Attachment C HOCL Lodging Rooms and Scheduling.pdf
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- Attached to
- V - OCC Hotel Occupancy for Conferencing and Lodging Support to the Uniform Commission Examination Program
- Solicitation number
- 2031JW26N00008
About this file
This is an attachment specifying lodging and sleeping space requirements for the Office of the Chief Counsel (OCC) Uniformed Code of Military Justice (UCE) HOCL (High-Order Command Leadership) program. The contractor must provide up to 210 single-occupancy guest sleeping rooms per night per session, totaling approximately 3,150 rooms over the contract period. Room requirements vary by day of the week: five rooms maximum on Sundays and Fridays, and 50 rooms maximum Monday through Thursday. Each room must meet minimum specifications including 300 square feet, key card access, king/queen or double/twin bedding, private en-suite bathroom with standard amenities, standard furnishings (desk with chair, nightstand with charging stations, dresser, closet), intuitive climate control, flat-screen television, telephone access, and in-room Wi-Fi.
The contractor must provide Guest Room Confirmation Reports at session outset and Guest Room Pickup Reports at conclusion, both containing alphabetical listings by last name with confirmation numbers, arrival/departure dates, and total room nights. Rooms must be offered at government per diem block rates. The COR will provide estimated room quantities 30 days in advance; the contractor must hold this number until 14 days before the session and fully lock rooms upon final COR validation. Room requests made 13 days or fewer in advance must be honored if available. Reservations are made via rooming list with a designated contractor point of contact. Check-in must be no later than 3:00 PM and check-out no earlier than 11:00 AM local time. Up to five rooms per session may request late checkout until 4:00 PM at no additional charge. If the contractor cannot honor a confirmed reservation ("walked" reservation), the contractor must secure comparable or better-quality accommodations and provide transportation at its own expense. The OCC guarantees rooms for late arrival and must cancel by 4:00 PM of arrival day to avoid one-night charges; no-shows must be reported by 9:00 AM the following day.
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ATTACHMENT C – HOCL SLEEPING SPACE AND SCHEDULING REQUIREMENTS
ATTACHMENT C – HOCL SLEEPING SPACE AND SCHEDULING
REQUIREMENTS
Lodging/Sleeping Room Space: The estimated maximum number of guest lodging/sleeping rooms per night, per session is presented in the table below. Based on the table details below, the OCC UCE HOCL accommodations will require up to 210 guest sleeping rooms for each UCE Session, totaling approximately 3,150 rooms over the contract period. Each guest sleeping room must be for a single occupancy type, with standard amenities as noted in the table below. The number of rooms will vary depending on the number of candidates per session. Though the OCC understands possible non-availability over the maximum estimate due to the volatile nature of lodging, the Contractor must make a best effort to allow reservation of rooms beyond the maximum when requested by the COR.
Room Type Day of the
Week
Maximum
# of Guests HOCL Sleeping/Lodging Room Space
Single
Sundays/
Fridays
• Secured room having a minimum of 300 square feet (sq.
ft.) with window and key card access
• One king/queen bed or two double/twin beds with bedding
• Private en-suite bathroom stocked with soap, towels, and standard toiletries and necessities
• Standard furnishings, e.g., desk with chair, nightstand with charging stations or electrical outlet access, bedside lamp(s), dresser with drawers, and closet/wardrobe
• In-room intuitive climate control panel for air conditioning and heating
• Flat-screen television and telephone access
• In-room wireless fidelity (Wi-Fi) access
Single
Mondays thru
Thursdays
• Secured room having a minimum of 300 square feet (sq.
ft.) with window and key card access
• One king/queen bed or two double/twin beds with bedding
• Private en-suite bathroom stocked with soap, towels, and standard toiletries and necessities
• Standard furnishings, e.g., desk with chair, nightstand with charging stations or electrical outlet access, bedside lamp(s), dresser with drawers, and closet/wardrobe
• In-room intuitive climate control panel for air conditioning and heating
• Flat-screen television and telephone access
• In-room wireless fidelity (Wi-Fi) access
Lodging/Sleeping Room Scheduling: At the outset and conclusion of every UCE session, the Contractor must provide the arrival and departure date of each reservation, and total number of room nights of each reservation in a Guest Room Confirmation Report and Guest Room Pickup Report respectively. The
Guest Room Confirmation Report must include an alphabetical listing of individuals of reserved rooms, by last name, the confirmation number of each reservation, arrival and departure date of each reservation, total number of room nights of each reservation, and total number of room nights reserved by OCC.
Similarly, the Guest Room Pickup Report must include an alphabetical listing of individuals, by last name
ATTACHMENT C – HOCL SLEEPING SPACE AND SCHEDULING REQUIREMENTS
per block of rooms, the arrival and departure date of each reservation, total number of room nights of each reservation, and total number of room nights picked up in the OCC block of rooms.
Room Block and Rates: The hotel must provide the guest rooms at a standard room (Government per diem) block rate.
Cutoff Date: The OCC’s COR or Designee will provide the contracted hotel, 30 days in advance of the session start date, the estimated number of rooms required each night. The Contractor must hold that number until 14 days before the session date and must fully lock the rooms in upon final validation from the COR that the rooms will be required for the event. The hotel may release the unreserved rooms after the cutoff date if the COR has not given the Contractor final validation that the room(s) will be required for the event.
If the COR/Designee requests a room(s) 13 days or fewer in advance of the arrival date and the
Contractor has availability, the contracted hotel must reserve the room(s) for the OCC at the contracted rate.
Reservation Procedure: The method of reserving rooms must be by a rooming list. The
Contractor must provide the COR/Designee a POC for the duration of the contract on or off-site.
All reservation changes/cancellations will be made between the Contractor’s point of contact
(POC) and OCC COR/Designee.
"Walked" Reservation: In the event the Contractor does not honor a confirmed reservation, the hotel must, at its expense, secure a guest room in a comparable or better-quality hotel that meets all the requirements of the OCC’s (RFQ), and provide transportation to and from the alternate hotel for the length of time the guest room is required at the alternate hotel. Upon request, the
Contractor must furnish, to the COR, proof of lodging equivalency. The hotel must notify the
COR/Designee immediately of any walked reservation.
Guaranteed Late Arrival/Cancellation: The OCC will guarantee the guest sleeping rooms for late arrival. The Contractor must not release any room that is booked by the COR/Designee unless the booking is canceled by the COR/Designee. In the event of individual room or complete session cancellation, the OCC is not required to pay for any guest sleeping room canceled before 4:00 PM of the specified arrival day. The OCC will pay for one night of any room not canceled by 4:00 PM of the specified arrival day.
No-Show: The Contractor must notify the COR/Designee of any no-show by 9:00 AM local time on the day after scheduled arrival. The Contractor must not resell the confirmed room booked until authorized by the COR/Designee to do so. The COR/Designee will give the authorization to resell or retain the room by 11:00 AM local time on the day of notification. No refund will be required back to the OCC from the hotel for any no-shows.
Guest Room Check-In and Check-Out Times: The Contractor must provide check-in no later than 3:00 PM and check out no earlier than 11:00 AM local time.
Late Checkout: The UCE Session attendees may request a late checkout (up to 4:00 PM local time) at no additional charge, for up to five (5) rooms per session.
Early Departure: The Contractor must notify the COR/Designee before any charge is applied for sleeping room early departure.
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