Travel Services Agreement
Travel Services Agreement
[COMPLETE ADDRESS]
PREAMBLE
1. DEFINITIONS
1.1 “Agreement” shall mean this document and the annexed schedules which
are incorporated herein together with any future written and executed
amendments.
1.2 “Associated Staff” shall mean any officer, director, employee, agent, or
student of the parties, and any other person involved in the execution of this
Agreement.
1.3 “Documentation” shall mean all documents, regardless of form, relating
to the Services.
1.4 “Material” shall mean any and all information and materials, relating to a
party’s business, given to the other party from time to time for review, data
processing, or for any other reason, and all copies thereof regardless of form or
storage medium, including, but not limited to, documentation, notes, formulae,
components, drawings, data, flow-charts, plans, specifications, techniques,
processes, algorithms, inventions, prototypes, protocols, patent portfolio, pre-
clinical and clinical studies, contracts, marketing and other financial and
business plans, business processes and methods of doing business and includes
all confidential and proprietary information which is at any time so designated
by either party, either in writing or orally.
2. SCHEDULES
2.1 The following Schedules are attached hereto and are hereby incorporated
by reference and made part of this Agreement:
3. SUBJECT/SCOPE OF AGREEMENT
6.1 The fees and payment for [YOUR COMPANY NAME]’s Services shall
be as specified in Schedule “B”, attached hereto.
6.2 The Client shall be responsible for all travel costs and charges, including,
without limitation, prepaid ticket charges, rush ticket deliveries, invoice/ticket
reprints, penalties, waivers, cancellation charges, airline service fees, void
processing fees and penalty fares incurred by it, as well as the cost of lost ticket
applications, ticket copies and ticket usage verifications, unless same is incurred
as a result of the negligence or misconduct of [YOUR COMPANY NAME].
6.3 The Client will pay interest on any overdue accounts at a rate of
[PERCENTAGE %] per annum calculated monthly from the due date to the
date of payment.
7.1 Unless otherwise expressly specified in this Agreement, the Client shall
supply, at the Client’s sole expense, all materials, supplies and other resources
necessary to perform the Services.
7.2 In the event that any material, supply or other resource is supplied by the
Client, and unless expressly specified in this Agreement, such material, supply
or other resource must be promptly returned to the Client, upon request or upon
expiry or termination of this Agreement for any reason. Such material, supply or
other resource must be packaged appropriately to ensure its protection upon
return to the Client and be returned in good working order and in an appropriate
state of repair, taking into consideration normal wear and tear during the course
of the performance of the Services. Should [YOUR COMPANY NAME] fail to
fulfill its obligations under this Subsection 7.2, [YOUR COMPANY NAME]
shall be liable for the cost of replacement of such material, supply or other
resource in the condition such equipment, tool, material, supply or other
resource would have been had these obligations been fulfilled.
8. TERM
8.1 This Agreement will come into force as of the Effective Date and will
expire on [DATE] (the “Initial Term”) unless extended by the parties in writing
or otherwise terminated by the parties in accordance with the terms of this
Agreement subject to earlier termination according to Section 9, hereof.
8.2 At the end of the Initial Term, this Agreement will be automatically
renewed for successive [NUMBER] year terms (a “Renewal Term”) unless
either Party provides written notice to the other Party of its desire to terminate
this Agreement in accordance herewith.
9. TERMINATION
9.1 The Client shall have the right to terminate or cancel all or part of the
Services contemplated by this Agreement or any request for Services on any
specific task at any time by giving [YOUR COMPANY NAME] [NUMBER]
days prior written notice of its intent to so terminate or cancel. If the Client
desires to cancel or terminate any or all of [YOUR COMPANY NAME]’s
activities, [YOUR COMPANY NAME] will assemble and turn over forthwith
in an orderly fashion to authorized representatives of the Client the Material,
Documentation, including drafts of all write-ups, notes, and other information,
materials and deliverables related to the Services.
If the Client terminates this Agreement before the end of the Initial Term, or the
Renewal Term, as the case may be, it shall pay [YOUR COMPANY NAME]
only for Services satisfactorily performed and not previously paid, and any
justified irrevocably obligated reasonable expenses for non-cancellable
commitments, up to the effective date of termination.
9.2 In the event that [YOUR COMPANY NAME] or any of its employees,
agents or sub-contractors violates any of the terms of this Agreement, including
the Schedules or Attachments thereto, or if [YOUR COMPANY NAME]’s
employees or agents fail to perform the Services to the Client’s satisfaction, the
Client shall have the right to provide notice to [YOUR COMPANY NAME]
that it is terminating this Agreement forthwith with no further obligation or
liability other than for payment of any Services that have, to that date, been
performed by [YOUR COMPANY NAME] to the reasonable satisfaction of the
Clients.
9.3 The Client shall incur no liability, under this Agreement or otherwise for
Services not satisfactorily performed and may request the immediate
replacement of any of [YOUR COMPANY NAME]’s personnel.
10.1.1use its best efforts to make available to the Client the lowest fares
available for all arrangements requested by the Client employees and comply
with the Client’s travel policies in effect from time to time;
10.1.2use its best efforts to ensure that third party providers of airline, hotel or
vehicle services or other third party goods or services suppliers, selected or used
by the Client in the provision of Services to the Client hereunder, are solvent
and provide high quality services; and
10.1.3monitor compliance & report supplier compliance with the Client’s travel
policies as communicated to [YOUR COMPANY NAME] from time to time.
11.1.2not use the corporate travel services of any other provider, unless [YOUR
COMPANY NAME] is unable or unwilling to provide the Services to the Client
at or below competitive rates;
12. CONFIDENTIALITY
12.2.3take strict precautions, at a minimum those as the Party affords its own
most secret or highly confidential information, to safeguard and protect from
direct or indirect disclosure to any other person all Confidential Information
disclosed to it by the other Party, or otherwise received by it; and
12.2.4immediately return to the other Party or, upon the other Party’s written
request destroy, all tangible materials concerning Confidential Information,
including, but not limited, to memoranda, notes, reports, agreements,
documents, drawings, hardware, disks and tapes, as well as all copies or extracts
thereof, whether such material was made or compiled by the receiving Party or
furnished by the disclosing Party.
12.3 The foregoing obligations shall not apply to Confidential Information: (a)
that becomes publicly known through no act of the receiving Party contrary to
this Agreement; (b) that is received in good faith by a Party from a third party
having legitimate possession of the information disclosed and the right to make
such disclosure; (c) that was in the receiving Party’s legitimate possession prior
to disclosure hereunder; (d) that is approved for disclosure by express written
approval of the disclosing Party; or (e) that is disclosed pursuant to a legal
requirement.
12.4 Neither Party shall disclose the existence or the contents of this
Agreement to any third party or use it for publicity purposes without the prior
written consent of the other, unless such disclosure is required by law. [YOUR
COMPANY NAME] has the Client’s consent to use its name in serial listings of
[YOUR COMPANY NAME]’s Clients. Specific written authorization must be
obtained from the Client to use its name for any other purpose.
12.5 The parties acknowledge that certain personal information of the Client’s
employees (and any other persons associated with the Client who will be
travelling pursuant to the Services being provided herein) will be collected, held
and used by [YOUR COMPANY NAME] for the purposes of providing the
Services. The Client confirms that it has obtained or will obtain the consent of
such employees and persons for the collection, holding and use of such personal
information by [YOUR COMPANY NAME] for the purpose of enabling
[YOUR COMPANY NAME] to provide the Services. [YOUR COMPANY
NAME] shall take all appropriate technical and organizational measures to
prevent unauthorized or unlawful processing, unwarranted disclosure, or
accidental loss, destruction of, or damage to, such personal information.
13.2 In no event and under no circumstances shall either Party be liable for
any indirect, incidental, consequential or special damages, including, without
limitation, loss of revenue or loss of profits, for any reason whatsoever arising
under this Agreement, whether arising out of breach of warranty, breach of
condition, breach of contract, tort, civil liability or otherwise.
14.1.1Each party has all required capacity and corporate authorization to enter
into this Agreement and be bound by the obligations provided hereunder;
14.1.2the execution of this Agreement by [YOUR COMPANY NAME] and the
performance of its obligations hereunder will not constitute a violation or
breach of any obligation of any agreement between [YOUR COMPANY
NAME] and any third party or a violation of [YOUR COMPANY NAME]’s
legal obligations; and
15.1 During the term of this Agreement, [YOUR COMPANY NAME] shall
procure and maintain comprehensive general liability insurance, which shall
include blanket broad form contractual liability coverage, with limits of not less
than [AMOUNT IN LETTERS] ([AMOUNT]) per occurrence for bodily injury
and property damage, combined single limit. [YOUR COMPANY NAME]
shall also procure and maintain worker’s compensation insurance in accordance
with relevant provincial/state statutory limits, employer’s liability insurance
with a limit of not less than [AMOUNT IN LETTERS] ([AMOUNT]) per
occurrence,
15.3 The Client will indemnify, defend and hold harmless [YOUR
COMPANY NAME] and its affiliates, and their employees, directors, officers,
agents and contractors, against and from any losses, claims, proceedings or
investigations arising out of or in connection with a breach of this Agreement
by [YOUR COMPANY NAME], including, without limitation, attorney fees,
amounts paid in settlement of claims, proceedings or investigations, except to
the extent that such claim is due to the negligence or willful misconduct of
[YOUR COMPANY NAME].
15.4 [YOUR COMPANY NAME] shall be solely responsible for any personal
injury or property damage or loss suffered by it or its employees or agents in the
course of carrying out any duties under this Agreement. The Client shall not
obtain any workers’ compensation or insurance concerning [YOUR
COMPANY NAME] or any of its employees or Associated Staff. [YOUR
COMPANY NAME] shall comply with workers’ compensation laws and where
applicable shall provide the Client with a certificate of workers’ compensation
insurance.
16. VERIFICATION
17. NOTICE
[TITLE]
[COMPANY NAME]
[FULL ADDRESS]
17.4 The parties may communicate other addresses where notice must be sent
to from time to time. Such communication shall be in writing and shall have the
effect of replacing the address under Subsection 17.3. No change of address
effected under this section shall in any way affect the operation of any term,
other than the delivery address of Subsection 17.3, in this Agreement.
18. REMEDIES
This Agreement together with the Schedules hereto constitutes the entire
agreement and understanding between the parties relating to the subject matter
hereof, and supersedes all other agreements, oral or written, made between the
parties with respect to such subject matter. Except as provided herein, this
Agreement may not be amended or modified in any way except by a written
instrument signed by both Parties.
19.2 Assignment
Neither Party shall assign this Agreement or any of its rights or obligations
hereunder without prior written consent of the other Party, which consent may
be withheld at the other Party’s discretion.
The Preamble and all Attachments, Schedules and Exhibits attached hereto are
hereby incorporated by reference and made a part of this Agreement.
19.5 Currency
Unless given prior written consent by the parties, which consent may require a
payment to the party, each Party agrees that it will not, during the Initial Term,
knowingly solicit or hire any employee of the other Party who is directly
involved in providing the Services herein.
19.7 Survival
Sections 9, 12, 13, 14, 15, 17 and 18 and Subsections 19.6 and 19.7 and will
survive the expiration or termination of this Agreement.
It is hereby agreed that both parties specifically require that this Agreement and
any notices, consents, authorizations, communications and approvals be drawn
up in the English language.
19.10 Interpretation
The headings and section numbers appearing in this Agreement or any Schedule
attached hereto are inserted for convenience of reference only and shall not in
any way affect the construction or interpretation of this Agreement. For the
purposes of this Agreement a “day” means any day other than a Saturday,
Sunday or other day on which [YOUR COMPANY NAME] is not open for
business during its regular business hours at its head office in
[STATE/PROVINCE].
19.11 Severability
If for any reason whatsoever, any term or condition of this Agreement or the
application thereof to any Party or circumstance is, to any extent, invalid or
unenforceable, all other terms and conditions of this Agreement and/or the
application of such terms and conditions to the parties or circumstances shall
not be affected thereby and shall be separately valid and enforceable to the
fullest extent permitted by law.
In the event that any Party hereto is delayed or hindered in the performance of
any act required herein by reason of strike, inability to procure materials, failure
of power, restrictive governmental law or regulations, riots, insurrection, war or
other reasons of a like nature not the fault of such Party, then performance of
such act shall be excused for the period of the delay and the period of
performance of any such act shall be extended for a period equivalent to the
period of such delay, up to a maximum of [NUMBER IN LETTERS]
([NUMBER]) months. The provisions of this Force Majeure clause shall not
operate to excuse any Party from the payment of any fee or other payment when
due.
19.13 Waiver
Each of the parties hereto hereby covenants and agrees to execute and deliver
such further and other agreements, assurances, undertakings, acknowledgments
or documents, and other acts and things as may be necessary or desirable in
order to give full effect to this Agreement and every part hereof.
Subject to section 19.13 hereof, time shall be of the essence of this Agreement
and of each and every part hereof.
19.17 Counterparts
SCHEDULE A
SERVICES
SERVICES
• Issuance and delivery of all travel tickets and itineraries on a timely basis;
• International Desk;
• Executive Desk;
• emergency service;
• Quality Assurance;
• Annual survey;
Based on the Client’s estimated mix of business and estimated annual net airline
expenditure of approximately [AMOUNT] with an average ticket price of
[AMOUNT] and, [YOUR COMPANY NAME] will provide the following fee-
based program for corporate travel services provided by [YOUR COMPANY
NAME].
Airline [AMOUNT]
Hotel [AMOUNT ]
Car [AMOUNT]
Minus:
[YOUR COMPANY NAME] Transaction fee: = [AMOUNT] / transaction Nb.
of transactions [AMOUNT]
Notes:
1. This program requires that all airline, hotel and car rental reservations be
processed by [YOUR COMPANY NAME] and are paid using an approved
credit card.
(b) actual average ticket price varies from estimate [PERCENTAGE %];
(d) existence of any negotiated supplier (air, hotel, car etc.) deals not
communicated at the time of contract or not included in assumptions.
5. Groups, meetings and incentives activity will be excluded from the above
financial review. Fees associated with such activity will be determined on a
case-by-case basis.
SCHEDULE C
Transaction fee in the amount of [AMOUNT] will be levied and processed via
the form of payment used at the time of the transaction.
Hotel commissions are earned and paid at the industry standard rate, currently
[PERCENTAGE %] of actual volume booked via the Client. The determination
of commissionable volume takes into account the number of room nights
booked, the average cost per night, deduction of any net programs in place and
collectibility of [PERCENTAGE %]. Collectibility takes into account issues
such as bad debts, multiple bookings, no shows and cancellations.
Car commissions are similar to hotel commissions noted above except that the
standard commission rates paid by each of the top chains vary between
[PERCENTAGE %] to [PERCENTAGE %] The determination of
commissionable volume takes into account the number of car days booked, the
average cost per day, deduction of any net programs in place and collectibility
of [PERCENTAGE %].
SCHEDULE D
1. Guaranteed Savings
[AMOUNT].
2. Signing Bonus
3. Call Centre
The Client agrees to be serviced by the [YOUR COMPANY NAME] call centre
in [SPECIFY]. If [YOUR COMPANY NAME] wishes to move the call centre
to another location, the Client has the right to re-evaluate its transaction fee.