Attachment C HOCL Lodging Rooms and Scheduling.pdf

ATTACHMENT C – HOCL LODGING ROOMS AND SCHEDULING

REQUIREMENTS

Lodging/Sleeping Room Space: The estimated maximum number of guest lodging 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 lodging rooms for each UCE Session, totaling approximately 3,150 rooms over the contract period. Each guest lodging 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 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 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 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 lodging 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 lodging 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 lodging room early departure.