A03 CSD Lodging SOW 12.pdf

Statement of Work (SOW) William J. Perry Center for Hemispheric Defense Studies (WJPC)

Lodging Support Services Caribbean Security and Defense Course

22 December 2025

Background The William J. Perry Center for Hemispheric Defense Studies supports the efforts of the Department of Defense (DoD) and other U.S. federal agencies in assisting Western Hemisphere nations to enhance their security and strengthen their defense establishments. This mission is accomplished by promoting good governance, security sector professionalism, and democratic civil-military relations. The foundation of the Center’s effort is its high-quality, relevant academic programs. Building on that foundation, WJPC endeavors to foster open and informed dialogue within a community of Western Hemisphere decision-makers, influential individuals, and institutional partnerships that share a long-term commitment to addressing the fundamental defense and security challenges facing the Western Hemisphere and to develop a common understanding of the importance of those challenges to their respective national and regional interests.

Scope WJPC is seeking Contractor support to provide lodging and shuttle services to and from the airport for approximately 50 funded guests. The hotel accommodation will support 675 funded room nights and 70 unfunded hotel room nights.

Specific Requirements

Dates of the Event 7-21 March 2026.

Number of Guests - Lodging services for approximately 50 individuals, with provisions for 675 funded and 70 US Government unfunded hotel rooms.

CLIN 0001 Single Rooms 675 Funded room nights for Caribbean Security and Defense course and (70 Self Pay) Room Nights

Lodging Features - The lodging and shuttle services for the Caribbean Security and Defense course (CSD) are tailored to ensure the comfort and convenience of participants, considering various aspects such as room amenities, dining options, shuttle services, and additional facilities. The Contractor shall provide lodging and shuttle services from and to the airport on arrival and departure dates, and in accordance with the terms listed in the SOW. All specifications shall be incorporated.

Below is the detailed breakdown:

Room Type & Amenities: Rooms of comparable size and type with workspace, desk, and drawers. Equipped with free high-speed internet, a refrigerator, iron, and a secure safe.

Meal Arrangements: Hot breakfast buffet included in the room rate. The hotel manager will be informed of the dietary requirements of participants.

Dining Facilities: In-hotel full-service restaurant, and full-service restaurants within walking distance not to exceed 0.5 miles, considering cultural sensitivities for unescorted guests.

Location Criteria: The hotel location shall be no further than five (5) miles from Fort Lesley J. McNair.

The hotel's location should be within 0.50 miles of a Metro station or offer shuttle service to a Metro station and the surrounding areas, available in the evenings and on weekends.

Accessibility: Facilities are compliant with the Americans with Disabilities Act (ADA).

Additional Services: The hotel shall provide shuttle services to/from Ronald Reagan National Airport on the lodgers’ arrival and departure days. If the hotel does not offer permanent shuttle services, a third-party shuttle service may be used, provided it is included in the room rate.

Additional Facilities: A public area is available for group meetings, accommodating up to 10 participants. The hotel shall provide on-site laundry facilities with working washers and dryers.

Financial Liability: The Government has no financial liability for rooms booked as Self-pay”. The hotel must confirm availability and hold these rooms at a group rate until one week prior to the scheduled arrival of self-pay guests.

The Government will not provide any tax exemption forms or any letters or certifications to satisfy the conditions of a third-party company to be tax-exempt.

Nights of: 7 March 8 March 9 March 10 March 11 March 12 March

USG Funded 15 50 50 50 50 50 Unfunded 5 5 5 5 5 5 Nights of: 13 March 14 March 15 March 16 March 17 March 18 March USG Funded 50 50 50 50 50 50 Unfunded 5 5 5 5 5 5 Nights of: 19 March 20 March 21 March USG Funded 50 50 10 Unfunded 5 5 0 Nights of: Total USG Funded 675 Unfunded 70

Room Reservations: WJPC will provide an initial room list two weeks prior and a detailed room list 2 days prior to the first planned arrival, identifying rooms as "USG-paid" up to (675 room nights) and "Self-pay" (70 rooms).

Self-paying participants must reconfirm their reservations directly with the hotel. If confirmation is not received five days prior to planned arrival, the hotel is not obligated to hold the room unless WJPC accepts financial responsibility in writing.

Restrictions: The contract does not cover additional costs for shuttle services, local or international phone calls, pay-per-view programs, mini-bar consumption, room service, or alcoholic beverages. Room-to-room calls are available to guests. The Government requests that all rooms have outgoing phones and pay-per-view TV turned off, and mini-bars emptied. A deposit may be requested to secure the availability of these amenities.

Occupancy Terms and Liability: If a participant fails to occupy a reserved room by 6:00 P.M. on the scheduled occupancy date, the Government will be charged. for only that room night. The remaining days of the reservation will be canceled without additional charges to the Government.

Additional Terms: Specific terms and conditions for early check-in and late check-out shall be included in the technical quote of the proposal.

Contract Type: This contract will be awarded as a Firm-Fixed Price contract.

Contact Information:

Contracting Officer: Washington Headquarters Services (WHS) Acquisition Directorate Phone: (703) 545-3578 Email: whs.ncr.ad.mbx.dsca-group@mail.mil Website: https://www.whs.mil/Directorates/Acquisition-Directorate-AD

COR: Maria Fernanda Martinez Organization: Acquisition Support Division Address: Defense Security Cooperation Agency

201 12th Street South, Suite 203 Arlington, VA 22202

Email: Org Box - dsca.ncr.obo.mbx.cor-acq-support@mail.mil Invoices Invoices shall be submitted electronically via Wide Area Workflow (WAWF) to:

Organization: Acquisition Support Division Address: Defense Security Cooperation Agency

201 12th Street South, Suite 203 Arlington, VA 22202

Email: Org Box - dsca.ncr.obo.mbx.cor-acq-support@mail.mil mailto:whs.ncr.ad.mbx.dsca-group@mail.mil https://www.whs.mil/Directorates/Acquisition-Directorate-AD mailto:dsca.ncr.obo.mbx.cor-acq-support@mail.mil mailto:dsca.ncr.obo.mbx.cor-acq-support@mail.mil