Attachment 3 Room Cancellation Modification Policy.docx

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179 CW Lodging
Solicitation number
W50S8R26Q0003
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This document is a Room Cancellation & Modification Policy for a lodging services contract with the Ohio Army National Guard. The policy outlines specific terms for room reservation cancellations and modifications by both the government and contractor. Key provisions include the government's right to cancel reservations without penalty if done within a specified timeframe (number of days/hours to be inserted), and the contractor's limitation on cancellations, which are only permitted under extraordinary circumstances like force majeure events. If the contractor must cancel, they are required to notify the Contracting Officer immediately and provide alternative accommodations of equal or better quality at no additional cost to the government. Modifications to reservations are also allowed without penalty if made within a predetermined timeframe and subject to hotel availability.

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5.3 Room Cancellation & Modification Policy

5.3.1. Cancellation by the Government: The government reserves the right to cancel any room reservations without penalty if the cancellation is made at least [insert number] days/hours prior to the scheduled check-in date. Cancellation notification shall be provided by the COR, Contracting Officer, or individual(s) provided in writing from the Contracting Officer.

5.3.2. Cancellation by the Contractor: The contractor shall not cancel any confirmed room reservations unless due to circumstances beyond their control, such as force majeure events. In the event of a contractor-initiated cancellation, the contractor shall notify the Contracting Officer and COR immediately and provide alternative accommodation of equal or better quality at no additional cost to the government.

5.3.3. Modification of Reservations: The government may modify room reservations without penalty if changes are made at least [insert number] days/hours prior to the scheduled reservation/check-in date. Modification notifications shall be provided by the COR, Contracting Officer, or individual(s) provided in writing from the Contracting Officer and is subject to hotel availability.

5.3.3. Cancellations and modifications that do not meet the criteria of paragraphs 5.3.1., 5.3.2., & 5.3.3. shall only be made by mutual agreement of both the contractor/hotel & and Contracting Officer.

File details come from the government source that posted it. Updated .