Purchasing Services is the corporate procurement branch for the Government of British Columbia. Purchasing Services annually compiles a list of the properties within British Columbia that offer discounted accommodation to employees of the government and other eligible public entities travelling on official business.

Rates for properties accepted for listing in the accommodation guide are posted to an internet site maintained by Purchasing Services.  See for reference: www.pc.gov.bc.ca/travel/Hotels/AccommodationListing/tableofcont.htm .  By submitting their rates in response to this invitation a property is agreeing to the posting of its rates in this manner

Submissions are invited from all properties in British Columbia offering commercial accommodation to travellers, including hotels, motels, bed and breakfasts, long-term stay properties such as condominiums and apartment hotels, and lodges and resort properties.  Campgrounds are not included

Please note: only those properties which are Tourism BC approved, will be considered for listing.  Tourism BC approved properties are those locations listed at www.hellobc.com/en-CA/AccommodationSpecialOffers/BritishColumbia.htm

 1.3  Effective Date: 

Rates are requested for calendar year 2007.  Rates will become effective when posted to Purchasing Services' website.  Properties that are listed in the current 2006/07 guide are to continue to charge their previously submitted rates for January and February until replaced with their new rates.

1.4  Submitting Applications

Properties are strongly encouraged to submit their completed applications on-line through use of the form at the bottom of this page.

Applications my also be submitted by fax to 250 387-7310, or to the address indicated below:

Purchasing Services Branch
Ministry of Labour and Citizens' Services
Attention: Sandie Cutler

Phone: 250 - 387-7335
Fax: 250 - 387 - 7310

In 2006, the Province of British Columbia adopted a market-based approach for establishing the rates to be reimbursed to employees on approved business travel in individual local markets.  The former practice of defining a "government rate" that properties were required to comply with was discontinued

Properties are invited to submit discounted "provincial government" rates of their choosing for standard accommodation as defined in section 4.1

The rates submitted by properties will be considered by the Province on a community by community basis (see 2.2 below).  In most instances the Province will accept, and list, all rates submitted by properties in a given community.  However, the Province reserves the right at its sole discretion to establish a maximum rate for a specific community based on the submissions received.  In establishing a maximum rate the Province will be guided by the following criteria:

• ensure value for the taxpayer; i.e. consider the range of rates submitted by properties in a given community, in particular the difference between an individual property's rates and the average rate submitted;
• ensure availability of safe, clean, comfortable and accessible accommodation in sufficient numbers to meet the Province's anticipate needs.

The rates charged by properties listed in the "Hotel Guide" will be the maximum amount, plus applicable taxes that will be reimbursed to provincial government employees on travel status.  Ministry expense authorities will not be permitted to approve amounts higher than the published rates, other than in exceptional circumstances.

Rates submitted will be considered on a community by community basis.  Click here for a complete list of the communities for which rates will be considered, and posted.

Please note: rates are only accepted for communities within British Columbia.

For the 2007 year, properties are requested to submit their rates for individual nights on a monthly basis.  The rates charged for individual nights are to be based on the month in which the first night of an extended stay falls.  For example, all three nights of a stay that begins on April 30 and ends on May 3 are to be charged at the April rate.

1. Rates offered should be for standard accommodation except where noted.  Suites and up scale / view rooms / suites are not required to be offered at the government rate unless the property elects to do so.

2.   Rates offered are to be subject to last room availability for standard accommodation (but not "run of the house last room availability").

3. Government rates are to be submitted exclusive of all taxes and local government fees and levies
   (section 2.6.1).  All government travellers will be subject to all provincial, local and federal taxes
   (section 2.6).  These taxes will be additional to the rate shown.

4. Rates submitted by properties are expected to be for standard accommodation, not including meals.
     Properties may submit separate pricing for optional items such as:

• Parking
• Internet access
• Long distance calling charges
• Local calling charges

      However, the Province at its sole discretion, reserves the right to include such additional prices in its calculation
      of the total per-night cost when determining if a property will be listed or not.    If such additional items are
      "bundled" into a single fee that must be paid by the traveller the amount of the fee will be considered part of the
       property's base room rate.

      Properties that include additional services (e.g. parking, local calls, internet access) in their base room
      rate should indicate this on the rate submission form .

      Please note: prices submitted by properties identifying themselves as bed and breakfasts will be assumed to
      include a full breakfast at no additional cost.

5.  Rates are to be submitted for three categories (if offered): single, double, twin.  Rates are per person (single
     occupancy).  If a Double or Twin rate is offered it must be equal to or less than twice (X) the Single rate for the
     same season.  Split billing will be permitted.

6. Only one rate per month must be shown for each category -- single, double, twin.  Please do not
    enter ranges (e.g. $65 - $75).

7.  Rates must conform to the periods indicated and must remain in effect, as submitted, for those
    periods.  However, rates offered will be considered maximum and will only apply in the absence of any
    lower rates -- such as weekend and other specials -- that may be available from time to time.  The
    government employee shall not be charged more than the government rate offered, but if the posted rate
    is temporarily less than the agreed government rate, the employee shall be charged the posted rate.

8. The provincial government rate offered must not exceed any other similar rate offered to any other
    government entity under similar circumstances (e.g.; rates offered the employees of the Canadian federal 
    government, or municipal / city employees).

9. Rates offered must be honoured at all times including weekends -- provided that the government traveller
    is on official business -- and a room must be provided for all confirmed reservations.

2.4.2 Conference / Block Bookings

Most accommodation to be rented will involve bookings for individual travellers.  On occasion, ministries or public entities will require block bookings for a number of travellers.

If a property has up to 75 rooms, block bookings of 10 or more rooms may be charged a rate higher than the discounted government rate (for all 10 rooms).  If a property has more than 75 rooms, block bookings of 20 or more rooms may be charged a rate higher than the discounted government rate (for all 20 rooms).

Properties that are hosting conferences facilitated by a third party and for which there is a conference rate negotiated with the conference organizer are not obliged to offer rooms to government travellers at the discounted government rate if the traveller identifies themselves as a conference participant.

All provincial government employees, MLA's and members of the Judiciary system on official government business will be permitted full access to the agreement

In addition, employees and officials of approved B.C. public sector entities -- on official business - - will be permitted access to the agreement provided that an entity has entered into a Memorandum of Understanding with Purchasing Services

A list of the entities authorized to access provincial government rates offered by properties is posted at www.pc.gov.bc.ca/mso/IDIR%20Access/ApprovedCSAusers.xls

Consultants / contractors or other person working under agreement or contract with the B.C. Government or approved public entity are permitted full use of this agreement only if they comply with the following:

• Their contract specifically states that related accommodation costs will be reimbursed by the Provincial Government or approved public entity;
• The contractor / consultant presents to a property a letter of authorization from the Province's or entity's contract manager naming the individual requesting the government rate and stating the start and finish dates of the contract.

2.5.2 Jury Members: 

The government rate is to be offered to members of juries upon request from the Ministry of Attorney General.

1. The GST is payable by government employees for accommodation while on travel status. Employees
    normally pay for their accommodation, car rental and meals by use of their personal funds and are
    reimbursed by the government for all their approved expenses plus any taxes that would normally
    be charged to the general public.

2. The GST is not payable for meeting rooms, accommodation or services that are charged to or paid
    for directly by government office, by the government purchase card (CIBC Visa) or by 
    government cheque.  The office requesting the services must supply the GST tax free certification
    clause -- "This is to certify that the property and / or services ordered / purchased hereby are for the
    use of, and are being purchased by the Province of British Columbia, with Crown funds, and therefore
    not subject to the Goods and Services Tax".

3. Consultants and contractors eligible for the government rate are subject to the GST. 

4.  Some government offices have engaged travel agencies to make their travel arrangements including 
    accommodation bookings. If the travel agency pays for such an arrangement, supply the room as you
    would normally to the agent -- GST payable.

4. Application of the GST to the public entities may differ from that of the Provincial Government. Please
    verify the application of the GST when dealing with a listed entity.

2.6.1 Levies and Fees:

The Province will only accept taxes, fees or levies that are assessed by a government; e.g. hotel room tax.  Charges for basic operating cost incurred by a property, e.g. energy levy, will not be accepted and such costs must be included in the basic room rate.

The provincial government has adopted American Express as a travel expense card. The intent of 
the card is to make the administration of government travel more efficient. Government employees have
been encouraged to apply for and use the American Express card. Use of the card by the employee is
not mandatory.  GST should be charged on American Express card purchases (section 2.6).

Acceptance of American Express is not mandatory for securing government business. If the card is not 
accepted, the employee may offer any other accepted method of payment to settle the account. Alternatively, employees may also offer to pay by personal credit card -- MasterCard or Visa -- where acceptable.  Surcharges or transaction fees will not be the responsibility of the guest or government if any charge or credit cards are submitted for payment of invoice.

2.8  Points

Provincial government policy discourages employees from requesting customer loyalty points (e.g. Air Miles).  If points are received policy requires the employee to either donate them to charity or apply them to the cost of future government business travel.

1.  Failure of a property to adhere to the terms and conditions and / or their rates offered for the periods
     stated in its application form will result in the de-listing of the property

2.  Purchasing Services, independently or in conjunction with the Tourism BC, will investigate complaints
     against properties referred to them by government travellers with respect to the quality of accommodation
     or service provided.  Should repeated efforts fail to resolve legitimate issues, Purchasing Services
     reserves the right to de-list offending properties.

1. If a property discovers an error in its application; e.g. incorrect address or needs to make a change in
    their listing; e.g. updating email address, another application form or a correction notice by fax or email to
    Sandie.Cutler@gov.bc.ca, may be sent to this office at any time, stating that this is a correction to their
    listing.   Please note:  properties will not be permitted to change their pricing, other than in cases of
    obvious error; e.g. property submits a rate of $8.60 but intended $86.00.

2. If this office suspects an error has been made in submitted quotations, it may communicate with the 
   property to ascertain if the vendor wishes to correct or withdraw the quotation. If a property withdraws its
   application, it will not be contacted further and will not be listed.

3. The Government of British Columbia, will not be liable for any damages or costs that may arise
     from any errors or omissions that may occur in the production of the List.

3.2  Agreement with Terms and Conditions:

By submitting a response to this rate submission agreement the property agrees to the terms and conditions contained herein and also permits Purchasing Services to publish the submitted information in print or electronic format (Internet) on the Purchasing Services Internet site (http://www.pc.gov.bc.ca) or other such government sites.

When submitting agreement by mail or fax an authorized representative of the vendor must sign the Rate Submission form.  Unsigned applications will not be considered.  Submissions over the internet will be verified by our staff prior to publication.

All inquiries related to this Rate Submission Agreement are to be directed by email to Sandie Cutler or by telephone at 250 387-7335.

A standard room or accommodation is a normal room accommodation offered by the property. It must be clean, heated, with a bed and self-contained washroom. The properties are required to supply a standard room, at the listed rate if one is available. If the property is sold out of standard rooms they may offer a better quality room at the same rate, but are not obligated to do so unless the original room reservation was confirmed or guaranteed.

      Single (S): One person occupying the room
      Double (D): Two people and one bed in room
      Twin (T): Two people and two beds in the room

The normal rate associated with accommodation to the general public.

Properties offering a "full breakfast" as part of their basic room rate must include a meat choice (bacon, sausages, ham) as part of the menu offered.

To assist government offices in the selection of a meeting or conference facilities, qualified properties have the Business Meeting Centre designation added to their listing. Business travellers are under no obligation to 
use Business Meeting Centres listed. To qualify as a Business Meeting Centre, properties must offer the 
following minimum facilities and services:

• Minimum meeting room table seating for 15 people
• Minimum audio - visual equipment available per meeting room:
  

  Whiteboard / chalk board with markers Video recorder / player, DVD format Access to facsimile machine (charge may apply) Flip chart with easel and Markers If requested, will invoice government office for all or part of the meeting costs High speed internet access

  Overhead projector with screen Telephone in room Food catering available Meeting / conference planner on staff Overnight accommodation for 10 or more guests Able to prepare package plans that may include some meals and meeting facilities to suit the client's needs

A full time meeting planner is a member of the property staff and is knowledgeable about local 
audio / visual / staging services and available to assist government staff plan meetings.

Photocopier / fax access:

The property offers access to a photocopier and / or fax machine. Please state all applicable charges.

Number of meeting rooms located at your establishment and the largest boardroom style maximum
capacity for the property.

Number of conference rooms located at your establishment and the largest classroom style maximum capacity for the property.

4.6  Additional Information:

• If your property or chain has an Internet address or Web Site for use / access by the general public, 
  please include the complete address. Future electronic / Internet versions of the List will include 
  links to the property sites.

• If your property / office has an E-Mail address, please include your complete address.

 3.   On-line reservation system:

• If your property has an on-line reservation system that lists the B.C. provincial government rate, please include the complete address.

4.  Closest Airport:

• Name of local airport with regularly scheduled public air service.

• Average distance from airport to your property’s location by way of the usually travelled route.

• If your property offers or receives a complimentary shuttle service to and from the airport.

• What is the estimated cost (one way) to or from the airport.

• Please indicate the average overnight parking fee charged guests (excluding taxes) or if there is no 
  charge for parking (N/C).

• Total number of rooms available for accommodation. 
  (Note: Not all rooms may be available at the government rate.)

10.  Number of Standard Rooms available at the government rate:

• Total number of standard rooms that your property offers at the government rate

• Total number of rooms available for accommodation for the physically challenged (see Access Canada).

• Indicates number of hours / days that is required to cancel reservation.

13.  Minimum Stay Requirements:

• If your operation offers ONLY package plans or long term accommodation, please note your minimum requirements.

14.  Meals Included:

• Indicates meals included in the government rate during the year.  (see 4.4 for description of a full breakfast)

Properties voluntarily participate in the Canada Select Rating program.  Overall cleanliness and state of repair is a fundamental requirement of the rating program.  Properties are grouped into five categories based on shared characteristics such as general location, facilities, services and market appeal - rating criteria is different for each category.  Properties are then rated based on the extent of physical facilities and services, amenities and the quality offered.

Access Canada is a program designed to meet the needs of seniors and people with disabilities using
accommodation in B.C. Participating establishments will display the Access Canada logo with their designated level. The system uses a rating from 1 to 4.

Four disability groups are addressed in Access Canada.

AGILITY: People who have difficulty with moving, climbing stairs, dressing, fine motor coordination, etc.

VISION:  This includes those with partial sight and no sight.

HEARING:  Those who have partial hearing or total hearing loss.

MOBILITY:  Those who cannot walk unaided.

Note:  It is recommended that the individual call the establishment directly to ensure their needs can be met.

For further information regarding Access Canada please contact: Tourism British Columbia, PO Box 9830, Stn Prov Govt, Victoria, B.C. V8W 9W5 250 387-6309.

Supply of these services or features is not mandatory for listing on the BC Government Travel Accommodation list. They represent frequently requested services by the traveller. The services need not be provided free of charge to registered guests (except where noted).

 1.   Phone calls: please state if calls placed room to room or to the local community is free or is a charged
       assessed.  If so, please state charges for local, credit card access or long distance calls.

 2.   Non-smoking rooms: the property has one or more rooms designated non-smoking. Please state 
       percentage of non-smoking rooms available.

 3.   Facilities / public areas for the physically challenged: for those properties that are not rated
       under  Access Canada but offer approved wheelchair accessibility.

 4.   Weekly / monthly rates: property offers accommodation at or below the government daily rate, for
       weekly stays of five consecutive nights or more or for monthly stays of 30 consecutive nights or more.

 5.   Suites: rates offered include access to accommodation with separate sitting room with one or two
       adjoining bedrooms.

 6.   Wake up calls: property provides wake up service to guests.

 7.  Room service: the property will deliver meals to the guest's room. This service should be available
      from 7 a.m. to midnight.

 8.   Restaurant: the property has a restaurant serving breakfast, lunch and / or dinner. Hours may be
       limited.  

 9.   Security: 24hr desk clerk / security staff; offers assistance to persons who may request 
       accompaniment to their room; offers secure storage facilities for guests' valuables.

10.  Fire sprinklers: the buildings are equipped with an approved sprinkler system throughout.

11.  Winter plug-ins: the property offers winter electrical plug-ins for vehicles.

12.  Fitness facilities: please state if your property has a fitness room on-site or off-site and any charges
       that are applicable to use these facilities.

13.  Indoor / Outdoor swimming pool: an indoor or outdoor pool is located on the property.

14.  Hot Tub / sauna / jacuzzi / whirlpool: hot tub, sauna, jacuzzi or whirlpool is located on the property.

15.  Laundromat: please state if the property offers a Laundromat on premises or if there is a Laundromat
       in the vicinity of the property.

16.  Laundry service: property offers laundry service.

17.  In-room safe: property offers a safe for valuables / documents in each room.

18.  Voice messaging: the property offers voice messaging to each guestroom.

19.  Air conditioned: Offering individual guest-controlled air conditioning at no extra charge.

20.  Smoke detectors: the buildings are equipped with smoke detectors and alarms in corridors, stair
       shafts and sleeping rooms.

21.  Data port: phones are equipped with a data port.

22.  Modem connection: each guestroom offers telephone communication outlets to permit guests to 
       communicate with their personal computers. Please state applicable charges.

23.  Internet access:  complimentary internet access in each guestroom or in lobby.

24.  Kitchen: the property offers rooms with kitchen facilities (sink, refrigerator and hot plate or stove). 
      Cooking utensils and equipment may be supplied upon request. Please state extra charges that are 
      applicable.

25.  Refrigerators: the property offers rooms equipped with refrigerators and no kitchen facilities.

26.  In-room coffee / tea: property provides coffee makers and offers complimentary coffee, tea in each
      room.

 2007 Property Listing / Change of Information form
 

If after submitting your form you realize there is an error please resubmit this form.  When your rates have
been posted to our website and there is an error please email Sandie Cutler at Sandie.Cutler@gov.bc.ca with the changes.