4.02.2 Attach 2_Performance Work Statement_MILOPS2025.pdf

PERFORMANCE WORK STATEMENT (PWS)

HEADQUARTERS, U.S. INDO-INDO-PACIFIC COMMAND (HQ USINDOPACOM)

MILITARY LAW AND OPERATIONS STRATEGIC ENGAGEMENT 2025

HONOLULU, HAWAI

Period of Performance: 5 – 12 September 2025

Conference Dates: 8-11 September 2025 (4 days)

1.0 BACKGROUND

1.1 Headquarters, U.S. Indo-Pacific Command (USINDOPACOM) is located at Camp H.M. Smith, Oahu, Hawaii and is the headquarters of the Joint U.S. Pacific Command. USINDOPACOM is responsible for promoting peace, deterring aggression, responding to crisis and, if necessary, fighting and winning, to advance security and stability throughout the Indo-Asia-Pacific region.

1.2 The 36th Annual International Military Law and Operations (MILOPS) Strategic Engagement is an integral part of USINDOPACOM’s Theater Security Cooperation Program, offering a unique opportunity to share and exchange views with senior authorities in the legal, policy, and operational arenas whose mission it is to support their respective military and national security establishments. MILOPS provides an interactive forum for counterparts from more than 30 nations to discuss international legal issues and legal-policy-related topics of mutual interest. It also provides an opportunity to develop professional relationships with counterparts from a wide variety of backgrounds, professional experiences, and national traditions. The agenda topics may include legal issues associated with homeland defense, responses to terrorism, international armed conflict, and humanitarian assistance/disaster relief.

1.3 MILOPS will be attended by high-level dignitaries from across the INDO-Pacific as well as the Commander, USINDOPACOM, Admiral Samuel Paparo. The conference was last held in Manila, Philippines in 2024 and well attended by over 200 participants from throughout the USINDOPACOM Area of Responsibility, which spans 37 countries throughout Asia and the Pacific Region. Past attendees have included U.S. and foreign senior civilian and military leaders, civilian legal counsel and military legal advisors, as well as leading academics in international law and policy makers from ministries of State and Defense.

2.0 OBJECTIVE AND SCOPE

2.1 USINDOPACOM seeks a Contractor to provide Facility services for the 36th Annual International Military

Law and Operations Strategic Engagement being held from 8 to 11 September 2025 in Honolulu, Hawaii. The services required are function spaces to include the Main Conference Room, Administrative Command Center, Breakout

Rooms, locations for the Conference Photo and evening reception, and event support services.

SCOPE:

• The Contractor is responsible for providing all management, supervision, labor, conference rooms, hotel rooms, information technology/audio-visual equipment, and related supplies and services for MILOPS in early September 2025. The event site must be 3 Diamond or higher using Triple AAA hotel rating system.

• Approximately 200 participants will attend the conference.

• Any cancellation of required services before or during the performance period shall be at no additional cost to the U.S. Government if the U.S. Government provides cancellation notice to the contractor at least 30 days prior to the date of services.

2.2 The Contractor shall provide the following:

a. Conference venues, including rooms for general sessions, and special purpose meeting rooms.

b. Billeting accommodations. All conference participants are to be housed in the same hotel venue.

c. Requirements relating to the Conference include security, light refreshments, audio-visual equipment, office equipment, adequate power supply, telecommunications services, administrative supplies, linen services and internet connectivity.

d. Event Coordinator services to facilitate all requirements described in this PWS. These services shall be available throughout the period of performance and a point of contact (POC) shall be reachable via cellular phone.

2.3 Period of Performance: 5 – 12 September 2025

Actual Conference Dates: 8-11 September 2025 (4 days)

3.0 PERFORMANCE & SERVICE REQUIREMENTS

The Contractor shall provide management, security, meeting and billeting accommodations, and related supplies and services. Contractor services shall include scheduling and providing venue rooms, set-ups, and coordination of scheduled events in the proper setting.

3.1 MEETING ROOM REQUIREMENTS

Meeting rooms provided shall be located no lower than the 2nd floor of the Contractor’s facility to provide for limited and controlled security access. The Contractor shall provide access to the rooms for the Government’s exclusive use for the period of performance as defined below and in the Meeting Room Requirements Summary Table A.

3.1.1 Main Conference Room (MCR):

The MCR will be used for General Sessions of the conference from 7:00 am to 5:00 pm daily Monday, 8

September through Thursday, 11 September 2025. The MCR must be co-located at the venue selected. The attendees’ seating will have an unobstructed view of the Main Stage. Under no circumstances may any sound from adjoining rooms or other areas of the facility interfere with the presentations. The MCR must be completely set up and fully operational with all required computers, A/V equipment, tables, chairs, stage, etc. by noon (12:00

P.M.) of the day prior to the conference start date in order to test IT equipment and perform a general inspection of the completed conference room setup.

The MCR shall meet the following requirements:

a. Size/Availability: Minimum room size of 2,500 square feet to accommodate 200 participants with classroom style seating.

b. Contain sufficient electricity supply to provide power to the requirements listed in the Information

Technology/Audio Visual portion of this Performance Work Statement (Paragraph 3.2.2).

c. Controlled Access: MCR to have controlled access (locking door) with three (3) keys provided to conference organizers. The Government shall be able to physically secure the room during period of non-operation, accessible only to conference and housekeeping personnel.

d. Fully adjustable light intensity and climate controls for the room.

e. Table/Chairs: Conference table arranged to accommodate 200 delegates at a square or rectangular skirted tables and chairs set up classroom style with central aisles to comfortably accommodate two hundred (200) conference participants. Bottled water (and drinking glasses) to be pre-set on each table for each conference attendee daily.

f. Main Stage: A main stage to be placed front-center of the Main Conference Room. The specific requirements of the main stage are listed below.

i. The stage is to be raised approximately sixteen inches (16”) above the height of the room floor. The stage is to be of sufficient size to hold the required personnel, tables, chairs, and one (1) LED Wall

(P3 Led Wall, 3 x 5m), aluminum Platform, Cat 5 Cables and Links, Power Pack, Laptop for Video

Playback, V4EX Video Mixer, and/or any peripherals required to operate the LED Wall (3 feet above stage and centered on stage), as outlined in this PWS.

ii. Two (2) coffee tables and/or end tables with 6-10 chairs to be placed offstage at stage-left to accommodate different stage setup for speakers and panels. Bottled water and serving glasses to be pre-set on each table for conference speakers and panel members, to be changed between panel sessions.

iii. A podium or lectern (free of scuffs and visible damage) provided and arranged at stage right.

Contractor will provide the Government with the podium dimensions one (1) week after award of contract so that the Government will be able to create and provide its own MILOPS podium signage or Contractor shall present the MILOPS logo if the podium allows digital display.

iv. The view of the Main Stage from all conference participant seating areas must not be compromised or altered by structural support columns or partial walls.

g. Final Room Arrangement: It is anticipated the Government will conduct a post-award conference to make final arrangements with the Contractor as to the layout/organization of the Main Conference Room immediately after contract award.

h. Reception Area/Break Space: Provide a reception area adjacent to the Main Conference Room for refreshments, coffee station, and reception (high-top) tables. The hotel shall provide two (2) breaks;

morning and afternoon coffee/tea and light refreshments.

i. Miscellaneous: Provide one (1) white board with markers and easel or display stand to write announcements for delegates. The break area is to be available to conference attendees

3.1.2 Administrative Command Center (ACC) / Registration Area:

The ACC will be used by government personnel to perform administrative and operational functions including command and control of key personnel, security operations center, pay operations, equipment support, registration, and conference closeout from 10:00 AM on Saturday, 6 September through 5:00 pm on Thursday, 11 September

2025.

The ACC shall meet the following requirements:

a. Size/Availability: Minimum size of 750 sq. ft. to comfortably accommodate seven (7) workstations.

b. Contains sufficient electricity supply and power strips to provide power to the computers and copy machine listed in the Information Technology/Audio Visual portion of the Performance Work Statement (Paragraph

3.2.3).

c. Controlled Access: ACC to have controlled access (locking door) with three (3) keys provided to conference organizers. The Government shall be able to physically secure the room during period of non-operation, accessible only to conference and housekeeping personnel.

d. Fully adjustable light intensity and climate controls for the room.

e. Tables/Chairs: Contain seven (7) six-foot (6’) skirted tables with two chairs each. Tables to be arranged

U-shaped style to accommodate the flow of participants through the room and different stations (e.g.

registration/conference check-in, conference materials, information desk, etc.).

f. Telecommunications: Contain one (1) house phone line with in-house and local calling capability, one (1) direct dial commercial phone line with conference phone number/long distance access. Five (5) high-speed broadband or WI-FI internet connections are required for the ACC (connections will be used for registration, administration, paying agent, conference coordinator, and speaker coordinator). See paragraph titled “Information Technology/Audio Visual Requirements” in this Performance Work Statement for a complete description.

g. Miscellaneous: Provide one (1) white board with markers and one (1) message board with pins or magnets and appropriate easels or stands, waste baskets, and nearby access to restrooms.

h. Final Room Arrangement: In the ACC, the Paying Agent Station will be separated with dividers and include one (1) table, (2) chairs, and a separate lounge area. It is anticipated the Government will conduct a post-award meeting immediately after contract award to make final arrangements with the Contractor as to the layout/organization of the ACC and all other spaces.

3.1.3 Breakout Rooms:

The Breakout Rooms serve as the meeting room for bilateral and multilateral discussions between allies and partners attending the conference from 7:00 am on Monday, 8 September through 5:00 pm on Thursday, 11 September

2025.

The Breakout Rooms shall meet the following requirements:

a. Size/Availability: Two (2) rooms shall be provided with a minimum size of 500 sq. ft. to accommodate twelve (12) participants each.

b. The room location shall be within the vicinity of the Main Conference Room.

c. Controlled Access: The Government shall be able to physically secure the room during period of non-operation, accessible only to conference and housekeeping personnel.

d. The Government shall have 24-hour access.

e. Tables/Chairs: Breakout Room #1 contains one (1) boardroom style table no less than six-feet (6’) with twelve (12) executive chairs. Table to be arranged executive conference room style. Breakout Room #2 will comfortable accommodate two (2) persons with two (2) club/lounge chairs and coffee tables and/or end tables to support high level one on one engagement(s). Room will be arranged lounge style for the two participants and have four to six additional chairs and a table in the background for their executive staff members.

f. Miscellaneous: Each room contains one (1) white board with markers and one (1) message board with pins or magnets and appropriate easels or stands, waste baskets, and nearby access to restrooms.

MEETING ROOM REQUIREMENTS SUMMARY TABLE A

Meeting Rooms Qty. Room Size

# of

Persons

PWS

Paragraph

Inclusive Dates / Times

1.

Main Conference

Room (MCR)

1 2,500 sf 200 3.1.1

7 Sep (Sun), 12:00PM: MCR to be set up in order to test AV equipment and view layout.

8-11 Sep (M-TH), 7:00AM-5:00PM daily

(4 full days)

2.

Administrative

Command Center

(ACC) /

Registration Area

1 750 sf 7 3.1.2

7 Sep (Sun), 12:00PM: Registration for early arrivals.

8-11 Sep (M-TH), 7:00AM-5:00PM daily

(4 full days)

3.

Breakout Rooms

(BR) 2 500 sf 12 / 6 3.1.3 8-11 Sep (M-TH), 7:00AM-5:00PM daily

(4 full days)

3.2 INFORMATION TECHNOLOGY/AUDIO VISUAL REQUIREMENTS (IT/AV)

The IT/AV requirements are listed below.

3.2.1 IT/AV Technician:

a. The IT/AV person is required to provide technical support for the engagement and perform the following tasks: Set up all IT/AV equipment and conduct testing to ensure proper operation; troubleshoot and resolve any IT/AV equipment deficiencies in the most efficient manner; assist conference participants with using

IT/AV equipment; and disconnect/break down equipment after the last day of the engagement.

b. Following proper set-up/troubleshooting, only one (1) on-call technician is required to cover all technical support services throughout event.

3.2.2 Main Conference Room IT/AV Requirements:

a. LED Wall: P3 LED Wall. 3 x 5m. LED Wall and all peripherals to include but not limited to Aluminum

Platform, Cat 5 Cables and Links, Power Pack, Laptop for Video Playback, and Roland V4EX Video mixer or equivalent. LED Wall to be centered on the stage and raised 3 feet so as to not be obstructed by those seated on stage.

b. Projectors: As needed, two (2) projectors and screens on either side of the stage to allow for slide or video presentation to those members that may not have a clear line of sight to the LED Wall.

c. Sound System: Sound system and/or audio mixing console for clear and audible presentation appropriate for room size. Ten (10) total microphones - four (4) located on the main stage tables to be used by panel members/speakers (wireless/hand-held mics with boom stand); four (4) floor microphones positioned throughout the Main Conference Room to be used by conference attendees (wireless/hand-held mics with boom stand); one (1) lapel clip-on microphone; and, one (1) microphone at the podium located stage right

(wireless/hand-held mic with boom stand).

d. Computers: Two (2) laptop computers (mouse included) with Windows XP, Microsoft Word, Microsoft

PowerPoint, Microsoft Excel, and Adobe Acrobat software installed. Computers must have CD/RW and

USB capability. Computers must also have ample Random Access Memory (RAM) to process large graphic files with sound, ease, and efficiency (computers must not freeze due to insufficient RAM).

Computers’ speaker system to be connected to main sound system. Tables with computers will be set up along the wall in front of stage right.

e. A/B Switch Box: An analog A/B switch box must connect the two (2) computers mentioned above, as the agenda coordinator will be switching back and forth between presentations on both computers WITH

ASSISTANCE FROM THE IT/AV TECHNICIAN.

f. Repeater: One (1) 50” LCD monitor (repeater) to be placed adjacent to the podium on the main stage conference room.

3.2.3 Command Center IT/AV Requirements:

a. Copy Machine: One (1) high speed/high volume photocopy machine with stapling and duplex capability

(black, white and color). The copy machine is required from 10:00 am on Saturday, 6 September through 5:00 pm on Thursday, 11 September 2025.

b. Computers: Five (5) laptop computers (mouse included) with Windows XP, Microsoft Word, Microsoft

PowerPoint, Microsoft Access, Microsoft Excel, Microsoft Outlook, Adobe Acrobat Reader, and Internet

Explorer software installed. In addition, each computer must have CD/RW capability and USB ports.

c. Internet: All five (5) computers in the Command Center must be connected to a high-speed broadband or

WI-FI Internet connection.

d. Printers: Two (2) high-speed color laser printers (NOT inkjet) networked to the five (5) computers in the

Command Center as described above in paragraph 3.1.2. The printers must be capable of producing color, 8 ½” X 11” conference certificates on cardstock type paper, table tents for assigned seating, and nametags with speed and efficiency.

3.3 BILLETING REQUIREMENTS

The contractor should provide the minimum billeting requirements for all anticipated guests:

a. Hotel shall accept cash, credit and debit cards.

b. Individual room with in-room sanitary facilities. Minimum apportionments include King size bed, bedding, and accompanying utilities such as heating/air conditioning, lighting, hot and cold water, linens and toiletries seven days a week. Sanitary facilities shall include in-room toilet, sink and shower.

c. Dining Facilities: The hotel shall have a full-service restaurant serving three meals daily to include

Western style cuisine starting at 6:00 A.M. and concluding after evening meal service at approximately 8:00

P.M., or provide a listing of multiple restaurants within a safe and walkable one-half kilometer radius of the hotel facility that serve breakfast, lunch and dinner to include Western style cuisine. Hotel shall have at least one restaurant within one-half kilometer of the hotel facility that is open for meals 24 hours per day or provides food delivery services 24 hours per day. Hotel shall have ice and beverages vending machines available for guest use. Individual participants are responsible for paying for meal services.

d. Laundry: Onsite self-service washers, dryers, or hotel provided laundry services shall be available for use, or a laundry facility must be available within safe and walkable one-half kilometer radius. Laundry will be at personal expense to participants.

e. Rooms shall have operable dead bolt locks on doors and operable locks on the windows.

f. Rooms shall be free from mold, mildew and foul odors.

g. Rooms shall be free of pest infestation including but not limited to vermin, ants, flies, mosquitoes, bedbugs and cockroaches.

h. Windows and/or sliding glass doors shall have working locks and curtains, shades or blinds.

i. Hotel provided room upkeeps shall include daily cleaning, changing of linen at least twice a week, and replenishment of toiletries. Extra blanket and pillows shall be available upon request.

j. Rooms shall not be adjacent to any entertainment establishments (e.g. restaurant bar, pub, discotheque, stadiums, casinos or playing fields) that can be heard from inside the rooms.

k. Elevators shall be available if there is more than one floor.

l. Clock and telephone shall be in each room. Local phone calls shall be free.

m. Hotel internet access shall be available in hotel rooms and/or in the hotel, lobby and participants shall have access to an on-site business center at no additional cost.

n. Satellite or cable color television shall be available in each room with at least one English speaking news channel available. Each room shall have a functioning television with a working remote control and functional batteries.

o. Closed-Circuit Television (CCTV) operating in the lobby area.

The contractor shall provide the below mandatory hotel requirements:

a. Room Furnishing: Bed size shall be at least a King-size mattress or approximately equal, with bedside lighting, an illuminated workspace/desk with desk chair, an upholstered lounge chair and bedside table, a dresser and full-length mirror with a mirror in the bathroom, and ice container and glasses.

b. Refrigerator for individual use within each room.

c. Microwave for individual use within each room or available 24/7 on the hotel grounds.

d. Secure Storage Space. Per industry standard, hotel shall offer secure luggage storage space for participants who temporarily move from the hotel or whose rooms are not ready upon arrival/departure. The Government shall not be liable for any porterage service fees.

3.3.1 Guest Speaker Hotel Rooms:

The Contractor is required to block and hold forty (40) hotel rooms (single occupancy) for Guest Speakers. The rooms to be a minimum of 250 sq. ft. of living space and equipped with a TV, phone, and in-room safe. Funding for Guest Speaker Hotel Rooms shall be paid with funds from the contract.

a. Anticipated check-in date for most guests is Sunday, 7 September 2025 and check-out on Friday, 12

September 2025. Guests may check-in earlier and check-out later than these anticipated dates as they are traveling into Hawaii from around the world. Billing is for 5 nights per person (200 room nights). The

Contractor will accept registrations directly from guests who identify their participation in MILOPS.

Contractor will provide a hotel reservation registration link to the conference organizers to post on the conference website for funded participants. The Contractor will transmit a weekly update of room reservations and transportation requests to the conference organizers.

b. For Guest Speaker Hotel Rooms, the Government is only liable for the basic room rate charge, taxes, and other customary room charges for these rooms.

c. The hotel shall ensure that not less than forty (40) rooms (200 room nights) are available for reservation at or below the maximum government lodging rate prescribed in the Joint Travel Regulation (JTR), applicable on the days of the event. The hotel shall waive resort fees. These rooms will be made available up until two (2) weeks prior to commencement of this conference.

d. If the guests staying in these rooms incur additional charges such as dinner, room service, phone calls, and/or other services, it is the responsibility of the Contractor to collect payment of these non-room rate charges from the guest. The Government shall not be liable for any non-room rate charge for these rooms.

e. Due to protocol and other considerations, the Contractor will verify and coordinate rooming assignments and room upgrades for VIPs with the Conference Organizers.

3.3.2 International Attendee Hotel Rooms:

The Contractor is required to block and hold sixty (60) hotel rooms (single occupancy for International Attendees.

The rooms to be a minimum of 250 sq. ft. of living space and equipped with a TV, phone, and in-room safe.

Funding for International Attendee Hotel Rooms shall be paid with funds from this contract.

September 2025. Guests may check-in earlier and check-out later than these anticipated dates as they are traveling into Hawaii from throughout the Pacific Region. Billing is for 5 nights per person (300 room nights). The Contractor will accept registrations directly from guests who identify their participation in

MILOPS. Contractor will provide a hotel reservation registration link to the conference organizers to post on the conference website for funded participants. The Contractor will transmit a weekly update of room reservations and transportation requests to the conference organizers.

b. For International Attendee Hotel Rooms, the Government is only liable for the basic room rate charge, taxes, and other customary room charges for these rooms.

c. The hotel shall ensure that not less than sixty (60) rooms are available for reservation at or below the maximum government lodging rate prescribed in the Joint Travel Regulation (JTR), applicable on the days of the event. The hotel shall waive resort fees. These rooms will be made available up until two (2) weeks prior to commencement of this conference.

d. If the guests staying in these rooms incur additional charges such as dinner, room service, phone calls, and/or other services, it is the responsibility of the Contractor to collect payment of these non-room rate charges from the guest. The Government shall not be liable for any non-room rate charge for these rooms in this contract.

e. Due to protocol and other considerations, the Contractor will verify and coordinate rooming assignments and room upgrades for VIPs with the Conference Organizers.

3.3.3 Other Blocked Hotel Rooms:

The Contractor is required to block and hold one hundred (100) hotel rooms (single or double occupancy rate) for self-funded conference attendees (in addition to the Guest Speaker and International Attendees hotel rooms) who may be staying at the hotel. The rooms to be a minimum of 250 sq. ft. of living space and equipped with a TV, phone, and in-room safe. The Government will not incur any financial liability for these rooms; participants will pay the hotel directly for all costs including room and/or applicable tax. These participants will contact the hotel directly to place their reservations and guarantees by referencing the MILOPS conference.

September 2025. The Contractor will accept registrations directly from guests who identify their participation in MILOPS. Contractor will provide a hotel reservation registration link to the conference organizers to post on the conference website for self-funded participants. The Contractor will transmit a weekly update of room reservations and transportation requests to the conference organizers.

b. The hotel shall ensure that not less than one hundred (100) rooms are available for reservation at or below the maximum government-lodging rate prescribed in the Joint Travel Regulation (JTR), applicable on the days of the event.

c. The guests staying in these rooms are responsible for paying the room rate and all other charges to the

Contractor. The Government shall not be liable for any charges associated with the Other Blocked Hotel

Rooms. The hotel shall waive resort fees.

d. Due to protocol and other considerations, the contractor shall verify and coordinate rooming assignments and shall provide courtesy room upgrades for VIPs with the Conference Organizers.

e. In the case where a room is reserved, but the guest does not arrive, the Contractor has the right to pursue a cancellation charge against the guest per the hotel’s normal commercial practice. In the case of any cancellation charge associated with Other Blocked Hotel Rooms, the Government will not be liable.

3.4 OTHER SERVICE REQUIREMENTS:

The Contractor shall provide parking, administrative supplies, a location for a Conference photo, and a location for an evening cocktail reception as defined below.

3.4.1 Parking:

a. The Contractor shall provide complimentary parking passes for VIPs and allow 24-hour entry and exit for parking of US Government staff vehicles for the duration of the conference.

b. Validated self-parking less than or equal to $15 for local conference participants. All parking charges will be the responsibility of the individual. The Government is not responsible for paying any parking charges.

c. Overnight self-parking less than or equal to $45. All parking charges will be the responsibility of the individual. The Government is not responsible for paying any parking charges.

3.4.2. Administrative Supplies: The Contractor shall provide basic supplies for 7 employees. Examples include hand sanitizer, cleansing wipes, trash can(s) with liners, and (1) dry erase board with markers/eraser.

3.4.3. Conference Photo: The Contractor shall provide a scenic indoor or outdoor location such as poolside, garden, or terrace to comfortably accommodate 200 participants in several rows:

a. The Contractor is required to provide set-up of one row of chairs for VIP seating and steps, risers, and/or platform to raise the additional guests to facilitate the photo of 200 personnel on multiple levels.

b. The Contractor shall provide a ladder to raise the photographer 6-8 ft.

c. The Contractor shall provide a contingency location in case of inclement weather conditions

4.0 QUALITY ASSURANCE

4.1 The Contractor is responsible for implementing and maintaining a Quality Control Program (QCP) to ensure that the work performed meets or exceeds contract requirements and results in the correction of potential and actual problems. The QCP shall be implemented on the first day of contract performance.

4.2 Periodic Planning and Progress Meetings: The Contracting Officer, Conference Organizers, and/or other

Government personnel, as appropriate, may meet with the Contractor before and during the conference to review the

Contractor's performance. At these meetings the Government representative will apprise the Contractor of how the

Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

5.0 CONTRACTOR QUALIFICATIONS/REQUIREMENTS

5.1 The Contractor shall be an authorized and licensed facility provider in Honolulu, Hawaii. The Contractor’s facility shall have a minimum 5-star industry standard hotel rating. The Contractor shall represent that the following facility conditions exists:

a. That no major or minor construction or remodeling work is being scheduled or accomplished during the period of performance which would, in any way, affect, interfere, or detract from the conference.

b. The facility meets the U.S. Force protection requirements (requirements listed herein). This includes but is not limited to being capable of being secured to protect a large group of high-ranking military officers, and the ability for security personnel to isolate and guard the facility. The inability to isolate the facility for any reason would deem the facility as indefensible and unacceptable as a conference venue.

c. The facility has a Business Center for the use of all participants. The use of these services and any charges incurred by any individual participant is the sole responsibility of the individual obtaining these services.

5.2 Physical Security requirements: Due to the high-profile nature of the Conference, the following physical conditions shall be present for both billeting accommodations and conference venues:

a. The facility has a 24 hour-a-day security staff. Trained security personnel available at all times with specific training in the special security conditions that exist for high level multi-national participants and conference security considerations for participants.

b. Ability to provide direct radio communication with the hotel security staff via radio or other secured method.

The Contractor staff shall have the means of contacting Police/Fire/Medical assistance as required.

c. Closed Circuit Television (CCTV) throughout the property with 24/7 security monitoring and observation by dedicated Contractor security staff.

d. Conference participants are to be housed in the same hotel building. The compact location preferred provides better group control in the event of an emergency or the need to secure the perimeter.

e. The facility is located off main thoroughfares and free public access to facilities is restricted.

f. The facility has protected access from street – as defined, the Contractor’s facility is set back from any major roadways and access points can be used as chokepoints if required by security personnel. The facility physically has installed barriers that would prevent vehicles from directly entering the lobby.

g. Motorcade staging area does not impede normal traffic, and a lane is available that can be removed from normal traffic flow or a parking lot with contiguous space for participant’s vehicles. The staging point is convenient to the point where those traveling in the motorcade leave the building.

h. The upgraded and suite floor(s) shall be controlled/secured by the Contractor, reconfiguring fire escape doors for “exit only” operation during the period of performance.

5.3 Heightened Vigilance: The Contractor and the facility have an obligation to be alert at all times in order to contribute to the protection of Conference participants. The Facility personnel shall immediately report to the

Government representatives any sign of suspicious activity in or around the site of the performance. Suspicious activities include, but are not limited to, unauthorized personnel or vehicles in the vicinity of the site of performance, unusual equipment or movement of persons or supplies, and any other activity that may be perceived as a threat to

Conference participants. The Contractor also has an obligation to report any such activity perceived outside the site of performance, if such activity could reasonably have an impact on the site of performance or could be perceived as a threat to conference participants.

5.4 All work performed shall be in accordance with Federal, State, and local laws, regulations and procedures.

5.5 Security Requirements: This contract does not require a security clearance level or clearance granted by the

Defense Security Service. Should contractor personnel receive or suspect they have learned of classified information beyond their level of clearance, the Contractor shall identify and immediately report suspicions to the TPOC.

6.0 PERSONNEL

6.1 The Contractor shall furnish sufficient personnel to perform all work specified within this contract. Personnel provided shall be fluent in spoken English. The Contractor must at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS.

6.2 When performing work associated with this PWS, the contractor employees shall clearly identify themselves

(i.e. company shirt, pin, visible company identification, etc.) to avoid creating an impression that they are Government personnel when it is not obvious to third parties

6.2.1 Contractor personnel shall not manage, supervise, direct, or task U.S. military, DOD civilians or other personnel not associated with the Contractor while performing the tasks within this PWS.

6.2.2 Contractor personnel shall not make any commitment which commits the expenditure of U.S. Government resources.

6.2.3 Contractor personnel shall not establish an employee-employer relationship with USINDOPACOM under this PWS.

6.2.4 The Contractor shall not provide personal services to USINDOPACOM. If Contractor employees are directed by any government employee at any time to perform services not covered under this contract, the Contractor shall immediately notify the TPOC.

TECHNICAL POINT OF CONTACT (TPOC)

Ms. Judith (Judie) M. Roe

808-477-6372 judith.m.roe2.civ@us.navy.mil mailto:judith.m.roe2.civ@us.navy.mil