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LETTER OF AGREEMENT
BETWEEN
UNITED AIRLINES, INC.
AND
THE FLIGHT ATTENDANTS
IN THE SERVICE OF
UNITED AIRLINES, INC.
AS REPRESENTED BY
ASSOCIATION OF FLIGHT ATTENDANTS-CWA, AFL-CIO
This Letter of Agreement is made and entered into in accordance with the Railway Labor Act by and between United Airlines, Inc. (the “Company”) and the Association of Flight Attendants – CWA, AFL-CIO (the “Union”).
WHEREAS during the negotiations between the Company and the Union (collectively, the “parties”) leading to the 2016 – 2021 Agreement (the “Agreement”), the parties agreed upon layover hotel guidelines and a process for hotel selection.
NOW THEREFORE, the parties to this Letter of Agreement hereby agree on the following terms:
WHQPP/AFA PROCESS DOCUMENT
MONTHLY MEETING Develop List
A conference call or a joint meeting between WHQPP and AFA will be held once a month to discuss cities needing visits and outstanding hotel issues based on agenda provided to WHQPP no less than 72 hours prior to meeting. Both WHQPP and AFA can request a joint site inspection. Either party requesting such shall provide justification for the request. If the justification is based on complaints, it must be a “reasonable level” of complaints.
Sourcing
The Company will create a list of hotels to be sent Requests for Proposals (RFPs) and send to AFA.
The Company will consider variable sourcing RFPs (i.e.: 10.40 fin case hotel may wish to bid on Flight Attendants-only)
The RFP shall include a statement informing hotels that bids for less than the requested room volume may be considered.
AFA may provide additional hotels and the Company will include these in the RFP process, however, the AFA agrees not to include luxury (ex. Ritz-Carlton, Four Seasons, Mandarin Oriental, etc.), high end lifestyle/boutique or all inclusive hotels for RFP. The Company will send AFA a final list of all hotels which have been sent RFPs.
Upon conclusion of RFP process, and prior to conferring on site inspections, under paragraph 3, below, Company shall provide AFA with list of responses, including returned questionnaires.
LIST OF HOTELS TO BE INSPECTED
The parties shall confer as to which properties shall be considered for site inspection.
WHQPP shall arrange for the inspection of available hotels. AFA can suggest properties for inclusion. If WHQPP cannot use a particular property for economic reasons, it will not be included on the list for joint inspections. However, hotels whose rates are anticipated to become acceptable through negotiation may be included on the list on an exception basis.
AFA TO BE PROVIDED INSPECTION LIST PRIOR TO INSPECTION
A written list of prospective properties to be inspected will be provided to AFA for their review ten (10) days ahead of the inspection. The list must contain, at a minimum, the hotel name, address and phone number.
RFPs: (Request for Proposals)
The Company will forward a list of all hotels to be solicited and will report responses on RFPs to AFA. The Company will be the primary direct contact and official voice of UAL to the hotels regarding sourcing, soliciting bids, selection process, and contract administration. AFA’s communication with hotels should not be restricted from fact-finding, but will be coordinated with the Company. AFA shall not contact hotels to affect negotiations from the time of receiving an inspection list from the Company until the end of negotiations.
The Company will be the primary direct contact and official voice of UA to the hotels regarding sourcing, soliciting bids, selection process, and contract administration. AFA’s communication with hotels should not be restricted from fact-finding, but will be coordinated with the Company. AFA shall not contact hotels to affect negotiations from the time of receiving an inspection list from the Company until the end of negotiations.
HOTEL EVALUATION FORM TO BE COMPLETED PRIOR TO INSPECTION
WHQPP will provide the “Crew Hotel Inspection Questionnaire” as completed by the hotel in advance of the proposed final hotel inspection list. WHQPP will complete as much of the “Hotel Evaluation” form as possible prior to inspecting prospective properties, and copies of the completed “Hotel Evaluation” form will be the preferable means to notify AFA in advance of the proposed final hotel inspection list. It is expected that numerous services, available items, and general information should be available and annotated on the form in advance.
HOTEL SELECTION
A consensus should be reached on hotel selections. If a consensus is not reached the Hotel Dispute Process can be invoked.
INSPECTION CURRENCY
Any jointly approved property, regular or overflow, where United Flight Attendants stay, shall be considered to maintain its inspection currency for twelve (12) months from the last time Flight Attendants used the facility, or longer by mutual consent. However, it is understood there may be instances where a change in hotel brand and/or management company or other significant changes could require an additional inspection earlier than twelve (12) months.
OVERFLOW USAGE
Properties that WHQPP and AFA jointly inspect and approve, but are not chosen by WHQPP for primary usage are approved for limited overflow use. WHQPP will determine the number of properties to be designated for overflow purposes on a city-by-city basis. AFA and WHQPP will then agree to the order of preference to be followed for overflow usage and this order will be reflected in the hotel computer CCS display. The parties understand that in irregular operations in the interest of obtaining hotel rooms as quickly as possible, this preferred order may not be honored. The inspection currency shall be the same with these facilities as with the primary facility.
Property Change Notification
All listing of UAL contracted hotels for Flight Attendant usage, included changes with effective dates where applicable, shall be expeditiously listed in the computer CCS display when applicable to Flight Attendants. This display shall continue to include all contracted hotels, including approved limited overflow facilities, and include designation as a field (F) or downtown (D) facility and the most current date of inspection resulting in jointly approved status.
DISPUTE RESOLUTION
It is agreed that hotel/transportation decision disagreements will be resolved in the following manner:
a. The WHQPP Director and AFA MEC Hotel Chairperson or designee will jointly prepare and agree upon standards and procedures to be followed for the selection of hotels, transportation and crew lounge facilities.
b. Each MEC Hotel Chairperson or designee and WHQPP Director will have responsibility for dispute resolution and to seek a resolution acceptable to both parties.
c. Failing a mutually agreeable solution, the dispute may then be processed to the Senior VP Inflight Services.
d. If the dispute is still not resolved, it may be submitted directly to expedited arbitration in accordance with Section 23. Paragraph E.3., and the Expedited Arbitration Letter of Agreement.
e. The Expedited Arbitration hearing will take place at the disputed hotel and the System Board will be permitted to review the hotel, its location, facilities and the surrounding area before rendering its decision.
f. AFA Site Inspection Evaluations must be revised to show the hotel as approved if the disqualification criterion is resolved.
FA HOTEL STANDARDS – Required unless mutual agreement
1. Guaranteed non-smoking rooms. Smoking room provided upon request, based on availability.
2. Minimum bed size North American “full” or “double” (interchangeable) size (54’ X 75’ – 137cm X 190.5cm) or its regional equivalent. Fresh linen and cleaning services before each use.
3. Personal check cashing or ATM on property or within reasonable walking distance. The parties may mutually agree that an ATM within reasonable walking distance satisfies the requirement. In-room phone activation and room access without credit card. No service charge associated with toll free (i.e. 800) calls. May require credit imprint for signing privileges to cover incidentals. Ability to access services with cash.
4. Business class hotel. Regular maintenance and cleaning performed to keep it in a tenantable condition.
5. Whenever possible, rooms in close proximity to each other. Rooms will be quiet and away from elevators, ice/vending machines, housekeeping closets and construction/renovation noise.
6. Complimentary WIFI in guest rooms. (Hardwire if no WIFI for guests)
7. In compliance with Meet or exceed all local fire codes and life safety standards, minimum of smoke/heat detector in each room, hard-wired with battery a form fo backup (e.g., battery, generator, etc.).
8. Food availability twenty-four (24) hours/day. Restaurant on premises, providing breakfast, lunch and dinner (pantry food does not meet this requirement). Outside of meal time hours: room service, lounge menu and/or food delivery options. Delivery options of at least three (3) different eateries (not including fast food outlets) with reasonable delivery time/distance.
Outside of restaurant hours of operation at least one food option (e.g., room service, lounge menu, hotel market, bistro, pantry, shop, etc.) and/or food delivery options should be available.
9. Effective individual, self-controllable A/C and/or heat as applicable.
10. Safe and secure environment. All hotel entry/egress points (i.e. public, employee, loading/receiving entrances and fire safety exits) locked (e.g. key card authorization requirement) or actively monitored at all times. No direct access to guestrooms from parking garages. All public access restricted and monitored by hotel staff 2300.0600 or dedicated security staff available. Between 2300.0600, public access shall not be left unrestricted or unattended by hotel staff.
11. AFA has the right to do unannounced visits to hotels based on complaints, which shall be shared in advance with the Company. The AFA Hotel and Transportation Chairperson/designee shall advise the Director of Corporate Travel and Procurement a minimum of seventy-two (72) hours before visit. The Company shall not contact the hotel prior to such visit.
12. FA Hotel Selection/Retention Guidelines for consideration
Sprinkler system
Generator on site
Peepholes
Dedicated trained security personnel 24/7
Windows that open
Showers and bathtubs
Food and beverage discounts
Fitness Center with complimentary access
HVAC/fan systems not restricted by motion sensors
In-room refrigerator
Microwave upon request
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