Attachment 3 Room Cancellation Modification Policy.docx

This is a Room Cancellation and Modification Policy attachment for lodging services contracted with the 179th Cyberspace Wing. The policy establishes procedures governing cancellations and modifications of hotel room reservations under the solicitation W50S8R27Q0002, a 100% small business set-aside Request for Quotation issued by the Department of the Army Ohio Army National Guard for regularly scheduled drill lodging services at commercial hotels within 25 miles of Mansfield, Ohio.

The policy grants the government the right to cancel room reservations without penalty if notice is provided at least a specified number of days or hours before the scheduled check-in date, with cancellation notifications submitted in writing by the Contracting Officer or COR. Conversely, the contractor may not cancel confirmed reservations except under force majeure circumstances; any contractor-initiated cancellation requires immediate notification to the Contracting Officer and COR, along with provision of alternative accommodations of equal or better quality at no additional cost to the government. The government may similarly modify reservations without penalty if changes are communicated in writing at least a specified number of days or hours prior to the scheduled check-in date, subject to hotel availability. Any cancellations or modifications that do not meet these specified timeframes require mutual agreement between both the contractor/hotel and the Contracting Officer. The specific notice periods (days/hours) are template placeholders to be completed during contract award.