VII. General Guidelines on Contracts and Biddable Work
VII. General Guidelines on Contracts and Biddable Work
A. The Publisher of Social Problems
The University of California Press publishes the journal, handles institutional and non-member individual subscriptions, handles requests for reprint and duplication rights, and subscription fulfillment for members. The Society continues to own the copyright to the journal. The terms of the contract between the Society and the University of California Press are subject to negotiation and renewal. Our contracts run for three to five years and have preserved the right of the Society to determine the subscription price for the journal. Initially, the award was made to the University of California Press on the basis of a competitive bidding process. Later when the contract was expiring a negotiating team composed of the Chair of the Editorial and Publications Committee, the Treasurer, and the Executive Officer solicited competitive bids. Two private publishers submitted bids for handling these services with the Society continuing to hold the copyright. After considerable review the contract was awarded again to the University of California Press. A key issue at that time was the desire of the Society to maintain the right to set the subscription price – particularly for institutional subscriptions. The work of seeking competitive bids for the business office of the journal requires preparing specifications for the work sought and contract provisions that the Society wants to maintain. If competitive bidding is desired, work to seek competitive bids, needs to start at least two years in advance of contract renewal. The current contract automatically renews for a five-year period, if notice is not given by July 1 prior to the end of the contract. The current contract expires on December 31, 2009.
B. Publication Work Done by the Executive Office
If competitive price and quality of service are available through the host institution, the Society uses them. The Society has developed a relationship with a printing company in the area to provide printing and mailing services for much of the Society’s operations.
C. Purchase of Equipment
If the Society can receive a favorable discount on the purchase of equipment through the host institution, the Society takes advantage of this option. If such options are not available, the Society seeks competitive pricing on the open market.
D. Contracts Associated with the Annual Meeting
D. 1. Hotel Contract
Contracts with hotels are negotiated at least two and a half years in advance of the Annual Meeting. In the past, the Convention and Visitor’s Bureau assisted the Executive Officer and Administrative Officer in arranging visits with hotel sales personnel. Since 2004, the Society has been working with HelmsBriscoe. There is no contractual obligation in working with HelmsBriscoe; they serve as an administrative arm to the Society. They are compensated for their services with a placement fee directly by the hotel. The Administrative Officer provides them with our Annual Meeting requirements. These details include meeting room needs, food and beverage needs, and sleeping room forecast. The site visit usually takes two days. During the visit to each property, the Society supplies sales personnel with a preferred contract type, including complimentary features. We ask hotels that are interested in hosting us to prepare a written contract by mid-December. Once the contracts are received, the Administrative Officer prepares a comparison report and circulates it to the Board of Directors for voting.
The following factors must be considered when selecting a hotel:
• Low hotel room cost for attendees
• Unionization of hotel employees
• Close proximity to the American Sociological Association’s conference hotel. Try to avoid transporting members between SSSP and ASA properties. If transportation is required, the hotel must incur costs.
• Conformity to the American Disabilities Act (3 of the ADA sleeping rooms must have a roll-in shower – room types : 1 king and 2 with 2 double beds)
• Non-discriminatory with regard to racial or ethnic groups
Desirable Characteristics of a Hotel Contract:
• Firm competitive rates quoted for the year of the Annual Meeting. The majority of reservations (70%) will be for double/doubles. Add the following clause to the contract, “The Hotel will not offer room rates on the Hotel’s web site below the conference rate assigned to SSSP for the days of the conference.”
• Reservations/Cut-Off Date: The Hotel will continue to accept reservations from our attendees after the cut-off date at our group rate based on availability.
• Complimentary rooms will be accorded to our group for every forty (40) paid rooms occupied each night of our stay
• Complimentary suite for our President
• Concessions: 20 staff rooms at a reduced rate of 50% off group rate; 5 suite upgrades; 5 club upgrades; 20 complimentary welcome amenities; 35% audio-visual discount; complimentary usage of the health club; complimentary parking for attendees; Hotel will provide complimentary rooms for a total of 6 room nights for pre-program planning visit, upon availability.
• Meeting Facility Charge: Meeting and function space will be provided on a complimentary basis. However, in the event that our guest room block is not filled or our scheduled food and beverage events change, additional meeting room rental charges will apply on the following scale:
Total Rooms Used Total Charge
75-100% No charge
65-74% $2,000 (one time charge)
55-64% $4,000 (one time charge)
54%-under $5,000 (one time charge)
• Function Space Cancellation: In the event of a cancellation for any reason, within 12 (twelve) months of the meeting date, the meeting/function space being held will have NO rental charges applied on the canceled space as liquidated damages.
• Audio-Visual: The Society is free to get competitive bids from audio-visual suppliers in the event we can not secure a contract with the in-house audio-visual company. The in-house audio-visual company will discount their rental/labor prices by no less than 35%.
• Guest Room Attrition: Upon written notice from SSSP to the Hotel, SSSP may reduce the room block by 20%, prior to the 60 day prior date of arrival. Upon written notice from SSSP to the Hotel, SSSP may reduce the room block by an additional 10% between the 60 day prior date of arrival and the 45 day prior date of arrival.
• Cancellation Clause: Either the Hotel or Group may cancel this contract for any reason other than a termination for cause, canceling party agrees to provide written notice to the other party accompanied by a liquidated damage. Payment as indicated in the following scale:
From date of signature to 1/15/07: $25,000
From 1/16/09 to 1/15/10: $50,000
From 1/16/10 to the arrival date: $100,000
In addition, all deposits received to that date will be returned to SSSP. In the event of a major “city wide” event where all Hotels are mandated to participate by the Convention & Visitors Bureau, the SSSP would then select alternate dates in August. The Hotel would assume the cost of getting the message to all of our attendees.
• Rebooking Clause: In the event the Group cancels this event, fifty percent (50%) of collected cancellation fees may be credited towards a future meeting of equal or greater size that is re-booked and takes place at the Hotel within twelve (12) months of cancellation.
• Unionization Clause: In the event that the Hotel’s current negotiations with its hotel workers result in a settlement that includes a new contract that expires prior to our annual meeting, the Society shall have the right to cancel this agreement without any liability of any kind upon written notice to Hotel within sixty days of the execution of the new contract, provided that the Society rebooks its annual conference for a future year that is agreeable to both Hotel and Society.
D. 2. Audio-Visual, Awards Banquet Site, Board of Directors Dinner Site, AIDS Fundraiser Music, Transportation, and Equipment Rental Contracts
Contracts for the above services are negotiated the year of the Annual Meeting. Competitive bids are sought with the Meeting Manager and Administrative Officer working in cooperation with the Local Arrangements Chair. The lowest bid that meets our requirements is awarded. The audio-visual contract is usually secured with the inhouse audio-visual company. The Board of Directors voted in 2003 to hold the awards banquet at the conference hotel. This is very advantageous to the Society. It allows the Executive Officer and the Administrative Officer to negotiate a more favorable hotel contract. The Board of Directors dinner needs to be held in close proximity to the conference hotel. Music for the AIDS fundraiser should feature a local band. When the conference site is beyond walking distance to the American Sociological Association’s conference hotel, the Board of Directors may authorize a shuttle service. This adds to the cost of the Annual Meeting. Occasionally, we have to rent equipment from a local provider.
D. 3. Travel Agency and Rental Car Contracts
The Society receives free tickets (one complimentary ticket for every 40 tickets booked) when members use the contracted travel agency when making airfare reservations. In addition, we negotiate a discounted car rental contract. Our impression is that these services are not widely used by our members.
A. The Publisher of Social Problems
The University of California Press publishes the journal, handles institutional and non-member individual subscriptions, handles requests for reprint and duplication rights, and subscription fulfillment for members. The Society continues to own the copyright to the journal. The terms of the contract between the Society and the University of California Press are subject to negotiation and renewal. Our contracts run for three to five years and have preserved the right of the Society to determine the subscription price for the journal. Initially, the award was made to the University of California Press on the basis of a competitive bidding process. Later when the contract was expiring a negotiating team composed of the Chair of the Editorial and Publications Committee, the Treasurer, and the Executive Officer solicited competitive bids. Two private publishers submitted bids for handling these services with the Society continuing to hold the copyright. After considerable review the contract was awarded again to the University of California Press. A key issue at that time was the desire of the Society to maintain the right to set the subscription price – particularly for institutional subscriptions. The work of seeking competitive bids for the business office of the journal requires preparing specifications for the work sought and contract provisions that the Society wants to maintain. If competitive bidding is desired, work to seek competitive bids, needs to start at least two years in advance of contract renewal. The current contract automatically renews for a five-year period, if notice is not given by July 1 prior to the end of the contract. The current contract expires on December 31, 2009.
B. Publication Work Done by the Executive Office
If competitive price and quality of service are available through the host institution, the Society uses them. The Society has developed a relationship with a printing company in the area to provide printing and mailing services for much of the Society’s operations.
C. Purchase of Equipment
If the Society can receive a favorable discount on the purchase of equipment through the host institution, the Society takes advantage of this option. If such options are not available, the Society seeks competitive pricing on the open market.
D. Contracts Associated with the Annual Meeting
D. 1. Hotel Contract
Contracts with hotels are negotiated at least two and a half years in advance of the Annual Meeting. In the past, the Convention and Visitor’s Bureau assisted the Executive Officer and Administrative Officer in arranging visits with hotel sales personnel. Since 2004, the Society has been working with HelmsBriscoe. There is no contractual obligation in working with HelmsBriscoe; they serve as an administrative arm to the Society. They are compensated for their services with a placement fee directly by the hotel. The Administrative Officer provides them with our Annual Meeting requirements. These details include meeting room needs, food and beverage needs, and sleeping room forecast. The site visit usually takes two days. During the visit to each property, the Society supplies sales personnel with a preferred contract type, including complimentary features. We ask hotels that are interested in hosting us to prepare a written contract by mid-December. Once the contracts are received, the Administrative Officer prepares a comparison report and circulates it to the Board of Directors for voting.
The following factors must be considered when selecting a hotel:
• Low hotel room cost for attendees
• Unionization of hotel employees
• Close proximity to the American Sociological Association’s conference hotel. Try to avoid transporting members between SSSP and ASA properties. If transportation is required, the hotel must incur costs.
• Conformity to the American Disabilities Act (3 of the ADA sleeping rooms must have a roll-in shower – room types : 1 king and 2 with 2 double beds)
• Non-discriminatory with regard to racial or ethnic groups
Desirable Characteristics of a Hotel Contract:
• Firm competitive rates quoted for the year of the Annual Meeting. The majority of reservations (70%) will be for double/doubles. Add the following clause to the contract, “The Hotel will not offer room rates on the Hotel’s web site below the conference rate assigned to SSSP for the days of the conference.”
• Reservations/Cut-Off Date: The Hotel will continue to accept reservations from our attendees after the cut-off date at our group rate based on availability.
• Complimentary rooms will be accorded to our group for every forty (40) paid rooms occupied each night of our stay
• Complimentary suite for our President
• Concessions: 20 staff rooms at a reduced rate of 50% off group rate; 5 suite upgrades; 5 club upgrades; 20 complimentary welcome amenities; 35% audio-visual discount; complimentary usage of the health club; complimentary parking for attendees; Hotel will provide complimentary rooms for a total of 6 room nights for pre-program planning visit, upon availability.
• Meeting Facility Charge: Meeting and function space will be provided on a complimentary basis. However, in the event that our guest room block is not filled or our scheduled food and beverage events change, additional meeting room rental charges will apply on the following scale:
Total Rooms Used Total Charge
75-100% No charge
65-74% $2,000 (one time charge)
55-64% $4,000 (one time charge)
54%-under $5,000 (one time charge)
• Function Space Cancellation: In the event of a cancellation for any reason, within 12 (twelve) months of the meeting date, the meeting/function space being held will have NO rental charges applied on the canceled space as liquidated damages.
• Audio-Visual: The Society is free to get competitive bids from audio-visual suppliers in the event we can not secure a contract with the in-house audio-visual company. The in-house audio-visual company will discount their rental/labor prices by no less than 35%.
• Guest Room Attrition: Upon written notice from SSSP to the Hotel, SSSP may reduce the room block by 20%, prior to the 60 day prior date of arrival. Upon written notice from SSSP to the Hotel, SSSP may reduce the room block by an additional 10% between the 60 day prior date of arrival and the 45 day prior date of arrival.
• Cancellation Clause: Either the Hotel or Group may cancel this contract for any reason other than a termination for cause, canceling party agrees to provide written notice to the other party accompanied by a liquidated damage. Payment as indicated in the following scale:
From date of signature to 1/15/07: $25,000
From 1/16/09 to 1/15/10: $50,000
From 1/16/10 to the arrival date: $100,000
In addition, all deposits received to that date will be returned to SSSP. In the event of a major “city wide” event where all Hotels are mandated to participate by the Convention & Visitors Bureau, the SSSP would then select alternate dates in August. The Hotel would assume the cost of getting the message to all of our attendees.
• Rebooking Clause: In the event the Group cancels this event, fifty percent (50%) of collected cancellation fees may be credited towards a future meeting of equal or greater size that is re-booked and takes place at the Hotel within twelve (12) months of cancellation.
• Unionization Clause: In the event that the Hotel’s current negotiations with its hotel workers result in a settlement that includes a new contract that expires prior to our annual meeting, the Society shall have the right to cancel this agreement without any liability of any kind upon written notice to Hotel within sixty days of the execution of the new contract, provided that the Society rebooks its annual conference for a future year that is agreeable to both Hotel and Society.
D. 2. Audio-Visual, Awards Banquet Site, Board of Directors Dinner Site, AIDS Fundraiser Music, Transportation, and Equipment Rental Contracts
Contracts for the above services are negotiated the year of the Annual Meeting. Competitive bids are sought with the Meeting Manager and Administrative Officer working in cooperation with the Local Arrangements Chair. The lowest bid that meets our requirements is awarded. The audio-visual contract is usually secured with the inhouse audio-visual company. The Board of Directors voted in 2003 to hold the awards banquet at the conference hotel. This is very advantageous to the Society. It allows the Executive Officer and the Administrative Officer to negotiate a more favorable hotel contract. The Board of Directors dinner needs to be held in close proximity to the conference hotel. Music for the AIDS fundraiser should feature a local band. When the conference site is beyond walking distance to the American Sociological Association’s conference hotel, the Board of Directors may authorize a shuttle service. This adds to the cost of the Annual Meeting. Occasionally, we have to rent equipment from a local provider.
D. 3. Travel Agency and Rental Car Contracts
The Society receives free tickets (one complimentary ticket for every 40 tickets booked) when members use the contracted travel agency when making airfare reservations. In addition, we negotiate a discounted car rental contract. Our impression is that these services are not widely used by our members.