Attachment B HOCL Conference Rooms and Scheduling.pdf

ATTACHMENT B – HOCL CONFERENCE ROOMS SCHEDULE AND

CONFIGURATION REQUIREMENTS

2031JW26Q00037

ATTACHMENT B – HOCL CONFERENCE ROOMS SCHEDULE AND CONFIGURATION

REQUIREMENTS

Conference/Meeting Room Space Schedule and Configuration: The conference/meeting rooms have specific times, functions, setups, and furnishings that are outlined in the table below. The hotel must provide these required space, configuration, and accommodations based on the information contained within the RFQ and table below. All times below reflect the property location local time zone.

Schedule

Times

Days

Room/

Function

Maximum

# of Attendees

And

Quantity

HOCL Room Setup

Monday

6:00 AM

24 hours thru

Thursday

8:00 PM

Dedicated

Administrat ion Room

10 Attendees

1 Room

• 1-Secured room having a minimum of 450 square feet (sq.

ft.); window with drapes/blinds preferred

• 2-Electrical (wall or floor) outlets

• 3-Tables at least 6’ x 30” in size along walls

• 1-Large board table (or smaller tables draped and configured into one large table that seats 8)

• 1-High-speed, wireless internet access

• 1-Control/Touch-panel for managing lighting, audio, and/or visual settings

• 1-Color copy machine with scan-to-USB capability

• 1-Large shred bin

• Food and beverage available 6:00 AM – 5:00 PM

12:00 PM

24 hours thru

Individual

(Candidate)

Testing

Room(s)

15 Attendees

Each Room

Up To 3 Rooms

• Up to 3-Secured, scalable room having a minimum of 900

sq. ft.

• 15-individual candidate testing stations/tables with reasonable separation, meeting:

o At least 6’ x 30” draped tables with one (1) chair at each table o Electrical access at each table (outlet/cord drops)

• 1-at least 6’ x 30” skirted table at head of room

• 1-at least 6’ x 30” skirted table in rear of room

• 1-High-speed, wireless internet access

• 1-Control/Touch-panel for managing lighting, audio, and/or visual settings

• Food and beverage station (Tuesdays thru Thursdays only)

6:00 AM – 5:00 PM

24 hours thru

Panel

Meeting

Rooms(s)

4 Attendees

Each Room

Up To 15 Rooms

• Up to 15-Scalable room having a minimum of 300 sq. ft.

• 2-at least 6’ x 30” skirted tables with 3 chairs on the same side arranged in a long rectangle (for panel interview seating) o Electrical access behind/adjacent to panel seating table

• 1-High-speed, wireless internet access

• 1-Control/Touch-panel for managing lighting, audio, and/or visual settings

Schedule

Times

Days

Room/

Function

Maximum

# of Attendees

And

Quantity

HOCL Room Setup

• 1-Small table/desk (minimum 6’ x 30”) with one chair configured facing the panel seating table

Only to

5:00 PM

Evaluator

Meeting

Room

40 Attendees

• 1-Scalable room having a minimum of 800 sq. ft.

o Up to 10-tables to accommodate at least four (4) attendees per table (or similar table number to seat a total of 40 attendees) o U-Shape or Classroom style setup to accommodate 40 seats

• 1- at least 6’ x 30” skirted table at head of room to comfortably accommodate three (3) UCE Presenters

• 1-High-speed, wireless internet access

• 1-Control/Touch-panel for managing lighting, audio, and/or visual settings

• 1-High-resolution (i.e., Ultra-High-Definition) screen projector

• 1-Large projector screen

• Microphone(s) and virtual chart or easel flip chart

• Food and beverage station (Mondays only) 2:00 PM – 5:00

PM

24 hours 365 days for the contract duration (5 years)

Storage

Room

OCC

Equipment and

Materials

• 1-Secured room having a minimum of 200 square feet (sq.

ft.)

• Accessible by keycard with limited access to staff

Conference/Meeting Room Details: All meeting rooms used for UCE sessions must have solid walls on all sides as a quiet environment is important for the testing candidates. 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 airwalls may also be used if approved by the COR/Designee. Direct access to HVAC controls (or access to engineering for timely changes) are required for controlling the temperatures of all rooms (except storage) listed in the table above. Converted guest lodging rooms are generally acceptable as Panel Meeting Rooms, but must be adjacent to each other.

Room Access: On the first day of the testing session, the hotel must provide the COR/Designee with a set of keys/key cards for all rooms being used during the session.

Confirmation of Program: The COR/Designee will provide the hotel a tentative schedule 30 days in advance of each UCE session. The COR/Designee will confirm the schedule 14 days prior to the start of the session.

Confirmation of Assigned Rooms: Based on the attendance and room needs provided by the

COR/Designee, the hotel must confirm all meeting room assignments within 5 calendar days of receipt of the confirmed schedule.

Change in Function Times and 24-Hour Room Hold: While operating hours for UCE activities are generally 6:00 AM to 8:00 PM local time, the hotel must hold meeting rooms on a 24-hour basis (12 AM to 12 AM) for the days indicated unless the

COR/Designee releases the space hold back to the hotel. Meeting start and stop times may not be adjusted without the approval of the COR/Designee.

OCC Signage: The OCC will display signs in and around the meeting space blocked for

OCC’s use, and use hotel marquee signs as permissible. This signage may read “Testing in Progress—Do Not Disturb,” “Quiet Please – Testing In Progress,” or similar, and/or contain other information pertinent to the UCE testing process. If hotel marquee signs display the room’s use, OCC will dictate wording displayed.

Session Cancellation: While session cancellations are expected to be rare, sessions must be fully cancelable at the OCC’s discretion. In the event of cancellation, OCC will be liable for payment for conference and meeting room space based on the schedule below:

• 90 days out - 0% of UCE session guaranteed minimum unit price for meeting and conference rooms.

• 60 days out - 25% of UCE session guaranteed minimum unit price for meeting and conference rooms.

• 30 days out - 75% of UCE session guaranteed minimum unit price for meeting and conference rooms.

• <30 days out - 100% of UCE session guaranteed minimum unit price for meeting and conference rooms.