19AQMM24R0061 A00003.pdf

19AQMM24R0061

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE RATING

2. AMENDMENT/MODIFICATION NO.

A00003

3. EFFECTIVE DATE

04/23/2024

4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicable)

LMAQMCODE

OFFICE OF ACQUISITION MANAGEMENT (A/LM/AQM)

PO BOX 9115, ROSSLYN STATION

US DEPARTMENT OF STATE

ARLINGTON, VA 22219

Shayani Mukherjee

NAME

571-345-2419

TEL.

mukherjees1@state.gov

EMAIL

6. ISSUED BY CODE7. ADMINISTERED BY (If other than Item 6)

9A. AMENDMENT OF SOLICITATION NO.

19AQMM24R0061

CONTACT: UEI:

CODE FACILITY CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, country, state and ZIP Code) (X)

X 9B. DATED (SEE ITEM 11)

04/08/2024

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X XThe above numbered solicitation is amended as set forth in item 14. The hour and date specified for receipt of Offers is extended, is not extended, Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing items 8 and 15, and returning ____copies of the amendment;(b)By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this amendment is to add additional questions received April 22, 2024 and change the following sentence in CLIN X001 from: All cost will be paid when the invoice is submitted unless a deposit is required TO: All costs will be paid when services rendered unless a deposit is required. Note: No additional questions will be accepted or responded after issuance of amendment A00003.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

Shayani Mukherjee

(Signature of person authorized to sign)

15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED

By (Signature of Contracting Officer)

16B. UNITED STATES OF AMERICA 16C. DATE SIGNED

NSN 7540-01-152-8070

Previous edition unusable

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

CGFS // CGFS

4/23/2024

MukherjeeS1 Highlight

MukherjeeS1 Highlight

Line Item Summary

Solicitation Number:

19AQMM24R0061

Contract Number: Title: Diplomatic Security Hotel Lodging Service Contract

Date of Solicitation:

04/23/2024

Line Item No.

Description Quantity Unit Unit Price Total Cost

001 BASE YEAR, CLIN 001 - Single Guest Hotel Room Night, or Apartment or Nonconventional Lodging Firm Fixed Price Ceiling Actual cost to be determined at task order level.

Rooms shall be blocked on the projected requirements presented 60 days prior to date of Services rendered. (Includes Command Post Rooms as Required in Section C-003).

Task Order:

The Task Order CLIN can be incrementally funded. The FFP Not to Exceed Amount for this CLIN will be set at the task order level. The COR can set the FFP NTE at the individual accommodation level or at the total CLIN Ceiling depending on individual requirement. All costs will be paid when services rendered unless a deposit is required.

Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date (Start to End) Date FOB:

08/16/2024 to 08/15/2025

1.00 0.00 1.00

LT $18,000,000.00

$18,000,000.00

$18,000,000.00

$18,000,000.00 $0.00

$18,000,000.00

1001 OPTION YEAR 1, CLIN 1001 - Single Guest Hotel Room Night, or Apartment or Nonconventional Lodging Firm Fixed Price Ceiling Actual cost to be determined at task order level.

Rooms shall be blocked on the projected requirements presented 60 days prior to date of Services rendered. (Includes Command Post Rooms as Required in Section C-003).

Task Order:

The Task Order CLIN can be incrementally funded. The FFP Not to Exceed Amount for this CLIN will be set at the task order level. The COR can set the FFP NTE at the individual accommodation level or at the total CLIN Ceiling depending on individual requirement. All costs will be paid when when services rendered unless a deposit is required.

Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date (Start to End) Date FOB:

08/16/2025 to 08/15/2026

1.00 0.00 1.00

LT $18,000,000.00

$18,000,000.00

$18,000,000.00

$18,000,000.00 $0.00

$18,000,000.00

2001 OPTION YEAR 2, CLIN 2001 - Single Guest Hotel Room Nights, or Apartment or Nonconventional Lodging Firm Fixed Price Ceiling Actual amount to be determined at task order level.

Rooms shall be blocked on the projected requirements presented 60 days prior to date of Services rendered.

(Includes Command Post Rooms as Required in Section C-003).

Task Order:

The Task Order CLIN can be incrementally funded. The FFP Not to Exceed Amount for this CLIN will be set at the task order level. The COR can set the FFP NTE at the individual accommodation level or at the total CLIN Ceiling depending on individual requirement. All costs will be paid when services rendered unless a deposit is required.

Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date (Start to End) Date FOB:

08/16/2026 to 08/15/2027

1.00 0.00 1.00

LT $18,000,000.00

$18,000,000.00

$18,000,000.00

$18,000,000.00 $0.00

$18,000,000.00

MukherjeeS1 Highlight

MukherjeeS1 Highlight

Line Item Summary

Solicitation Number:

19AQMM24R0061

Contract Number: Title: Diplomatic Security Hotel Lodging Service Contract

Date of Solicitation:

04/23/2024

Line Item No.

Description Quantity Unit Unit Price Total Cost

3001 OPTION YEAR 3, CLIN 3001 - Single Guest Hotel Room. Apartment or Nonconventional Lodging Firm Fixed Price Ceiling Actual Amount to be determined at task order level.

Rooms shall be blocked on the projected requirements presented 60 days prior to date of Services rendered. (Includes Command Post Rooms as Required in Section C-003).

Task Order:

The Task Order CLIN can be incrementally funded. The FFP Not to Exceed Amount for this CLIN will be set at the task order level. The COR can set the FFP NTE at the individual accommodation level or at the total CLIN Ceiling depending on individual requirement. All costs will be paid when when services rendered unless a deposit is required.

Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date (Start to End) Date FOB:

08/16/2027 to 08/15/2028

1.00 0.00 1.00

LT $18,000,000.00

$18,000,000.00

$18,000,000.00

$18,000,000.00 $0.00

$18,000,000.00

4001 OPTION YEAR 4, CLIN 4001 -Single Guest Hotel Room. or Apartment or Nonconventional Lodging Firm Fixed Price Ceiling Actual Amount to be determined at task order level.

Rooms shall be blocked on the projected requirements presented 60 days prior to date of Services rendered. (Includes Command Post Rooms as Required in Section C-003).

Task Order:

The Task Order CLIN can be incrementally funded. The FFP Not to Exceed Amount for this CLIN will be set at the task order level. The COR can set the FFP NTE at the individual accommodation level or at the total CLIN Ceiling depending on individual requirement. All costs will be paid when services rendered unless a deposit is required.

Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date (Start to End) Date FOB:

08/16/2028 to 08/15/2029

1.00 0.00 1.00

LT $18,000,000.00

$18,000,000.00

$18,000,000.00

$18,000,000.00 $0.00

$18,000,000.00

Clause Title Fill-ins

652.242-73 AUTHORIZATION AND PERFORMANCE (AUG 1999)

B-001 - TYPE OF CONTRACT

Contract award will be a single award Indefinite Delivery, Indefinite Quantity (IDIQ), with Firm Fixed Price CLINs.

B-002 - TASK ORDERS

All requirements shall be requested via the issuance of a task order request for proposal (TORP) against the IDIQ.

B-004 - MINIMUM AND MAXIMUM CONTRACT AMOUNTS

(a ) Per FAR 52.216-22 "INDEFINITE QUANTITY," the minimum for this contract shall be any quantity or combination of supplies and services equal to the amount(s) set forth below.

Minimum: $500.00

(b) The maximum for this indefinite quantity contract (options shall be any quantity or combination of supplies and services equal to the amounts set forth below).

Maximum: $TBD

(c) If this contract includes options and a ceiling price is specified for each option, each ceiling price shall apply separately and independently to that option. The Contractor shall not exceed the ceiling price (s) of this contract except as provided herein.

(d) Notwithstanding the above, if this contract is funded below the ceiling price(s), the Contractor shall not exceed the funded amount.

(End of clause)

B-005 - RATES FOR INDEFINITE DELIVERY / INDEFINITE QUANTITY CONTRACTS

The firm fixed price labor rates specified herein are fully burdened fixed hourly rates that include the following: wages, overhead, fringe benefits and general and administrative expenses, and fee/profit.

The Contractor shall only voucher for the time of the personnel whose services are applied directly to the work called for in individual task orders and accepted by the Contracting Officer's Representative (COR). The Government shall pay the Contractor for the life of a task order at rates effective when the task order was issued. The Contractor shall maintain time and labor distribution records for all employees who work under the contract.

B-006 - FOREIGN TRAVEL RELATED EXPENSES

All costs for transportation, lodging, meals and incidental expenses incurred by contractor personnel on official business are allowable, subject to limitations in the Federal Acquisition Regulations (FAR) 31.205-46 Travel Cost, subsection. Except as provided in paragraph (a)(3) of this subsection, costs incurred for lodging, meals, and incidental expenses shall be considered to be reasonable and allowable only to the extent that they do not exceed on a daily basis the maximum per diem rates in effect at the time of travel as set forth in the Department of State Standardized Regulation (Government Civilian, Foreign Areas), Section 925, “Maximum Travel Per Diem Allowances for Foreign Areas.”

Foreign per diem rates are established by the Office of Allowances as maximum U.S. dollar rates for reimbursement of U.S.

Government civilians traveling on official business in foreign areas and also apply to contractors. In special or unusual situations, actual costs in excess of the above-referenced maximum per diem rates are allowable provided that such amounts do not exceed the higher amounts authorized for Federal civilian employees as permitted in the regulations referenced in (a)(2)(i), (ii), or (iii) of the forementioned FAR subsection. In the event that per diem amounts exceed the established ceiling under the Federal Travel and Department of State Standardized Regulation, the COR must approve a written justification submitted by the contractor.

B-007 - PER DIEM

Per diem for travel on tasks assigned under this contract will be reimbursed at a rate not to exceed the amount authorized in the Federal Travel Regulations and the Department of State Standardized Regulations. Domestic travel expenses shall be reimbursed at the Contractor‘s actual cost not to exceed the subsistence rates authorized by GSA Federal Travel Regulations in effect at the time travel commences.

The rates consist of a maximum lodging portion and a maximum meals and incidental expenses (M&IE) portion. Lodging and M&IE (Meals & Incidental Expenses) are reported separately followed by a combined daily rate.

The Contractor will not be reimbursed for any additional expenses, e.g. rental cars, unless these items have been authorized in advance and in writing by the COR. In the event that per diem amounts exceed the established ceiling under the Federal Travel and Department of State Standardized Regulation, the COR must approve a written justification submitted by the contractor.

B-009 - AUTOMOBILES

For travel where use of a personal automobile has been specifically authorized by the COR, reimbursement shall be computed on the basis of actual miles traveled from starting point to destination. Other related miscellaneous expenses, such as tolls and parking fees, incurred in the performance of tasks authorized under this contract, will be reimbursed, Car rentals require advance approval by the COR and will be authorized only when consistent with good business practice. Allowable costs shall not exceed the actual cost of renting a compact automobile (a maximum of one for five Contractor personnel), unless extenuating circumstances (e.g., excess baggage) require other arrangements and subsequent COR approval is obtained.

B-011 - PASSPORTS / VISAS

The Contractor shall be responsible for obtaining and maintaining an up-to-date passport for all personnel who will be required to travel outside the continental United States, Hawaii and Alaska to accomplish work assigned under this contract. The Contractor shall be responsible for obtaining any visas required for travel to foreign countries to accomplish work assigned under this contract. The Contractor shall make no direct labor charges for obtaining/maintaining passports and/or visas.

B-012 - TAX EXEMPTION CERTIFICATE

The Contractor will be provided with a State Tax Exemption Certificate for locations and territories within the United States at the time the facilities are occupied. The prices listed in the Supplies and Services and Prices/ Costs Sections shall not include state local taxes on sales or hotel room occupancy taxes. Should State Tax Exemption Certificates for locations and territories not be furnished, the Contractor will be reimbursed for any state or local taxes it is required to pay on the contract sales, but such reimbursement shall be refunded to the Government to the extent the Contractor is subsequently exempted from such taxes.

C-001 - DESCRIPTION OF SERVICES

BACKGROUND

C.1.1 The objective of this Indefinite Delivery, Indefinite Quantity Hotel Lodging and Conference Space Leasing contract is to facilitate and expedite individual task orders for each planned DS event that will provide total support from the pre planning stage to execution of the event to post award review and analysis. The contractor shall provide pre and post event planning, web based registration, limited logistics support, "access control services", limited market research and selection, communications and organizational expertise to provide the necessary facilities to support the DS mission.

Access control services may include, but are not limited to, fencing, barriers to include vehicle barriers and perimeter walls, shelters, screening equipment, and personnel. The process shall involve coordination between, but not limited to nor all inclusive of, the Bureau of Diplomatic Security, the contractor, U.S. diplomatic posts overseas, foreign governments, U.S. sporting groups such as the U.S. Olympic Committee, U.S. Soccer, international sporting groups, international sports governing groups, various U.S. law enforcement agencies and working groups, and host nation sponsors of international events such as the Olympic Committee. The contractor must become familiar with DS plans, policies, strategies and programs in order to successfully plan and coordinate events.

The contractor will be required to participate in planning meetings, briefings, event execution, and post event wrap ups at either government sites, event sites, or through teleconferences or video conferences. The contractor will be required to perform foreign travel.

C-002 - STATEMENT OF WORK

Task One: United Nations General Assembly (UNGA) The Department of State, Bureau of Diplomatic Security, Dignitary Protection Division (DS/P/DP) is responsible for coordinating dignitary protection during the annual meeting of the UN General Assembly.

DP is responsible for identifying, staffing, and executing protective planning operations. The meeting of the UN General Assembly is an annual event that occurs in September of each year. Attendance by senior foreign dignitaries varies and is usually higher in anniversary years. The level of effort by the Bureau of Diplomatic Security to support the meeting is directly tied to the travel plans/itineraries of foreign dignitaries traveling to and staying in New York City and the surrounding area.

DS requires the contractor to coordinate and contract for hotel and support services within specific boundaries within the Borough of Manhattan, New York City and within the guidelines and specifications contained in subsequent paragraphs.

Coordinate and contract for secure parking for government and rental vehicles within the guidelines and specifications contained task orders issued under this contract.

The Government's annual room night requirement for an UNGA operation is typically around 8,000 room nights centrally located within Manhattan, but can fluctuate to more than 9,000.

The Government's requirement is for hotel rooms that can be easily converted to offices (with the removal of normal furnishings) and daily hotel accommodations (sleeping rooms) for DS special agents and support staff. The Government prefers that the command post and sleeping rooms for the core support team be located in the same hotel. An example of the program’s technical requirements in a command post is included in the Statement of Work as Tab 1.

General Hotel Requirements

The hotel facility shall comply with the following general facility requirements:

1. Safe environment for U.S. government and contractor employees.

2. Shall be well maintained with aesthetically pleasing public areas.

3. Takes reasonable precautions to ensure the personal safety of their guests and their belongings to include working safes in each room occupied.

4. Corridors shall be well lighted. Interior signs for exits, elevators, and rooms shall be easily identified.

5.Restaurants and dining facilities shall be clean and well maintained.

6. The hotel shall perform routine services such as linen and towel exchange, making beds, and a thorough cleaning of rooms and baths on the same schedule and with the same level of service provided to all hotel guests.

Task Two: Major International Events

The Department of State, Bureau of Diplomatic Security, is responsible for coordinating protection for dignitaries and U.S athletes participating in international athletic events such as the summer and winter Olympics. DS is responsible for providing housing for TDY support provided by other agencies.

Support for international athletic events requires long term planning including multiple planning trips to overseas or international locations to identify potential sites for DS. Potential sites may include hotel type facilities or dormitory type facilities for individual agent support and temporary facilities to support the DS Protective Detail including office space. The contractor may identify these facilities independently, work within guidelines provided by international sports governing groups, work with host nation sponsoring groups or work with the appropriate U.S. Embassy.

This task may require domestic or international travel, transportation services, and/or audio visual services. It should allow for any unforeseen logistical requirements in order to meet the Department’s mission.

Task Three: Foreign Affairs Security Training Center (FASTC)

The Department of State, Bureau of Diplomatic Security, Foreign Affairs Security Training Center (FASTC) is responsible for providing hard-skills security training to State Department personnel and the foreign affairs community. DS is responsible for identifying lodging for course attendees, to include transportation to and from FASTC which is located at Ft. Bar Foot near Blackstone, Virginia. The hotel infrastructure immediately surrounding FASTC is inadequate to support the significant lodging anticipated for course attendees; therefore, DS anticipates that the majority of this task will be performed within a 65-mile radius of Blackstone, VA, although additional lodging is needed in the National Capital Region and other locations. The Government anticipates approximately 50,000 room nights annually to support this task. This task may require on-site management due to the volume of reservations required for course attendees. It should allow for any unforeseen logistical requirements in order to meet the Department’s mission.

Task Four: Department Hosted or Attended Events

The Department of State, Bureau of Diplomatic Security, is responsible for coordinating dignitary protection for foreign dignitaries and certain designated U.S. officials attending international conferences. Examples of conferences would include NATO meeting for foreign ministers, G-8 conference, G-20 conference, or other regional treaty group such as SEATO, or any conference that DS may be tasked to support.

Support for department hosted or attended conferences are often short fused and require high tempo planning to successfully execute. For meetings where the Secretary of State is not the senior U.S. official in attendance, coordination between other U.S. law enforcement agencies and various Department of Defense organizations may be required. For these meetings, another contractor may have the lead in coordinating facility usage. The contractor is expected to work seamlessly with that organization to ensure DS is able to execute our mission.

This task may require domestic or international travel, transportation services, and/or audio visual services. It should allow for any unforeseen logistical requirements in order to meet the Department’s mission.

Task Five: Short and Long Term Housing

The Department of State, Bureau of Diplomatic Security may require short and/or long term housing such as a U.S. dignitary’s travel weather related evacuations, or long term TDY support to a program office.

These circumstances vary in nature and in duration, with travel details often being unavailable until shortly before the period of performance is to begin. These tasks are short fused and require flexibility and high tempo planning to execute. These tasks may require work over U.S. holidays and/or weekends in order to meet the program requirements.

This task may require domestic or international travel, transportation services, and/or audio visual services. It should allow for any unforeseen logistical requirements in order to meet the Department’s mission.

Task Six: Other Tasks as Requested

The Bureau of Diplomatic Security often coordinates with the other bureaus and/or offices in the Department of State so closely that lodging and logistics services should also be made available to Department of State personnel not currently assigned to the Bureau of Diplomatic Security.

The above outlined tasks should serve as a guide for what should be expected when providing services on the requested contract. However, given the dynamic nature of the Department of State and the importance of the Department of State’s mission domestically and abroad, all tasks cannot be anticipated or foreseen.

Therefore, the program requests that all lodging and logistics services reasonably anticipated to support any U.S. Department of State mission or official be supported as requested.

This task may require domestic or international travel, transportation services, and/or audio visual services. It should allow for any unforeseen logistical requirements in order to meet the Department’s mission.

C-003 - TECHNICAL REQUIREMENTS FOR A COMMAND POST

Example Technical Requirements for a Command Post The below is intended to be an example of the technical requirements that may be requested to support a task.

Individual statement of works for each task order will provide the applicable requirements.

The Government requires access to the roof of the facility for the purpose of installing a temporary antenna/ repeater for communications. The Government requires the installation of temporary pre-wired telephone/ computer network service in the Command Post area. The extension of the phone/data circuits (from the telephone company) to and within the Command Post shall be the responsibility of the hotel. The Government shall be responsible for the installation/maintenance/repair/removal of the telephone/network lines. This may require the installation of jacks and module boxes in each room. The Government may require the assistance of a local technician for assistance. The local technician may be a hotel employee. The Government shall be responsible for the activation and deactivation of the services. The Government shall coordinate the necessary requirements with hotel management and the local telephone service provider.

On the day of arrival of DS Systems, the following actions are to be completed by the contractor and the hotel:

1. Tables placed according to floor plan set in advance with unfolded tablecloths placed over each table if requested.

2. Electrical extended to rooms that need additional power.

3. Rooms are cleaned and unnecessary furniture/furnishings have been removed.

4. Extend phone/data circuits to Smart Jacks located in the telephone closet on the floor where the DS Command Post is located.

5. Install CAT5e cables from the smart jack in the telephone closet on the DS Command Post floor to the designated DS Systems Room (currently five cables).

6. Provide one #6 or #8 ground wire from the building ground to the designated DS Systems room within the Command Post in order for DS technical staff to ground the telephone switch.

7. Phone Switch (shipped from State Department) and phones sets moved to the Systems Room.

8. Dedicated electrical circuits for the Systems room have been installed (currently four Dedicated 20 Amp circuits).

9. Provide a floor diagram with room dimensions.

10. The Government requires that the hotel inspect and test electrical outlets within the perimeter of the command post to ensure that they are in proper working order.

11. The Government requires that all mini bars within the command post area be emptied and made available for complimentary or personal items for staff on duty.

12. Briefing Rooms. The contractor shall set up two rooms within the Command Post area to be used as briefing rooms. The rooms shall be outfitted with a minimum of one half-sized banquet table, approximately 16 chairs, and adequate lighting. The contractor shall provide and set up in accordance with requirements to be provided 60 days prior audio visual equipment which may include large video screen, DVD projector, and necessary cables /connections for each briefing room.

13. VIP Briefing Room. The contractor shall set up one room within the Command Post area to be used as a briefing room. This room shall be furnished with 4 comfortable "lobby" type chairs and adequate lighting.

14. The Government will require access to a large conference room for a period of up to 7 (seven) days). The room should be sufficiently large to accommodate a minimum of 300 personnel for briefings. The seating should be in theater style with a head table, standing podium with microphone, wireless microphone, large projector screen, and video projector that is compatible with laptop computers. The contractor shall provide all electrical power cables and network cables for successful equipment operation. The Government will provide exact requirements approximately 60 days in advance.

15. The Government will require priority access to loading dock(s) and freight elevators on a 24/7 basis for the purpose of loading and unloading equipment used for the Command Post. The Government will make an effort not to interfere in the routine operations of the hotel. To minimized interference with internal and external hotel operations, Government will load and unload between the hours of 0001-0SOOHrs

16. Command Post. The contractor shall set up approximately 24 rooms to be used for administrative purposes.

The rooms shall be furnished with a mixture of banquet tables, 4 office chairs with wheels per room suitable for normal office duties, and adequate lighting. Standard hotel table cloths will be made available for each table. Government requests that extra lighting be made available in the form of either floor or table lamps in the command post rooms as required. These extra lamps shall be in addition to the normally provided lighting.

17. The Government may request the contractor to rent or lease high capacity or high speed color and/or black and white copiers, high capacity or high speed color and/or black and white printers, 42" plasma screen, projector for connection to laptop, Projector screen, Speakers, Microphone, DVD Player and high capacity shredding machines for use in the command post area. The Government requires that shredding machines be "cross cut" with material reduced to a size allowable for top-secret documents. The Government desires to have 24/7 maintenance support in place for the shredders with a maximum four-hour response time for service calls.

The Government requires to have 24/7 maintenance support or immediate equipment replacement support in place for the plasma screens, printers, and copiers. The Government shall provide equipment specifications at least 60 days prior to the start of each event.

18. The Government will attach a sample electrical load requirement for the command post as Attachment A. A chart showing the basic room set up is attached to the Task Order SOW as Attachment B. The normal equipment configuration for a room might be four to five laptop computers, two printers, lighting, and possibly one or more large screen monitors (plasma or led) and a fax machine.

19. The Government requires the hotel to have additional portable room air conditioners available for use should the ambient room temperature rise to a point that it becomes uncomfortable to perform routine administrative duties within the command post.

20. The Government requires that any remaining guest rooms on the floor designated for the Command Post, be made available to Government personnel only. The Government's use of the entire floor will simply our security requirements and reduce potential complications for the hotel.

21.. The Government requires 24/7 support from the vendor to monitor hotel compliance with the terms of this agreement. We anticipate two personnel on duty from 6 AM to 6 PM each day and a minimum of one person on duty overnight.

22. The Government requires 24/7 support from the vendor to resolve berthing issues and assist in handling early arrivals, late departures, and minimize penalty fees charged to the Government.

C-004 - DESCRIPTION OF LABOR CATEGORIES:

Travel Specialist:

Duties:

1. Conduct market research to identify facilities that meet the Government‘s requirements.

2. Prepare summary reports of market research

3. Participate in meetings with Government staff to discuss Government requirements to determine destination, travel arrangements, travel dates, financial considerations, and accommodation requirements.

4. Compute estimated cost of accommodations including fees.

5. Book hotel reservations using a computer or telephone.

6. Modify hotel reservations using a computer or telephone.

7. Provide the Government with public information on each site including website information, brochures, and publications containing travel information such as local customs, points of interest, or foreign country regulations.

8. Any other duties the offeror has determined will support this requirement

Required Knowledge, Skills and Experience

1. Ability to work with a computer to conduct market research, make reservations, draft reports.

2. Excellent written and oral communications skills in the English language.

3. Excellent customer service skills

4. Knowledge of principles and processes for providing customer and personal services. This included customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

5. Knowledge of principles and methods for showing and promoting products and services.

6. Knowledge of principles and methods for moving people by air, sea, rail, or road and the relative costs andbenefits.

7. Excellent clerical skills.

8. At least 2-5 years working in the travel industry

Program Manger At least eight years of successful experience in the travel industry including managing projects similar in complexity and scope to this requirement.

D-001 - SECTION D PACKAGING AND MARKING

RESERVED

F-001 - PERIOD OF PERFORMANCE

This contract shall be effective on the date of the Contracting Officer's signature, and shall remain in effect for twelve months;

thereafter, subject to the Government's exercise of four (4) one year options additionally.

Base Year: 08/16/2024 through 08/15/2025 Option Year One: 08/16/2025 through 08/15/2026 Option Year Two: 08/16/2026 through 08/15/2027 Option Year Three: 08/16/2027 through 08/15/2028 Option Year Four: 08/16/2028 through 08/15/2029

F-002 - PLACE OF PERFORMANCE

The principle duty location for this contract shall be: New York, NY for the UNGA requirement, Blackstone, VA for the

FASTC requirement and Rosslyn. Events elsewhere in the United States and worldwide will be specifically listed in the respective task orders.

F-004 - DELIVERABLES

The contractor shall provide the following deliverables:

(1) Quarterly Status Report The contractor shall provide a quarterly status report to the COR not later than 15 calendar days after the end of the preceding quarter.

The report shall include the following information:

Task Order Status – A summary report for each active order detailing the actions/milestones completed, accomplishments, problems encountered including corrective actions taken and current status. There shall also be a brief discussion of scheduled/planned activity for the next quarter.

Contract Financial - This section shall consist of a spreadsheet containing the following data:

Contract Title Contract Number Period of Performance Task Order Number(s) Task Order Title(s) Funding Period for each Task Order Total Funding Obligated for each Task Order

Funding Expended during the Quarter for each Delivery Order Total Funding Expended for each Delivery Order Funding Balance Remaining Notes/Comments

Information/Data provided in this section will remain on the report until directed to be removed by DO

Program Summary – This shall be an executive level summary of the overall program. It shall contain sufficient information to provide DOS with an accurate highlight of each area of the contract and should specifically address the following;

Schedules Budgeting Staffing Any other issues which might impact the contractors ability to perform.

(2) Final Activity Report

In conjunction with the submission of a final invoice, the Contractor shall submit three copies of the final Activity report to the Program Office not more than 30 calendar days after the expiration of the final contract period of performance.

01INV - DEPARTMENT OF STATE INVOICE INSTRUCTIONS

Invoice submission is only via the Office of Claims’ Commercial Claims Operations fax server, toll-free number: 866-483-3436, or DOSPayments@state.gov, unless otherwise indicated. Each invoice must be transmitted separately.

To constitute a proper invoice, the invoice must include the following information and/or attached documentation:

(1) Name and Address of the Contractor

(2) Dun and Bradstreet Universal Number System (DUNS)

(3) Date of invoice

(4) Unique Vendor Invoice Number - Our Financial System cannot accept the following characters: @ (at symbol), ~ (Tilde), & (Ampersand), ' (Apostrophe), " (Quotation) and spaces. Please do not include any of these characters as part of your invoice number.

(5) Remittance Contact Information

(6) Shipping Terms, Ship to Address

(7) Payment Terms

(8) Total Quantity of Items

(9) Total Invoice Amount

(10) Requisition Number, Contract Number and Order/Award Number, with modification number if applicable.

(11) Order line item number and information (see below instructions) The name and DUNS of the contractor on the invoice must match the information indicated on the order/award for proper payment.

IMPORTANT: For proper payment, the invoice must detail products and/or services delivered on a line item basis in direct accordance with the corresponding order/award/contract. Each line item must contain the following information:

(1) Description of the services rendered for each line item

(2) Line Item Quantity

(3) Line Item Unit Price

(4) Total Line Item Invoicing Amount

(5) Delivery Date

(6) Contract Line Item Number (CLIN)

(7) Order/Award Line Item Number if invoicing against a task or delivery order or Blanket Purchase Agreement (BPA) Please note that many task or delivery orders against Department of State or GSA contracts or blanket purchase agreements may have a separate and unique line item number in addition to the umbrella Contract Line Item Number (CLIN). The order line item number as well as the umbrella award CLIN must be referenced at each invoice line item level in such cases.

All payment to domestic claims will be disbursed by electronic funds transfer EFT. Vendors who are registered in the System for Award Management (SAM) should verify and re-confirm their financial information in the database prior to invoicing.

Vendors who wish to request a waiver of SAM or payment by check must submit their justification to their assigned contracting officer for consideration at least 30 days prior to billing. For vendors who are granted an EFT exception, the payment address on the invoice must match the remittance address in the vendor record cited in the award.

Additional correspondence should be addressed to:

Name:

U.S. Department of State Global Financial Services Attn: Office of Claims (RM/GFS/F/C) Charleston Financial Service Center Mailing Address:

Post Office Box 150008 Charleston, SC 29415-5008 Telephone Numbers:

Director’s Secretary Voice 843-202-3761 Official Office Hours: 8:00 am – 5:00 pm To request Payment Status on a Past Due Invoice contact:

Office of Claims Customer Service Email: commercialclaims@state.gov Phone: 877-704-9473 Toll Free Person to Contact: Supervisor, Vendor Claims Email: GFS-ChiefVC@state.gov

H-002 - SECURITY REQUIREMENTS

a) A facility security clearance at the SECRET level is required for contract performance in accordance with the DD Form 254, Department of Defense Contract Security Classification Specification, attached to this contract.

b) Since it will be necessary for some Contractor personnel to have access to classified material and/or to enter into areas requiring a security clearance, each Contractor employee requiring such access must have an individual security clearance commensurate with the required level of access prior to contract performance. Individual clearances shall be maintained for the duration of employment under this contract, or until access requirements change.

c) The Contractor may obtain a Department of State building pass for all employees performing under this contract who require frequent and continuing access to Department of State facilities in accordance with DOSAR 652.237-71 "IDENTIFICATION /

BUILDING PASS."

d) Performance of this contract shall be in accordance with the attached DD Form 254, Department of Defense Contract Security Classification Specification and FAR 52.204-2 "SECURITY REQUIREMENTS."

e) Classified material received or generated in the performance of this contract shall be safeguarded and disposed of in accordance with the National Industrial Security Program Operating Manual (DOD 5220.22-M).

H-003 - ADDITIONAL CLASSIFIED CONTRACT REQUIREMENTS

a) The Contractor shall comply with the Department of State security requirements in all security matters that may arise relating to this Contract.

b) Any subcontract that will involve access to classified information shall contain the provision of this clause. Additionally, any Contract Security Classification Specifications (DD Form 254) issued to a subcontractor under this Contract, shall be approved by the Bureau of Diplomatic Security, Office of Information Security, Industrial Security Division (DS/IS/IND).

c) The Contractor shall comply with the requirements of the National Industrial Security Program.

H-004 - FACILITY SECURITY CLEARANCE REQUIREMENTS

a) A facility security clearance at the Secret level is required for contract performance in accordance with the DD Form 254, Department of Defense Contract Security Classification Specification, attached to this contract.

b) Since it will be necessary for some Contractor personnel to have access to classified material and/or to enter into areas requiring a security clearance, each Contractor employee requiring such access must have an individual security clearance commensurate with the required level of access prior to contract performance. Individual clearances shall be maintained for the duration of employment under this contract, or until access requirements change.

c) The Contractor shall obtain a Department of State building pass for all employees performing under this contract who require frequent and continuing access to Department of State facilities in accordance with Bureau of Diplomatic Security Instructions.

d) Performance of this contract shall be in accordance with the attached DD Form 254, Department of Defense Contract Security Classification Specification and FAR 52.204-2 "SECURITY REQUIREMENTS."

e) Classified material received or generated in the performance of this contract shall be safeguarded and disposed of in accordance with the National Industrial Security Program Operating Manual (NISPOM) (32 CFR Part 117).

H-005 - DOS BUILDING PASSES

a) DOS building passes will be authorized by the COR for each contractor employee assigned to this contract.

b) All positions are subject to approval by the COR, subject to meeting DOS building pass and personnel security clearance requirements.

c) Permanent DOS building passes valid for up to three years will be issued to only those contract employees who have received Secret personnel security clearances.

d) Following an employee‘s resignation/separation, or changes in assignment, the contractor shall surrender the building passes to the COR immediately. The contractor shall report to the COR any building passes or personal identification items lost by contract employees. The contractor shall ensure that all government equipment issued the individuals is returned to the inventory. The contractor shall ensure that all employees sign a letter to acknowledge their understanding that all weapons and equipment is considered Government Furnished Equipment (GFE) and a failure to return same may be subject to criminal prosecution and loss of security clearances.

H-006 - NONPAYMENT FOR UNAUTHORIZED WORK

No payments will be made for any unauthorized supplies or services, or for any unauthorized changes to the work specified herein.

This includes any services performed by the Contractor of his own volition or at the request of an individual other than a duly appointed Contracting Officer. Only a duly appointed Contracting Officer is authorized to change the specifications, terms, and/or conditions of this contract.

(end of clause)

H-17 - Safety and Accountability for Everyone (SAFE) (DEC 2022)

All contractor employees, including subcontractor employees, requiring access to Department of State facilities and areas shall participate in the “Safety and Accountability For Everyone” (SAFE) system by providing their contact information in the system within 30 calendar days after the contract start date or the effective date of incorporation of this requirement into the contract, whichever is applicable, and maintaining its accuracy at all times. The contractor shall include SAFE enrollment/removal as an essential task in its onboarding and out-processing procedures as employees arrive/depart and promptly submit a SAFE service request via the IT Service Center or email AskSAFE@state.gov to request SAFE profile creation/removal. Contractors shall confirm their personnel take an active part in drills and respond to all test notifications. The contractor shall provide a semi-annual statement that affected contractor and/or subcontractor employees have registered or been removed from SAFE and participate in active drills and test notifications. The statement may be made via email to the Contracting Officer’s Representative (COR), or to the contracting officer if a COR is not assigned. The statement is due within 30 days of the effective date of this award, and every 6 months thereafter.

Note: The contractors, with COR's permission, may work from the Consulate, Embassy and State Annex based on the national or international event. Domestic Operation Protection will determine if the SAFE account activation is needed prior to an event only if the contractor is working in a State Department facility. The contractors shall not have a permanent work station at any State Department facilities for the duration of the contract.

J-001 - J-001 LIST OF ATTACHMENTS

TITLE:

ATTACHMENT 1: Pricing Schedule ATTACHMENT 2: Bidder - DD Form 254 at time of award

L-001 - INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS (Continuation of 52.212-1)

ADDENDUM to 52.212-1

(a) Provisions and clauses that are incorporated by reference (by Citation Number, Title, and Date) have the same force and effect as if they were given in full text. The following provisions are incorporated into 52.212-1 as an addendum to this solicitation:

(b) This is a solicitation for Commercial Item services as defined in FAR Part 12. The Source Selection methodology will use the trade-off approach. The Government will conduct a technical evaluation of the offeror's proposal to determine if it meets the requirements set forth in this solicitation. Price analysis will be conducted to determine if the overall price proposed is fair and reasonable. This procurement is being solicited under NAICS code 561510 Travel Agency: and small business size standard is $20.5 million.

(c) The Department of State is issuing this 100% Small Business Set-Aside Request for Proposal (RFP) to solicit offerors for the purpose of entering into a single Indefinite Delivery Indefinite Quantity( IDIQ) with Firm Fixed Price CLINs. This acquisition is being conducted in accordance with the procedures in Federal Acquisition Regulations (FAR) Part 12, and FAR Part 15. The resulting contract will be awarded for a base period of twelve (12) months with four (4) twelve (12) month option periods.

(e) All Offerors must be registered and have an active status in the System for Award Management (www.sam.gov) in order to be eligible for contract award. Offerors are reminded that failure to properly enroll in the SAM database and provide accurate Unique Entity Identifier (UEI) information shall make an offeror ineligible for award as described in FAR 52.204-7. Offerors may obtain information on SAM registration via: https://www.sam.gov/.

(f) Any contract awarded to a Contractor who at the time of award was suspended, debarred, and ineligible for receipt of contract with Government Agencies or is in receipt of a notice of proposed debarment from any Government Agency, is voidable at the option of the Government.

(End of provision)

L-002 - QUESTIONS REGARDING SOLICITATION

(a) Any questions regarding this RFP should be directed to the Contract Officer via e-mail at Mukherjees1@state.gov.

The deadline for submission of questions regarding this RFP is April 15 2024, 12:00 Noon, Washington DC Time/EST. Questions received after the above date and time may not be answered. Questions and the Government’s responses will be posted as amendments to the solicitation on SAM.gov

(b) The Department of State does not plan to hold a pre-proposal conference for prospective offerors. If, after a review of questions submitted by offerors, the Department of State believes a pre-proposal conference is necessary, one will be scheduled and all prospective offerors will be advised.

L-003 - COMMUNICATION CONCERNING SOLICITATION

Officer, may be contacted regarding this solicitation. Communication concerning this solicitation with any other Government personnel, including contractor support personnel, is prohibited unless specifically authorized elsewhere herein. If such contact occurs, the Offeror making such contact may be excluded from award consideration.

L-004 - PROPOSAL PREPARATION INSTRUCTIONS AND FORMATTING

This section will specify the contents and formatting for the offeror to use when preparing and submitting their proposal. The entire proposal shall consist of three (3) separate volumes as follows:

Volume I – Past Performance - Email one attachment with 8 page limit to Ms. Shayani Mukherjee at Mukherjees1@state.gov.

Volume II – Management Plan & Technical Proposal - Email one attachment with 25 page limit to Ms. Shayani Mukherjee at Mukherjees1@state.gov.

Volume III – Cost/Price Proposal - Fill in the firm fixed price fully burdened labor rate for…