Draft SOW for RFI - UCE Hotel Venue.pdf

STATEMENT OF WORK (SOW)

1.0 GENERAL INFORMATION

1.1 Title of Project: Uniform Commission Examination (UCE) Hotel Venue

1.2 Scope of Work: The Contractor shall provide all resources necessary to accomplish the tasks and deliverables described in the Statement of Work (SOW). The Contractor shall provide all the facilities and services as delineated in this SOW, at one hotel venue (same location for base year and all option years), necessary to perform the requirements. Requirements include providing sleeping rooms, meeting rooms, testing rooms, and office space rooms. Additional requirements include food and beverage service (refreshment stations) for offices and testing rooms, audio visual equipment for main office and testing rooms, dedicated highspeed wireless internet service for testing and office space rooms, and dedicated copier/scanner and paper shredding bin (with associated disposal) in the office space room. Finally, Contractor shall provide a secured year‐round storage space at the hotel venue.

1.3 Background: The Office of the Comptroller of the Currency (OCC) charters, regulates, and supervises national banks and federal savings associations and licenses, regulates, and supervises federal branches and agencies of foreign banking organizations. Headquartered in Washington, D.C., the OCC has offices in approximately 50 cities nationwide, with teams of examiners that work from more than 70 operating locations. The OCC’s mission is to ensure that the institutions (which comprise the federal banking system) operate in a safe and sound manner, provide fair access to financial services, treat customers fairly, and comply with applicable laws and regulations. The OCC is an independent bureau of the U.S.

Department of the Treasury.

The UCE is an OCC certification and credentialing program used to assess the skills and practical knowledge of potential National Bank Examiners. A commission from the Comptroller of the Currency signifies that a National Bank Examiner is qualified to perform examinations of national banks, federal savings associations, their affiliates, and bank service corporations.

The OCC conducts up to three (3) UCE sessions each year. Each session runs approximately five (5) days.

The number of sessions and the duration of each session depends on the number of eligible candidates.

2. Period of Performance: This requirement consists of a twelve (12) month Base Year, with four (4) twelve

(12) month Option Years.

UCE Session: The UCE session runs approximately five (5) days and always starts on a Monday. Testing candidates will arrive on various days throughout the week and stay for a minimum of one (1) night and a maximum of two (2) nights. Evaluators and administration staff will stay for a minimum of two (2) nights and a maximum of five (5) nights.

The desired UCE session dates for each of the anticipated periods of performance (Base Year (BY) and Option Years (OY) one (1) through four (4)) are as follows:

BY 2026 OY One (1) 2027 OY Two (2) 2028 OY Three (3) 2029 OY Four (4) 2030

4/13/26 – 4/17/26 4/12/27 – 4/16/27 4/10/28 – 4/14/28 4/9/29 – 4/13/29 4/1/30 – 4/5/30 or or or or or 4/20/26 –4/24/26 4/19/27 – 4/23/27 4/24/28 – 4/28/28 4/16/29 – 4/20/29 4/8/30 – 4/12/30

7/13/26 ‐ 7/17/26 7/12/27 – 7/16/27 7/10/28 – 7/14/28 7/9/29 – 07/13/29 7/15/30 – 7/19/30 or or or or or 7/20/26 –7/24/26 7/19/27 – 7/23/27 7/17/28 – 7/21/28 7/16/29 – 7/20/29 7/22/30 – 7/26/30

10/26/26 – 10/30/26 10/25/27 – 10/29/27 10/23/28 ‐ 10/27/28 10/22/29 – 10/26/29 10/21/30 – 10/25/30 or or or or or 11/2/26 – 11/6/26 11/1/27 – 11/5/27 11/13/28 – 11/17/28 11/5/29 – 11/9/29 11/4/30 – 11/8/30

Although the OCC anticipates cancellations, which will be rare, each session must be cancellable, at the OCC’s discretion, no fewer than 90 days before the beginning of the session.

3. Location of Work: The UCE sessions shall be held in a Central or Eastern Time Zone city within twenty‐ five (25) miles of two (2) large hub international airports, preferably Dallas/Ft. Worth, TX, Houston, TX, Atlanta, GA, Chicago, IL, or Washington DC.

4. Contractor Requirements: The Contractor shall provide a minimum of 140, estimated maximum of 210, single guest sleeping rooms for each UCE session – master billed, for up to three (3) sessions total during the Base Year and up to three (3) sessions for each of the four (4) Option Years, totaling up to 15 sessions for the duration of contract.

The Contractor shall provide the following for each UCE session: one (1) OCC office, one (1) evaluator meeting room, up to three (3) candidate testing rooms, and up to fifteen (15) panel meeting rooms for four (4) days each. The required testing and meeting space shall encompass about 10,000 square feet and shall have the ability to partition into individual rooms or have individual meeting rooms available (such as temporarily converted hotel sleeping rooms). The maximum number of individuals per style of room are outlined in Attachment 2 ‐ Section B below.

The Contractor shall provide one (1) year‐round storage space located at the hotel venue of approximately 250‐350 square feet, secured by lock and key (or keycard) that is only accessible by authorized OCC staff and hotel venue staff in the event of emergency. This space may be an out‐of‐ service guest room or similar but must be easily accessible during each session.

The Contractor shall provide food and beverage service to include coffee, decaf coffee, hot teas, assorted soft drinks, and bottled water during the times outlined in Attachment 2 ‐ Section B below.

The Contractor shall provide audio visual equipment, support services, and business center services to include:

Dedicated highspeed wireless internet access for OCC office rooms and candidate testing rooms.

Other AV and business center support services such as running power strips/outlet drops in the main office and the two (2) candidate testing rooms.

A dedicated (leased) color copy machine with scan‐to‐USB capability.

Secure document shredding and destruction services.

The Contractor is responsible for maintaining the quality of rooms and services and shall provide to the OCC, for acceptance, only those rooms or services that comply with the quality ratings and compliance and certification requirements listed below. The contractor shall maintain written documentation that the rooms or services conform to the quality requirements and shall furnish such information to the OCC when requested or required.

The hotel venue shall have on‐premises restaurant(s) that serve breakfast, lunch, and dinner, and fitness facilities.

HOTEL COMPLIANCE AND CERTIFICATIONS:

The hotel shall be compliant with the Hotel and Motel Fire Safety Act of 1990 15 U.S.C. 2201 et seq, (Public Law 101‐391), and must hold a Federal Emergency Management Agency (FEMA) certification number.

The hotel shall be compliant with Americans w/Disabilities Act, 42 U.S.C. Section 12101 et seq.

(ADA).

The hotel shall have one of the following quality ratings:

Three diamonds or higher per American Automobile Association (AAA).

5. Government Responsibilities: N/A

6. Delivery or Deliverables: Timely submission of deliverables is essential to successfully completing this requirement. Schedules for deliverables are specified below. All deliverables shall be prepared and submitted according to the format, content, and schedule described in the chart below.

SOW

Task

Deliverable Title Frequency # of

Copies

Medium/

Format Submit To

Guest Room

Confirmation Report

No later than five (5) business days after receipt of rooming list from the Contracting Officer’s

Representative (COR)

Microsoft Office or Adobe Acrobat

COR in soft copy, via email.

Guest Room Pickup

Report Conclusion of each event with final invoice

Microsoft Office or

Adobe Acrobat COR in soft copy, via email.

SOW Deliverable Task #1 (Guest Room Confirmation Report) report shall contain the following information:

Alphabetical listing of individuals, by last name, for which rooms are reserved;

Confirmation number of each reservation;

Arrival and departure date of each reservation;

Total number of room nights of each reservation;

Total number of room nights reserved by OCC.

SOW Deliverable Task #2 (Guest Room Pickup Report) shall contain the following information:

Alphabetical listing of individuals, by last name, in the OCC block of rooms;

Arrival and departure date of each reservation;

Total number of room nights of each reservation;

Total number of room nights picked up in the OCC block of rooms;

7. Travel: N/A

8. Contractor Experience Requirements – Key Personnel:

The Contractor shall provide a point of contact, and a back‐up point of contact, to communicate with the Contracting Officer’s Representative (COR) or Designee.

9. Security Requirements: N/A

10. Data Rights: N/A

11. Section 508 Electronic and Information Technology Standards: The Contractor shall comply with

Section 508 of the Rehabilitation Act (29 U.S.C. 794d) as amended by the Workforce Investment Act of

1998 (P.L. 105‐220), August 7th, 1998. See OCC Clause 1052.239‐8000 Electronic and Information

Technology Accessibility (July 2018).

Attachments Attachment 1: UCE Session Breakout and Pricing Sheet Attachment 2: Hotel Accommodations and Meeting Space Requirements

SOW Attachment 1: UCE Session Breakout and Pricing Sheet

Description Not‐To‐Exceed

Amount

Base Year UCE Sessions $TBD

Base Year Storage $TBD

Option Year 1 UCE Sessions $TBD

Option Year 1 Storage $TBD

Option Year 2 UCE Sessions $TBD

Option Year 2 Storage $TBD

Option Year 3 UCE Sessions $TBD

Option Year 3 Storage $TBD

Option Year 4 UCE Sessions $TBD

Option Year 4 Storage $TBD

TOTAL $TBD

Base Year: December 8, 2025, through December 6, 2026 Except for storage room, the minimum & estimated maximum quantities listed below are for one session.

They are multiplied by 3 (total for year) in the ‘X3’ column.

GUEST SLEEPING ROOMS

DESCRIPTION UNIT

GUARANTEED

MINIMUM

QUANTITY

ESTIMATED

MAXIMUM

QUANTITY

X

UNIT PRICE

(inclusive)

X3 =

TOTAL

MAXIMUM

AMOUNT

Single ‐ master billed Room Night 140 210 X $TBD X3 = $TBD

*Estimated Maximum Quantity x Unit Price = Total Amount

MEETING ROOMS

GUARANTEED

MINIMUM

QUANTITY

ESTIMATED

MAXIMUM

QUANTITY

X

UNIT PRICE

(inclusive)

X3 =

TOTAL

MAXIMUM

AMOUNT

OCC Office Room

4 Days/24 Hours 4 (1 per day) 4 (1 per day) X $TBD X3 = $TBD

Candidate Testing Room Room

4 Days/24 Hours 8 (2 per day) 12 (3 per day) X $TBD X3 = $TBD

Panel Meeting Room Room

4 Days/24 Hours 20 (5 per day) 60 (15 per day) X $TBD X3 = $TBD

Evaluator Meeting Room Room

1 Day/3 hours

1 1 X $TBD X3 = $TBD

*The unit price shall include any labor required to set, change, and tear down a room configuration.

FOOD & BEVERAGE

GUARANTEED

MINIMUM

QUANTITY

ESTIMATED

MAXIMUM

QUANTITY

X UNIT PRICE X3 =

TOTAL

MAXIMUM

AMOUNT

Coffee, hot tea, soft drinks, bottled water

Per Person 35 (per day) 90 (per day) X $TBD X3 = $TBD

The OCC has the right to purchase food and beverages by any unit categories published in the hotel’s banquet menus at the prices specified in those menus.

AUDIO VISUAL EQUIPMENT/LABOR, BUSINESS CENTER SERVICES AND OTHER DIRECT COSTS

GUARANTEED

MINIMUM

QUANTITY

ESTIMATED

MAXIMUM

QUANTITY

X UNIT PRICE X3 =

TOTAL

MAXIMUM

AMOUNT

Highspeed Wireless Internet Per Day 4 4 X $TBD X3 = $TBD

Business center services (power strips/outlet drops)

Per Day 4 4 X $TBD X3 = $TBD

Color copy machine with scan‐to‐USB capability

Per Day 4 4 X $TBD X3 = $TBD

Secure document shredding and destruction services

Per Day 4 4 X $TBD X3 = $TBD

The OCC has the right to purchase equipment and business center services by unit categories published in the hotel’s price lists.

STORAGE ROOM

GUARANTEED

QUANTITY

X UNIT PRICE =

TOTAL

AMOUNT

Storage Room (Year‐Round) Room

1 Day/24 Hours

365 X $TBD = $TBD

Option Year 1: December 7, 2026, through December 5, 2027 Except for storage room, the minimum & estimated maximum quantities listed below are for one session.

GUARANTEED

MINIMUM

QUANTITY

ESTIMATED

MAXIMUM

QUANTITY

X

UNIT PRICE

(inclusive)

X3 =

TOTAL

MAXIMUM

AMOUNT

GUARANTEED

MINIMUM

QUANTITY

ESTIMATED

MAXIMUM

QUANTITY

X

UNIT PRICE

(inclusive)

X3 =

TOTAL

MAXIMUM

AMOUNT

OCC Office Room

4 Days/24 Hours 4 (1 per day) 4 (1 per day) X $TBD X3 = $TBD

Candidate Testing Room Room

4 Days/24 Hours 8 (2 per day) 12 (3 per day) X $TBD X3 = $TBD

Panel Meeting Room Room

4 Days/24 Hours 20 (5 per day) 60 (15 per day) X $TBD X3 = $TBD

Evaluator Meeting Room Room

1 Day/3 hours

GUARANTEED

MINIMUM

QUANTITY

ESTIMATED

MAXIMUM

QUANTITY

X UNIT PRICE X3 =

TOTAL

MAXIMUM

AMOUNT

Coffee, hot tea, soft drinks, bottled water

Per Person 35 (per day) 90 (per day) X $TBD X3 = $TBD

The OCC has the right to purchase food and beverages by any unit categories published in the hotel’s banquet menus at the prices

GUARANTEED

MINIMUM

QUANTITY

ESTIMATED

MAXIMUM

QUANTITY

X UNIT PRICE X3 =

TOTAL

MAXIMUM

AMOUNT

Highspeed Wireless Internet Per Day 4 4 X $TBD X3 = $TBD

Business center services (power strips/outlet drops)

Per Day 4 4 X $TBD X3 = $TBD

Color copy machine with scan‐to‐USB capability

Per Day 4 4 X $TBD X3 = $TBD

Secure document shredding and destruction services

The OCC has the right to purchase equipment and business center services by unit categories published in the hotel’s price lists.

GUARANTEED

QUANTITY

X UNIT PRICE =

TOTAL

AMOUNT

Storage Room (Year‐Round) Room

Option Year 2: December 6, 2027, through December 3, 2028 Except for storage room, the minimum & estimated maximum quantities listed below are for one session.

GUARANTEED

MINIMUM

QUANTITY

ESTIMATED

MAXIMUM

QUANTITY

X

UNIT PRICE

(inclusive)

X3 =

TOTAL

MAXIMUM

AMOUNT

GUARANTEED

MINIMUM

QUANTITY

ESTIMATED

MAXIMUM

QUANTITY

X

UNIT PRICE

(inclusive)

X3 =

TOTAL

MAXIMUM

AMOUNT

OCC Office Room

4 Days/24 Hours 4 (1 per day) 4 (1 per day) X $TBD X3 = $TBD

Candidate Testing Room Room

4 Days/24 Hours 8 (2 per day) 12 (3 per day) X $TBD X3 = $TBD

Panel Meeting Room Room

4 Days/24 Hours 20 (5 per day) 60 (15 per day) X $TBD X3 = $TBD

Evaluator Meeting Room Room

1 Day/3 hours

GUARANTEED

MINIMUM

QUANTITY

ESTIMATED

MAXIMUM

QUANTITY

X UNIT PRICE X3 =

TOTAL

MAXIMUM

AMOUNT

Coffee, hot tea, soft drinks, bottled water

Per Person 35 (per day) 90 (per day) X $TBD X3 = $TBD

The OCC has the right to purchase food and beverages by any unit categories published in the hotel’s banquet menus at the prices

GUARANTEED

MINIMUM

QUANTITY

ESTIMATED

MAXIMUM

QUANTITY

X UNIT PRICE X3 =

TOTAL

MAXIMUM

AMOUNT

Highspeed Wireless Internet Per Day 4 4 X $TBD X3 = $TBD

Business center services (power strips/outlet drops)

Per Day 4 4 X $TBD X3 = $TBD

Color copy machine with scan‐to‐USB capability

Per Day 4 4 X $TBD X3 = $TBD

Secure document shredding and destruction services

The OCC has the right to purchase equipment and business center services by unit categories published in the hotel’s price lists.

GUARANTEED

QUANTITY

X UNIT PRICE =

TOTAL

AMOUNT

Storage Room (Year‐Round) Room

Option Year 3: December 4, 2028, through December 2, 2029 Except for storage room, the minimum & estimated maximum quantities listed below are for one session.

GUARANTEED

MINIMUM

QUANTITY

ESTIMATED

MAXIMUM

QUANTITY

X

UNIT PRICE

(inclusive)

X3 =

TOTAL

MAXIMUM

AMOUNT

GUARANTEED

MINIMUM

QUANTITY

ESTIMATED

MAXIMUM

QUANTITY

X

UNIT PRICE

(inclusive)

X3 =

TOTAL

MAXIMUM

AMOUNT

OCC Office Room

4 Days/24 Hours 4 (1 per day) 4 (1 per day) X $TBD X3 = $TBD

Candidate Testing Room Room

4 Days/24 Hours 8 (2 per day) 12 (3 per day) X $TBD X3 = $TBD

Panel Meeting Room Room

4 Days/24 Hours 20 (5 per day) 60 (15 per day) X $TBD X3 = $TBD

Evaluator Meeting Room Room

1 Day/3 hours

GUARANTEED

MINIMUM

QUANTITY

ESTIMATED

MAXIMUM

QUANTITY

X UNIT PRICE X3 =

TOTAL

MAXIMUM

AMOUNT

Coffee, hot tea, soft drinks, bottled water

Per Person 35 (per day) 90 (per day) X $TBD X3 = $TBD

The OCC has the right to purchase food and beverages by any unit categories published in the hotel’s banquet menus at the prices

GUARANTEED

MINIMUM

QUANTITY

ESTIMATED

MAXIMUM

QUANTITY

X UNIT PRICE X3 =

TOTAL

MAXIMUM

AMOUNT

Highspeed Wireless Internet Per Day 4 4 X $TBD X3 = $TBD

Business center services (power strips/outlet drops)

Per Day 4 4 X $TBD X3 = $TBD

Color copy machine with scan‐to‐USB capability

Per Day 4 4 X $TBD X3 = $TBD

Secure document shredding and destruction services

The OCC has the right to purchase equipment and business center services by unit categories published in the hotel’s price lists.

GUARANTEED

QUANTITY

X UNIT PRICE =

TOTAL

AMOUNT

Storage Room (Year‐Round) Room

Option Year 4: December 3, 2029, through December 1, 2030 Except for storage room, the minimum & estimated maximum quantities listed below are for one session.

GUARANTEED

MINIMUM

QUANTITY

ESTIMATED

MAXIMUM

QUANTITY

X

UNIT PRICE

(inclusive)

X3 =

TOTAL

MAXIMUM

AMOUNT

GUARANTEED

MINIMUM

QUANTITY

ESTIMATED

MAXIMUM

QUANTITY

X

UNIT PRICE

(inclusive)

X3 =

TOTAL

MAXIMUM

AMOUNT

OCC Office Room

4 Days/24 Hours 4 (1 per day) 4 (1 per day) X $TBD X3 = $TBD

Candidate Testing Room Room

4 Days/24 Hours 8 (2 per day) 12 (3 per day) X $TBD X3 = $TBD

Panel Meeting Room Room

4 Days/24 Hours 20 (5 per day) 60 (15 per day) X $TBD X3 = $TBD

Evaluator Meeting Room Room

1 Day/3 hours

GUARANTEED

MINIMUM

QUANTITY

ESTIMATED

MAXIMUM

QUANTITY

X UNIT PRICE X3 =

TOTAL

MAXIMUM

AMOUNT

Coffee, hot tea, soft drinks, bottled water

Per Person 35 (per day) 90 (per day) X $TBD X3 = $TBD

The OCC has the right to purchase food and beverages by any unit categories published in the hotel’s banquet menus at the prices

GUARANTEED

MINIMUM

QUANTITY

ESTIMATED

MAXIMUM

QUANTITY

X UNIT PRICE X3 =

TOTAL

MAXIMUM

AMOUNT

Highspeed Wireless Internet Per Day 4 4 X $TBD X3 = $TBD

Business center services (power strips/outlet drops)

Per Day 4 4 X $TBD X3 = $TBD

Color copy machine with scan‐to‐USB capability

Per Day 4 4 X $TBD X3 = $TBD

Secure document shredding and destruction services

The OCC has the right to purchase equipment and business center services by unit categories published in the hotel’s price lists.

GUARANTEED

QUANTITY

X UNIT PRICE =

TOTAL

AMOUNT

Storage Room (Year‐Round) Room

SOW Attachment 2: Hotel Accommodations and Meeting Space Requirements

A. GUEST ROOMS

Rooms Per Night: Estimated maximum quantity of guest sleeping rooms per night per session:

Sunday Monday Tuesday Wednesday Thursday Friday

Single 5 50 50 50 50 5

The number of rooms will vary depending on the number of candidates each session. The maximum quantities are the maximum amounts that may be master billed.

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

Cutoff Date: The OCC’s COR or Designee will provide the hotel, 30 days in advance of the session start date, the estimated number of rooms required each night. The hotel shall hold that number until 14 days before the session date. The hotel may release the unreserved rooms after the cutoff date.

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

Reservation Procedure: The method of reserving rooms shall be by a rooming list. The hotel shall 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.

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 4:00 p.m. of the specified arrival day. The OCC will pay for one night of any room not canceled by 4:00 p.m. of the specified arrival day.

No Show: The hotel shall notify the COR/Designee of any no‐show by 9:00 a.m. 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 11:00 a.m. on the day of notification.

Guest Room Check In and Check Out Times: The hotel shall provide check in no later than 3 p.m. and check out no earlier than 11 a.m.

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

B. MEETING SPACE

Room Space & Configuration Needs: Meeting space availability times, function, setup, and needs are outlined in the table below. The hotel shall provide meeting space based on the requirements outlined here.

Time(s)

Days

Room/ Function

Maximum # of

Attendees And

Quantity

Setup

Monday

6:00 a.m.

24 hours thru

Thursday

6:00 p.m.

OCC Office

8 Attendees

1 Room

Minimum 450 sq. ft. secured room

At least two (2) electrical outlets

Three (3): 6’ x 30” tables along walls

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

Color copy machine (as described in SOW)

Shred bin (as described in SOW)

Food/Beverage refreshment setup (as described in SOW) available

6:00 am – 5:00 p.m.

12:00 p.m.

Candidate Testing Room(s)

15 Attendees Each Room

Up To 3 Rooms

Minimum 900 sq. ft.; Room size scalable to accommodate up to 15 individual candidate testing stations with reasonable separation, including:

o 6’ x 30” draped tables w/1 chair at each o Electricity access at each table (cord drops)

6’ x 30” skirted table at head of room

6’ x 30” skirted table in rear of room

Food/Beverage refreshment station available Tuesday, Wednesday

& Thursday only ‐ 6:00 am – 5:00 p.m.

12:00 p.m.

Panel Meeting Rooms(s)

4 Attendees Each Room

Up To 15 Rooms

Two (2) ‐ 6’ x 30” skirted tables a with 3 chairs on the same side arranged in a long rectangle (for panel interview seating)

One table/desk (minimum 6’ x 30”) with one chair configured facing the panel seating table

Electricity access behind/adjacent to panel table

Monday Only 2:00 p.m.

to 5:00 p.m.

Evaluator Meeting Room

30 Attendees

1 Room

Minimum 800 sq. ft.

U‐Shape or Classroom style setup to accommodate 30 seats

Table at front to accommodate 3 presenters.

Projector & Screen

Food/Beverage Refreshment station available 2:00 p.m. – 5:00 p.m.

All meeting rooms used for UCE sessions shall 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 air walls may also be used if approved by the COR/Designee. Converted guest sleeping 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 shall 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 shall confirm all meeting room assignments within five (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 a.m. to 7:00 p.m., the hotel shall hold meeting rooms on a 24‐hour basis (12 a.m. to 12 a.m. 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.

C. FOOD and BEVERAGE The hotel shall provide food and beverages at the prices specified in its published banquet menus including, but not limited to coffee, decaf coffee, assorted hot teas, bottled water, and assorted soft drinks. The OCC has the right to purchase food and beverages by any unit categories published in the hotel's banquet menus. The COR/Designee will guarantee attendance or quantities for each food and/or beverage function 72 hours in advance of each session. The COR/Designee may increase the guaranteed figure(s) within 72 hours of the session but cannot lower the guaranteed figure(s).

The COR/Designee has the right to order food and/or beverages at any time during the period of performance from the hotel. If the food and beverages are not available, OCC may use vendors outside of the hotel.

D. AUDIO VISUAL EQUIPMENT and BUSINESS CENTER SERVICES The COR/Designee has the right to order audio‐visual equipment (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 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 COR/Designee will provide the audio‐visual requirements 14 days in advance of the official start date of the UCE session.

The Contractor shall provide a secure paper shred service and dedicated photocopier with scan‐to‐USB capabilities to be onsite in the ‘OCC Office’ room for the duration of each session (Monday – Thursday).

The OCC has the right to purchase these items and services by any unit categories published in the price lists.