PWS_PHSD_2013_Lodging_colorado.doc

Center for Hemispheric Defense Studies

PERFORMANCE WORk statement (PWS)

For

Lodging Services

PERSPECTIVES ON HOMELAND SECURITY AND DEFENSE COURSE (PHSD)

1. Purpose: This performance work statement (PWS) delineates the tasks required for lodging services to the Center for Hemispheric Defense Studies in Colorado Springs, Colorado. The period of performance will be from 18– 28 April 2013. Notice the requirement begins prior to the course and extends after the course finishes.

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.

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.

Lunch and dinner options on the premises of the selected hotel are desirable but not essential. If there is no restaurant on hotel premises, the hotel must be within 1/8-mile walking distance to at least three (3) local restaurants. Breakfast facilities should be able to accommodate at least 60 guests.

Participants should have access to on premises laundry facilities. Hotel should have sufficient space in a public area for groups of up to 10 participants to meet and work on group assignments

5. Deliverables:

Task 1 – Lodging:

The contractor shall assign rooms based on actual rooms occupied versus estimated rooms. The contractor shall block suites (with a separate work space) 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.

Task 2 – Conference Rooms:

A. Plenary Session Room (1)

Dates required: 22 – 25 April 2013 (0700-1800 daily).

Configuration: Classroom style (Small tables with chairs)

Capacity: Maximum of 60 people.

This room will be the venue for the plenary sessions during the course.

Additional requirements:

Elevated stage/platform to support one table and three persons seated at the table plus a podium.

Table and three chairs on the stage. The table will have three microphones.

Projector (1)

Computer (1)

Screen (1) (minimum 7’x8’)

Technician to project Power Point presentations.

Podium with microphone

Two lapel microphones

Three cordless microphones for participant question and answer periods.

U.S. flag with base and stand, plus two additional bases and stands of the same height and type Pitchers of water at each table and water glasses at each place B.

Breakout/Seminar Rooms (3) Dates required: 22 – 25 April 2013 (0700-1800 daily).

Configuration:

22 – 24 April 2013: U-shape with tables and chairs.

25 April 2013: 4 rounds of six in each room Capacity: up to 20 people (U-shaped) or 24 people (4 rounds of 6) each.

Additional requirements for each Breakout/Seminar Room:

22 – 24 April 2013:

Projector (1) Computer (1) Screen (1) (minimum 7’x8') Audio support and technician to project PowerPoint presentations Easel, butcher paper, markers 1 table at the back of the room, with water and glasses 25 April 2013:

Easel, butcher paper, markers 1 table at the back of the room, with water and glasses C. Control/Administration Room (1)

Dates required: 19 – 27 April 2013 with 24-hour access.

Capacity: 6-8 people with 3 computer work stations

In close proximity to Plenary and Breakout Rooms.

This room will serve as the administrative nerve center for the conference. Setup of computers and printers is required by 8:00 a.m. on 19 April 2013. Access will be required through 27 April 2013.

· Three networked desktop computers (Pentium 4, or equivalent processor or better with minimum 1 Gb RAM) with Microsoft XP or later version and Microsoft Office Suite, two available USB ports to support flash/jump drives. All computers will be complete systems to include the CPU, monitor, keyboard and mouse.

· Surge protectors and power extensions are required for all computer equipment.

· Two color inkjet printers (must have new printer cartridges), with additional cartridges available as needed

· One multifunction black-and-white inkjet or laser printer/copier (must have new printer cartridge), with additional cartridges as needed

· Three (3) reams of paper

· A local area network is required for the computers and printers, to include high speed internet access for all systems.

· Three additional network drops are required for travel laptops.

· One phone line with domestic long distance capability. All associated costs should be charged to the Control/Admin room and are part of the overall contract costs.

Task 3 – Breaks:

A.

Morning Coffee Breaks (1)

Dates: 25 April 2013 Time: Approximately 10:15.

Configuration: Available to Plenary Room and Breakout Rooms

Capacity: 55 people.

Menu: To include coffee, tea, juice and assorted pastries.

B.

Afternoon Coffee Breaks (3) Dates: 22, 23 and 25 April 2013 Time: Approximately 15:45 each day.

Configuration: Available to Plenary Room and Breakout Rooms

Capacity: 55 people.

Menu: as noted below for each day:

22 April 2013: coffee and tea

23 April 2013: coffee and tea

25 April 2013: coffee, tea and assorted cookies/pastries

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 and touring area

7. Period of Performance:

The period of performance is 18 – 28 April 2013

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

9. CONTRACTING OFFICER Representative (cor): The Government will identify the COR in the award document.

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