epic Terms of Use

epic Terms and Conditions

  • Oakwood is the developer, owner and operator of the temporary housing sourcing system called epic which, in part, permits Oakwood to submit housing requests and receive a number of housing options from suppliers who are alliance partners of Oakwood. The intent of the Global Accommodations Network (GAN) is to assist Oakwood customers in locating appropriate extended-stay serviced housing options or corporate housing options in locations worldwide. Oakwood is acting as an agent on behalf of the client or customer to assist in sourcing housing options. Outside of the US (United States), Oakwood acts as a referral source and does not accept liability for any clients or customers referred to suppliers.
  • In order to respond with a housing option, Supplier must agree to the terms and conditions on each housing request by checking the Accept checkbox in epic.
  • Supplier agrees that any housing option offered to Oakwood in response to an RFH Request has the necessary legal consents to be rented to Oakwood or Oakwood's clients on a temporary basis and/or as per the terms detailed within the RFH Request.
  • Supplier agrees to deliver its Responses through epic no later than the RFH Request Deadline. The RFH Request Deadline may vary from transaction to transaction but will always be noted in the request (RFH). Supplier will include the property name and address, a description of the proposed unit and the daily rate offered by Supplier including whether any tax is included or excluded and, if excluded, the amount of such tax, or if declining to provide a Response indicating on epic indicating the reason for declining to bid.
  • If Supplier fails to respond before the RFH Request Deadline, Supplier shall be deemed to have declined to provide a Response. If Supplier fails to respond to more than three (3) RFHs in any ninety (90) day period, Oakwood reserves the right to suspend Supplier's use of the epic Service.
  • If Supplier has elected to provide a Response, Supplier agrees to hold housing options offered open or off the market for twenty-four (24) hours after the RFH Request Deadline.
  • In the US only, and for suppliers participating in designated RFH types, supplier agrees to pay Oakwood a service/epic fee in the amount noted in the request sent to supplier, when and if applicable. If there is not a service/epic fee noted in the RFH, the supplier rate quoted in the RFH response will be the rate paid should supplier win the bid.
  • Effective June 1st, 2012, In the US only, all outsourced transactions will be paid on a net 30 day payment term process. This payment modification will include all in house guests on or after June 1st, 2012 in addition to all new move ins occurring on or post June 1st, 2012. Payment will be received by suppliers 30 days after guest move in date or 30 days after the beginning of each month for all existing leases.
  • Oakwood uses epic to source inventory options for several different accounts, and in some cases these come with different terms. Each epic request will include all the pertinent requirements, including all applicable fees for each request as well as specific Terms & Conditions (T&C's) that must be agreed to in order to bid/participate. If there are no fees, the request will also notate.
  • In the US only, effective 02/20/2019, for many but not all of our epic requests, Oakwood will require a 12% commissionable rate to be quoted in epic. Should supplier win the bid, Oakwood will short pay the epic quoted amount by 12%. For example, supplier quotes $100, Oakwood will pay $88 should the supplier option be chosen. This term will also be noted in each epic request and your lease agreement will need to be inclusive of the 12% short pay, or net rent amount.
  • Outside of the US, Supplier agrees to include and pay Oakwood a commission or referral fee equal to 10% or at the amount previously contracted between Oakwood and Supplier. This commission amount will be payable to Oakwood unless detailed otherwise within the RFH Request.
  • If Supplier's housing option is selected, Supplier agrees to provide the services set forth in this agreement and noted in the RFH Request.
  • If Supplier's housing option is selected; such selection shall be deemed a confirmed reservation. Supplier will forward to Oakwood all documentation necessary to lease and service the Unit selected by Oakwood. Upon approval, the Parties will enter into the lease with respect to the Unit.
  • Supplier agrees to receive all information through epic in confidence and refrain from disclosing or discussing any portion of the information with any third person or entity using the same care in protecting the information as the Supplier does its own proprietary information. Supplier agrees to not use this opportunity to solicit any information from Oakwood's clients.
  • The Supplier agrees to adhere to the equivalent or higher level of quality and service satisfaction standards that Oakwood holds itself to in its own housing options. Future housing bid opportunities are dependent upon achieving Oakwood's service satisfaction levels.
  • Supplier Owner, Employees & Subcontractors: Background checks are required on all employees and independent contractors performing all services on behalf of Oakwood and its clients and guests. Oakwood's suppliers must also adhere to Oakwood's "duty of care program" which requires the supplier to take proactive steps to ensure the physical safety and security of Oakwood's clients and guests.
  • At Oakwood Worldwide, corporate social responsibility (CSR) plays a major part in the way we operate and conduct ourselves around the world. In turn, Oakwood expects our suppliers to operate in an environmentally responsible manner by complying fully with all applicable international, federal, regional, state and local environmental laws, ordinances and regulations. We expect and encourage our suppliers to help us fulfill our environmental commitment by reducing environmental impacts and resource consumption, while continually advancing the sustainability of the products and services Oakwood sources.
  • Personal Property Protection Plus (PPP+) is a service offered by Oakwood Worldwide through our partnership with Clements Worldwide and Jacob Street Partners. The service offers corporate clients the opportunity to provide insurance coverage for their travelers' personal property, accidental damage, personal liability and more, while they are staying with Oakwood Worldwide. In addition, individual travelers can opt in to PPP+ coverage, insuring personal property and accidental damage during their stay. Any claims must be reported to Oakwood within 5 business days from the guest's departure. Please ensure inspection of all apartments within 24-48 hours of the guest's departure and report any damage to Oakwood immediately. If no damage is reported within 5 business days, Oakwood will not be responsible for cost of any damages.
  • Consistently meet and exceed service standard expectations of Oakwood and its clients.