V - OCC Hotel Occupancy for Conferencing and Lodging Support to the Uniform Commission Examination Program

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items to procure hotel venue and lodging room support and services for the Department of Treasury's Office of the Comptroller of the Currency (OCC) Uniform Commission Examination (UCE) Test Program. The OCC is seeking hotel occupancy for conferencing and lodging to host evaluators and test candidates.

• Lodging: Minimum of 210 lodging rooms per UCE Session week, with a total of 3,150 rooms estimated over the contract period.

• Meeting/Testing Rooms: Dedicated rooms for event administration, evaluator meetings, individual candidate testing, and panel meetings. Specific square footage and configuration requirements apply.

• Food & Beverage: Provision of breakfast, lunch, and dinner/evening snacks and beverages.

• Audiovisual & Technology: Provision of AV equipment, conferencing/meeting room support, and business/administrative services, including projectors, screens, high-speed internet, copiers, and shredding services.

• Storage: A secured, year-round storage room of at least 200 square feet.

• Key Personnel: Onsite point of contact (e.g., Convention Services Manager) with specific experience and qualifications.

• Deliverables: Includes Non-Disclosure Agreements, Guest Room Confirmation Reports, Guest Room Pickup Reports, Color Copier with Scan-to-USB, Shred Bin, Hotel Fire Safety Certification, and Hotel ADA Compliance reports.

• Contract Type: Firm-Fixed-Price (FFP).

• Period of Performance: 6-month base period with four 12-month option periods and one 6-month option period, totaling up to 5 years. An option to extend for an additional 6 months may be exercised.

• Estimated Value: $40.0M

• Place of Performance: Within a 25-mile radius of Dallas/Fort Worth, TX (DFW) or Chicago, IL (ORD) airports.

• Submission Deadline: April 17, 2026, by 12:00 PM ET.

• Questions Due Date: April 7, 2026, by 12:00 PM ET.

• Evaluation: A three-phase approach: Phase One (Technical Capability and Key Personnel - Go/No-Go), Phase Two (Past Performance and Price - Tradeoff), and Phase Three (Site Visit - Go/No-Go).

• Basis of Award: Best value tradeoff between Past Performance and Price, with Past Performance being more important than price.

• Set-Aside: No; Full and Open Competition.

• NAICS Code: 721110 - Hotels (except Casino Hotels) and Motels.

• Business Size Status: $40.0M size standard.

• Registration: Active registration in the System for Award Management (SAM) is required at the time of solicitation close.

• The solicitation is issued under FAR Part 12 and FAR 13.5 procedures.

• Travel is not anticipated under the contract.

• Compliance with Section 508 of the Rehabilitation Act and OCC Security and Privacy Requirements is mandatory.

• Offerors must submit proposals electronically.

• Quoters are cautioned against "parroting" technical requirements without demonstrating understanding.

Form / Attachment / Pricing Sheet

This document outlines the specific requirements and scheduling for lodging and sleeping rooms for the HOCL (Host Operations Control Liaison) sessions. It details the expected number of rooms, room amenities, and scheduling procedures.

• Lodging/Sleeping Room Space: Requires up to 210 guest lodging rooms per UCE Session, totaling approximately 3,150 rooms over the contract period. Each room must be single occupancy and meet specific amenity standards.
• Room Amenities: Secured room (min. 300 sq ft) with window, king/queen or two double/twin beds, private en-suite bathroom with standard toiletries, standard furnishings (desk, nightstand, dresser, closet/wardrobe), intuitive climate control, flat-screen TV, and Wi-Fi.
• Lodging/Sleeping Room Scheduling: Requires the Contractor to provide arrival/departure dates and total room nights for each reservation. Reports include a Guest Room Confirmation Report and Guest Room Pickup Report, listing individuals alphabetically by last name.
• Room Block and Rates: Guest rooms must be provided at a standard room (Government per diem) block rate.
• Cutoff Date: A cutoff date for room reservations is established, with specific timelines for the Contractor to hold and finalize room numbers.
• Reservation Procedure: Reservations are to be made via a rooming list, with a designated point of contact for changes and cancellations.
• "Walked" Reservation: Procedures are outlined for instances where a confirmed reservation cannot be honored, requiring the Contractor to secure comparable lodging at their expense.
• Guaranteed Late Arrival/Cancellation: OCC guarantees rooms for late arrival. Rooms booked by OCC cannot be released without COR/Designee approval. OCC is not required to pay for rooms canceled before 4:00 PM on the arrival day; one night's charge applies for rooms not canceled by this time.
• No-Show: Contractor must notify COR/Designee of no-shows by 9:00 AM the following day. Resale of confirmed rooms requires COR/Designee authorization.
• Check-In/Check-Out: Standard check-in by 3:00 PM and check-out no earlier than 11:00 AM local time.
• Late Checkout: Available for up to five rooms per session until 4:00 PM local time at no additional charge.
• Early Departure: Contractor must notify COR/Designee before charging for early departures.

This attachment is crucial for bidders to understand the specific lodging requirements, including the quantity, quality, and scheduling of accommodations needed for the UCE sessions. It directly impacts the operational and cost aspects of providing these services, influencing proposal development and pricing.

Form / Attachment / Pricing Sheet

This document is Attachment F, a comprehensive site visit checklist for proposed HOCL properties. It outlines the criteria and specific requirements for evaluating potential hotel venues to ensure they meet the needs for conferencing, lodging, and support services.

Property Criteria:

• Proximity, Square Footage, Appearance: Distance from airports (DFW or ORD), venue size (approx. 10,000 sq. ft.), exterior and entrance appearance.
• Professionalism: Front desk and staff demeanor, helpfulness, and cleanliness.
• Conference Rooms: Audiovisual equipment, color copier with scan-to-USB, noise control, room layout, furniture suitability (tables at least 6'x30''), technology integration.
• Guest Rooms: Noise control, cleanliness, non-smoking policy, ADA compliance, security (safe deposit).
• Storage Room: Size (approx. 200 sq. ft.), lockable access, climate control.
• Accessibility: Tactile Braille signage, TTY availability.
• Accommodations: On-site restaurant(s) with specific service hours and order-ahead options, fitness facility, secure shred bin, hotel shuttle services, food/beverage services, optional snack bar/ATM, microwave/fridge availability.
• Security: Controlled access to meeting spaces, Hotel and Motel Fire Safety Act Certificate, ADA compliance verification.

Completion: Each criterion includes a 'Description' and a 'Completed (Go/No-Go)' column for recording the assessment.

This checklist details the essential requirements for any hotel venue proposed for the opportunity. Bidders should use this document to ensure any venue they consider or propose will meet all specified criteria related to proximity, facilities, services, accessibility, and security. It serves as a critical tool for venue selection and validation.

Form / Attachment / Pricing Sheet

This document is Attachment J, a Conditional Access to Sensitive But Unclassified Information Non-Disclosure Agreement (NDA). It outlines the terms and conditions under which an individual is granted conditional access to sensitive but unclassified government documents or material. This agreement is a prerequisite for accessing such information.

• Defines "sensitive but unclassified information."
• Outlines the individual's obligations regarding the protection of this information from unauthorized use or disclosure.
• Specifies that access is granted for the sole purpose of work performed under a specific contract (contract number to be filled in).
• Prohibits divulging information to unauthorized individuals and using it for purposes other than those specified.
• Requires prior written approval from the OCC for any proposed disclosure or use.
• Mandates security review of any written work based on knowledge gained.
• Assigns royalties from unauthorized disclosures to the U.S. Government.
• Details procedures for reviewing documents and handling notes.
• States consequences for violating the agreement, including civil action and potential criminal offense.
• Clarifies that the agreement remains in effect after conditional access terminates.
• Incorporates relevant Executive Orders and statutes concerning information disclosure and protection.

Bidders who are granted conditional access to sensitive but unclassified information related to this opportunity must execute this Non-Disclosure Agreement. It details the strict requirements and limitations on handling such information, emphasizing the need for protection and adherence to government protocols. Failure to comply can result in severe consequences, including legal action and denial of future access.

Form / Attachment / Pricing Sheet

This document, Exhibit B, provides the layout for individual testing rooms. It visually depicts how testing tables are arranged and spaced.

• The image shows a room set up with multiple testing stations, each equipped with a table and a laptop.
• The text indicates that the orientation and spacing of these tables are determined by the number of candidates and are further detailed in Attachment B.
• The room includes a supply table at the front and a proctor table at the back.

This exhibit is relevant for bidders as it illustrates the physical environment and setup for candidate testing, which may be a factor in understanding the logistical requirements of the opportunity.

Form / Attachment / Pricing Sheet

This document, Exhibit C, provides the layout for a dedicated administration room. It includes a photograph of the room and a textual description of additional elements not visible in the photo.

• A photograph depicting a conference room setup with a large oval table and chairs.
• A note specifying the presence of three additional tables (6'x30") along the perimeter of the room, intended for supplies.

This exhibit details the physical space designated for administrative functions. Bidders may need to consider this layout for operational planning, equipment placement, or facility requirements as part of their proposal, depending on the specific requirements of the opportunity.

Form / Attachment / Pricing Sheet

This attachment, "Attachment A - Property Technical Capabilities," provides instructions and a template for vendors to detail their property's technical capabilities and pricing information. This data is required to support the Uniform Commission Examination (UCE) Sessions for hotel occupancy, conferencing, and lodging.

• Instructions: Vendors must first complete the 'Property Minimum Capability' tab, answering all YES/NO questions. If a capability is not met (answered NO), an alternative must be provided with supporting comments.
• Technical Capabilities: The 'Property Technical Capability' sheet requires vendors to detail specific capabilities for up to three recommended properties. This includes information on:
  • Government lodging per diem rates.
  • Availability of dedicated administration, conferencing, meeting, testing, evaluator, panel, and lodging rooms on a single property.
  • Minimum square footage requirements for various room types.
  • Availability of a dedicated onsite manager.
  • Availability for specific date ranges (July-October 2026, April-October 2027-2030, April 2031).
  • Lodging room capacity (210 rooms) and conference room capacity (80 guests).
  • Dedicated onsite secured storage.
  • Room flexibility and multiple layout options.
  • Availability of dedicated administration room equipment (copier, shred bin, services).
  • Proximity of onsite or nearby restaurants.
  • Catering and 'Grab-and-Go' market options.
  • Audiovisual and technology equipment.
  • ADA compliance and accessibility features.
  • Compliance with Hotel and Motel Fire Safety Act and FEMA identification.
  • Technology, cyber, and visual security measures, including WiFi security practices.

Vendors must complete this attachment accurately and thoroughly to demonstrate their property's suitability for the UCE sessions. A minimum rating of 'Pass' is required to advance in the evaluation process. The completed document must be submitted with the solicitation response by the specified close date and time.

Form / Attachment / Pricing Sheet

This document, "Attachment B – HOCL Conference Rooms Schedule and Configuration Requirements," details the specific requirements for conference and meeting rooms to be provided by a hotel for the "HOCL" (presumably High Occupancy/Low Complexity) testing sessions. It outlines the schedule, room configurations, furnishings, and technical equipment required.

• Dedicated Administration Room: Requires a minimum of 450 sq. ft., electrical outlets, tables (at least 6'x30"), high-speed wireless internet, control panel for A/V settings, color copy machine with scan-to-USB, and a shred bin. Food and beverage service is required from 6:00 AM to 5:00 PM.
• Individual (Candidate) Testing Rooms: Requires scalable rooms (minimum 900 sq. ft.) to accommodate 15 candidates with individual testing stations and chairs, electrical access at each station, skirted tables, high-speed wireless internet, and A/V control panel. Food and beverage service is required Tuesdays through Thursdays, 6:00 AM to 5:00 PM.
• Panel Meeting Rooms: Requires scalable rooms (minimum 300 sq. ft.) to accommodate up to 15 attendees, with specific seating arrangements (long rectangle with chairs), electrical access, high-speed wireless internet, A/V control panel, and a projector. Food and beverage service is required Mondays, 2:00 PM to 5:00 PM.
• Evaluator Meeting Room: Requires a minimum of 800 sq. ft. with flexible table configurations for up to 40 attendees, a skirted table for presenters, high-speed wireless internet, A/V control panel, high-resolution projector, microphone(s), and a flip chart. Food and beverage service is required Mondays, 2:00 PM to 5:00 PM.
• Storage Room: Requires a minimum of 200 sq. ft., secured, and accessible by keycard for OCC equipment and materials.
• General Requirements: All rooms must have solid walls for a quiet environment. HVAC controls must be accessible for temperature regulation. Rooms must be held on a 24-hour basis unless released by the COR/Designee. Specific signage will be displayed by OCC.
• Cancellation Policy: Outlines penalties for session cancellations based on the timeframe prior to the session.

This attachment is crucial for any vendor proposing to provide hotel or conference facilities for this opportunity. It clearly defines the scope of services, space, equipment, and amenities that must be provided, directly impacting the cost and feasibility of a bid. Bidders must ensure their facilities meet all specified requirements, including room size, setup, technology, and catering, to be compliant with the solicitation.

Form / Attachment / Pricing Sheet

This document, "Attachment D - HOCL Solicitation Attestation and Provision Responses," serves as a mandatory form for offerors to complete as part of the solicitation process for OCC's HOCL Support to the UCE Program. It requires the offeror to attest to and agree to specific terms and conditions, and to provide representations regarding their business status and compliance with federal regulations.

• Attestation and Agreement: Requires the authorized representative to declare they have read, understood, and agree to all terms, conditions, clauses, and provisions of the solicitation, including amendments. It also requires attestation of ongoing compliance with all stated requirements.
• Authorization: The representative must confirm they are authorized to bind the company.
• No Exceptions: The offeror must accept all terms and conditions without change, modification, or exception.
• FAR Provisions: Includes representations and certifications related to:
  • FAR 52.209-2: Prohibition on Contracting with Inverted Domestic Corporations.
  • FAR 52.209-5: Certification Regarding Responsibility Matters (debarment, suspension, civil judgments, delinquent taxes).
  • FAR 52.209-7: Information Regarding Responsibility Matters (FAPIIS reporting).
  • FAR 52.209-11: Representation by Corporations Regarding Delinquent Tax Liability or Felony Conviction.
  • FAR 52.229-11: Tax on Certain Foreign Procurements—Notice and Representation.

Completion and submission of this document is a mandatory requirement for all offerors. Failure to provide a complete and accurate certification may render the offeror nonresponsible. Bidders must carefully review and understand each provision and representation to ensure their accuracy and compliance before submission. This document directly impacts the eligibility and evaluation of an offeror's proposal.

Form / Attachment / Pricing Sheet

This document is Attachment E, a Past Performance Questionnaire (PPQ) designed to gather information about a vendor's past performance related to lodging and conference services. It is intended to be completed by entities that have previously contracted with the vendor for similar services.

The questionnaire is structured to collect specific details about past contracts, including:

• Property Name and Address
• Property Manager/POC contact information
• Previously serviced Federal U.S. Government Agency or Firm
• Contract Performance Period, Award Value, and Contract Type
• Scope of services provided, including:
  • Number of guests/attendees served
  • Number of lodging rooms and conference rooms utilized
  • Room setup options
  • Hospitality support, food and beverage services, and onsite/nearby dining
  • Audiovisual and technology equipment support
  • Dedicated administration room equipment
  • Hotel manager effectiveness and responsiveness
  • Accessibility standards and features
  • Security and safety practices

Multiple records are provided for each of three proposed properties (Property #1, Property #2, Property #3), allowing for the submission of past performance data for different contracts or projects associated with each property.

Vendors must ensure that their past performance is accurately and favorably represented in this questionnaire. The information collected will be used by the government to evaluate the vendor's ability to successfully perform the requirements outlined in the HOCL Solicitation. Bidders should coordinate with their references to ensure timely and complete submission of these questionnaires, highlighting relevant experience that aligns with the solicitation's requirements, particularly Section E, Subsection 3.2.

Form / Attachment / Pricing Sheet

This document, Attachment G, serves as the Cost/Price Schedule for the Hotel Occupancy Conferencing and Lodging (HOCL) opportunity. It provides instructions and templates for bidders to detail property pricing, information, and capabilities for various services including administrative, AV technology, equipment, food and beverage, lodging, conferencing, meeting rooms, and concessions.

• Instructions: Detailed steps guide bidders on completing specific tabs within the spreadsheet, such as 'Property Admin, AV Tech-Equipment', 'Property Food & Beverage', 'Property LCMS Rooms', 'Property Concessions', 'Property Summary - Cost', and 'Narrative-Assumptions_Exceptions'.
• Pricing Schedules: Separate sheets are provided for:
  • Property Administration, AV Tech-Equipment
  • Property Food & Beverage Services
  • Lodging, Conferencing, Meeting, and Storage Rooms (LCMS)
• Concessions: A section to indicate 'Yes/No' for various concession types and provide alternatives if applicable.
• Assumptions and Exceptions: A dedicated sheet for bidders to document any assumptions or exceptions related to each property.
• Cost Summary: Consolidates costs across different service categories (Admin/AV, F&B, Rooms) for each property and option period.

Bidders must use this attachment to accurately price their proposed services across all operating periods (Base Period through Option Period Five). The completed schedule will be a critical component of the proposal, detailing the cost structure for lodging, meeting rooms, AV equipment, food and beverage, and concessions. Bidders need to pay close attention to the specific instructions for each section to ensure accurate and complete submission. The 'Property Concessions' and 'Narrative-Assumptions_Exceptions' tabs are important for outlining potential value-adds and any deviations from standard offerings.

Form / Attachment / Pricing Sheet

This document, "Attachment H: Crafting 508-Compliant Word and PDF Documents," serves as a guide for creating accessible documents. It details best practices for ensuring that digital documents published by the Office of the Comptroller of the Currency (OCC) are accessible to people with disabilities, specifically focusing on Section 508 compliance.

• Document Format: Emphasizes using Microsoft Word templates and built-in features, including lists, tags, and labeled document headings, for accessibility.
• Alternative Text: Explains the importance of alt text for images and graphics, how to mark visuals as decorative, and provides dos and don'ts for writing effective alt text.
• Tables: Details how to create accessible tables using Word's table feature, the importance of a single category per table, and using header rows. It also outlines what to avoid, such as blank cells, nested tables, and merged/split cells.
• Colors: Provides guidance on using color contrast and avoiding color as the sole means of conveying information. It includes a 508-compliant color palette for charts and graphs.
• Hyperlinks: Offers guidelines for creating meaningful hyperlinks, avoiding vague phrases, and ensuring links are underlined and in a different color.
• Checking Accessibility: Describes how to use Microsoft Word's built-in accessibility checker and Adobe Acrobat's PDF accessibility checker to identify and remediate common errors.
• Accessible PDFs: Covers setting initial view settings and ensuring correct bookmarks for PDF documents.

This guide is relevant to bidders who may be required to submit documents to the OCC or other federal agencies. Understanding these accessibility requirements can help ensure that submitted documents meet compliance standards, potentially avoiding issues during review or submission. It provides practical instructions for creating accessible Word and PDF files, which is crucial for government contracting.

Form / Attachment / Pricing Sheet

This document is "Attachment I - Certificate of Data Return and/or Destruction." It serves as a form for contractors to certify that all data provided by the OCC (Office of Contract Compliance) has been either returned or destroyed according to contract terms and industry best practices. It also addresses the handling of electronic files and backups.

• Certification of data return or destruction.
• Requirement for data destruction using industry best practices to prevent retrieval or reconstruction.
• Procedures for handling electronic files, including deletion from contractor systems and automatic rewriting of backups within 30 days.
• Fields for the Data Recipient to provide their name, certify the actions taken, and list the data files and their retention period (if applicable).
• Signatures and dates from the Data Custodian, Principal Investigator, and OCC Representative.

This form is relevant to bidders as it outlines the data handling and disposition requirements that will likely be part of the contract. Bidders need to understand these requirements to ensure compliance during and at the conclusion of contract performance. It specifies the process for returning or destroying data upon contract completion or request, which impacts project close-out procedures.

Questions & Answers / Clarifications

This document is a worksheet containing questions and answers related to the "OCC UCE HOTEL OCCUPANCY FOR CONFERENCING AND LODGING SUPPORT" opportunity, identified by solicitation number #2031JW26Q00037.

This worksheet is currently empty, with no questions or answers provided by either industry or the government. It is intended to capture clarifications for the referenced solicitation.

As the worksheet is empty, it currently has no impact on the solicitation requirements, due dates, or submission rules. Bidders should monitor for future updates to this document if clarifications are issued.

Form / Attachment / Pricing Sheet

This document, titled "Exhibit A: Panel Meeting Room Layout," provides a visual representation of the room setup for panel meetings. It is intended to show potential bidders the physical arrangement of furniture for candidate interviews and evaluator seating.

• The document displays two images of a meeting room.
• The first image shows a long rectangular table covered with black cloth, set up for multiple people to sit.
• The second image shows the same rectangular table from a different angle, and also a round table in the foreground.
• A caption clarifies that a "Brown desk is where testing candidate sits, and rectangle table is where Evaluators sit (noting these are converted lodging/sleeping rooms)."

This exhibit helps bidders understand the physical environment where candidate assessments or interviews may take place. It provides context for the logistical arrangements related to the opportunity, specifically concerning the setup for panel evaluations.