PWS LODGING TCI-CTOC Sept.doc

Center for Hemispheric Defense Studies

Statement of Work

For

Lodging Services tci & ctoc courses 5-21 september 2012

1. Purpose: This SOW delineates the tasks required for lodging and banquet services to the Center for Hemispheric Defense Studies. The period of performance will be from 3-22 September 2012.

2. Background: The Center for Hemispheric Defense Studies (CHDS) is responsible for developing civilian and military specialists from the region by providing professional seminars designed to meet the needs of mid-to-upper level military and civilian officials in the national security policy and strategic planning divisions of regional governments.

TCI & CTOC: To assist CHDS in fulfilling its responsibilities, contractor will provide executive lodging services to support two professional courses for total of approximately 35 participants to be hosted in Washington, DC from 5-21 September 2012.

3. Scope: The contract requires expert lodging support and services on a requirements basis. The contractor will also provide a sales representative who has dealt with diverse lodgers.

4. Approach: The contractor shall provide each lodger (CHDS participant) with room accommodations to include high-speed internet hook-up and a separate work space with a desk. Preferred location of the hotel is the Arlington, Virginia area, and within a ½ mile radius of a Metro station. Lunch and dinner options on the premises of the selected hotel are desirable but not essential. Breakfast facilities should be able to accommodate at least 80 guests. All participant rooms must be of a similar size and type (e.g. all studio suites or all one-bedrooms) and must have kitchenettes. Participants should have access to on premises recreation and laundry facilities. Laundry facility with a minimum of 3 working washers and 3 working dryers is a necessity due to the length of stay. Hotel should have sufficient space in a public area for groups of up to 10 participants to meet and work on group assignments.

Shuttle bus/vans should be available to and from Ronald Reagan National Airport. Arrival and Departure days can expect 6-10 participants arriving/departing at the same time. Shuttle service should be able to accommodate this number of passengers plus 2-3 pieces of luggage for each participant.

The lodging facility must be equipped to accommodate early arrivals based on availability. Where space is not immediately available, a holding room/welcome area shall be reserved to help make the check-in, check-out process smooth for all guests who might have to wait for clean rooms or check-out to make rooms available for other hotel guests.

5. Deliverables:

Task 1 – Lodging:

The Contracting Officer or the Contracting Officer Representative (COR) is the only authorized Government Official that can make changes to any task order or order additional services under any task order issued by DSCA. The contractor shall assign rooms based on actual rooms occupied versus estimated rooms. The contractor shall block suites (with a separate work space) for the TCI and CTOC courses per the table below, and the Government shall provide a final list of attendees 1 week (7 calendar days) prior to the start of the course. The contractor shall bill the Government for actual rooms utilized versus reserved. If the contractor holds a room and a participant or participants do not occupy that room prior to 6:00 P.M. on the date of scheduled occupancy, the Government will be charged a “no show charge fee” 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.

All rooms and related services should be tax exempt.

Task 2 – Conference Rooms:

Only in cases of national emergencies/inclement weather, CHDS will inform the contractor if conference room space will be required to support a particular program or event, and will notify the contractor prior to the date for which on-site conference rooms are required. Government needs are subject to change based on national emergency or budget constraints. Lodging facility must be flexible in its scheduling for cancellation of course. In the case of a National emergency or inclement weather, classes may need to be conducted on site. In this case, short notification can be expected, and contractor will be asked to provide space to accommodate up to 50 persons comfortably.

6. Location of Performance: Lodging provided under the contract will be performed at the contractor’s facilities. Location should be near or adjacent to a major shopping area, touring area, metro location and close to CHDS (or no further than ten (10) miles), which is located on Fort McNair in southwest Washington, DC.

7. Period of Performance: The period of performance is 3 – 22 September 2012.

8. Security: The security classification of work to be performed under the contract is unclassified.

9. Contracting Officer’s Representative (COR): The COR is Linda Denning, CHDS, at denningl@ndu.edu and 202-685-2248. All communication will occur between the contractor, contracting officer and COR. Any requirements from CHDS must be addressed to the Contracting Officer, Janet D’Angelo, 703-601-3728, email Janet.D'Angelo@dsca.mil

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