A03 PWS Lodging Conference services WPS and DG 2022.pdf

WILLIAM J. PERRY CENTER FOR HEMISPHERIC DEFENSE STUDIES

(WJPC)

Performance Work Statement (PWS) for Lodging and Conference Services for

2022 Women Peace and Security (WPS) and Defense Governance course (DG)

1. PURPOSE. This Performance Work Statement (PWS) delineates the tasks required for lodging and conference services for the William J. Perry Center for Hemispheric Defense Studies (WJPC). The period of performance will be from 5-23 September 2022.

2. BACKGROUND. The William J. Perry Center for Hemispheric Defense Studies supports the efforts of the Department of Defense and other United States Federal agencies to assist Western Hemisphere nations in improving their security and strengthening 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, frank 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 developing a common understanding of the importance of those challenges to their respective national and regional interests.

Women Peace and Security seminar and Defense Governance course: To assist WJPC in fulfilling its responsibilities, a Contractor will provide lodging and conference services to support approximately 50 individuals, that will participate in the 2022 (WPS) and (DG) course to be hosted in the Washington, DC area.

3. SCOPE. The contract requires lodging and conference services, as outlined in the Exhibit.

4. APPROACH. The selected venue, described in Contract Line-Item Number (CLIN) 0001, must be:

1. Hotel location shall be no further than seven (7) miles from Fort McNair.

2. Hotel location shall be no further than .50 miles to a Metro station or have shuttle service to surrounding areas available on evenings and weekends.

3. Hotel location shall be within .50 miles’ walking distance to at least five (5) full-service restaurants. Distance must easily accommodate female guests regarding cultural sensitivities to being unescorted to meals.

4. Sleeping rooms shall be of similar size and type with separate workspace with a desk and chair.

5. Sleeping rooms shall have free high-speed Internet service with a minimum download speed of fifteen (15) Mbps and a minimum upload speed of ten (10) Mbps. If a password is required, it shall be given to lodgers.

Hotel staff shall correct any Internet equipment or service breakdown or degradation immediately.

6. Sleeping rooms shall have a refrigerator and a safe for valuables, and microwave in common area for guest to use

7. A hot American buffet breakfast shall be included with room rate.

8. Hotel shall be fully compliant with the Americans with Disabilities Act (ADA).

9. Hotel shall provide shuttle service to/from the Ronald Reagan National Airport on the lodgers’ arrival and departure days.

10. Hotel shall have sufficient space in a public area for groups of up to 10 participants to meet and work on group assignments.

11. Hotel should be able to offer laundry services

a. Contractor shall provide lodging service in accordance with the below Exhibit.

b. Contractor shall provide conference services in accordance with the below Exhibit

Quality logistical support is key to creating an atmosphere for exchange of ideas. Logistical support and program content equally contribute to the success of the conference.

5. PERFORMANCE MATRIX. The Government will monitor the Contractor's performance under this contract using on-site inspections and customer feedback. The contractor will be given the opportunity to correct or address any adverse findings resulting from observations and feedback. Failure to correct any adverse findings or failure to deliver all services described in this contract may result in non-acceptance of the services by the Government. Failure to meet the standards of this performance work statement may result in a deduction of price equal to the value of the unperformed or poorly performed services. Failure to provide services in accordance with this contract could also result in termination of the contract for cause and/or adversely impact the Contractor’s ability to be selected for future contracts.

Outcome Performance Metric

Performance Standard

Contractor shall provide sufficient logistical support to create the most conducive environment to maximize the goals of this conference.

Contractor POC Responsiveness, knowledge, and availability.

Rooms Each event attendee provided his / her own room with a private bath, cleaned daily and individually climate controlled.

Conference Facilities

Plenary Room set-up to facilitate maximum participation and visibility of images and text projected in large screens in multiple languages (i.e. free from obstruction); Podium and stage set-up to complement seating arrangement, encouraging maximum interaction between speakers, moderators, panelists and participants; set-up prior to required availability; climate controlled, adequately lit and availability of bottled water.

Catering Coffee breaks as specified in section 6. Exhibit

Shuttle Service to/from Ronald Reagan National Airport

Timeliness, availability, accommodates guests’ departure and arrival time schedule.

Wireless Internet service

24/7 accessibility and availability of wireless service to all lodgers under this contract, with the download and upload speeds specified in this contract.

6. Exhibit

Lodging Requirements:

CLIN 0001 Single Rooms 860 room nights Unit Price________Total Price ________

Lodging Requirements: Single Rooms. This contract shall not pay for local or international phone calls from participant’s rooms, pay per view programs, mini-bar consumption, room service, nor any alcoholic beverages.

Request that all rooms have outgoing phones and pay-per-view TV turned off and mini-bars locked. Allowance for availability of said items will be given by presenting a suitable deposit as agreed upon by the hotel. Note that proposed room rates should be the lowest possible rate, and any rate which exceeds the U.S. Government lodging per diem rates will not be considered.

WJPC will provide detailed room lists identifying rooms reserved and paid for by this contract 4 days prior to the first planned arrival. The Government will only pay for rooms defined as “Funded”. The Government has no financial liability for rooms booked as “Unfunded”. Hotel is nevertheless required to confirm availability of rooms on dates identified below and requested to hold rooms for “Unfunded” guests at group rate until 1 week prior to planned arrival of individual unfunded guests. Self-paying/Unfunded participants will reconfirm with the hotel directly to reserve their room. If confirmation of travel dates and booking is not confirmed with unfunded seminar attendees five days prior to their planned arrival, hotel is under no obligation to hold the room unless WJPC accepts financial responsibility in writing for those unfunded reservations that have not reconfirmed.

Unoccupied rooms: If the contractor holds a room and a participant does not occupy that room prior to 6:00 P.M.

on the date of scheduled occupancy, the Government will be charged a for that day, and remaining days will be cancelled, and the Government will not be charged by the contractor for the remaining days of that reservation.

Terms and conditions for early check-in and late check-out to be provided in technical quote of proposal.

Nights of: 5 Sep 6 Sep 7 Sep 8 Sep 9 Sep 10 Sep 11 Sep USG Funded 5 40 40 40 40 40 50 Unfunded 5 5 5 5 5 5 5 Nights of: 12 Sep 13 Sep 14 Sep 15 Sep 16 Sep 17 Sep 18 Sep USG Funded 50 50 50 50 50 50 50 Unfunded 5 5 5 5 5 5 5 Nights of: 19 Sep 20 Sep 21 Sep 22 Sep 23 Sep 24 Sep USG Funded 50 50 50 50 50 5 Unfunded 5 5 5 5 5 2

Conference Services Requirements:

Conference Room, configured in up to 9 pods for 6 people each pod (tables and chairs). Due to Covid concerns, participants should be spaced at least 4 feet apart. Conference Room must also have enough space to install up to two (2) interpretation booths. Conference Room is scheduled for use from Wednesday, September 7, 2022, to Friday, 9 September 2022, from 07:30 AM to 06:00 PM. Access must be provided to Conference Room on Tuesday, September 6, 2022, for set-up of interpretation booths and equipment, and hotel AV technician must be available to assist with connecting interpretation equipment to the Conference Room’s audio system (audio feed).

Conference Room Requirements:

• One (1) podium with microphone and adjustable high height chair, for panel moderator’s use.

• Two (2) wireless handheld microphones to be passed around during Q&A

• One (1) panelist table for three (3) persons, with three (3) microphones, with enough space for 4’ social distancing between the panelists

• Appropriate stage/riser size and height for maximum viewing of podium and panelist table by all participants.

• One (1) lavalier microphone

• Two (2) large media projection screen

• Two (2) data show projector connected to screen, and with cabling to connect to:

• One (1) laptop computer with mouse and laser pointer/slide advancer

• Grounded electrical connections with extension cords and surge protectors to support ten (10) devices, to provide a charging station for attendees

• Registration Area outside the main conference room, in close proximity, including two (2) tables with tablecloth and skirt and four (4) chairs

• One AV technician available during set-up of interpretation equipment and on-call throughout the conference, to address any technical problems with the AV system

• Bottled water for participants inside the conference room

Catering

• Two (2) coffee breaks on each conference day (September 7, 8, and 9 September 2022) for 55 people.

At a minimum, coffee breaks must include coffee, juice (a.m.) or soft beverage (p.m.) and one sweet and one savory item. Food items should be individually wrapped/packaged or plated

Parking:

• Parking for conference organizers, up to 45 total parking spaces over the three days of conference and not more than 15 spaces per day. Also, 5 parking spaces on the following dates 10 September and 24 September 2022.

8. PERIOD OF PERFORMANCE: The period of performance will be from be from 5-23 September 2022.

9. SECURITY: The security classification of work to be performed under the contract is unclassified.

10. POINTS OF CONTACT. The COR is Ms. Maria Fernanda Martinez, Chief of Operations and Student Affairs, WJPC, at maria.martinez@ndu.edu 202-685-4665. All communication will occur between the contractor and the COR. Any requirements from WJPC must be addressed to the Contracting Officer.

The Contracting Office point of contact is:

Mr. Courtney Applewhite Contract Specialist Office: 703-545-3582 courtney.s.applewhite.civ@mail.mil

11. INVOICING PROCEDURES. Contractor must submit all invoices in the Wide Area Workflow (WAWF) system.

mailto:maria.martinez@ndu.edu mailto:courtney.s.applewhite.civ@mail.mil