A23 EF0226_Lodging_SOW_18Nov.pdf

Statement of Work (SOW) Requirements Document

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

18 November 2025

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 Forum 02-26, taking place from January 23 – 31, 2026, with check-out at noon on February 1, 2026. The Contractor will provide accommodations for approximately 32 individuals, accounting for 22 United States Government (USG)-funded and 10 Self-pay hotel rooms in the Washington, D.C. Metropolitan area.

Specific Requirements:

Dates of the Event: January 23 – 31, 2026, with check-out at noon on February 1, 2026.

Number of Guests: Lodging services for approximately 32 individuals, with provisions for 22 USG-funded and 10 Self-pay hotel rooms.

Lodging Features: The lodging services for the Executive Forum 02-26 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 shall be 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. Pork products shall be separated and labeled.

Dining Facilities: In-hotel full-service restaurant which shall offer breakfast, lunch, and dinner meals (no exceptions) with sufficient waitstaff/servers; 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 0.7 miles of a metro station, and preferably offering shuttle service. If the nearest metro station is more than 0.7 miles, an on-demand shuttle to the nearest metro station shall be available at all times.

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

Additional Facilities: Public area available for group meetings of up to 10 participants.

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.

Room Reservations: NESA will provide detailed room lists one (1) day prior to the first planned arrival, identifying rooms as "USG-paid" (22 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 (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.

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: Susan Yang

Date January

January

January

January

January

January

January

January

January

Total Room Nights

USG-

paid 3 22 22 22 22 22 22 22 3 160

Self-pay 2 10 10 10 10 10 10 10 2 74 mailto:whs.ncr.ad.mbx.dsca-group@mail.mil https://www.whs.mil/Directorates/Acquisition-Directorate-AD

Organization: Resource Management, Near East South Asia Center for Strategic Studies Address: 300 5th Avenue, Building 64, Room 3108 Washington, D.C. 20319 Email: susan.yang.civ@ndu.edu

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:dsca.ncr.obo.mbx.cor-acq-support@mail.mil