini-fridge) and all kitchen utensils. Rooms with a microwave and mini-fridge are considered as a Standard Guest Room for the purpose of this Standing Offer. Suites should not exclude rooms considered to be superior in quality, size or location (for example: Harbour view vs. City view).

Specialty Suites

Specialty suites such as the "Presidential Suite" and other similar suites are excluded from this Standing Offer, but may be offered to the government traveler as one of the offered room types, at no extra cost, at the discretion of the establishment's management.

Occupancy

  1. Single: one person occupying the room,
  2. Double: two people occupying the room

Rates offered for each category of occupancy are not based on the size of the bed in the room. For example: single occupancy means one person occupying the room , regardless of the number or size of the bed(s) (double, queen or king).

Services

(a) Should you indicate that you offer Internet access, it must be included in the rate.

(b) Should you indicate that breakfast is included in the rate, it must be offered for the entire period of the Standing Offer. Breakfast included in the room rate has a value of $17.00 plus all applicable taxes. Should you decide to stop offering breakfast with the rate during the period of the Standing Offer, PWGSC will require that you lower your rate by $17.00/day for all room categories for which you have submitted rates with breakfast included in the rate. This reduction must apply to daily rates as well as weekly and monthly rates, if applicable. Failure to do so will result in your offer becoming non-compliant and the removal of your establishment from the 2020 Accommodation Directory.

(c) On site security means security personnel physically located on site. Security cameras are not considered on-site security.

Official Languages

Canadian properties are encouraged to provide essential services in both official languages, as well as English and French television channels.

3. GOVERNMENT RATES

Rate Periods

The rate period is from January 1, 2020 to December 31, 2020. Properties are required to honour their rates throughout this period.

Offerors are permitted up to ten (10) days per year of their choice during which they will not be obligated to provide the discounted rates offered in their offer (Canadian properties only).

Rates

(a) Daily Rates

Daily rates must be available for all days of the week with no minimum stay.

(b) Weekly and Monthly Rates

Weekly and monthly rates are to be indicated as total amounts for the week or the month, not as amounts per day.

  • Weekly rates are to be calculated on a 7 day period (Total amount for all 7 days).
  • Monthly rates are to be calculated on the basis of the first day to the last day of the month (Total amount for the entire month).

(c) Non-commissionable Rates

The rates quoted are non-commissionable. Rates are free of the normal commission paid to travel agents for booking reservations. Any other fees or costs incurred by the establishment pertaining to such reservations are outside the terms of this Standing Offer.

Currency

  1. Canadian properties have quoted rates in Canadian dollars.

  2. American properties have quoted rates in American dollars.

  3. For properties in countries other than Canada and the USA, rates have either been quoted in American dollars or in the local currency.

Cost Reimbursable Contractors and Other Travelers

Some Offerors have agreed to extend their government rates to cost reimbursable contractors, consultants or advisors working under contract to an Identified User and traveling on official government business in performance of that contract. Identified users are advised to provide cost reimbursable contractors, consultants or advisors with a letter, specifying the duration of their contract or specifying that they are on travel status on behalf of the government and their destination. Unless such identification is provided, such travelers may not be eligible to receive government rates listed in the Directory. Establishments that have agreed to extend their rates to cost reimbursable contractors, consultants or advisors will have this information displayed in the Directory above the "Services Offered".

Taxes, Service Fees and Resort Fees

  1. The rates include all taxes except: PST, GST, HST, Municipal Room Tax (although it is usually amalgamated to the PST), Occupancy taxes and Destination Marketing Fees. Federal Government employees are required to pay these taxes and fees for meals and accommodation directly to the suppliers of such services. Provincial sales tax exemption numbers must not be quoted for these purchases.

  2. For establishments located in the UInited States, the rates include all taxes except the State Sales Tax and the Occupancy Tax, if applicable.

  3. For establishments located in countries other than Canada and the USA, taxes and service fees may or may not be included in the rates.

  4. For establishments that are part of a resort, and where resort fees are applicable to use the resort infrastructures, these fees must be included in your room rate, unless this fee is optional and can be declined by the Identified User.