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

Questions & Answers / Clarifications

This document provides responses to industry questions regarding the OCC UCE Hotel Occupancy for Conferencing and Lodging Support opportunity (#2031JW26Q00037).

• RFQ Release & Quote Submission: The RFQ release date is not specified due to procurement sensitivities. The OCC anticipates award in May 2026, with the RFQ posted for approximately two weeks shortly after the presolicitation conference. Potential bidders should note that the timeline between award and the July UCE Session period may be compressed, and alternative dates for the initial session may be proposed.
• Past Performance Records (Attachment E): Attachment E includes space for two required Past Performance records per property tab. Bidders must scroll down to find the second entry, separated by a blue row; no duplication of the template is necessary.
• Requirement History: This is not a new requirement. Similar HOCL Support contracts have been in place for 25 years, with the UCE Program sessions historically held in Dallas, TX for the last 20 years. The incumbent contractor is a Small Business that has subcontracted the Hilton Dallas Lincoln Centre for the past 5 years, with the current contract ending in July 2026.
• Location Preference (Dallas vs. Chicago): The OCC has no preference between Dallas and Chicago. Award will be based on best overall value. Dallas has been used historically due to its central location and airport accessibility, but the OCC welcomes proposals for either location, provided the proposed property is within a 25-mile radius of DFW or ORD airports.
• Commercial Plans: Other Than Small Businesses responding to the solicitation are only required to submit commercial plans.
• Site Inspections: Site visits are anticipated around late April or early May 2026, preceding the May 2026 award date. Bidders are requested to indicate in their quotation package whether they can provide complimentary lodging for up to four rooms for one night during the site visit.

While specific RFQ release dates are not provided, the responses offer clarity on the existing requirement, past performance submission, location flexibility, and site visit expectations, which may influence bidder preparation and proposal strategy.

Form / Attachment / Pricing Sheet

This document, "Exhibit A - Panel Meeting Room Layout," provides visual guidance on the setup of a panel meeting room. It illustrates the arrangement of furniture for candidate interviews and evaluator seating.

• Two images depicting room layouts.
• The top image shows a long rectangular table covered with black cloth, set up for evaluators, with chairs.
• The bottom image shows a similar setup with a rectangular table for evaluators and a separate round brown desk designated for the candidate.
• Text indicates that the brown desk is where the candidate sits, and the rectangular table is where evaluators sit.
• It is noted that these rooms are converted lodging/sleeping rooms.

This exhibit is relevant to bidders as it visually demonstrates the physical environment where candidate interviews or assessments will take place. Understanding the room layout can help bidders prepare for the interview setting and visualize the interview process.

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 image.

• 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 may be relevant for bidders who need to understand the physical space requirements or layout for administrative functions associated with the opportunity. It helps visualize the intended workspace.

Form / Attachment / Pricing Sheet

This document, Exhibit B, provides a visual layout for an individual testing room. It details the orientation and spacing of testing tables for candidates, as well as the placement of a supply table and a proctor table.

• Depicts a room set up with multiple individual testing stations.
• Testing tables are arranged and spaced based on the number of candidates.
• Includes a supply table at the front of the room.
• Includes a proctor table at the back of the room.

This exhibit is relevant for bidders who need to understand the physical setup and logistical considerations for administering tests or examinations. It helps in visualizing the testing environment and may inform requirements related to space, equipment, or personnel placement.

Form / Attachment / Pricing Sheet

This document is Attachment K, a Questions and Answers (Q&A) Worksheet related to the "OCC UCE HOTEL OCCUPANCY FOR CONFERENCING AND LODGING SUPPORT" opportunity, identified by solicitation number #2031JW26Q00037.

The worksheet is structured with columns for:

• Item Number
• Document/Attachment reference
• Page Number
• Section reference
• Industry's Questions/Comments
• Government's Answers

This worksheet is intended to capture and provide answers to questions or comments submitted by industry regarding the solicitation. Bidders should review this document to understand clarifications and responses provided by the government, which may impact their understanding of the requirements, submission process, or evaluation criteria for the opportunity.

Form / Attachment / Pricing Sheet

This document, Attachment G, provides the Price/Cost Schedule for the Hotel Occupancy Conferencing and Lodging (HOCL) requirements. It serves as a template for bidders to provide property pricing, information, and capabilities for OCC's UCE sessions.

• Instructions: Details how to complete the various tabs: 'Property Biz, AV Tech-Equipment', 'Property Food & Beverage', 'Property LCMS Rooms', 'Property Summary - Cost', and 'Property Assumptions-Exceptions'.
• Business, AV Tech-Equipment: Requires pricing for items such as leased copy machines, paper shredding services, internet, AV equipment, and business center services across multiple properties and option periods.
• Food & Beverage: Requires pricing for convenient beverage and food items (morning, noon, evening) for multiple properties and option periods.
• Lodging, Conferencing, Meeting, Storage Rooms (LCMS): Requires pricing for lodging rooms, dedicated administration rooms, individual testing rooms, panel meeting rooms, evaluator meeting rooms, and dedicated storage rooms.
• Summary: Consolidates costs across the different categories for each property and option period.
• Assumptions/Exceptions: A section to detail any assumptions or exceptions made by the bidder per property.

Bidders must use this attachment to detail their proposed pricing for all services and facilities required for the HOCL opportunity. It outlines the structure for submitting cost proposals, including specific line items, quantities, unit prices, and extended totals for base and option periods across multiple properties. Bidders must carefully follow the instructions for each tab to ensure their pricing is complete and accurate, covering business/AV equipment, food and beverage, and lodging/meeting rooms. The 'Property Summary - Cost' tab aggregates this information, and the 'Assumptions-Exceptions' tab allows for any necessary caveats.

Other / Unclassified

This document is a formal invitation to a pre-solicitation conference for the Office of the Comptroller of the Currency's (OCC) Uniform Commission Examiner Hotel Occupancy for Conferencing and Lodging Support. The conference will be held virtually via Microsoft Teams on Tuesday, March 31, 2026.

This invitation is highly relevant for potential bidders, specifically large hotel representatives registered in the System for Award Management under NAICS 721110. The OCC is seeking a single award for hotel conferencing and lodging services near Dallas, TX (DFW) or Chicago, IL (ORD) for a period of 5 years. The conference will cover:

• The acquisition lifecycle planning phase.
• The HOCL scope of work and services, including room requirements, performance standards, accessibility, evaluation factors, technical capability, past performance, personnel, site visit instructions, and timeline.
• Lessons learned from previous procurements.
• Questions and answers between industry and the government.
• Acquisition milestones and small business considerations.

Hotels interested in participating must complete and return the HOCL Presolicitation Industry Conference Registration Attachment and preregister by 3:00 PM ET on Thursday, March 26, 2026. Subcontracting or teaming arrangements are encouraged, and a commercial plan will be required at the time of formal solicitation close.

Form / Attachment / Pricing Sheet

This document is an attachment related to a presolicitation industry conference for the HOCL opportunity. It serves as a registration form for hotels interested in providing services for the conference.

• Hotel Information: Requires the hotel name, representative's name, contact number, email, and address.
• Accommodation Details: Asks for the number of lodging rooms, conference rooms, storage space, and dedicated administration rooms available.
• Hotel Services: Lists required services including food and beverage, business services (power strips/outlets), room block rates compliant with government per diems, digital signage, and an onsite point of contact.
• Accessible Products/Leasing: Inquires about the availability of accessible products or leasing capabilities.
• Technology Services: Specifies requirements for daily high-speed wireless internet, a color copy machine with scan-to-USB, document shredding, and audiovisual/technology equipment and support.
• Certifications: Requires confirmation of compliance with the Hotel and Motel Fire Safety Act of 1990 and the Americans with Disabilities Act (ADA), including FEMA identification numbers where applicable.

This document is primarily administrative for potential hotel partners or venues. While not directly part of a bid submission for the HOCL opportunity itself, it indicates the government's planning for an industry conference and the types of facilities and services they will require for such an event. Bidders interested in hosting or supporting this conference would use this form.

Form / Attachment / Pricing Sheet

This document, "Attachment A - Property Technical and Concessions Capabilities," provides instructions and templates for bidders to detail their proposed property's technical capabilities and concession offerings. It is used to support the Uniform Commission Examination (UCE) sessions for the OCC's Hotel Occupancy Conferencing and Lodging.

• Instructions: Bidders must first complete the 'Property Minimum Capability' tab, answering all YES/NO questions and providing alternatives or comments for any 'NO' responses. Subsequently, the 'Property Concessions' tab must be completed similarly.
• Property Technical Capability: This section requires bidders to detail the capabilities of up to three recommended properties. It includes specific requirements for lodging, conferencing/meeting spaces, administration and storage rooms, availability dates, onsite management, food and beverage services, audiovisual and technology equipment, accessibility, and security measures.
• Property Concessions: This section requires bidders to detail any concessions offered by the property, such as complimentary room upgrades, waived fees, complimentary services (business center, internet, AV equipment), and discounted parking or shuttle services.

This attachment is critical for bidders to demonstrate their proposed property's suitability and cost-effectiveness for the UCE sessions. Completing these sections accurately is mandatory for the solicitation response. A minimum 'Pass' rating is required to advance in the evaluation process. Bidders must ensure their proposed properties meet the specified technical requirements and detail any concessions that may enhance the value of their offer.

Form / Attachment / Pricing Sheet

This document outlines the specific schedule, configuration, and requirements for conference and meeting rooms to be provided by the hotel for HOCL (Higher Order Cognitive Learning) sessions. It details the setup, furnishings, and technical capabilities required for various room functions and attendee numbers.

• Dedicated Administration Room: Minimum 450 sq. ft., equipped with specific furniture, electrical access, high-speed internet, control panel, color copy machine, and shred bin. Food and beverage service required.
• Individual (Candidate) Testing Rooms: Minimum 900 sq. ft. each, configured with 15 individual testing stations (tables and chairs), electrical access, and high-speed internet. A head-of-room and rear table are also required. Food and beverage service required on specific days.
• Panel Meeting Rooms: Minimum 300 sq. ft. each, configured for panel interviews with specific table and seating arrangements, electrical access, and high-speed internet. Control panel and projector also required.
• Evaluator Meeting Room: Minimum 800 sq. ft., configured for panel seating, with a head-of-room table, high-speed internet, control panel, and projector screen. Food and beverage service required on Mondays.
• Storage Room: Minimum 200 sq. ft., secured, and accessible by keycard for equipment and materials.
• General Requirements: All rooms must have solid walls for quiet environments. Air walls may be used under specific conditions. Room access and confirmation procedures are outlined.
• Session Cancellation Policy: Details the financial liability for room space based on the timing of session cancellations.

This attachment is crucial for bidders responding to the RFQ as it defines the physical environment and services the hotel must provide. Understanding these requirements is essential for accurately estimating costs, planning logistics, and ensuring the venue meets the operational needs of the HOCL sessions.

Form / Attachment / Pricing Sheet

This document outlines the specific requirements for lodging and sleeping room space, as well as scheduling procedures, for the HOCL (High Occupancy/Low Cost) sessions. It details the expected number of rooms, room amenities, and the process for booking and managing reservations.

• Lodging/Sleeping Room Space: Specifies the need for single occupancy rooms with a minimum of 300 sq. ft., including standard amenities such as a king/queen or two double/twin beds, private en-suite bathrooms, desks, nightstands with charging stations, climate control, flat-screen TVs, and Wi-Fi.
• Estimated Room Needs: Up to 210 guest sleeping rooms per UCE Session, totaling approximately 3,150 rooms over the contract period.
• Scheduling Requirements: Mandates the provision of Guest Room Confirmation Reports and Guest Room Pickup Reports, detailing reservation information, arrival/departure dates, and total room nights.
• Room Block and Rates: Rooms must be provided at a standard room (Government per diem) block rate.
• Cutoff Date: A 30-day advance notice for estimated room needs, with a 14-day window for the contractor to hold rooms before final COR validation.
• Reservation Procedure: Reservations are to be made via a rooming list, with a designated contractor point of contact (POC) for changes and cancellations.
• "Walked" Reservation: Procedures for securing comparable alternate lodging at the contractor's expense if a confirmed reservation is not honored.
• Guaranteed Late Arrival/Cancellation: OCC guarantees late arrivals; cancellation without charge is permitted before 4:00 PM on the arrival day.
• No-Show Policy: Contractor must notify COR/Designee of no-shows by 9:00 AM the following day.
• Check-In/Check-Out: Standard check-in by 3:00 PM and check-out no earlier than 11:00 AM.
• Late Checkout: Available for up to five rooms per session until 4:00 PM at no additional charge.

This attachment is crucial for bidders to understand the specific lodging requirements and associated logistical responsibilities. It directly impacts the cost and operational planning for providing services that require accommodation for attendees, influencing pricing and service delivery.

Form / Attachment / Pricing Sheet

This document, "Attachment D - HOCL Solicitation Attestation and Provision Responses," serves as a mandatory attestation and agreement for offerors responding to the OCC HOCL Support to the UCE Program Solicitation. It requires the offeror to declare their understanding and agreement to the terms and conditions of the solicitation and resulting contract.

• Attestation of Terms: Offerors must attest that they have read, understood, and agree to abide by all terms, conditions, clauses, and provisions in the solicitation documents, including amendments and incorporated policies.
• Compliance: Offerors must declare their commitment to remain in compliance with all stated requirements, including regulatory, data security, personnel, and performance standards.
• Authorization: The authorized representative must declare they have the authority to bind the company to the acceptance.
• No Exceptions: Offerors must accept all terms and conditions without change, modification, or exception.
• FAR Provisions: The document incorporates several Federal Acquisition Regulation (FAR) provisions, including:
  • FAR 52.204-24: Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment.
  • FAR 52.209-2: Prohibition on Contracting with Inverted Domestic Corporations-Representation.
  • FAR 52.209-5: Certification Regarding Responsibility Matters.
  • FAR 52.209-7: Information Regarding Responsibility Matters.
  • FAR 52.209-11: Representation by Corporations Regarding Delinquent Tax Liability or a Felony Conviction under any Federal Law.
  • FAR 52.222-25: Affirmative Action Compliance.
  • FAR 52.229-11: Tax on Certain Foreign Procurements—Notice and Representation.

This document is critical for all potential bidders. Failure to complete and submit this attestation accurately may render an offeror non-responsible. Bidders must carefully review all incorporated FAR provisions and ensure their company's compliance and ability to attest to these requirements before submission. The document requires specific representations and disclosures related to telecommunications equipment, inverted domestic corporations, responsibility matters, tax liability, felony convictions, affirmative action, and foreign procurements. The offeror must provide detailed information if they check "will" or "does" for certain representations, particularly concerning telecommunications equipment and past proceedings.

Form / Attachment / Pricing Sheet

This document is Attachment E, a Past Performance Questionnaire (PPQ) for the HOCL (Hotel/Conference/Lodging) opportunity. It is designed for entities that have previously serviced Federal U.S. Government Agencies or firms to provide feedback on their performance.

The questionnaire is structured to gather detailed information about past performance, including:

• Property details (Name, Address, POC information)
• Contract details (Agency serviced, Performance Period, Award Value, Contract Type)
• Service details (Number of guests/attendees, lodging rooms, conference rooms)
• Room setup options
• Descriptions of successfully provided services, including:
  • Conferencing and lodging support
  • Hospitality, food, and beverage services
  • Onsite/nearby restaurant options
  • Audiovisual and technology equipment support (e.g., high-speed internet, projectors, interactive displays)
  • Dedicated administration room equipment (copier, shred bin, microwave, mini-fridge)
  • Onsite manager effectiveness and responsiveness
  • Accessibility standards and features
  • Security and safety practices

Bidders are expected to have their past performance evaluated using this questionnaire. It will likely be sent to previous government clients to assess the bidder's capabilities and reliability in areas directly relevant to the HOCL solicitation requirements. The detailed questions indicate the specific aspects of past performance that the government deems critical for this opportunity.

Form / Attachment / Pricing Sheet

This document is Attachment F, a comprehensive checklist for conducting site visits to proposed hotel properties for the HOCL opportunity. It outlines specific criteria and requirements that potential venues must meet across various categories.

• Property Details: Name, address, and contact information for the property manager or POC.
• Proximity, Square Footage, Appearance: Criteria related to distance from airports, venue size (approx. 10,000 sq. ft.), and overall exterior/entrance appearance.
• Professionalism: Expectations for front desk, concierge, and hotel staff.
• Conference Rooms: Detailed requirements for audiovisual equipment, technology (including WiFi), color copier with scan-to-USB, noise control, room layout, furniture suitability, and specific table/chair dimensions.
• Guest Rooms: Standards for noise control, cleanliness, non-smoking policy, ADA compliance, and security (safe deposit).
• Storage Room: Requirements for size (approx. 200 sq. ft.), access, monitoring, and climate control.
• Accessibility: Needs for tactile Braille signage, TTY availability.
• Accommodations: On-site or nearby restaurants (with specific operating hours and ordering options), fitness facilities, secure shred bins, shuttle services, food/beverage services, snack bar, ATM, microwave, and fridge availability.
• Security: Controlled access to meeting spaces, proof of Hotel and Motel Fire Safety Act compliance, and ADA compliance verification.

This checklist is crucial for bidders to evaluate potential hotel venues. It details the specific physical and service-related requirements for conference and lodging facilities that will be used for the opportunity. Bidders should use this to ensure any proposed property meets all the government's criteria, which will likely be a factor in the evaluation or selection process.

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 content published by the Office of the Comptroller of the Currency (OCC) is accessible to people with disabilities, specifically focusing on Section 508 compliance.

• Document Format: Emphasizes using Microsoft Word templates and built-in features, including labeled document headings, for accessibility.
• Alternative Text: Provides instructions on adding descriptive alt text to images, charts, and graphics, or marking them as decorative if they are not informative.
• Tables: Outlines best practices for creating accessible tables, including using the built-in Table feature, marking header rows, and avoiding merged or split cells.
• Colors: Advises on using strong color contrast and avoiding color as the sole means of conveying information.
• Hyperlinks: Recommends creating meaningful hyperlinks that state their destination and avoiding vague phrases.
• Checking Accessibility: Details how to use Microsoft Word's "Check Accessibility" feature and Adobe Acrobat's PDF Accessibility Checker to identify and remediate common errors.
• Accessible PDFs: Explains how to set initial view settings and ensure 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 and applying these accessibility best practices ensures that submitted documents meet federal accessibility standards, preventing potential issues or rejections. It helps bidders create professional and compliant documents, demonstrating attention to detail and adherence to regulatory requirements.

Form / Attachment / Pricing Sheet

This document is Attachment I, a "Certificate of Data Return and/or Destruction." It serves as a form for contractors to certify that all data provided by the OCC has been returned or destroyed according to contract requirements.

• Requires the "Name of the Data Recipient" and their certification that data has been submitted for destruction or returned.
• Includes a table for "Data File Description" and "Years" to list specific files and their retention period.
• Requires signatures and dates from the "Data Custodian" and the "OCC Representative."
• Includes fields for "Project Title" and "Principal Investigator Name."

Bidders may be required to complete and submit this form as part of contract closeout or upon request, certifying compliance with data handling and destruction clauses specified in the contract.

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 U.S. Government documents or materials related to the UCE HOCL Support opportunity.

• The agreement requires the individual to protect sensitive but unclassified information from unauthorized use or disclosure.
• It defines "sensitive but unclassified information" and specifies that access is granted solely for the purpose of work performed under a specific contract (contract number to be filled in).
• It prohibits divulging information to unauthorized individuals and using it for purposes other than those specified.
• It requires prior written approval from the OCC for any proposed disclosure or use.
• It mandates submission of any written work based on obtained knowledge for security review by the OCC.
• It assigns any resulting royalties or emoluments from unauthorized disclosures to the U.S. Government.
• It details procedures for reviewing sensitive documents, handling notes, and potential consequences of violation, including civil action and criminal offense.
• It clarifies that the agreement remains in effect even after the period of conditional access ends, unless a written release is provided.

Potential bidders who are granted access to sensitive but unclassified information related to this opportunity must execute this NDA. It highlights the strict confidentiality requirements and the legal ramifications of any breach, ensuring that all parties involved understand their obligations regarding sensitive information.

Solicitation / RFP / RFQ

This solicitation is for Hotel Occupancy for Conferencing and Lodging (HOCL) support for the Office of the Comptroller of the Currency's (OCC) Uniform Commission Examination (UCE) program. The contract will be a single-award, firm-fixed-price (FFP) type, not restricted to any specific business size. The period of performance is up to 5 years (60 months).

• Services: Provide hotel accommodations, meeting rooms, testing rooms, administration rooms, food and beverage service, audiovisual and technology equipment, and secure storage.

• Location: Within a 25-mile radius of Dallas/Fort Worth, TX (DFW) or Chicago, IL O'Hare (ORD) international airport.

• Duration: Approximately 5-day sessions, starting on Mondays.

• Capacity: Minimum of 210 lodging rooms per UCE Session week.

• Specifics: Dedicated administration, conferencing/meeting, and testing rooms; high-speed wireless internet; color copier/scanner; secure shredding services; and climate-controlled storage.

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

• Period of Performance: 6-month base period (May 1, 2026 - Oct 31, 2026) with four 12-month option periods and one 6-month option period. An additional 6-month extension may be exercised.

• Estimated Value: Not explicitly stated, but pricing is based on Line Item Numbers (LINs) for various services.

• Submission: Quotation packages must be submitted electronically by a specified deadline.

• Evaluation: A two-phase, firm down-select approach will be used, evaluating Technical Capability, Past Performance, Key Personnel, Site Visit, and Price. Non-price factors are more important than price.

• Key Deadlines: Q&A cutoff date is April XX, 2026. Quotation package submission deadline is April XX, 2026.

• Registration: Contractors must be registered in the System for Award Management (SAM).

• NAICS Code: 721110 - Hotels (except Casino Hotels) and Motels, with a size standard of $40M.

• Set-Aside: Not restricted to any specific business size or class.

• Attachments: Numerous attachments are referenced for detailed requirements (e.g., Property Technical and Concessions Capabilities, Meeting Rooms Schedule, Lodging Requirements, Past Performance Questionnaire, Price/Cost Schedule).

• Wage Determinations: Quoters must retrieve and abide by applicable wage rate determinations for the specified local areas.

• Travel: Travel is not anticipated and reimbursement is not authorized.