A03 SOW.pdf

Statement of Work (SOW) Requirements Document

Near East South Asia Center (NESA) for Strategic Studies Lodging Support Services

26 September 2024

Background The Near East South Asia Center (NESA) for Strategic Studies, supporting the Department of Defense (DoD) and other United States Federal agencies, focuses on countering ideological support for terrorism, fostering regional cooperation on security issues, promoting democracy, and aiding Near East South Asia nations in enhancing their security and defense establishments. NESA's mission is achieved through high-quality academic programs, promoting open and informed dialogue among decision-makers and influential individuals and sustaining institutional partnerships.

Scope NESA requires contractor support for lodging services for the Executive Seminar 02-25, taking place from Dec 7, 2024 to Dec 13, 2024, with check-out at noon on Dec 14, 2024.

The contractor will provide accommodations for approximately 35 individuals, accounting for 25 USG funded and 10 Self-pay hotel rooms in the Washington, D.C. Metropolitan area.

Specific Requirements

Dates of the Event – Dec 7, 2024, to Dec 13, 2024, with check-out at noon on Dec 14, 2024.

Number of Guests - Lodging services for approximately 35 individuals, with provisions for 25 USG-funded and 10 Self-pay hotel rooms.

Lodging Features - The lodging services for the Executive Seminar 02-25 are tailored to ensure the comfort and convenience of the participants, considering various aspects such as room amenities, dining, and additional facilities. The Contractor shall provide lodging service 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, refrigerator, microwave, and secure safe.

Meal Arrangements: Hot breakfast buffet included in the room rate. The hotel manager will be informed of the dietary requirements of participants, ensuring no pork or alcohol in foods; turkey or chicken as meat substitutes for pork. Special effort will be made to separate and label pork products.

Dining Facilities: In-hotel full-service restaurant which shall offer breakfast, lunch, and dinner meals (no exceptions) with sufficient wait staff/servers; and three (3) additional full-service restaurants within walking distance not to exceed 0.5 miles, considering cultural sensitivities for unescorted guests.

Location Criteria: Proximity within 0.5 miles of the Pentagon, 0.5-mile walking distance of an in-service Metro station, and preferably offering shuttle service.

Accessibility: Facilities compliant with the Americans with Disabilities Act

(ADA).

Additional Facilities: Public area available for group meetings of up to 10 participants. 24-hour room service for potential Covid quarantine situations. 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.

Date 7 Dec

Dec

Dec

Dec

Dec

Dec

Dec

Total Room Nights

USG Single 25 25 25 25 25 25 25 175 Self-pay 10 10 10 10 10 10 10 70

Room Reservations: NESA will provide detailed room lists 1 day prior to the first planned arrival, identifying rooms as "USG-paid" (25 single rooms), and “Self-pay” (10 single rooms). Self-pay guests 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 NESA accepts financial responsibility in writing.

Restrictions: The contract does not cover costs for 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 for these amenities' availability.

Occupancy Terms: If a participant does not occupy a reserved room before 6:00 P.M. on the date of scheduled occupancy, the Government will be charged for that day. 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 will be included in the technical quote of the proposal.

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

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