A23 Attachment 1 SOW TDNI Lodging.pdf

Statement of Work (SOW) Requirements Document

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

10 January 2025

Background The Near East South Asia Center for Strategic Studies (NESA) supports the efforts of the Department of Defense 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 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, the NESA Center endeavors to foster open, frank 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. To that end, it is critical to provide the very best impression of the United States, Washington, D.C. and its people as possible. Key to that is professional execution of programs, safe and easily accessibility to services, shopping and restaurants to provide an appropriate level of “Americana” experience while still respecting cultural sensitivities, especially with the female members of the group.

Scope The NESA Center requires contractor support for a conference room with audio visual equipment for seven (7) days, food service for four (4) days, and booking of hotel rooms for approximately 48 individuals for seven (7) nights, accounting for 46 USG and 2 Self-pay, for the Tunisian National Defense Institute (TNDI) Seminar 02-25.

Specific Requirements

Desired Location: Hotel within Crystal City, Arlington, Virginia, within 0.5 miles of the Pentagon, within 0.5-mile walking distance of a metro station to facilitate official visitors and speakers, and offering of on-demand shuttle service for guests.

Dates of the Event: 9 April – 15 April 2025, with individual room check-out on 16 April 2025.

Time of the Event: 9 April – 15 April 2025, 0700 – 1530 (conference timeframe)

Number of Guests: Lodging services for approximately 48 individuals, with provisions for 46 USG-funded and 2 Self-pay hotel rooms.

Lodging Features: The lodging services for the TNDI 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. Chicken as meat substitutes for pork. Special effort will be made to separate and label pork products. The Contractor shall provide a variety of fruit, cheeses, breads, and chicken-based meats and rotate the menu daily.

Dining Facilities: In-hotel full-service restaurant which shall offer breakfast, lunch, and dinner meals (no exceptions) with sufficient waitstaff/servers; and five

(5) additional full-service restaurants within walking distance not to exceed 0.5 miles, considering cultural sensitivities for unescorted guests.

Accessibility: Facilities compliant with the Americans with Disabilities Act

(ADA).

Additional Facilities: Public area available for group meetings of up to ten (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 9 April

April

April

April

April

April

April

Total Room Nights

USG 46 46 46 46 46 46 46 322

Self-pay

2 2 2 0 0 0 0 6

Room Reservations: NESA will provide detailed room lists one (1) day prior to the first planned arrival, identifying rooms as "USG-paid" (46 rooms) and "Self-pay" (2 rooms). Self-paying participants must reconfirm their reservations directly with the hotel. If confirmation is not received five (5) 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.

Room Set-up: See attached diagram.

Plenary room set-up on 9 April 2025 (Wednesday), no later than

1300. The plenary room shall be available for use by 0700 on 10 April 2025 until 1530 on 15 April 2025. Conference dates are Thursday, April 10 – Tuesday, April 15, 2025.

A conference room large enough to be set up in a “U” shaped pattern and space for a short, elevated stage, interpretation booth, and additional table seating areas as described below, with easy access to seats and visibility of the various placed TV screens/monitors from any seat.

Projector and screen at the front of the room (to include a laptop with up-to-date software to accommodate PowerPoint presentations and videos); podium and microphone at the front of the room; one

(1) TV monitor at forward of room facing speaker table; one (1) TV monitor at head of U set-up; one (1) each TV monitor on right and left wing of U set-up for a total of four (4) TV monitors.

On a short, elevated stage, two (2) tables and four (4) chairs to accommodate four (4) speakers at one time.

Three (3) tables of 15 chairs each with easy access to seats, social distancing, and visibility of the various placed TV screens/monitors.

One (1) large easel to hold a 4’ x 4’ working board next to each table (3 total large easel boards).

To the rear of the room, two (2) tables and four (4) chairs for NESA staff with extension cords to working electrical outlets.

To the rear of the room, an area large enough to accommodate an Interpretation Booth at least 10 feet from the closest table of participants, one (1) table and two (2) chairs for tech support, and one (1) table and two (2) chairs for the Interpreter Supervisor – all with extension cords to working electrical outlets.

To the side of the room, two (2) tables and six (6) chairs for Interns with extension cords to working electrical outlets.

Behind the last row of tables, two (2) tables and eight (8) chairs for Tunisian Embassy and VIP guests.

A pen and pad at each seat (refreshed daily). A pitcher of water and dish of candy per two persons (refreshed every break). Hand sanitizers at multiple locations. A coat rack near room entrance.

Room Rental: April 9 – 15, 2025:

- One (1) plenary room set up in a “U” shaped pattern for 46 persons

- One (1) short, elevated stage with two (2) tables and four (4) chairs

- Two (2) tables with six (6) chairs

- Two (2) tables with four (4) chairs

- Two (2) tables with eight (8) chairs

- Two (2) tables with two (2) chairs

- Three (3) sets of three (3) tables with 15 chairs each

- Three (3) large easel boards (size 4’x4’)

A/V Equipment: April 9 – 15, 2025:

Podium with microphone; overhead projector with camera, laptop for PowerPoint presentations capability with remote for presentation forward and backward control from stage; two (2) large screens; four

(4) TV monitors; and hardware/wireless internet connection in the conference room, available throughout the event.

Room Décor: Notepads and pens, pitchers of water, dishes of candy, hand sanitizers, extension cords, a coat rack, and daily room sanitization are to be included in conference room rental cost.

Refreshments & Breaks: Over four (4) days and a total of seven (7) coffee breaks (1-2 per day as indicated below) for 46 individuals. Light Coffee Breaks (first coffee break of the day) shall include coffee, tea, juice, water and small danishes. Heavy Coffee Breaks (second coffee break of the day) shall include coffee, tea, juice, water and muffins, cookies, fruit and small savory items. Menus shall be provided to the NESA Course Director for selections no later than Monday, 7 April 2025. Location for coffee breaks in rear of plenary room (see attached diagram) shall be able to handle 46 individuals standing with at least two (2) stations for beverage service and three (3) trash cans. Coffee breaks will be set up no later than 15 minutes before scheduled times as listed.

Date Coffee Break Times Thursday, 10 April 2025 TBD and TBD Friday, 11 April 2025 TBD and TBD Monday, 14 April 2025 TBD and TBD Tuesday, 15 April 2025 TBD

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

NATIONAL DEFENSE UNIVERSITY

NEAR EAST SOUTH ASIA CENTER FOR STRATEGIC STUDIES

WASHINGTON, D.C. 20319-5066

A

“CONCORDIA PER COMMENTATIONEM”

Attachment 1

Podium w/ Mike

Interns

Seating 46 persons: 20 each side w/6 at the head table

10’ Between table and Booth tables and 6 chairs

Staff: 2 tables with 4 Chairs

Interpretation Booth

Guest Table w/4 Chairs

Guest Table w/4 Chairs Interp

Supv 1 table with 2 Chairs

Tech 1 table with 2 Chairs

Coat Rack

Short Stage/2 Tables 4 Chairs

TV

TV TV

TV

Coffee and break items station tables and 15 chairs tables and 15 chairs tables and 15 chairs