A.2 PANAMAX 2024 MNFS PIC Event Hotel PWS_KS_QA reviewed.pdf

United States Army South (ARSOUTH) Panamax 2024 (PMX 24)

Performance Work Statement (PWS) Lodging, Catered meals, Ball Room/Conference room, WIFI, printing and Audio/visual

Multi-National Forces South (MNFS) Planning in Crisis Event (PIC) Event 21-27 Apr 2024 As of: 1/8/2024

410th Ver 1 2023-10

Part 1 General Information

1. GENERAL: This is a non-personal services contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees. The United States (U.S.) Government shall not exercise any supervision or control over the Contractor’s employees performing the tasks herein. Such contract employees shall be accountable solely to the Contractor who, in turn shall be responsible to the U.S. Government.

1.1 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to provide contract lodging, conference rooms, catered meals, WIFI, printing, and audio-visual services as defined in this PWS except for those items specified as government furnished property (GFP) and government furnished services (GFS). The contractor shall perform to the standards in this contract.

1.1.1 The hotel shall be located within the San Antonio International Airport/Hwy 410 area within a 5-mile radius of Joint Base San Antonio (JBSA). The hotel must be a hotel that has been assessed and approved by US Army South, Operational Protection Division (OPD) as a hotel in a safe, low crime area, as determined in the Criminal Threat Assessment (CTA) Reports.

1.1.2 Hotel shall be in an area that has local restaurants within a .5-mile walking distance from the hotel.

1.1.3 The hotel shall have a full-service restaurant on property and can cater meals and provide room service.

1.1.4 The hotel shall have a loading and unloading parking area that is able to accommodate parking for one (1), 44 passenger bus for loading and unloading of personnel. The Hotel shall have an access controlled and monitored parking garage/lot that provides physical security of personnel and government rental vehicles.

1.1.5 The hotel shall have gym and pool facilities within hotel property.

1.1.6 The Contracting Officer Representative (COR) will identify those individuals on the guest list whose rooms will be paid by the US Government, under the contract. The US Government will not pay for telephone calls, mini-bar, room service, cell phones, and hotel charges other than those specifically provided for in this contract.

1.2 Background. Lodging, conference rooms spaces, catered meals, WIFI, Audio-visual and printing equipment services for United States Army South (ARSOUTH, also referred to herein as “the Government”) in support of PANAMAX 2024 Multi-National Forces South (MNFS) Planning in Crisis (PIC) Event.

1.3 Objectives. The Contractor provides the Government with lodging, conference/event room spaces, catered meals, WI/FI, printing, audio/visual equipment and services.

1.4 Scope. The Contractor shall provide non-personal services and deliver to the Government, Lodging, conference rooms spaces, catered meals, WIFI and audio/visual, and printing equipment, The Contractor shall accomplish tasks as outlined in Part 5 of this PWS and as specified in Tables 1-2, Attachment 1-5, and Technical Exhibit 1 in coordination with the Contracting Officer (KO) and COR. The COR will be on site for coordinating activities and monitors all technical aspects of the contract and assists in contract administration.

1.5 Period of Performance. 21-27 Apr 2024

Performance Work Statement (PWS) Lodging, Catered meals, Ball Room/Conference room, WIFI, printing and Audio/visual

Multi-National Forces South (MNFS) Planning in Crisis Event (PIC) Event

1.6 General Information:

1.6.1 Quality Control Plan (QCP). Reserved.

1.6.2 Operations Security (OPSEC) SOP/Plan Requirements: The Contractor shall implement and maintain an OPSEC program for preventing the disclosure of critical information or sensitive information which could jeopardize the Government’s ability to execute its mission or to adequately protect its personnel and/or equipment.

The Contractor shall develop an OPSEC Standing Operating Procedure (SOP)/plan within 90 calendar days of contract award to the Contracting Officer Representative (COR) or Contracting Officer (KO) to be reviewed and approved by the Government OPSEC Officer on the supporting installation. The SOP must contain a training plan that includes an initial OPSEC brief, continuous awareness, and annual OPSEC training. Awareness/training includes, but not limited to information disclosure via letters, conversations, photographs, resumes, electronic mail (e-mail), Social media/networking sites, dissemination of information and documents disposal. OPSEC Program shall fully comply with the provisions of AR 530-1, Operations Security.

1.6.3 Quality Assurance (QA). The government shall evaluate the contractor’s performance under this contract in accordance with (IAW) the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed IAW the performance standards and contract quality requirements are met. Contract quality requirements” means the technical requirements in the contract relating to the quality of the product or service and those contract clauses prescribing inspection, and other quality controls incumbent on the contractor, to ensure the product or service conforms to the contractual requirements. It defines how the performance standards will be applied, the frequency of surveillance, the performance threshold, and deductions, if applicable.

1.6.4 Recognized Holidays. The Contractor is not required to perform services on holidays.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day Juneteenth Day

1.6.5 Hours of Operation: The contractor is responsible for conducting business between the hours of 6:00 AM – 9:00 PM, Sunday to Sunday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor shall, always, maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.6.6 Place of Performance. The Hotel and work to be performed under this contract shall be located within the San Antonio International Airport/Hwy 410 area, within a 5-mile radius of JBSA. The hotel must be a hotel that has been assessed and approved by US Army South, Operational Protection Division (OPD) as a hotel in a safe, low crime area, as determined in the Criminal Threat Assessment (CTA) Reports.

Performance Work Statement (PWS) Lodging, Catered meals, Ball Room/Conference room, WIFI, printing and Audio/visual

Multi-National Forces South (MNFS) Planning in Crisis Event (PIC) Event

1.6.7 Type of Contract. The government anticipates the award of a firm-fixed price contract.

1.6.8 Access and General Protection Policy and Procedures: The contractor shall be responsible for establishing written policies, procedures and applicable training for all hotel staff concerning access control and general protection to include, but not limited to: room key issuance, room key replacement, response to non-guests, deliveries to guests, emergency response, severe weather conditions, storage of guest valuables, theft, etc.

1.6.8.1 FPCON: In addition to the changes otherwise authorized by the changes of clause of contract, should the US Government Force Protection Condition (FPCON) at any individual installation change, the Government may require changes in contractor security matters or process in accordance with DoDI 2000.16. During FPCONs Charlie and Delta, only contract services that have been deemed “mission essential” by the Government will continue. Contract services will resume when the FPCON is reduced to Bravo or lower.

1.6.8.2 Physical Security. Reserved

1.6.8.3 Escorts. Reserved

1.6.8.4 Personnel Security Clearance Requirements. Reserved

1.6.8.5 Background Checks: Reserved

1.6.8.6 Uncleared Contractor Common Access Card (CAC) Credentialing and Access Procedures: Reserved

1.6.8.6.1 Contractor Common Access Card (CAC) Eligible Requirements. Reserved

1.6.8.6.1.1 Federal Installation/Facility Access. Reserved

1.6.8.6.2. Contractor Non-CAC Eligible Requirements for DOD Facility and Installation Access. Reserved

1.6.8.7 Employment Eligibility. Reserved

1.6.8.8 Access to Government Information Systems. Reserved

1.6.8.9 Key Control. Reserved

1.6.8.10 Lock Combinations. Reserved

1.6.9 Post Award Conference/Contract Periodic Progress Meetings. The Contractor shall attend the post award meetings convened by the contracting activity or contract administration office IAW Federal Acquisition Regulation (FAR) Subpart 42.5. The KO, COR, with other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the KO 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. Knowledge of any items that impact the unit’s ability to conduct its mission or support operations, as well as measure taken to resolve these shortcomings, will be kept close hold and not be disseminated outside of approved need-to-know channels. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

Performance Work Statement (PWS) Lodging, Catered meals, Ball Room/Conference room, WIFI, printing and Audio/visual

Multi-National Forces South (MNFS) Planning in Crisis Event (PIC) Event

1.6.10 Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: ensure the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the KO and Contractor of any deficiencies; coordinate availability of government furnished property; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel. The following personnel are considered key personnel by the government: The KO and the COR. The Contractor shall provide a contract manager who shall be responsible for the performance of the work.

The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the Contracting Officer. The Contract Manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The Contract Manager or alternate shall be available between the hours of 6:00AM-9:00 PM.

1.6.12 Special Qualifications or Certifications. Reserved

1.6.12.1 IA/IT Training Certification: Reserved

1.6.13 Identification of Contractor Employees: Reserved

1.6.13.1 Badging of Contractor Employees. Reserved

1.6.13.2 Uniform. Reserved

1.6.14 Contractor Travel. Reserved

1.6.15 Other Direct Costs (ODC). Reserved

1.6.16 Data Rights. Reserved

1.6.17. Non-Disclosure Requirements: Performance under this contract may require the Contractor to access data and information proprietary to a Government agency, another Government Contractor, or of such nature that its dissemination or use other than as specified in this work statement would be adverse to the interests of the Government or others. Neither the Contractor, nor Contractor personnel, shall divulge, nor release data or information developed, or obtained under performance of this work statement, except to authorize Government personnel or upon written approval of the KO. The Contractor shall not use, disclose, or reproduce proprietary data, which bears a restrictive legend, other than as specified in this PWS. All documentation showing individual names or other personal information shall apply and shall be controlled and protected under the provisions of the Privacy Act of 1974, Public Law 93-579, 5 United States Code (U.S.C.) Section 552a.

1.6.17.1 Non-Disclosure Statements. Reserved

Performance Work Statement (PWS) Lodging, Catered meals, Ball Room/Conference room, WIFI, printing and Audio/visual

Multi-National Forces South (MNFS) Planning in Crisis Event (PIC) Event

1.6.17.2 Advertisement and Social Media. The Contractor shall NOT post information to public website or social media locations, personal or professional, that in any way disclose names, locations, hotel data, participants, discussions, pictures, etc. before, during or after the contract period of performance without the express consent of the Government. The use of propaganda violates DOD Commercial Use of Imagery Guidelines stated at (www.dimoc.mil/resourcess/limitations/). The Contractor shall not cite any information (e.g., contract information, pictures, locations, etc.) obtained through this contract on any marketing tools to include its company website, commercial broadcasts, online forums, and social media including the posting of content on accounts owned by friends, family, or associates.

1.6.17.3 INFORMATION ASSURANCE: At no time will the Contractor or associated sub-contractor employees transmit government documents or information over using methods that do not meet the security requirements specified in the National Institute of Standards and Technology (NIST) Special Publication (SP) 800-171, "Protecting Controlled Unclassified Information in Nonfederal Information Systems and Organizations" such as personal electronic mail accounts, public digital data storage sites (cloud storage), social media platforms or instant messaging. Approved government sites such as U.S. Army Aviation and Missile Research Development and Engineering Center (ARMDEC) Safe Exchange at https://safe.amrdec.army.mil/SAFE/About.aspx, or All Partners Access Network (APAN) at https://community.apan.org/, or other transmission means determined by the government must be used.

1.6.18 Organizational Conflict of Interest (OCI). Reserved

1.6.19 Phase-in/Phase-Out (PIPO) Period. Reserved

1.6.20 General Training Requirements:

1.6.20.1 Anti-terrorism (AT) Level 1 Training. Reserved

1.6.20.2 OPSEC Awareness. If the Contractor, or a subcontractor, or employees of either disclose any information that disrupts or harms the Government's operations or activities, then the Government retains the right to exclude any employee from performance of duties under this contract. The exclusion of an employee for security reasons will not relieve the Contractor from performance of services required under this contract. By way of example, personnel shall not sketch or take photos of government facilities or activities, unless related to service to be provided. All government paper products and removable digital storage material that is received, generated, or stored during the contract will be destroyed completely when no longer needed to preclude recognition or reconstruction of information. The contractor shall immediately report any incidents of anyone attempting to obtain sensitive or proprietary information by unauthorized individual(s) and remain alert to such attempts via social engineering, phishing, or online communication. A prepublication review is required by the COR/KO prior to releasing any information related to the activities, plans and operations associated with this support. Specific details and knowledge of the location, time and place of support activities associated with this US/Partner Nation(s) effort will be kept close hold and will only be shared with personnel who have an approved need-to-know.

1.6.20.3 Information Assurance (IA) Training. Reserved

1.6.20.4 Information Assurance (IA)/Information Technology (IT) Training. Reserved

1.6.20.5 Threat Awareness Reporting Program (TARP Training). Reserved http://www.dimoc.mil/resourcess/limitations/

Performance Work Statement (PWS) Lodging, Catered meals, Ball Room/Conference room, WIFI, printing and Audio/visual

Multi-National Forces South (MNFS) Planning in Crisis Event (PIC) Event

1.6.20.6 iWATCH Training. Reserved

1.6.20.7 OPSEC Training. Reserved

1.6.21 Overseas Training Requirements: Reserved

1.6.21.1 Antiterrorism (AT) Awareness Training for Contractor Personnel Traveling. Reserved

1.6.21.2 SERE Training. Reserved

1.6.22 Foreign (OCONUS) Requirements. Reserved

1.6.22.1 Theater and Country Clearance Requirements. Reserved

1.6.22.2 Vetting. Reserved

1.6.22.3 Installation Access to DOD Facility or Host Nation Installation. Reserved

1.6.22.4 Host Nation Installation Access with No DOD Facility. Reserved

1.6.22.5 Deoxyribonucleic Acid (DNA) Samples. Reserved

1.6.22.6 Medical Travel Requirement. Reserved

1.6.23 Synchronized Pre-deployment and Operational Tracker (SPOT). Reserved

1.6.24 Safety: The hotel shall be a hotel that has been assessed and approved by US Army South, Operational Protection Division (OPD) as a hotel in a safe, low crime area, as determined in the Criminal Threat Assessment (CTA) Reports.

1.6.25 Environmental Compliant: Reserved

THIS SECTION INTENTIONALLY LEFT BLANK

Performance Work Statement (PWS) Lodging, Catered meals, Ball Room/Conference room, WIFI, printing and Audio/visual

Multi-National Forces South (MNFS) Planning in Crisis Event (PIC) Event

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. Definitions:

2.1.1 Area of Responsibility. The U.S. Southern Command (USSOUTHCOM) area of responsibility (AOR) includes the geographic areas of Antigua and Barbuda, Argentina, Aruba, Barbados, Belize, Bolivia, Brazil, British Virgin Islands, Cayman Islands, Chile, Colombia, Costa Rica, Cuba, Curacao, Dominica, Dominican Republic, Ecuador, El Salvador, Falkland Islands, French Guiana, Grenada, Guadeloupe, Guatemala, Guyana, Haiti, Honduras, Jamaica, Martinique, Mayotte, Montserrat, Nicaragua, Panama, Paraguay, Peru, Saint Barthélemy, Saint Martin, Saint Kitts and Nevis, Saint Lucia, Saint Vincent and the Grenadines, Saint Maarten, Suriname, Trinidad and Tobago, Turks and Caicos Islands, Uruguay, and Venezuela.

2.1.2. Contractor. The total contractor organization or a separate entity of it; such as an affiliate, division, or plant that performs its own purchasing.

2.1.3. Contracting Officer (KO). A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

2.1.4. Contracting Officer’s Representative (COR). An individual designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

2.1.5. Defective Service. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.6. Deliverable. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.7. Foreign National. A foreign national is not a U.S. citizen. Green card holders are also identified as foreign nationals. A foreign national is further categorized as either a third country national or a local national based on the person’s citizenship and location of performance of duty.

2.1.8. Key Personnel. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.9. Local National. Local national are foreign nationals who are citizens of the country where the performance of duty will occur.

2.1.10. Performance Work Statement (PWS). A statement of work for performance-based acquisitions that describes the required results in clear, specific, and objective terms with measurable outcomes.

2.1.11. Physical Security. Protection of the perimeter area, government property, and assets that prevent the loss or damage of Government property.

Performance Work Statement (PWS) Lodging, Catered meals, Ball Room/Conference room, WIFI, printing and Audio/visual

Multi-National Forces South (MNFS) Planning in Crisis Event (PIC) Event

2.1.12. Quality Assurance. The various functions, including inspection, performed by the government to determine whether a Contractor has fulfilled the contract obligations pertaining to quality and quantity.

2.1.13. Quality Assurance Surveillance Plan (QASP). A plan describing how the agency will survey, observe, test, sample, evaluate and document the Contractor’s performance in meeting critical performance standards identified in the contract.

2.1.14. Quality Control (QC). Tasks performed by the Contractor to improve the quality of the organization’s output.

2.1.15. Shall. An imperative command; has a duty to or is required to. Denotes that a regulation must be followed unless the contracting officer has obtained a deviation.

2.1.16. Subcontractor. Any supplier, distributor, vendor, or firm that furnishes supplies or services to or for a prime contractor or another subcontractor.

2.1.17. Third Country National. Third country nationals are foreign nationals who are not citizens of the country where the performance of duty will occur.

2.1.18. Workday. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.19. Work Week. Monday through Friday, unless specified otherwise.

2.1.20. Operations Security (OPSEC). A security program involving primarily the protection of unclassified sensitive information from unauthorized disclosure.

2.2 Acronyms:

NOTE: Once an acronym has been established, defined, and used in a sentence, only the acronym will be used from that point forward.

AFFSSIR Armed Forces Repository of Specimen Samples ALMS Army Learning Management System ANSI American National Standards Institute AOR Area of Responsibility AR Army Regulation ATCTS Army Training Certification Tracking System AT Anti-Terrorism CAC Common Access Card CFR Code of Federal Regulations CI Counterintelligence CLIN Contract Line-Item Number CMR Contract Manpower Reporting CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative CPX Command Post Exercise CTA Criminal Threat Assessment DD Form 254 Department of Defense Contract Security Requirement List DNA Deoxyribonucleic Acid (DNA)

Performance Work Statement (PWS) Lodging, Catered meals, Ball Room/Conference room, WIFI, printing and Audio/visual

Multi-National Forces South (MNFS) Planning in Crisis Event (PIC) Event

DOD Department of Defense DODD Department of Defense Directive DODI Department of Defense Instruction FAR Federal Acquisition Regulation FHP Force Health Protection FCG Foreign Clearance Guide FPCON Force Protection Condition FY Fiscal Year GFE Government Furnished Equipment GFP Government Furnished Property GFS Government Furnished Services HR Hotel Representative IA Information Assurance IAW In Accordance With IT Information Technology JBSA Joint Base San Antonio JPAS Joint Personnel Adjudication System JTR Joint Travel Regulation KO Contracting Officer LN Local National LOA Letter of Authorization NCIC-III National Crime Information Center Interstate Identification Index NIST National Institute of Standards and Technology ODC Other Direct Costs OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OSHA Occupational Safety and Health Administration OPSEC Operation Security PIC Planning in Crisis PIPO Phase In/Phase Out PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QCP Quality Control Program RA Requiring Activity SCR Service Contract Reporting SOP Standard Operating Procedures SPOT Synchronized Pre-deployment and Operational Tracker TCN Third Country National TE Technical Exhibit TSDB Terrorist Screening Data Base U.S.C. United States Code USARSO United States Army South USSOUTHCOM United States Southern Command

Performance Work Statement (PWS) Lodging, Catered meals, Ball Room/Conference room, WIFI, printing and Audio/visual

Multi-National Forces South (MNFS) Planning in Crisis Event (PIC) Event

PART 3

Government Furnished Equipment (GFE), Government Furnished Property (GFP), and Government

Furnished Services (GFS)

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services. Reserved.

3.2 Facilities. Reserved.

3.3 Utilities. Reserved.

3.4 Equipment. Reserved.

3.5 Materials. Reserved.

3.6 Common Access Cards (CAC). Reserved.

Performance Work Statement (PWS) Lodging, Catered meals, Ball Room/Conference room, WIFI, printing and Audio/visual

Multi-National Forces South (MNFS) Planning in Crisis Event (PIC) Event

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract that are not listed under Part 3 of this PWS, in accordance with or as listed in any other sections of this PWS, or as contained within attachments 1-6 under this PWS.

4.2 Facility Security Clearance. Reserved.

4.3. Materials. The Contractor shall furnish all materials and supplies necessary to meet the requirements as listed under any other sections of this PWS or as contained within attachments 1-6, under this PWS.

4.4. Equipment. The Contractor shall provide all equipment required to meet the requirements as listed under any other sections of this PWS or as contained within attachments 1-6, under this PWS.

Performance Work Statement (PWS) Lodging, Catered meals, Ball Room/Conference room, WIFI, printing and Audio/visual

Multi-National Forces South (MNFS) Planning in Crisis Event (PIC) Event

PART 5

SPECIFIC TASKS

5. Specific Tasks: The Contractor shall provide non-personal services and deliver to the Government, Lodging, conference/event rooms spaces, catered meals, WIFI and audio/visual equipment, as specified in Tables 1-3, Attachment 1-5, and Technical Exhibit 1 in coordination with the Contracting Officer (KO) and COR. The COR will be on site for coordinating activities and monitors all technical aspects of the contract and assists in contract administration.

Tasks consist of the following:

5.1. Lodging: The Contractor shall provide single/double rooms under this contract.

a. Contractor shall provide twenty-two (22) single/double rooms, from 21-27 APR 24, in accordance with table 1 below. AQL: 100% Compliant.

b. Contractor shall provide rooms that are appropriately furnished and equipped with at least a refrigerator and microwave, private bath with full toilet and shower facilities, hot and cold running water, clean linen, working electricity, color television with cable, clock, and telephone. AQL: 100% Compliant.

c. Contractor shall provide rooms that only have interior access within the hotel. AQL: 100% Compliant.

d. Contractor shall ensure for physical security reasons of personnel, that all guests will be placed between the 2nd and 11th floor, or as applicable based on the number of floors in the hotel. AQL: 100% Compliant.

e. Contractor shall facilitate at the Government’s request, additional rooms at the same quoted rate; subject to room availability. AQL: Based on rooms availability.

Table 1 Estimated Contracted Rooms 21-27 Apr 2024

Estimated

# Personnel Arrival Date Departure Date Estimated Number of Nights Total Nights

22 21 Apr 24 27 Apr 24 6 132

TOTAL 132

5.1.1 Check-in and Checkout: Participants may show up earlier than regular check-in time. Additionally, Contractor shall provide a secure area for storage of personal luggage when neither early check-in nor late check-out is possible.

a. Contractor shall facilitate check-in on 21 Apr 2024 and check-out on 27 Apr 2024. In accordance with table 1. AQL: 100% Compliant.

Performance Work Statement (PWS) Lodging, Catered meals, Ball Room/Conference room, WIFI, printing and Audio/visual

Multi-National Forces South (MNFS) Planning in Crisis Event (PIC) Event

b. Contractor shall allow early arrivals to check-in as early as noon, subject to room availability. AQL:

100% Compliant.

c. Contractor shall, allow guests with late flight departures to check out as late as 3:00 PM, when possible.

AQL: 100% Compliant.

5.2 Security Orientation.

a. Contractor shall provide the Government’s Security Director or Representative with an orientation, during the post award meeting or at another agreed date and time. AQL: 100% Compliant.

b. Contractor shall ensure that the hotel security manager or representative meets with the Government security director or representative to establish a direct point of contact within the hotel staff to solve security issues.

5.4 Hotel Contract Manager. The Contractor shall provide a hotel representative as a liaison. The hotel representative (HR) shall be vested with the authority to resolve issues and payment as they arise.

a. Contractor shall ensure that the HR is available during the contract period and that the HR has daily contact with the COR. AQL: 100% Compliant.

b. The contractor shall provide a list of on-call hotel points-of-contact who have the authority to resolve issues affecting their areas of support, (for example: room maintenance, security, banquets, payment, etc.)

5.5 Service Breakdowns. The contractor shall ensure required maintenance or repairs for hotel equipment, to include guest rooms, ball rooms, conference facilities, breakout rooms, elevators; kitchen equipment, etc. are corrected at the expense of the contractor.

a. Contractor shall ensure that all equipment is repaired within a reasonable amount of time, not to exceed one to two hours of reported malfunction. AQL: 100% Compliant.

5.6 Baggage Service. The contractor shall have baggage handling equipment available for hotel guests during check-in and check-out. AQL: 100% Compliant.

5.8 Extended Stays. Contractors shall, depending on rooms availability, facilitate extended stays at the government’s request.

a. Contractor shall allow guest to use the hotel’s facilities while awaiting flights that are delayed due to inclement weather. AQL: 100% Compliant.

b. Contractor shall at the Government’s request check in guests back into the hotel and assign a room to those guest that must stay an extra night/s awaiting transportation, due to cancelled flights, at the U.S. Government expense, subject to room availability. AQL: 100% Compliant.

c. Contractor shall accommodate guests who wish to extend their stay at the hotel beyond the contracted date.

Hotel staff shall ensure guests are properly checked out of rooms under Government’s contract and register guest at the guests’ own expense. AQL: At Contractor’s discretion, based on rooms availability.

Performance Work Statement (PWS) Lodging, Catered meals, Ball Room/Conference room, WIFI, printing and Audio/visual

Multi-National Forces South (MNFS) Planning in Crisis Event (PIC) Event

5.9 Meals: The contractor shall provide daily meals in the quantities and according to the schedule as determined in table 2 below. Food shall be served in a way that adheres to safety protocols and provided in a safe manner.

a. Contractor shall use voucher system to account for meals consumed, the contractor shall provide vouchers to the COR or agree to use vouchers provided by the COR for issuing to room guests staying under the contract to account for meals served. AQL: 100% Compliant.

b. The vouchers for contracted meals shall be used to provide a consumption list (head count) at the end of each business day to the COR with an invoice showing actual charges for each meal. AQL: 100% Compliant.

c. Contractor shall only accept the approved vouchers from registered guest under this contract who are the only personnel entitled to use the vouchers for meals. AQL: 100% Compliant.

d. Contractor shall invoice meals that are accounted for with vouchers. The Government will only pay for meals consumed and accounted for by the vouchers. AQL:100% Compliant.

e. Contractor shall not bill the government for alcoholic beverages. Payment for any alcoholic drinks is the sole responsibility of and must be paid for separately from the contract by the registered guest requesting such beverage. AQL: 100% Compliant.

f. The Contractor shall accommodate those registered guests under this contract that are identified with special diets/needs, as required and within contracted meal rates. Once guests are registered, the COR will identify those individuals with dietary restrictions and coordinate with hotel staff, as applicable. AQL: 100%

g. The hotel restaurant facility shall have a City of San Antonio Food Establishment Inspection score of 90 or above. AQL: 100% Compliant.

5.9.1 Breakfast. The contractor shall provide a breakfast at the restaurant, or an appropriate on-site facility as agreed to by the vendor and the Government.

a. Contractor shall provide the correct number of breakfast meals according to the quantities and schedule listed in table 3 below paid by the contract, unless breakfast is included as part of the rate. AQL: 100%

b. Contractor shall serve a breakfast meal that is consistent with a value sufficient to provide a complete breakfast meal. At a minimum, breakfast shall consist of, choice of eggs, (fried, scrambled or omelet), choice of bacon or sausage, toast, pancakes or waffles, oatmeal, cereal, pastries, fresh fruits, and a non-alcoholic beverage such as water, juice, soft drinks, tea and/or coffee, to include and all associated condiments. AQL: 100% Compliant.

c. Contractor shall serve breakfast between the hours of 6:00 AM – 7:30 AM local time. AQL: 100%

d. Contractor shall ensure that unauthorized charges not covered under this contract are billed directly to the user. AQL: 100% Compliant.

Performance Work Statement (PWS) Lodging, Catered meals, Ball Room/Conference room, WIFI, printing and Audio/visual

Multi-National Forces South (MNFS) Planning in Crisis Event (PIC) Event

5.9.2 Lunch: The contractor shall provide lunch at the restaurant, or an appropriate on-site facility as agreed to by the vendor and the Government.

a. Contractor shall provide the correct number of lunch meals according to the quantities and schedule listed in table 2 below paid by the contract. AQL: 100% Compliant.

b. Contractor shall serve a lunch meal that is consistent with a value sufficient to provide a complete lunch meal. At a minimum, consist of main entrees, side dishes, dessert or fresh fruit, and a non-alcoholic beverage such as water, juice, soft drinks, tea and or coffee. The contractor shall provide a minimum of three choices for its lunch menu selection(s) which shall be different each day. AQL: 100% Compliant.

c. Contractor shall serve lunch between the hours of 11:30 AM – 1:00 PM local time. AQL: 100%

d. Contractor shall ensure that unauthorized charges not covered under this contract are billed directly to the user. AQL: 100% Compliant.

5.9.3 Dinner: The contractor shall provide dinner at the restaurant, or an appropriate on-site facility as agreed to by the vendor and the Government.

a. Contractor shall provide the correct number of dinner meals according to the quantities and schedule as listed table 2 below paid by the contract. AQL: 100% Compliant.

b. Contractor shall serve a dinner meal that is consistent with a value sufficient to provide a complete dinner meal. At a minimum, consist of main entrees, side dishes, dessert or fresh fruit, and a non-alcoholic beverage such as water, juice, soft drinks, tea and or coffee. The contractor shall provide a minimum of three choices for its dinner menu selection(s) which shall be different each day. AQL: 100% Compliant.

c. Contractor shall serve dinner between the hours of 7:00 PM - 8:30 PM local time. AQL: 100%

d. Contractor shall ensure that unauthorized charges not covered under this contract are billed directly to the user. AQL: 100%

Performance Work Statement (PWS) Lodging, Catered meals, Ball Room/Conference room, WIFI, printing and Audio/visual

Multi-National Forces South (MNFS) Planning in Crisis Event (PIC) Event

Table 2 Estimated Schedule of Contracted Meals

5.10 . Conference Rooms/Event rooms: The Contractor shall provide Conference Rooms and Event room spaces for daily conference use and one icebreaker social event on the designated date. Conference rooms/event rooms shall be large enough to accommodate personnel, in accordance with attachments 2-5. Conference Rooms and Event room spaces shall be set up according to diagrams provided as attachments 2-5.

5.10.1. Main conference room: The Contractor shall provide a ballroom/conference room space for daily conference use.

a. Contractor shall provide conference room from 22-26 Apr 2024, from 7:00 AM - 7:00 PM local time.

b. Contractor shall provide a Ballroom/conference room that is large enough to accommodate approximately, 120-125 personnel. AQL: 100% Compliant.

c. Contactor shall set up conference room with sufficient tables and chairs to seat approximately 120-125 personnel in an auditorium/classroom style. AQL: 100% Compliant.

d. Contractor shall set up the conference room with one podium with sound, wireless microphones, projectors, screens and printers with all required functioning cables, to include multi-outlet power strips and peripherals to provide audio/visual/printing support, according to the diagram provided in Attachment #2. AQL: 100% Compliant.

DATE

BREAKFAST

6:00 – 7:30 am

LUNCH

11:30 am – 13:00 pm

DINNER

7:00 – 8:30 pm

Estimated Catered meals

Estimated Catered meals

Estimated Catered meals

21 APR 24 0 0 22

22 APR 24 22 22 22

23 APR 24 22 22 22

24 APR 24 22 22 22

25 APR 24 22 22 22

26 APR 24 22 22 22

27 APR 24 22 0 0

TOTAL 132 110 132

Performance Work Statement (PWS) Lodging, Catered meals, Ball Room/Conference room, WIFI, printing and Audio/visual

Multi-National Forces South (MNFS) Planning in Crisis Event (PIC) Event

5.10.2. Small group breakout rooms/spaces: The Contractor shall provide small rooms/areas for breakout group meetings sessions daily. If hotel does not have the sufficient number of rooms within its facilities to accommodate all the breakout rooms, but the ballroom/main conference room is large enough to accommodate separate spaces for each breakout group area, then the main conference room shall be configured with designated areas for small working groups according to attachment # 4 (alternate small breakout area set up) or in a configuration that is agreed upon by the government.

a. Contractor shall provide six (6) small rooms/spaces for daily small working groups breakout sessions, 22-26 Apr 2024, from 7:00 AM - 7:00 PM local time. AQL: 100% Compliant.

b. Contractor shall provide rooms/area that are large enough to accommodate approximately 20-25 personnel. AQL: 100% Compliant.

c. Contractor shall set up each breakout room/space with sufficient tables and chairs, to accommodate 20- 25 personnel in a conference style. AQL: 100% Compliant.

d. Contractor shall set up breakout rooms/space with one projector and one screen with all required functioning cables and peripherals to include multi-outlet power strips required to provide audio/visual support, according to attachment #3. AQL: 100% Compliant.

5.10.3. Ice Breaker Reception Event room: The Contractor shall provide a ballroom/event room space for Ice Breaker Reception Event.

a. Contractor shall provide ballroom/event room for Icebreaker social event on 22 APR 24, from 6:00 PM - 9:00 PM local time. AQL: 100% Compliant.

b. Contractor shall provide a ballroom/event room large enough to accommodate approximately 75-80 personnel. AQL: 100% Compliant.

c. Contractor shall set up ballroom/event room, no later than 4:00 PM local time. AQL: 100% Compliant.

d. Contractor shall provide and set up one or two No-host, pay as you go bar within the event room/area, where guest and attendees can purchase liquor and beer at their own expense during the event. AQL: 100% Compliant.

e. Contractor shall set up the ballroom/event room with sufficient stand-up style high tables with white tablecloths, for approximately 75-80 personnel. AQL: 100% Compliant.

f. Contractor shall set up ballroom/event room with one podium with sound and one wireless microphone, according to the diagram provided in Attachment #5. AQL: 100% Compliant.

5.11. Automation, Audio/Visual (AV) Specifications: The Contractor shall provide Automation, Audio/Visual (AV) and printing services on the specified dates for the conference and for a Social Event during the contracted period, according to diagrams provided as attachments 2-5. The Contractor shall provide all AV, sound and printing equipment, with all required power, HDMI connection cables and any other necessary peripherals to provide the services.

Performance Work Statement (PWS) Lodging, Catered meals, Ball Room/Conference room, WIFI, printing and Audio/visual

Multi-National Forces South (MNFS) Planning in Crisis Event (PIC) Event

5.11.1. AV/printing equipment and services for Main ballroom/conference room:

a. The contractor shall provide and set up 4ea. projectors, 4ea. screens, and 1ea. Podium with microphone/sound, 2 wireless microphones, with all required cables and peripherals to include multi-outlet power strips to provide AV support. AQL: 100% Compliant.

b. Contractor shall provide and set up 1ea. 1 color Printer and 2 B&W printers (3 Total) with all associates cables and supplies. AQL: 100% Compliant.

c. Contractor shall provide equipment daily from 7:00 AM - 7:00 PM, in accordance with Attachment #2 diagram. AQL: 100% Compliant.

5.11.2. AV for Small group breakout rooms:

a. The contractor shall provide and set up one projector, and one screen, with all associated cables and supplies to provide AV service in each small group breakout room. AQL: 100% Compliant.

b. Contractor shall provide equipment daily from 7:00 AM - 7:00 PM, in accordance with Attachment #3 or #4 (alternate option) diagrams. AQL: 100% Compliant.

5.11.3. AV for Icebreaker event room:

a. The Contractor shall provide and set up one podium with sound and one wireless microphone in the icebreaker event room/location. AQL: 100% Compliant.

b. Contractor shall provide and set up equipment on 22 Apr 24, for use between 6:00 PM - 9:00 PM local time. AQL: 100% Compliant.

c. The contractor shall be able use equipment from the main ballroom/conference room or any of the small breakout rooms for the icebreaker event and shall have the equipment set back in original room for next day conference use. AQL: 100% Compliant.

d. Contractor shall set up icebreaker event room no later than 5:00 PM local time, in accordance with Attachment #5 diagram. AQL: 100% Compliant.

5.12. Parking.

a. Contractor shall provide 5ea. dedicated “self-park” reserved parking spaces from 21-27 Apr 2024 and ensure hotel staff shall are made aware of reserved parking spaces. AQL: 100% Compliant.

b. Contractor shall ensure parking is in a safe environment with adequate lighting and security. AQL:100% Compliant.

c. Contractor shall also provide validated free parking for all hotel guests attending the MNFS PIC Training Event and Icebreaker Event, If parking is not free at the hotel. AQL: 100% Compliant.

Performance Work Statement (PWS) Lodging, Catered meals, Ball Room/Conference room, WIFI, printing and Audio/visual

Multi-National Forces South (MNFS) Planning in Crisis Event (PIC) Event

5.13. Office Space.

a. Contractor shall provide an administrative office space with table and chairs to accommodate 5-10 personnel for daily meetings and private area. AQL: 100% Compliant.

b. Contractor shall provide administrative office space from 22-26 Apr 24, 7:00 AM - 7:00 PM local time.

5.14. Hotel Facilities.

a. The contractor shall provide access to all hotel guest facilities and amenities, to include the business center, swimming pool, and exercise facilities shall be made available for guest free of charge as long as, they are registered in the hotel under this contract. AQL: Access to 100% of registered guests.

b. Contractor shall allow access to business center for use of copiers, computers and Internet capability.

AQL: access to 100% of registered guests.

5.15. Airport Shuttle Service. The Contractor shall provide a courtesy shuttle service to and from San Antonio International airport. AQL: Service available to 100% of registered guest.

5.16. Lobby Space: The Contractor shall provide a space within the lobby area for conference team registration table.

a. Contractor shall provide a table and two chairs at an agreed designated area within the lobby/reception area for use by the Military Reception Team to set up a reception/accountability desk. AQL: 100% Compliant.

b. Contractor shall set up and provide an area on 21 Apr 24 (arrival day) and on 27 Apr 24, (departure day) 7:00 AM to 7:00 PM local time. AQL: 100% Compliant.

5.17 Network/Internet access: The hotel shall provide a dedicated internet access service exclusively for conference participants use in the main conference room and in the breakout working groups rooms.

a. Contractor shall provide commercial internet with secure (passphrase-protected, using WPA2 + AES) wireless access capable of handling at least 150 concurrent connections without degradation. AQL: 100% Compliant.

b. Contractor shall ensure that the established Wi-Fi network is not be shared with other hotel guests (segmented Wi-Fi network). AQL: 100% Compliant.

c. Contractor shall establish a dedicated SSID. Desired SSID: "PANAMAX 24 MNFS". Desired passphrase will be coordinated with network tech during setup. AQL: 100% Compliant.

d. Contractor shall ensure all projected or actual costs associated with 'Network/Internet Access' must be itemized with points of contact (name/phone number). The hotel shall conduct troubleshooting and resolve network failures within one (1) hour of network failure. AQL: 100% Compliant.

5.18 Service Contract Reporting (SCR): Reserved.

Performance Work Statement (PWS) Lodging, Catered meals, Ball Room/Conference room, WIFI, printing and Audio/visual

Multi-National Forces South (MNFS) Planning in Crisis Event (PIC) Event

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

6.1.1 DOD Commercial Use of Imagery Guidelines

6.1.2 AR 190-13, The Army Physical Security Program

6.1.3 Army Directive 2014-05, Policy and Implementation Procedures for CAC Credentialing Access for Uncleared Contractors

6.1.4 DOD 5220.22-M, National Industrial Security Program Operating Manual

6.1.5 Defense Federal Acquisition Regulation Supplement (DFARS)

6.1.6 Joint Travel Regulation (JTR)

6.1.7 AR 735-5, Policies and Procedures for Property Accountability

6.1.8 DODD 8570.01, Information Assurance Training Certification and Workforce Management

6.1.9 DOD 8570.01-M, Information Assurance Workforce Improvement Program

6.1.10 AR 25-2, Information Assurance

6.1.11 DODI 3020.41, Contractor Personnel Authorized to Accompany the U.S. Armed Forces

6.1.12 USSOUTHCOM SC Regulation 40-501, Medical Suitability Screening Regulation

6.1.13 DODI 2000.16 DoD Antiterrorism (AT) Program

6.1.14 AR 530-1 Operations and Signal Security - Operations Security

Performance Work Statement (PWS) Lodging, Catered meals, Ball Room/Conference room, WIFI, printing and Audio/visual

Multi-National Forces South (MNFS) Planning in Crisis Event (PIC) Event

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachments/Technical Exhibit:

7.1. Attachment 1 - Performance Requirements Summary

7.2. Attachment 2 - Main Ballroom/Conference room set up diagram.

7.3 Attachment 3 - Small Breakout Working Group rooms set up diagram.

7.4 Attachment 4 - Alternate option for Small Breakout Working Group set up diagram.

7.5 Attachment 5 - Icebreaker Event Room set up diagram.

7.6 Attachment 6 – Meal Voucher Examples

7.6 Technical Exhibit 1 - UNIVERSAL CONTROL MEASURES TO MITIGATE RISK OF FOODBORNE

ILLNESS

Performance Work Statement (PWS) Lodging, Catered meals, Ball Room/Conference room, WIFI, printing and Audio/visual

Multi-National Forces South (MNFS) Planning in Crisis Event (PIC) Event

ATTACHMENT 1

Performance Requirements Summary

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective

Standard Performance Threshold

Method of Surveillance

1. Combating Trafficking in Persons FAR 52.222-50 c

The Contractor shall Notify its employees of:

a. The United States Government's zero tolerance policy described in paragraph

(b) of this clause.

b. The actions that will be taken against employees for violations of this policy. Such actions may include, but are not limited to, removal from the contract, reduction…