RFI EVENT HOUSING MANAGEMENT SERVICES. final.pdf

UNITED STATES SECRET SERVICE (USSS)

Event Housing Management Services Request for Information (RFI)

REQUEST FOR INFORMATION EVENT HOUSING MANAGEMENT SERVICES.

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Table of Contents

1.0 General Information

2.0 Contracting Office Address

3.0 Purpose

4.0 Description

5.0 Background

6.0 Objectives

7.0 Essential Functions

8.0 Acquisition Strategy

9.0 Inquiries

10.0 Responses

10.1 Response Format

10.2 Response Content

10.3 Response Deadline & Submission…………………………………………...………………….…8

11.0 Summary

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1.0 General Information.

Document Type: Request for Information (RFI)

Posted Date: October 21, 2026

Response Date: November 21, 2026

2.0 Contracting office Address.

Contract Specialist: Christina Cook

Christina.Cook@usss.dhs.gov

Contracting Officer: Kate Dennis

Katheryn.Dennis@usss.dhs.gov

3.0 Purpose.

This is a Request for Information (RFI) only. This RFI is being conducted pursuant to the Federal

Acquisition Regulation (FAR) Subpart 15.201(e). No contract will be awarded from this announcement, and no reimbursement will be made for any costs associated with providing information submitted in response to this RFI; all costs associated with responding to this RFI will be solely at the responding party’s expense.

This RFI is issued solely for informational and planning purposes; it does not constitute a Request for

Proposal (RFP) or any obligation on the part of the Government. Responses to this notice are not offers and cannot be accepted by the U.S Government to form a binding contract. The USSS is not at this time seeking proposals, nor will it accept unsolicited proposals. The Government will utilize the information provided only to develop the acquisition strategy for a possible future requirement. Failure to respond to this requirement does not preclude participation in the anticipated RFP (if issued).

Please be advised that all submissions become Government property and will not be returned. It is the responsibility of the interested parties to monitor the SAM.gov site for additional information pertaining to this RFI.

4.0 Description.

The United States Secret Service (USSS) Office of Protective Operations (OPO) Dignitary Protective

Division (DPD) is charged with the secure execution of all National Special Security Events (NSSEs).

It is responsible for ensuring security for visiting foreign heads of state/government, designated domestic government officials, and others as directed by the President. This includes executing security operations at NSSEs and other special events to prevent and counter terrorists and criminal attacks on the event and its participants, including Secret Service protectees. This is a non-personal services contract to provide Event Housing Management Services (Lodging) for federal law enforcement (LE) personnel supporting NSSEs of varying size, duration, geographic footprint, and operational scope, from smaller or short-duration events requiring limited lodging coordination to large-scale, multi-venue, multi-jurisdictional events comparable in complexity and duration, to the 2028 Olympic and

Paralympic games. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn, is responsible to the Government.

mailto:Christina.Cook@usss.dhs.gov mailto:Katheryn.Dennis@usss.dhs.gov

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5.0 Background.

National Special Security Events (NSSEs) are events of national significance that may require an integrated security and operational response involving Federal, State, local, Tribal, territorial, and private-sector partners. These events frequently require the temporary deployment of substantial numbers of personnel to a host jurisdiction to support security, planning, logistics, communications, emergency management, administrative, and other mission-essential functions.

Effective housing coordination is critical to supporting deployed personnel and sustaining operations throughout the planning, execution, and demobilization phases of an NSSE. Lodging requirements may involve multiple agencies and organizations, varied deployment schedules, changing personnel totals, diverse accommodation needs, and a limited or highly competitive local lodging market. Housing requirements may also change with little notice because of evolving operational, venue, transportation, or staffing conditions.

Event Housing Management Services may include identifying and assessing available lodging options;

negotiating and managing hotel room blocks; administering reservations, modifications, cancellations, and waitlists; coordinating hotel assignments and check-in/check-out processes; maintaining accurate occupancy and lodging-status information; supporting accessibility and other authorized accommodation requirements; resolving lodging-related issues; employing technological solutions to facilitate communication and reporting; reconciling invoices and other financial documentation; and producing timely reports for authorized government stakeholders.

Through this Request for Information (RFI), the Department of Homeland Security seeks to better understand commercial capabilities, staffing models, technology tools, experience, and best practices for providing Event Housing Management Services in support of NSSEs and other large-scale, complex events. Responses to this RFI will assist the Government in conducting market research, refining potential requirements, and informing future acquisition planning. This RFI is issued for information and planning purposes only and does not constitute a solicitation or commitment by the Government to procure services.

6.0 Objectives

Specifically, this RFI seeks to:

1. Identify qualified and capable sources within California.

Identify vendors with demonstrated experience managing lodging programs for large-scale, multi-venue, multi-jurisdictional, or high-visibility events with complex security impacts, requiring significant coordination among government agencies, event organizers, lodging providers, and other stakeholders.

2. Assess end-to-end housing management capabilities Obtain information on vendors’ ability to provide comprehensive housing-management services, including lodging market analysis; hotel sourcing; large-scale (10,000-30,000 rooms and 50-100 unique properties) room-block development and administration; reservation management; changes, cancellations, and waitlists; participant communications; check-in and check-out support; issue resolution; invoice review and reconciliation; and post-event closeout throughout the applicable geographic areas.

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Provide: Up to three comparable projects; scope, duration, personnel volume, number of locations, customer type, and result.

3. Evaluate capacity to support large-scale NSSEs Determine vendors’ ability to support events for tens of thousands of federal law enforcement personnel with substantial and fluctuating lodging requirements, extended planning and execution periods, multiple event locations, concurrent operational phases, varied deployment schedules, and a large number of authorized personnel.

4. Assess scalability, flexibility, and surge capability Evaluate vendors’ capacity to rapidly scale staffing, lodging inventory, customer support, and technology resources in response to changing requirements, compressed planning timelines, overlapping events, or short notice increases or decreases in lodging demand.

Provide: Staffing model; surge plan; maximum demonstrated capacity; subcontractor/provider network.

5. Inform performance-based requirements and deliverables Obtain industry recommendations for measurable performance standards, service-level expectations, quality-control processes, staffing models, reports, data elements, and deliverables appropriate for a multi-year Event Housing Management Services requirement.

Provide: Proposed metrics, quality-assurance process, incident-reporting process, and sample corrective-action report.

6. Assess housing inventory and supplier-management approaches Understand industry practices for identifying, evaluating, securing, and managing lodging inventory in high-demand markets, including approaches for working with hotels, extended-stay properties, and other appropriate lodging providers while maintaining flexibility for changing event requirements.

7. Evaluate technology and data-management capabilities Identify commercially available systems and tools that can support reservation administration, room-block tracking, occupancy reporting, lodging-status dashboards, participant communications, issue tracking, financial reconciliation, and controlled access to event-related information.

Provide: Description of systems, interoperability options, data-protection practices, and sample dashboard or report.

8. Determine suitability of a Firm-Fixed-Price contract structure Solicit industry input on whether the anticipated requirement can be effectively defined and performed under a FFP multi-year contract. The Government is particularly interested in recommended pricing approaches, assumptions, pricing schedules, unit-priced service components, optional requirements, and methods for accounting for differences in event size, duration, location, complexity, lodging-market conditions, and lead time.

9. Inform the multi-year acquisition strategy Obtain recommendations regarding appropriate contract structure, including a base period and option periods; continuity of key personnel; transition-in and transition-out requirements;

pricing updates; retention of historical event data; and sustained service delivery across the contract period.

10. Identify relevant past performance and lessons learned Obtain examples of comparable lodging-management services performed for large-scale government, public-sector, sporting, convention, emergency-response, or other complex events.

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The Government also seeks lessons learned and best practices for managing cost, schedule, customer service, hotel relations, and lodging availability.

11. Identify risks and proposed mitigation strategies Gather industry input on common housing-management risks, such as limited lodging availability, changing room requirements, reservation attrition, cancellations, high-demand market conditions, payment and invoicing discrepancies, and simultaneous event support.

Vendors should describe practical mitigation measures and contingency-planning approaches.

12. Assess small-business participation and competition Determine the availability of small businesses and other qualified sources capable of performing all or portions of the requirement, including potential teaming arrangements, subcontracting opportunities, and service-area approaches that may promote meaningful competition.

7.0 Essential Functions

The Contractor shall provide comprehensive Event Housing Management Coordinating Services in support of National Special Security Events (NSSEs) and other designated high-visibility events.

Services shall support the Government’s lodging requirements for authorized personnel and shall be performed in close coordination with the U.S. Secret Service, designated DHS representatives, participating agencies, event stakeholders, and lodging providers, as applicable.

Essential functions may include the following:

1. Program and Stakeholder Coordination

a. Establish and maintain a centralized housing-management process for assigned events.

b. Coordinate with designated U.S. Secret Service and Government points of contact to receive, validate, and implement lodging requirements.

c. Participate in planning meetings, coordination calls, site visits, and other approved event-planning activities.

d. Maintain clear communication channels among authorized Government stakeholders, participating organizations, and lodging providers.

2. Lodging Market Research and Inventory Identification

a. Conduct lodging market research to identify available hotels, extended-stay properties, and other Government-approved lodging options within the applicable event area.

b. Assess lodging inventory based on availability, capacity, location, amenities, accessibility, anticipated rates, cancellation terms, and other Government-defined criteria.

c. Identify lodging-market constraints, high-demand periods, and potential availability risks, and provide recommendations to the Government.

3. Hotel Sourcing, Negotiation, and Room-Block Management

a. Support the sourcing and securing of lodging inventory required for authorized personnel.

b. Coordinate room-block requirements, property communications, reservation terms, and applicable attrition, cancellation, deposit, and payment provisions, subject to

Government approval.

c. Administer room blocks throughout the event lifecycle, including adding, reducing, releasing, extending, or reallocating rooms as authorized.

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d. Maintain productive working relationships with lodging providers and resolve lodging-provider issues promptly.

4. Reservation Administration and Participant Support

a. Establish and manage processes for receiving lodging requests, assigning rooms, confirming reservations, and communicating lodging information to authorized personnel.

b. Employ technological solutions to streamline all communication and reservation management.

c. Process reservation modifications, cancellations, extensions, late arrivals, early departures, and waitlist requests.

d. Provide responsive customer service and issue resolution for authorized personnel and designated Government points of contact.

e. Support authorized accessibility and accommodation requirements in coordination with the Government and lodging providers.

5. Housing Data Management and Reporting

a. Maintain accurate, current housing records, including room-block status, reservation status, occupancy, arrivals, departures, cancellations, lodging-provider information, and associated costs.

b. Provide recurring and ad hoc reports, dashboards, and status updates in formats and frequencies established by the Government.

c. Identify and promptly report material discrepancies, capacity shortfalls, emerging lodging concerns, or other issues affecting event support.

d. Maintain appropriate data quality-control procedures and controlled access to event-related information.

6. On-Site and Event-Period Support

a. Provide on-site, virtual, or hybrid housing-management support, as required by the

Government, during event execution.

b. Coordinate with lodging-provider personnel to address reservation discrepancies, rooming issues, billing concerns, and other lodging-related matters.

c. Maintain a support structure capable of responding to changing lodging requirements during the event period, including surge requirements and unplanned changes.

7. Financial Management and Reconciliation Support

a. Track lodging-related costs and provide cost-status information to designated

Government personnel.

b. Review lodging-provider invoices and supporting documentation for accuracy, consistency with approved reservations and room blocks, and identification of discrepancies.

c. Coordinate resolution of billing errors, disputed charges, credits, cancellations, and other reconciliation matters.

d. Prepare reconciliation reports and supporting documentation in accordance with

Government requirements.

8. Risk Management and Contingency Planning

a. Identify housing-related risks, including limited local inventory, changes in lodging demand, high-demand market conditions, property cancellations, or participant schedule changes.

b. Develop and maintain Government-approved contingency approaches for lodging disruptions and changing requirements.

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c. Provide timely recommendations for alternative lodging solutions when approved inventory becomes unavailable or insufficient.

9. Quality Assurance and Performance Management

a. Implement and maintain a quality-control plan addressing reservation accuracy, data integrity, response times, customer service, lodging-provider coordination, invoice review, and reporting.

b. Track performance against Government-established service levels and performance metrics.

c. Correct deficiencies promptly and provide corrective-action plans when requested by the

Government.

10. Event Closeout and Lessons Learned

a. Complete post-event reconciliation of reservations, room blocks, invoices, credits, and related records.

b. Provide final housing reports, financial reconciliation documentation, and any required closeout deliverables.

c. Participate in Government-directed after-action reviews and provide lessons learned, recommendations, and proposed process improvements for future NSSEs.

Limitation: Unless specifically authorized in the contract, the Contractor’s role is limited to hotel sourcing, coordination, and logistical support. The Contractor shall not independently establish operational priorities, make law-enforcement decisions, direct Federal law enforcement personnel, or alter Government-approved housing requirements without Government authorization. Details, operational schedules, communication procedures, and other sensitive information will be provided separately by the Government through approved channels on a need-to-know basis.

8.0 Acquisition Strategy.

A contract is not being solicited nor awarded from this announcement; however, if the Government proceeds toward a solicitation/award, a firm fixed-price contract would be most likely. Responses may include potential firm fixed price CLIN structures for use in a possible RFP.

9.0 Inquiries.

All questions regarding this RFI must be submitted, in writing via email to Christina Cook at

Christina.Cook@usss.dhs.gov and Kate Dennis at Katheryn.Dennis@usss.dhs.gov. Questions will be addressed within a reasonable amount of time, generally no more than 48 hours after receipt.

10.0 Responses.

10.1 Response Format

***ALL RESPONSES ARE TO BE UNCLASSIFIED. DO NOT PROVIDE CLASSIFIED

INFORMATION IN RESPONSE TO THIS RFI***

Vendor responses should not exceed thirty (30) pages and shall be submitted in a PDF file type. The format for the RFI responses is described below:

The Cover Page shall contain:

(1) Company name, address, and primary point-of-contact information for questions on submittal.

(2) A brief description of your company.

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(3) Unique Entity Identifier (UEI)

(4) Contact information (telephone, e-mail, website address)

(5) Cage Code.

(6) Primary NAICS Code.

(7) Federal Supply Schedule (FSS) Contract Number or DHS Strategic Sourcing Vehicle Contract

Number, if applicable.

(8) If designated as a small business, please provide more information below:

10.2 Response Content.

1. Introduction: Provide a brief description of existing capability to perform the requirement objectives as listed in Section 6 of the RFI or provide proposed Statement of Requirement (SOR) language for the services and/or any proposed solution. In the event your company chooses to provide information subject to inclusion in a future RFP SOR, clearly identify those portions and provide any appropriate authorizations for release of that portion of information within any subsequent RFP SOR issued by the

USSS, exclusive of any proprietary markings.

2. Technical Capability: The respondent’s technical ability shall describe the services and/or any product solution(s) or dataset for the areas described in Paragraph 6.0 of this RFI. To help the

Government with its gathering of market research, the responses should include an overall description of the proposed services and/or any product solution(s) and provide technical data and a demonstrated ability for those areas identified. The descriptions should include lead time/schedule information for delivery of services and/or product(s). Interested parties should provide information on their ability to use existing assets if available, and they should discuss their ability to procure, customize/configure, maintain, and/or provide technical support for the resources needed to provide the proposed services and/or product(s). Interested parties should also describe potential technical benefits of their proposed

To be considered for a Small Business set-aside, at least 50 % of the cost of contract performance incurred for personnel shall be expended for employees of the responder.

RESPONSE

Small Business? (FAR 19.102) □ YES □ NO

Small Disadvantaged small business? (FAR 19.304)

□ YES □ NO

Service-Disabled small business? (FAR 19.14) □ YES □ NO

8(a) small disadvantaged small business? (FAR 19.8) □ YES □ NO

HUBZone small business? (FAR 19.13) □ YES □ NO

Woman-Owned Small Business? (FAR 19.15) □ YES □ NO

Involved in a mentor and/or protégé program? □ YES □ NO

P a g e 9 | 11 services and/or product solution(s) in terms of existing technologies or resources within industry, and they should address potential improvements/enhancements/cost efficiencies of specific approaches.

Interested parties should provide any other relevant supporting documentation demonstrating capabilities.

3. Vendor Questions: The Vendor must address each of the following questions in their responses. These questions are designed to elicit thoughtful, substantive information beyond a general capability statement.

1. Describe your company’s experience providing event housing management services for large-scale events involving 10,000 or more personnel.

2. What is the largest number of hotel rooms lodging properties, and personnel your company has managed simultaneously?

3. Has your company supported federal, state and local law enforcement agencies and military organizations, or major sporting events?

4. What resources or commercial platforms does your company use to identify available hotel inventory?

5. Describe your company’s process for establishing and managing hotel room blocks for large scale events?

6. What reservation management system does your company use?

7. Does your platform provide real-time visibility into available rooms, occupied rooms, upcoming rivals and scheduled departures?

8. Can government representatives access a centralized dashboard to monitor lodging assignments and room block utilization?

9. Can your system generate reports by hotel, agency, operational assignment reservation status , and lodging dates?

10. Can your company manage lodging reservations for approximately 12,000 personnel across

100-200 lodging properties?

11. How would your company consider operational venue locations and transportation routes when recommending lodging properties?

12. Can your company group personnel by operational assignment?

13. What process would your company use to track lodging assignments and reservation status for approximately 12,000 personnel?

14. Can your company provide daily occupancy, arrival, departure, and exception reports?

15. Can your company provide a dedicated project manager and housing management team?

16. Can you provide 24-hour customer support during the event?

17. How would your company address check-in issues, reservation discrepancies, hotel overbooking and emergency lodging requests?

18. How would your company accommodate an unexpected increase in personnel requiring lodging?

19. How would your company coordinate with hotels regarding confidentiality of personnel lodging assignments?

20. What procedures would your company use to restrict unauthorized access to sensitive housing records?

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Proprietary information and/or trade secrets, if any, must be clearly marked on all materials. All information received that is marked Proprietary will be handled accordingly.

10.3 Response Deadline and Submission Location.

Responses to this RFI must be received no later than, Monday November 21, 2026, at 12:00 PM

Eastern and must be emailed to Christina.Cook@usss.dhs.gov & Katheryn.Dennis@usss.dhs.gov .

11.0 Summary.

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide or are willing to develop a production vehicle platform. The information provided in the RFI is subject to change and is not binding on the Government. The Government has not made a commitment to procure any of the items discussed, and release of this RFI should not be construed as such a commitment or as authorization to incur costs for which reimbursement would be required or sought. All submissions become Government property and will not be returned.

mailto:Katheryn.Dennis@usss.dhs.gov

All questions regarding this RFI must be submitted, in writing via email to Christina Cook at Christina.Cook@usss.dhs.gov and Kate Dennis at Katheryn.Dennis@usss.dhs.gov. Questions will be addressed within a reasonable amount of time, generally no mor...