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It has been our policy in the past that all contracts or agreements for accommodations
be processed by Purchasing or the Contracting office. Because we have so many
requests to sign agreements with the same hotels, motels and resorts, we have streamlined
the process and have set up Master Agreements for Hotel Services with various hotel/motel/resort
facilities.
This allows departments to make their own arrangements, pursuant to master terms
and conditions, without having to send each contract agreement to Purchasing or
Contracting for signature. However, the University Marriott will still require
approval from Purchasing or Contracting.
PLEASE NOTE: Conferences that will cost between $5,000 and $50,000 shall
be awarded on the basis of an informal competitive proposal (RFP) process and conferences
which will exceed $50,000 shall be awarded in accordance with a sealed competitive
proposal (RFP) process. This shall be in accordance with
Purchasing Policy 4.5.
Each hotel/motel/resort facility is responsible for sending departments a “Confirmation”,
which may have characteristics of an agreement or contract and may contain terms
and conditions that the University has agreed to with that hotel/motel/resort facility.
As long as the confirmation does not call itself an agreement or contract and contains
the following language (this may vary by hotel/motel/resort facility); the arrangements
are pursuant to the terms and conditions of the Master Agreement between the University
and the facility, each department is authorized to sign the confirmation.
Please keep in mind that any time a University department in good faith reserves
space and services at a hotel for an upcoming event, that department incurs financial
responsibility for that space and those services. Should there be a shortfall with
your program, documented damages or attrition may be assessed.
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