Attachment 2 Hotel Accommodations and Meeting Space Requirements.docx

ATTACHMENT II

HOTEL ACCOMMODATIONS/MEETING SPACE REQUIREMENTS

A. GUEST ROOMS

GUEST ROOMS - EVALUATOR TRAINING SESSION (Maximum quantity of rooms per night)

Sunday

Monday

Tuesday

Wednesday

Thursday

Friday

GUEST ROOMS - UCE SESSION (Maximum quantity of rooms per night per Session)

Sunday

Monday

Tuesday

Wednesday

Thursday

Friday

Note: The number of rooms will vary depending on the number of test candidates eligible to take the UCE session. As the number of candidates decreases, the number of rooms and the number of days of the UCE session also decrease. The estimated maximum quantities are based on master billed.

Room Block and Rates: The hotel shall provide the guest rooms at a hotel room block rate.

Cutoff Date: Estimated number of rooms given to the hotel 30 days out; and Cutoff date at 14 days out.

The OCC’s Contracting Officer’s Representative or Designee (COR/Designee) will provide the hotel, 30 days in advance of arrival, the estimated number of rooms required each night. The hotel shall guarantee that the rooms are available for OCC until 14 days in advance of the arrival date of the rooms. The hotel may release the unreserved rooms after the cutoff date.

If the COR/Designee requests a room(s) 13 days or less in advance of the arrival date and the hotel has room availability, the hotel shall reserve the room(s) for the OCC.

Reservation Procedure: The primary method of reserving rooms shall be by a rooming list. The hotel will provide the COR/Designee a point of contact for the duration of the contract. All reservation changes/cancellations will be made between the POC and COR/Designee.

"Walked" Reservation: In the event the hotel does not honor a confirmed reservation, the hotel shall, at its expense, secure a guest room in a comparable or better-quality hotel and provide transportation to and from the alternate hotel for the length of time the guest room is required at the alternate hotel. The hotel shall notify the COR/Designee immediately of any walked reservation.

Comp Room Night: The hotel shall provide one (1) complimentary (free) room night for each 50 paid room nights utilized on a cumulative basis. Complimentary (free) rooms shall be credited to the OCC in a manner agreed upon by the COR/Designee and the hotel.

The hotel shall provide three complimentary rooms for one night, for one site visit between the signing of the contract and the start date of the first UCE session or training session. This site visit provides an opportunity to walk through the venue and experience what it would be like for the attendees.

Guaranteed Late Arrival/Cancellation: The OCC will guarantee the rooms for late arrival. The hotel shall not release any room that is booked by the COR/Designee unless the booking is canceled by the COR/Designee. The OCC will not be required to pay for any room canceled before 4:00pm of the specified arrival day. The OCC will pay for one night of any room not canceled by 4:00pm of the specified arrival day.

No Show: The hotel shall notify the COR/Designee of any no-show by 9:00am on the day after scheduled arrival. The hotel shall not resell the room until authorized by the COR/Designee to do so. The COR/Designee will give the authorization to resell or to retain the room by 11:00am of the day of notification.

Guest Room Check In: Check in Time no later than 3pm and check out Time no earlier than 11am.

Late Checkout: The COR/Designee may request a late checkout (up to 4:00pm) at no additional charge for up to five (5) rooms per session.

B. MEETING SPACE

UCE SESSION SCHEDULE**

Begin Monday 5:00am 24 hours thru Friday @ 6:00pm

7 - 6’ x 18” draped tables along walls 5 - 6’ x 30” draped tables in middle 6 chairs

8 - 60” draped rounds; 6 chairs at each

Begin Monday 5:00am 24 hours thru Friday @ 6:00pm Equipment Room with leased copier

Tuesday

Begin 5:00am

Two (2) UCE testing sessions

15 in each Each room a minimum of 900 sq.ft.w/ 6 electrical outlets 16 - 6’x18” draped tables w/1 chair at each 1 - 6’ x 18” skirted table at head of room 1 - 6’ x 30” skirted table in rear of room

Begin 5:00am

8 - 60” draped rounds w/6 chairs at each

Smaller table in the room for a clock.

Wednesday

Thursday*

Friday*

** The start and end times for each session and refreshment breaks will be scheduled when the tentative program is given to the hotel 45 days out.

* Thursday’s and Friday’s events are tentative and will be confirmed or cancelled by the COR/Designee 45 days out.

EVALUATOR TRAINING SESSION SCHEDULE**

20 - 6’x30” draped tables w/2 chairs at each 2 - 6’ x 30” skirted tables at head of room

Tuesday

Wednesday

** The start and end times for each session and refreshment breaks will be solidified when the final program is given to the hotel 14 days out.

Meeting Room Block and Rates: The hotel shall provide meeting rooms based on the UCE Session Schedule or Evaluator Training Session Schedule.

All meeting rooms blocked for the UCE Sessions and Evaluator Training Sessions shall have solid walls on all sides. Rooms with air walls may be used if OCC functions are held on both sides of the air wall or if the room on one side of the air wall remains vacant. Rooms with air walls may also be used if approved by the COR/Designee.

On the first day of the testing session, the hotel shall provide the COR/Designee with a set of keys for all rooms being used during the session.

Confirmation of Program: Tentative schedule given to the hotel 30 days out; and Confirmed schedule provided 14 days out.

The COR/Designee will provide the hotel with a tentative schedule 30 days in advance of a UCE Session or Evaluator Training Session. The COR/Designee will confirm the schedule with the hotel 14 days prior to the start of the session.

Confirmation of Assigned Rooms: Based on the attendance figures and room setup style provided by the COR/Designee, the hotel shall confirm the meeting room assignments within five (5) calendar days of receipt of the confirmed schedule.

Reassignment of Rooms: The hotel may reassign room(s) if OCC's requirements change; or the number of attendees fluctuates by more than 20%; and COR/Designee approves the reassigned room(s).

24-Hour Room Hold: The hotel shall hold certain meeting rooms on a 24-hour basis (12midnight to 12midnight) unless the COR/Designee releases the space hold back to the hotel.

Change in Function Times: The COR/Designee may, with the hotel’s approval, adjust a function’s start and end time (For example: A meeting originally scheduled from 9:00am to 10:30am may be changed to start at 10:00am and end at 11:30pm).

OCC Signage: The OCC will display signs in and around the meeting space blocked for OCC’s use. This signage may read “Testing in Progress--Do Not Disturb” or contain other information pertinent to the UCE testing process.

C. FOOD and BEVERAGE

Coffee, decaf, assorted hot teas, bottled water, and assorted sodas shall be provided.

The hotel shall provide food and beverages at the prices specified in its published banquet menus including, but not limited to, breakfast, refreshment break, lunch, reception, and dinner which shall be submitted in the quote and incorporated into the contract. The OCC has the right to purchase food and beverages by any unit categories published in the hotel's banquet menus. The OCC has, at its discretion, the right to have food supplied from outside sources for the purpose of providing breakfast, lunch, dinner or snack options for all session attendees.

The COR/Designee will guarantee attendance or quantities for each food and/or beverage function 72 hours in advance of each function. The COR/Designee may increase the guaranteed figure(s) 72 hours or less of the function but cannot lower the guaranteed figure(s).

The COR/Designee has the right to order food and/or beverages for all attendees any time during the Performance Period of the Contract from within the hotel restaurants or, if not available, may use restaurants outside of the hotel. The hotel shall provide the food and/or beverages, if available.

D. AUDIO VISUAL EQUIPMENT and BUSINESS CENTER SERVICES

The COR/Designee has the right to order its audio-visual equipment and (inclusive of labor) from the vendor of its choice. However, if the COR/Designee decides to use the vendor with which the hotel has subcontracted, the following terms apply.

The hotel shall provide basic overhead projectors, photocopying, audio visual equipment, labor, and business center services at the prices specified in its published price lists which shall be submitted in the quote and incorporated into the contract. The OCC has the right to purchase these items and services by any unit categories published in the price lists.

The COR/Designee will provide the audio-visual requirements about 10 days in advance of the official start date of the UCE session or Evaluator Training session.

The COR/Designee has the right to order audio visual equipment and business center services any time during the Performance Period of the Contract. The hotel shall provide the equipment and services, if available.