Free Travel Agency Vendor Agreement Template
Travel Agency Vendor Agreement
This Travel Agency Vendor Agreement ("Agreement") is made effective as of [Date], by and between [Your Company Name], a [Type of Entity] duly organized and existing under the laws of [State/Country of Incorporation], with its principal office located at [Your Company Address] ("Travel Agency"), and [Vendor Name], a [Type of Entity] duly organized and existing under the laws of [State/Country of Incorporation], with its principal office located at [Vendor Address] ("Vendor").
WHEREAS, the Travel Agency is engaged in the business of providing travel-related services and requires the regular supply of various products and services to support its operations;
WHEREAS, the Vendor has the expertise and resources to meet the needs of the Travel Agency;
WHEREAS, the Travel Agency desires to engage the Vendor, and the Vendor agrees to provide such products and services in accordance with the terms and conditions set forth herein;
NOW, THEREFORE, in consideration of the mutual agreements and covenants described in this Agreement, and other valuable considerations, the parties agree to enter into this contractual relationship, whereby the Vendor will supply the specified products and services to the Travel Agency, and the Travel Agency agrees to compensate the Vendor as outlined in this Agreement.
I. Scope of Services/Products
A. Description of Services/Products: The Vendor agrees to supply the Travel Agency with [Product/Service] essential for the Travel Agency’s operations. The Vendor is responsible for ensuring that all products and services meet the specifications and standards agreed upon.
B. Delivery Schedule: The Vendor shall deliver the specified products and adhere to the service timeline as follows: Products will be delivered and services will be commenced within 30 days from the date of each order placed by the Travel Agency. The Vendor will provide the Travel Agency with a confirmation of each order within 3 business days of receipt.
II. Term of Agreement
A. Effective Date and Duration: This Agreement shall take effect on [Date] and shall continue for a period of 24 months, unless terminated earlier in accordance with the termination provisions herein.
B. Renewal Terms: Upon expiration of the initial term, this Agreement may be renewed for successive one-year terms, subject to mutual written agreement between the Travel Agency and the Vendor at least 60 days prior to the expiration of the current term.
III. Compensation and Payment Terms
A. Pricing: The Travel Agency agrees to pay the Vendor as follows: $100 per unit for travel booking software, $2000 per custom travel package, $150 per hour for transportation services.
B. Invoicing and Payment Schedule: The Vendor shall invoice the Travel Agency monthly. Each invoice is payable within 30 days of receipt. The Travel Agency shall review and approve all invoices and may dispute any charges within 15 days of invoice receipt.
C. Late Payment: Payments not received by the Vendor within 30 days of the invoice date will incur a late payment charge of 1.5% per month on the outstanding balance.
D. Reimbursable Expenses: The Travel Agency agrees to reimburse the Vendor for reasonable and pre-approved expenses that are necessary for the provision of the services. These expenses include, but are not limited to, travel and accommodation expenses directly related to the services provided. Reimbursement requests must be accompanied by appropriate documentation and are subject to approval by the Travel Agency. Reimbursements will be made within 30 days of receipt and approval of such requests.
IV. Obligations of the Vendor
A. Quality Standards: The Vendor shall ensure that all products and services provided meet the quality standards specified by the Travel Agency. These standards include, but are not limited to, reliability, functionality, and compliance with industry standards.
B. Timely Delivery: The Vendor is responsible for meeting the delivery schedule as agreed upon in Section I.B. Failure to deliver products or services on time will require the Vendor to notify the Travel Agency within 48 hours of the expected delay and to provide a new estimated delivery date.
V. Obligations of the Travel Agency
A. Timely Payments: The Travel Agency agrees to make all payments in accordance with the terms set out in Section III.B. This includes reviewing and disputing invoices within the 15-day period and fulfilling payment obligations within 30 days of invoice receipt.
B. Provision of Information: The Travel Agency shall provide the Vendor with all necessary information and access to materials as may be required to efficiently deliver the specified services or products. This information must be provided promptly, with specific needs communicated at least 10 days prior to the expected service commencement or product delivery.
VI. Quality Assurance and Compliance
A. Inspections and Testing: The Vendor agrees to permit inspections and testing of the products or services by the Travel Agency or an appointed third party to ensure compliance with the agreed-upon quality standards. These inspections will be conducted at reasonable times and upon reasonable notice, not to exceed one inspection per quarter.
B. Compliance with Laws: The Vendor shall comply with all applicable laws, regulations, and standards related to the provision of their services and products. This includes, but is not limited to, consumer protection laws, safety standards, and industry-specific regulations.
C. Remediation: In the event that any of the Vendor’s products or services fail to meet the quality standards or legal requirements, the Vendor is obligated to promptly rectify such deficiencies at no additional cost to the Travel Agency. If the Vendor fails to address these issues within 30 days of notification, the Travel Agency reserves the right to terminate the agreement as outlined in Section VIII.
VII. Confidentiality
Both parties agree to maintain the confidentiality of all proprietary or sensitive information shared during the course of this Agreement, including but not limited to business processes, client details, pricing structures, and product specifications. This obligation shall persist for a period of five years following the termination or expiration of this Agreement.
VIII. Termination
A. Termination for Cause: Either party may terminate this Agreement immediately upon written notice if the other party breaches any of its obligations under this Agreement and fails to cure such breach within 30 days of receiving notice.
B. Termination Without Cause: Either party may terminate this Agreement for any reason by providing the other party with 90 days' written notice.
C. Effects of Termination: Upon termination, the Vendor must return all materials and confidential information belonging to the Travel Agency. All outstanding payments due to the Vendor for services or products delivered up to the date of termination must be paid within 30 days of the termination date.
IX. Dispute Resolution
A. Mediation: In the event of a dispute, the parties agree to first attempt to resolve the issue through mediation, facilitated by a mutually agreed-upon mediator, within 30 days of the dispute arising.
B. Arbitration: If mediation fails to resolve the dispute, the matter will proceed to binding arbitration in accordance with the rules of the American Arbitration Association. The arbitration will take place in the jurisdiction where the Travel Agency's headquarters are located.
X. Miscellaneous Provisions
A. Governing Law: This Agreement shall be governed by and construed in accordance with the laws of the state where the Travel Agency’s headquarters are located, without regard to its conflict of laws principles.
B. Entire Agreement: This document constitutes the entire agreement between the parties and supersedes all prior negotiations, agreements, or representations, whether oral or written.
C. Amendment: No amendment to this Agreement will be effective unless it is in writing and signed by both parties.
Signatures
This Agreement is executed by the duly authorized representatives of the Travel Agency and the Vendor as of the date first above written.
Travel Agency
[Name]
[Date]
Vendor
[Name]
[Date]
