A03 WJPC CCIDS and GSSD Lodging SOW.pdf

Statement of Work (SOW) Requirements Document

William J. Perry Center for Hemispheric Defense Studies (WJPC) Lodging Support Services

23 July 2024

Background The William J. Perry Center for Hemispheric Defense Studies supports the efforts of the Department of Defense (DoD) 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 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.

Scope WJPC is seeking Contractor support to provide lodging to approximately 115 funded guests. The hotel accommodations will support 2020 funded room nights and 70 unfunded hotel room nights.

Specific Requirements

Dates of the Event 6 September 2024 to 29 September 2024.

Number of Guests - Lodging services for approximately 115 individuals, with provisions for 2020 funded and 70 unfunded hotel rooms.

CLIN 0001 Single Rooms 1565 Funded room nights for GSSD/ALS/& ELS courses and (70 Self Pay) Room Nights

CLIN 0002 Single Rooms 455 Funded room nights for DORIC/CCIDS Lodging Funded (0 Self Pay) Room Nights

Lodging Features - The lodging services for the Climate Change Implications in Defense (CCIDS) and Governance and Strategy for Security and Defense (GSSD) courses in September of 2024 are tailored to ensure the comfort and convenience of the participants, considering various aspects such as room amenities, dining, shuttle services and additional facilities. The Contractor shall provide lodging and shuttle 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.

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 seven (7) miles from Fort Lesley J. McNair.

The 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.

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

Additional Services: The hotel shall provide shuttle services to/from the Ronald Reagan National Airport on the lodgers’ arrival and departure days. If the hotel does not have permanent shuttle services a third-party shuttle service is allowed.

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.

Nights of: 6 Sept 7 Sept 8 Sept 9 Sept 10 Sept 11 Sept 12 Sept Total of Room Nights

USG Funded 5 10 115 115 115 115 115 Unfunded 0 5 5 5 5 5 5 Nights of: 13 Sept 14 Sept 15 Sept 16 Sept 17 Sept 18 Sept 19 Sept USG Funded 115 115 115 115 115 115 115 Unfunded 5 5 5 5 5 5 5 Nights of: 20 Sept 21 Sept 22 Sept 23 Sept 24 Sept 25 Sept 26 Sept USG Funded 115 15 80 80 80 80 80 Unfunded 5 0 0 0 0 0 0 Nights of: 27 Sept 28 Sept 29 Sept USG Funded 80 10 5 Unfunded 0 0 0

CLIN 0001

USG Funded 0 0 0 1565 Unfunded 70

CLIN 0002

USG Funded 455 Unfunded 0

Room Reservations: WJPC will provide detailed room lists 2 days prior to the first planned arrival, identifying rooms as "USG-paid" (115 rooms) and "Self-pay" (5 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.

USG will only pay for the actual amount of used funded room nights.

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 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