SOW_4_Jan_13.pdf

AFRICA CENTER FOR STRATEGIC STUDIES

STATEMENT OF WORK FOR

LODGING, MEETING & CATERING IN SUPPORT OF THE

AFRICAN EXECUTIVE DIALOGUE

1. PURPOSE. This Statement of Work (SOW) delineates the tasks required for lodging and catering for the Africa Center for Strategic Studies. The preferred period of performance will be from 8-13 April 2013, with the African Executive Dialogue (AED) program dates occurring 10-12 April 2013. Alternate period of performance dates may be accepted for: 15-20 April 2013 (program dates: 17-19 April 2013). Current SOW dates are based on a period of performance from 8-13 April 2013.

2. BACKGROUND. The Africa Center for Strategic Studies (ACSS) 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 assist African nations in improving their security and strengthening their defense establishments. This 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 Africa Center endeavors to foster open, frank and informed dialogue within a community of African decision-makers, influential individuals, and institutional partnerships that share a long-term commitment to addressing the fundamental defense and security challenges facing Africa and to developing a common understanding of the importance of those challenges to their respective national interests.

African Executive Dialogue. To assist ACSS in fulfilling its responsibilities, Contractor will provide lodging, meeting space and meals to support approximately 35 individuals, including participants, facilitators, and guest speakers to be hosted in Washington, DC.

3. SCOPE. The contract requires lodging, meeting space, and meals as well as support and services as requested.

4. APPROACH.

5. The selected venue, described in Task 1, must be a quality hotel within the DC metropolitan area and located no farther than 7 miles from Fort McNair (20319) and within walking distance to a Metro rail station or public transportation.

6. Contractor shall provide lodging, meeting and food and beverage requirements in accordance with the terms listed in Deliverables A-C.

7. DELIVERABLES.

A. Lodging

1) Task 1

a. Guest rooms will be suites or similar size standard rooms appropriate for VIP guests, equipped with a safe.

b. Nightly room rate will exclude any additional taxes. Preference is for nightly room rates that include complimentary breakfast.

c. Rooms will be assigned based on actual rooms occupied versus estimated rooms. The Contractor shall block a maximum of 35 rooms for the event per night. Up to 25 rooms will be paid by the U.S. Government; up to 10 rooms will be paid by the individuals. The Government shall provide a final list of attendees by 05 April 2013 to finalize actual room numbers and cost. The Contractor shall bill the Government for actual rooms utilized versus reserved.

d. The Contractor will check-in arriving participants prior to their arrival in the hotel. An arrival/departure schedule will be provided to the Contractor by 05 April 2013. The room keys will be made available to the Africa Center point of contact at a minimum of 2 hours prior to participants’ arrival. The hotel must have the option of early check-in and late checkout available without penalty due to the international travel of the guest.

e. The Africa Center, in coordination with the Contractor, will distribute keys to arriving participants. Arriving groups will be met by Africa Center representatives at a Welcome Table.

f. A Welcome Table (with 4 chairs) will be required in the hotel lobby from

9-10 April 2013. The table will be used to facilitate participants’ welcome and check-in at the hotel.

g. ACSS will be permitted to display welcome signs, directional signs, and room designation signs throughout the hotel.

h. Guests should have access to recreation and laundry facilities on the premises.

i. The Contractor shall provide 20 parking spaces and passes to on-site

Africa Center staff.

j. Lodging, will be required as follows:

LODGING

Nights of Sun Mon Tues Wed Thurs Fri Sat 7 Apr 8 Apr 9 Apr 10 Apr 11 Apr 12 Apr 13 Apr

Number of travelers 0 10 25 25 25 10 0

A. Task 2 – Meeting Space Requirements

1) Registration Room

a. Dates: 8 - 12 April 2013. Capacity: Should be able to accommodate a minimum of 15 people at one time.

b. Internet Connectivity:

i. Must have at least one internet connectivity point

ii. Room must have a minimum of high-speed “T-1” connection or equivalent.

iii. ACSS will set-up up to a wireless network from the T-1 connection for

ACSS-owned equipment. ACSS will not be charged for using a wireless network system for multiple computers in the hotel.

c. All associated costs for this room will be charged at the conclusion of the contract with a detailed, itemized summary. Any deviations from the diagrams below must be approved by the Africa Center point of contact.

d. Setup according to figure 2.1.

Figure 2.1

Door

Waiting Area

Registration Area #1

CCA

Registration Area #3

DCOSO

Registration Area #2

DCOSA

ALL TABLES

DRAPED AND

SKIRTED

2) Operations Center

a. Dates: 8 - 12 April 2013, with 24-hour access. The operations center will be set up according to Figure 2.2 below. Capacity: Should be able to accommodate a minimum of 10 people with room to store equipment. Facility must be equipped with a telephone that allows toll free as well as local calls.

b. Internet Connectivity:

i. Must have at least one internet connectivity point

ii. Room must have a minimum of high-speed “T-1” connection.

iii. ACSS will set-up up to a wireless network from the T-1 connection for ACSS-owned equipment. ACSS will not be charged for using a wireless network system for multiple computers in the hotel.

c. All associated costs for this room will be charged at the conclusion of the contract with a detailed, itemized summary.

d. Any deviations from the diagrams below must be approved by the Africa Center point of contact.

e. Setup according to figure 2.2.

3) Storage Room

a. Dates: 8 - 12 April 2013, with 24-hour access.

b. Size: Approximately 12’x12’

c. In close proximity to the registration room.

4) Plenary Room

a. Dates: 9 - 12 April 2013, with 24-hour access.

b. Capacity: 30 in a hollow square. Setup as per figure 2.3.

Figure 2.3

ALL TABLES

DRAPED AND

SKIRTED

5) Director Office

a. Dates: 9 - 12 April 2013, with 24-hour access. In close proximity to the Plenary

Room.

b. Capacity: 6 people. According to figure 2.4.

Figure 2.4

6) Dean’s Office

c. Dates: 9 - 12 April 2013, with 24-hour access.

d. Capacity: 6 people. According to figure 2.5.

Figure 2.5

B. Food and Beverage

1) Task 3

Meals and refreshments will be provided to all participants as indicated below, in accordance with DOD guidelines. The attendance of all government and non-government participants is necessary to achieve conference objectives.

a. Welcome Dinner

i. Date: 9 April 2013

ii. Time: 5 - 7:00 pm

iii. Capacity: 40 adults. Plated dinner.

iv. Menu: To be determined. Government will work with Contractor to finalize meal plan by 22 March 2013.

v. Beverages: Contractor will provide non-alcoholic hosted bar service.

vi. Additional requirements: Podium with microphone, mixer/music and cordless microphone.

vii. All associated costs for the dinner will be charged at the conclusion of the contract with a detailed summary provided.

b. Daily Lunches

i. Date/Time: 10-12 April/12:00 - 1:30 pm.

ii. Configuration: Double-sided Buffet . Private room. Banquet rounds of 8.

iii. Menu: To be determined. Government will work with Contractor to finalize meal plan by 22 March 2013.

iv. Capacity: 35 adults. The Government shall provide a final count of attendees by 5 April 2013 to finalize actual meal numbers and cost.

v. All associated costs for this room will be charged at the conclusion of the contract with a detailed, itemized summary.

c. Coffee Breaks

i. Coffee set up each morning outside plenary room from 10 - 12 April.

ii. Capacity: 35 adults (30 adults outside plenary; 5 adults in Director’s office)

iii. 10 April: set up by 7:30 am with refresh 9:45am and 2:45pm.

iv. 11 April: set up by 8:00 am with refresh 9:45am and 2:45 pm.

v. 12 April: set up by 8:00 am with no refresh.

vi. Beverages: coffee, decaf, tea, pitchers of iced tap water, assorted juices and sodas.

vii. In accordance with ACSS-provided program schedule, contractor will be requested to setup coffee, decaf, team, tap water, and assorted juices and sodas, for 5 individuals in the Director’s office 30 minutes before every session. This setup is to be included in the price of the coffee breaks.

6. Africa Center Representative: Kareem Oweiss, 202-685-2792, oweissk@ndu.edu.

7. Contracting Officer Representative: LTC Tong Vang, 202-685-7366, tong.vang@ndu.edu.

mailto:oweissk@ndu.edu mailto:tong.vang@ndu.edu