A03 PWS-Tunisia NDI 01-23-Lodging.pdf

PERFORMANCE WORK STATEMENT

LODGING AND CONFERENCE SUPPORT SERVICES

FOR

TUNISIA NATIONAL DEMOCRATIC INSTITUTE

SEMINAR

January 30, 2023

1. PURPOSE. This Performance Work Statement (PWS) delineates the tasks required for lodging and conference support services for Near East South Asia (NESA) Center for Strategic Studies.

2. BACKGROUND. NESA Center for Strategic Studies supports the efforts of the Department of Defense

(DOD) and other United States Federal agencies to counter ideological support of terrorism, foster regional cooperation on security issues, promote democracy, and Near East South Asia nations by 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, the NESA Center endeavors to foster open and informed dialogue within a community of decision-makers, influential individuals, and institutional partnerships that share a long-term commitment to addressing the fundamental defense and security challenges facing Near East South Asia and to developing a common understanding of the importance of those challenges to their respective national interests.

3. PERIOD OF PERFORMANCE. March 6, 2023 - March 15, 2023.

4. SCOPE. NESA is seeking Contractor support to provide lodging support services to include conference facilities. See Exhibits A, B and C. The hotel accommodations will support 53 funded hotel rooms and 4 unfunded hotel rooms including participants, facilitators, embassy guests and guest speakers to be hosted in

Washington, D.C. for the Tunisia National Democratic Institute (NDI) Seminar.

5. PERFORMANCE BASED MATRIX

Outcome Performance

Metric

Performance Standard

The 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. Rooms will include a refrigerator and microwave, and safe for valuables.

Conference Facilities

7 March - Area immediate outside conference area for Covid testing with two (2) tables and six (6) chairs.

Main ballroom is needed for daily sessions 7-14 March.

Conference room large enough to be set up in a “U” shaped pattern

(See Attachment 1 diagram on last page) with easy access to seats, social distancing, and easy visibility of the various placed TV screens/monitors from any seat.

Room set up should include daily set up with pens and pads, and bottled water refreshed during each break. (Due to Covid restrictions, pitchers of water are not acceptable.)

Panel table set on short risers with microphones, (two (2) tables and four (4) chairs to accommodate four (4) speakers at one time) along with a separate podium and microphone. (See attached diagram on last page).

‒ Two (2) Large screens on either side of panel table, as well as a TV monitor in front of panel table and five (5) TV monitors positioned throughout the room; a camera to support ZOOM and projectors for presentations to include laptop with up-to-date software to accommodate power point briefings, videos, and ZOOM. (See attached diagram on last page).

Wireless and hard wire connection for staff members. (See attached diagram on last page).

Catering Morning and mid-day coffee break setup in private area inside main conference room. Please provide menu options for breaks. ‒ Masks must be provided daily, hand sanitizer at multiple locations in the conference area, tables and surfaces wiped during the breaks and end of day.

Hotel Shuttle

Service - Preferred

Timeliness, availability, accommodates to guests departure and arrival time schedule and on-demand available to Metro and three (3) local Restaurants.

6. APPROACH.

a. The selected venue, described in Contract Line Item Number (CLIN) 0001, must be within the DC metropolitan area and located no further than .5 miles from the Pentagon. The venue must be within walking distance to a Metro station or have available on-demand shuttle (preferred) service to surrounding areas. A location within walking distance to three (3) full service restaurants/shops.

b. The Contractor shall provide lodging service in accordance with the terms listed in the PWS.

c. The Contractor shall provide conference facilities in accordance with the terms listed in the PWS.

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 and provide a positive US impression.

SPECIFIC REQUIREMENTS: See Exhibits A-C, plus Attachment 1 (Plenary Room layout.).

7. GENERAL REQUIREMENTS:

Minimum Acceptability Standards:

1. Sleeping rooms of similar size and separate workspace with typing desk, and drawers.

2. All rooms shall have free high-speed internet hook-up.

3. All rooms shall include refrigerator and microwave.

4. All rooms shall have a secured safe for valuables.

5. A hot breakfast buffet shall be included with room rate. The hotel manager should be aware of dietary requirements of participants. The participants cannot have any pork products or alcohol prepared/cooked in foods or located on their buffet. The Contractor shall provide turkey and or chicken-based meats as a meat substitute for pork. The Contractor will make every effort to keep pork products in a separate area and clearly mark/label all meat products.

6. The hotel location shall have at least one (1) full service restaurant located inside the hotel which shall offer breakfast, lunch, and dinner menus (no exceptions) with sufficient staff/servers; and three (3) full-service restaurants within a .5 mile walking distance to the hotel. Distance must easily accommodate guests in regard to cultural sensitivities to being unescorted to meals.

7. The hotel location shall be within.5 miles walking distance of a metro station and have available on demand shuttle service (preferred) to surrounding areas.

8. The hotel shall be fully compliant with Americans with Disability Act (ADA).

9. The hotel shall provide daily parking passes for ten 10 days to be picked-up by staff on Monday, 6 March.

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

11. The hotel shall provide onsite laundry facilities with working washers and dryers.

12. The hotel shall provide (24 hrs) room service to accommodate any Covid quarantine issues that may arise.

EXHIBIT A

Lodging Requirements

CLIN 0001 Single Rooms - 477 Funded (36 Self-Pay) room nights

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 emptied.

Allowance for availability of said items will be given by presenting a suitable deposit as agreed upon by the hotel. However, room to room calls will be available to guests.

NESA will provide detailed room lists identifying rooms reserved and paid for by this contract one (1) day prior to the first planned arrival. Fifty-three (53) rooms are defined as “USG-paid”. There will be four (4) rooms booked as “Self - pay”. The Government has no financial liability for rooms booked as “Self -pay”. The hotel is nevertheless required to confirm availability of rooms on dates identified below and requested to hold rooms for

“Self - pay” guests at group rate until one (1) week prior to planned arrival of individual self -pay guests. Self-paying participants will reconfirm with the hotel directly to reserve their room. If confirmation of travel dates and booking is not confirmed with self -pay seminar attendees five (5) days prior to plan arrival, the hotel is under no obligation to hold the room unless NESA accepts financial responsibility in writing for those self -pay 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.

Dates March

March

March

March

March

March

March

March

March

Nights of

Funded

Rooms

53 53 53 53 53 53 53 53 53 UGS Total/477

Funded Rooms

Non-

Funded

Self-Pay

4 4 4 4 4 4 4 4 4 UGS Total 36

Self-Pay

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

EXHIBIT B

CLIN 0002 Conference Facilities

Conference Facility Requirements: Bottles of water shall be available for all participants on tables in the

Plenary. Additional bottles of water and glasses shall be strategically placed throughout the rooms to minimize the level of disruption in obtaining additional water during sessions. All conference facilities shall be set up on 6 March 2023 and available for use by 0700 on the start date specified and shall be available for use until 1400 on the end date specified.

Main ballroom must be needed for daily sessions 7-14 March 2023.

Conference room large enough to be set up in a “U” shaped pattern (See Attachment 1 diagram on last page) with easy access to seats, social distancing, and easy visibility of the various placed TV screens/monitors from any seat.

Room set up should include daily set up with pens and pads, and bottled water refreshed during each break.

(Due to Covid restrictions, pitchers of water are not acceptable.)

Panel table set on short risers with microphones, (two (2) tables and four (4) chairs to accommodate 4 speakers at one time) along with a separate podium and microphone. (See attached diagram on last page).

2 Large screens on either side of panel table, as well as a TV monitor in front of panel table and five (5) TV monitors positioned throughout the room; a camera to support ZOOM; and projectors for presentations to include laptop with up-to-date software to accommodate power point briefings, videos, and ZOOM.

Wireless and hard wire connection for staff members. (See attached diagram on last page).

Masks must be provided daily, hand sanitizer at multiple locations in the conference area, tables and surfaces wiped during the breaks and end of day.

The connection in the Plenary should have its own Wi-Fi connection.

Inside the Plenary room in the rear will be two (2) table and four (4) chairs to accommodate the

NESA planner with extension cords to working electrical outlets, a wastepaper basket, and f ree

Wi-Fi connections.

To the rear will be an area large enough to accommodate an Interpretation Booth at least ten

(10) feet from the closest table of participants; in addition, a table and two (2) chairs for tech support; as well as a table and two (2) chairs for the Supervisor Interpreter with extension cords to working electrical outlets and f ree Wi-Fi connections.

To the side as indicated in the diagram, two (2) tables and six (6) chairs for Interns with extension cords to working electrical outlets, a wastepaper basket, and f ree Wi-Fi connections.

Behind the last row of tables will be two (2) tables and eight (8) chairs to accommodate guests from the Tunisian Embassy and VIP escorts.

A coat rack will be provided near the entrance inside the conference room.

EXHIBIT C

CLIN 0003 Catering

Over six days and a total of 8 coffee breaks (1-2 per day as indicated/listed) for fifty-five (55) max each

Date/Time TBD.

Light coffee breaks shall include coffee, tea, juice, water and small danishes, heavy coffee breaks shall include coffee, tea, juice, water and muffins, cookies, fruit and small savory items. . (Menus shall be provided for specific coffee break selection of items must be provided to the NESA course Director for selections No Later

Than (NLT) Friday 23 February 2023. Location for coffee breaks in rear of Plenary Room (See Attachment 1 layout) must be able to handle fifty five (55) people standing with at least two stations for beverage service and three (3) trashcans. Coffee breaks will be set up NLT 15 mins before scheduled times as listed

PLENARY ROOM SET UP (SEE DIAGRAM BELOW)

11. Attachment 1

Podium w/ Mike

Interns

Seating 53 persons: 23 each side w/8 at the head table

10’ Between table and Booth table s and chairs

Staff: 2 tables with 4 Chairs

Coat Rack

Short Stage/2 Tables 4 Chairs

TV

Camera for

ZOOM

TV

TV TV

TV

Coffee and break items station

Interpretation Booth

Guest Table w/4 Chairs

Guest Table w/4 Chairs