RFI - Hotel Coordination.pdf

REQUEST FOR INFORMATION

2028 Housing Provider – United States Secret Service

1. THIS IS A REQUEST FOR INFORMATION (RFI) ONLY.

This RFI is for planning purposes only and shall not be construed as an obligation on the part of the Government. This is NOT a Request for Quotations or Proposals. No solicitation document exists, and a formal solicitation may or may not be issued by the Government as a result of the responses received to this RFI.

The Government will not pay for any response or demonstration expenses. All costs incurred responding to this RFI will be solely at the interested party's expense. Failure to respond to this RFI will not preclude participation in any future solicitation.

The Government’s explicit intent, in this request for information, is to not receive from respondents any proprietary data, trade secrets, business sensitive information, or information considered CONFIDENTIAL under 18 U.S.C. §1905. The Government’s constraint does not in any way relieve contractors from their responsibility to properly mark proprietary data when it is provided, nor does it alleviate any requirement for the Government to protect marked data. The Government is not obligated to protect unmarked data. The information provided in this RFI is subject to change and is not binding on the Government. All submissions become the property of the Federal Government and will not be returned.

Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Those who respond to this RFI should not anticipate feedback concerning their submission.

All submissions will become the property of the Government and will not be returned. Responding to the RFI is completely voluntary and will not enhance or adversely affect responses to any resulting solicitation if such solicitation is issued at a later date. There is no competitive advantage gained by any of the respondents to this RFI.

2. BACKGROUND

The Department of Homeland Security (DHS)/United States Secret Service (USSS) seeks to secure lodging providers to support the National Special Security Event (NSSE) – 2028 Olympic and Paralympic Games in Los Angeles, CA and outlying areas. The following document identifies housing services for personnel supporting the NSSE security plan. Lodging is not a revenue center for the USSS, but a service center created to meet the needs of our staff and agency partners.

Key issues of importance for the 2028 Olympics/Paralympics housing include:

• Provide lodging sourcing and management services using a variety of options, including but not limited to “traditional” hotels, and “non-traditional” options (university dormitories and suites, short-term apartment leases, cruise ships, corporate housing options, etc.),

• Providing the best rates for our staff and agency partners,

• Minimizing all potential liabilities to the government,

• Room flexibility to allow for immediate changes, and

• Maintaining the rate integrity of the room blocks in a volatile hotel market.

The USSS lodging providers will need to share our commitment towards meeting the goals, specifically hosting the support and operational personnel (law enforcement and public safety) for the needs of the 2028 Los Angeles Olympic and Paralympic Games. The room blocks will accommodate multiple agency personnel and affiliated travelers for durations ranging from thirty (30) to sixty (60) days. This initiative aims to ensure uniform terms, flexibility, and convenience across all venue cities while meeting logistical requirements.

3. PURPOSE OF THIS RFI

DHS/USSS is looking for a lodging provider that can manage the room block within all event venues at the Olympic games, ensuring consistent terms and amenities across locations. The scope includes securing a minimum of fifty (50) rooms at each location, with provisions for flexibility in cancellations and/or reductions without penalties.

4. RESPONSE

DHS/USSS appreciates responses from all capable and qualified sources. Responders are requested to describe in clear and concise language their company's capabilities to meet the requirements of this RFI. Response needs to contain information describing how your company manages a housing process. The response must also address the questions listed Section 10 of this RFI.

The desired capabilities of a lodging provider will include:

1. Assist the DHS/USSS in the negotiation of the lodging contracts,

2. Input and manage room block inventory based on USSS direction,

3. Input and manage agency sub-blocks and individual reservations with partner agencies,

4. Develop materials for DHS/USSS lodging to be included with reservations i.e. maps, lodging reservation confirmations,

5. Provide USSS with a web-based real-time access to various lodging reports, including:

a. Lodging provider acknowledgment and confirmations,

b. Lodging block utilization (specific locations and overall),

c. Sub-block utilization reports (specific locations and overall),

d. Rooming Lists, and

e. Event activity for each location,

6. Provide on-site lodging support during the 2028 Olympics and Paralympics, and

7. Provide post utilization reports and analysis.

4.1. Format: General formatting shall be done using single-spaced 12-point font on letter sized (8.5 x 11) pages and submitted as an attachment to an email in pdf or Word format.

4.2. Each response shall contain a Cover Page identifying:

a. RFI Title,

b. Company Name, Mailing Address, and Unique Entity Identifier,

c. Business size (Large or Small), Socio-Economic Status (i.e., 8(a), small dis-advantaged business, HUBZone small business, service-disabled veteran-owned small business, Woman-Owned Small Business, etc.) and associated NAICS code under which the company conducts business,

d. Any existing federal contract vehicles and/or schedule that the solution is currently being procured through and its related information that the company has in place that can be used by the federal government for ALL services requested. (i.e., GSA Schedule, etc.),

e. NAICS Codes,

f. DUNS (COR is preferred),

g. Point of Contact,

h. Company overview,

i. Description of the products or services a company provides, and

j. Statement and assurance about what the client can expect from your company.

Please indicate whether your company has conducted business with DHS/USSS in the past for the same or similar type service. If so, please indicate with which components and please provide a detailed description of the services that were provided.

The Government reserves the right to hold one-on-one meetings as a result of responses received from this RFI as part of its market research. Meetings may be held with vendors who provide comprehensive responses to the questions posed.

The page limit for the response is twenty (20) pages excluding cover page and attachments. Only one submission will be reviewed per vendor for this RFI. Only electronic submissions will be accepted.

Your response must be delivered - via email - to Ms. Danielle Donaldson, Contracting Officer at email: Danielle.Donaldson@usss.dhs.gov and Ms. Katheryn Dennis, Contracting Officer at email:

Katheryn.Dennis@usss.dhs.gov by the response due date below.

Responses are due no later than 30 December 2025 at 11:00 AM Eastern Time.

5. HOTEL REQUIREMENTS

The contractor shall:

• Room Blocks: Secure at least 50 rooms per venue for DHS/USSS and agency affiliates.

• Duration: Accommodate stays ranging from 30 to 60 days per city at minimum.

• Cancellation Flexibility: Provide the ability to cancel or reduce room blocks without penalties up to a specified deadline.

• Uniform Terms: Ensure consistent pricing, terms, and conditions across all cities.

• Amenities: Include the following amenities:

o Loyalty benefits for travelers (e.g., points or rewards programs), o Complimentary parking for guests, and o Free Wi-Fi access in all rooms and common areas.

• Accessibility: Ensure lodging providers lodging are conveniently located near event venues or zip codes specified (3- mile radius) or transportation hubs.

6. LOCATIONS

mailto:Danielle.Donaldson@usss.dhs.gov mailto:Katheryn.Dennis@usss.dhs.gov

Location/Venue Zip Codes Start Dates End Dates # of Days

Carson, CA 7/1/2028 8/31/2028 62

Downtown Los Angeles 7/1/2028 8/31/2028 62

Exposition Park 7/1/2028 8/31/2028 62

Inglewood/Hollywood Park 7/1/2028 8/31/2028 62

Long Beach 7/1/2028 8/31/2028 62

Sepulveda Basin 7/1/2028 8/1/2028 31

LAX Airport 7/1/2028 8/31/2028 62

Belmont Shore 7/1/2028 8/31/2028 62

Dodger Stadium 7/1/2028 8/31/2028 62

Galen Center 7/1/2028 8/31/2028 62

Honda Center 7/1/2028 8/31/2028 62

Industry Hills 7/1/2028 8/31/2028 62

Marine Stadium 7/1/2028 8/31/2028 62

Pomona Fairground 7/1/2028 8/31/2028 62

Port of Los Angeles 7/1/2028 8/31/2028 62

Riviera Country Club 7/1/2028 8/31/2028 62

Rose Bowl 7/1/2028 8/31/2028 62

Santa Anita Park 7/1/2028 8/31/2028 62

Trestles Beach 7/1/2028 8/31/2028 62

Universal Studios Lot 7/1/2028 8/31/2028 62

Venice Beach 7/1/2028 8/31/2028 62

Whittier Narrows 7/1/2028 8/31/2028 62

UCLA 7/1/2028 8/31/2028 62

UC Irvine 7/1/2028 8/31/2028 62

7. DELIVERABLES

• A detailed list of lodging solutions in each venue city offering room blocks that meet the requirements,

• Terms and conditions for cancellations, reductions, and modifications,

• Confirmation of amenities provided at each lodging solution, and

• Pricing structure and loyalty program details.

8. PERFORMANCE

The contractor shall ensure:

• All room blocks are secured within the agreed timeframe,

• Cancellation policies are clearly communicated and adhered to,

• Uniformity in terms and amenities across all cities, and

• Prompt updates on availability or changes to room blocks.

9. PERIOD OF PERFORMANCE

The period of performance will be based on a per location basis and will align with the 2028 Olympic and Paralympic schedules (at a minimum: 7/1/2028-8/31/2028), including preparation and wrap-up days, as required.

10. QUESTIONS

1) Describe company's fees for providing lodging services. What services are included? Do your fees include costs of dedicated customer service 800 numbers, Call Center operations, internal on-line housing form and screens for DHS/USSS web sites and databases, maintenance of web site and databases, all communication between attendee/company reserving rooms, and communication between your company and lodging providers? Or are these services fee-specific (if so, please provide costs).

2) Please describe your company's accounting practices for managing lodging provider deposits and communication of the deposits to the hotels.

3) USSS has started to secure initial room blocks. Please describe your processes for supporting this effort by acquiring additional rooms from the lodging providers.

4) Please list all similar contracts that the company will be managing between January 2028 and August 2028.

5) What are the top 5 lodging/trade shows managed by your company in Los Angeles by:

a. Number of sub-blocks,

b. Size of block on peak night, and

c. Number of lodging providers.

Please provide name of show, dates, and lodging contact at association/organization.

6) What are the top 5 lodging/trade shows managed by your company in the United States rated by:

a. Number of sub-blocks,

b. Size of block on peak night, and

c. Number of lodging providers.

Please provide name of show, dates, and lodging contact at association/organization.

7) Please describe your company’s footprint in the Los Angeles Area and relationship with the Los Angeles hoteling industry.

8) Please describe your relationships with non-traditional (non-hotel) lodging providers in the greater Los Angeles area. What non-traditional lodging options does your company utilize? How are these options sourced and managed?

9) Please describe how your company can help DHS/USSS do the following:

a. Negotiate the lowest possible lodging rates at first and second tier lodging providers in the venues listed in this RFI,

b. Maximize utilization of the room block, and

c. Minimize the wash between the event dates and the end of event dates.

10) Please describe your Call Center (location, days/hours of operation, number of staff, knowledge of

Los Angeles properties, ability to increase staff dependent upon workload).

11) How long does it take to do the following once information is received from DHS/USSS Management?

a. Notify affiliate groups of unique sub-block assignment code,

b. Acknowledge receipt of deposit,

c. Acknowledge receipt and processing of rooming list information, and

d. Receive room confirmations from lodging options and communicate information to

DHS/USSS Management.

12) During the 2028 Los Angeles Olympics/Paralympics there will be companies/agencies that have secured room blocks, please describe how your company would handle these events should they choose to utilize your services.

13) Describe how all aspects of housing will be communicated to government staffing (reports, availability of rooms, changes, updates, etc.) and with what frequency.

14) In addition to the Call Center staff, DHS/USSS will need dedicated account coordinators for our agency/affiliate group sub-blocks and for suite reservations. Please describe how your company would staff these areas.

15) Does your company have the ability to automatically download reservations into specific lodging reservation systems in Los Angeles? Please indicate which chains and/or lodging options and whether these lodging options automatically send confirmation numbers back to your database.

16) All DHS/USSS lodging options will be required to generate confirmation numbers. Please explain how your company would communicate this information to DHS/USSS event participants. If your company does not receive confirmation numbers, what assurances do you provide to DHS/USSS Management to GUARANTEE that the lodging provider will honor documentation from your company of the reservation when the guest arrives on-site?

17) When does your company send rooming list and payment for rooms to lodging providers?

18) Explain how reservations are processed after cutoff. Will your company continue to handle requests for rooms or do requests go directly to the lodging provider?

19) Explain how your company compiles final lodging utilization figures. How long does this process take? Are you able to track numbers for rooms booked after cutoff, which were booked directly with the lodging company and not through your company?

20) Explain how your company handles requests for suites and function space.