2013-12_SSR_Central_Africa_HotelPWS_Posted.pdf

AFRICA CENTER FOR STRATEGIC STUDIES (ACSS)

Performance Work Statement (PWS) for

Lodging and Conference Services for the Security Sector Transformation in Central Africa Program

1. PURPOSE. This Performance Work Statement (PWS) delineates the tasks required for lodging and conference services for the Africa Center for Strategic Studies. The period of performance will be from 6 December to 14 December 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 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 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.

Security Sector Transformation in Central Africa Program. To assist ACSS in fulfilling its responsibilities, the Contractor will provide services to support approximately 61 individuals, including participants, facilitators, and guest speakers to be hosted in Washington, DC.

3. SCOPE. The contract requires lodging services. There are optional services detailed in Section 5 of this performanc e work statement.

4. APPROACH.

a. The selected venue, described in Contract Line Item Number (CLIN) 0001, must be within the DC metropolitan area and located no further than five (5) miles from Fort McNair. The venue must be no further than .50 miles to a Metro station or have available shuttle service to surrounding areas. A location within walking distance to restaurants/shops is preferable.

b. Contractor shall provide lodging service in accordance with the terms listed in 0001.

c. If exercised, the contractor shall provide conference facilities option in accordance with the terms in

0002.

d. If exercised, the contractor shall provide catering option in accordance with the terms listed in 0003.

e. If exercised, the contractor shall provide parking passes option in accordance with the terms listed in 0004.

Quality logistical support is key to creating an atmosphere for exchange of ideas. Logistical support and program content equally contribute to the success of the conference.

SPECIFIC REQUIREMENTS: Section 5 Schedule

1. GENERAL REQUIREMENTS:

Security. The security classification of work to be performed under the contract is unclassified. The contractor employees will comply with any applicable conference security directives and regulations during the performance of work.

2. PERFORMANCE BASED MATRIX.

The Government will monitor the Contractor's performance under this contract using on-site inspections and customer feedback. The contractor will be given the opportunity to correct or address any adverse findings resulting from observations and feedback. Failure to correct any adverse findings or failure to deliver all services described in this contract may result in non-acceptance of the services by the Government. Failure to meet the standards of this performance work statement may result in a deduction of price equal to the value of the unperformed or poorly performed services. Failure to provide services in accordance with this contract could also result in termination of the contract for cause and/or adversely impact the Contractor’s ability to be selected for future contracts.

Outcome Performance Metric

Performance Standard

Contractor shall provide sufficient logistical support to create the most conducive environment to maximize the goals of this conference.

Contractor POC Responsiveness, knowledge, and availability.

Rooms Each event attendee provided his / her own room with a private bath, cleaned daily and individually climate-controlled.

Optional Services:

Conference Facilities

Plenary Room set-up to facilitate maximum participation and visibility of images and text projected on large screens in multiple languages (i.e. free from obstruction); Lectern and dais set-up to complement seating arrangement encouraging maximum interaction between speakers, moderators, panelists and participants; set-up prior to required availability;

climate controlled, adequately lit and availability of pitchers water.

Breakout Group Room seating set-up to promote maximum participation and interaction between facilitators and participants; seating set-up prior to required availability in accordance with diagrams to be provided by ACSS; climate controlled, adequately lit.

Other offices set-up in accordance with diagrams to be provided by ACSS prior to required availability, climate controlled, adequately lit, ability to be secured; availability of internet capability as defined in this PWS.

Optional Services Banqueting

Parking Passes

Quality food prepared and served at appropriate temperatures. Prepared, contained and served with clean and sanitary equipment.

For spaces within the general parking area.

Shuttle Service Timeliness, availability, accommodates guest departure and arrival time schedules.

5. SCHEDULE

5.1. Contract Requirements

0001 Lodging Requirements

0001 Single Rooms 432 room nights Unit Price__________ Total Price _________

Lodging Requirements: Single Rooms. This contract shall not pay for local or international phone calls from participants rooms, pay per view programs, mini-bar consumption, room service, nor any alcoholic beverages.

Request that all rooms have outgoing phones and pay-per-view TV turned off and mini-bars locked. Allowance for availability of said items will be given by presenting a suitable deposit as agreed upon by the hotel.

ACSS will provide detailed room lists identifying rooms reserved and paid for by this contract 1 week prior to the first planned arrival. The Government will only pay for rooms defined as “USG-paid”. The Government has no financial liability for rooms booked as “Self-pay”. Hotel is nevertheless required to confirm availability of rooms on dates identified below, and requested to hold rooms for “Self-pay” guests at group rate until 1 week prior to planned arrival of individual self-pay guests. Self-paying participants will reconfirm with the hotel directly to reserve their room. If confirmation of travel dates and booking is not confirmed with self-pay seminar attendees five days prior to planned arrival, hotel is under no obligation to hold the room unless ACSS accepts financial responsibility in writing for those self-pay reservations that have not reconfirmed.

Terms and conditions for early check-in and late check-out to be provided in technical quote of proposal.

5.2 Optional Requirements

Option Items. The following option item may be exercised on an as-needed basis at the established prices provided the Government gives the hotel at least 14 calendar days advance notice of its intent to exercise the option. Failure to exercise this option will not subject the Government to any cancellation fees.

5.2.1 Conference Facilities

0002 Conference Facilities

Conference Facility Requirements: Pitchers of water shall be available for all participants in the Plenary and breakout rooms at a minimum. Pitchers of water and glasses shall be strategically placed throughout the rooms to minimize the level of disruption in obtaining water. All conference facilities shall be set up and available for use by 0800 on the start date specified and shall be available for use until 1800 on the end date specified.

0002AA Plenary Room 8 Days Unit Price __________ Total Price _________

• 1 Plenary Room (60 classroom-style seating and 20 theatre-style seating with space for 2 interpretation booths. The interpretation booths will be contracted separately and shall not be priced under this contract.)

Nights of: 6 Dec USG totals X X X X X X 54 Self-pay totals X X X X X X 7

Nights of: 7 Dec 8 Dec 9 Dec 10 Dec 11 Dec 12 Dec 13 Dec USG totals 54 54 54 54 54 54 54 Self-pay totals 7 7 7 7 7 7 7

USG Total: 432

Self-pay Total:56

Room size should be a minimum of 2100 square feet. Plenary room should be available 6 December– 13 December, 2013.

0002AB 3 Breakout Rooms 8 Days Unit Price __________ Total Price __________

• 3 Breakout Rooms (UP TO 17 participants U-shaped with space for 1 interpretation booth in each. The interpretation booth will be contracted separately and shall not be priced under this contract.) Room size should be a minimum of 520 square feet. Breakout rooms should be available 6 December– 13 December, 2013.

0002AC Operations Center 8 Days Unit Price __________ Total Price __________

• 1 Operations Center (space for: estimated 30 PAX workstations, 2 Government-furnished printers, 1 Government-furnished fax, 1 photocopier,). Room must include 1 external phone line that is capable of calling internally, locally and internationally, and 1 phone/fax line capable of connecting locally and internationally. Room size should be a minimum of 550 square feet. Operations center should be available 6 December– 13 December, 2013.

• The connections must be physical (CAT5) of at least 6MB download and 2MB upload, must allow multiple MAC addresses to transverse the connection and must be a direct connection (no proxy redirect). ACSS will place a wireless router at the end of the connection and will serve multiple workstations and printers sharing the single connection. ACSS will provide the MAC addresses of the routers on the initial setup date.

0002AD Faculty Office 8 Days Unit Price __________ Total Price __________

• 1 faculty office. Space for estimated 6 PAX workstations and a conference table with chairs. Faculty office should be available 6 December– 13 December, 2013.

0002AE Leadership Office 8 Days Unit Price Total Price __________

• 1 office for the leadership. Lounge area to fit 8 PAX + desk and chair. Room must include external phone line that is capable of calling internally, locally and internationally. Leadership office should be available 6 December– 13 December, 2013.

0002AF Computer Training Lab 8 Days Unit Price__________Total price__________

• 1 Computer training lab (space for: estimated 25 workstations, 1 Government-furnished printer, 1 Government-furnished projector and screen). Room preferably close to registration area, plenary or discussion group rooms. Room size should be a minimum of 550 square feet.

• The connections must be physical (CAT5) of at least 6MB download and 2MB upload, must allow multiple

MAC addresses to transverse the connection and must be a direct connection (no proxy redirect). ACSS will place a wireless router at the end of the connection and will serve multiple workstations and printers sharing the single connection. ACSS will provide the MAC addresses of the routers on the initial setup date.

Computer training lab should be available 6 December– 13 December, 2013.

0002AG Registration Room 3 Days Unit Price __________ Total Price __________

• 1 registration room. Space should be able to accommodate a minimum of 15 participants at time with 3 areas sectioned out with table and chairs. Registration room should be available 6 December– 8 December, 2013.

5.2.2 Banquet Requirements

0003 Banquet Requirements

0003AA 4 Lunches for 58 pax Each Unit Price Total Price

Lunch shall be buffet style and shall consist of a vegetable, or fruit salad, an entree consisting of fish and meat a serving of a vegetable, or starch, a dessert, coffee and tea, and one non-alcoholic drink per person. No pork shall be served. Lunch will start on Monday 9 December– Thursday 12 December, 2013. Lunch will be served Monday – Thursday only from 1230 – 1400 in separate dining area.

0003AB 9 Coffee/Tea Breaks for 58 pax Each Unit Price Total Price ____

Coffee/Tea Breaks shall include coffee, tea, juice, and water and shall have a server present at all times.

Location for coffee breaks must be able to handle 60 people standing, preferably located between plenary room and breakout rooms, with at least two stations for beverage service. Coffee/Tea breaks will start on Sunday 8 December – Friday 13 December, 2013. Sunday 8 December will have 1 coffee/tea break in the afternoon.

There will be 2 coffee/tea breaks daily served Monday – Friday in the morning and afternoon (only Wednesday and Friday will have 1 morning coffee/tea break).

0003AC 1 Dinner for 58 pax Each Unit Price Total Price

Dinner shall be buffet style and shall consist of a vegetable, or fruit salad, an entree consisting of fish and meat a serving of a vegetable, or starch, a dessert, coffee and tea, and one non-alcoholic drink per person. No pork shall be served. Dinner will be served in a private dining area and vendors will be notified of the dates once confirmed.

5.2.3 Parking Passes

0004 Parking Passes

0004 30 Parking Passes Each Unit Price ______ Total Price____

30 Each for use over the period of performance.

6. Contracting Officer Representative: Daniel Nowicki 202 685-7358, daniel.nowicki@ndu.edu.

The COR shall not:

a. Redelegate COR authority.

b. Take any actions that would commit or change the contract/order price, quantity, quality, schedule/delivery, scope of work, place of performance, or any other term or condition of the existing contract. You may be held personally liable for unauthorized actions.

c. Direct or redirect any contract/order action. This can only be done by the Contracting Officer.

7. Contracting Officer: Woodrow Bell, 703-602-1464, woodrow.bell@dsca.mil.

8. Payment/Invoicing Information:

Requests for payments must be submitted electronically via the Internet through the Wide Area WorkFlow – Receipt and Acceptance (WAWF-RA) system at https://wawf.eb.mil. All contractors must create two documents (Invoice and Receiving Report; i.e. Combo Documents) with a single data entry session.

mailto:woodrow.bell@dsca.mil https://wawf.eb.mil/

9. INSTRUCTIONS TO OFFERORS

9.1 In its response, the contractor submitting a quote must address all technical and price factors:

Factor 1 - Quality of Services and Amenities Factor 2 - Price Factor 3 - Cancellation Policies Subfactor 3.1. Lodging Cancellation Policy Subfactor 3.2. Banqueting Cancellation Policy Factor 4 - Past Performance

9.2 Factor 1 – Quality of Services and Amenities.

Submission Requirements. Contractors shall provide descriptive literature to include information on the services and amenities of hotel, to include the availability of in-room climate control, a refrigerator, and a lockable safe in guest rooms, an on-site fitness center, access to an on-site international ATM machine, and proposed special early check-in and late check-out terms and conditions for this group. Contractors shall also provide information on shuttle availability for airport arrivals and departures as well as availability to Metro station and surrounding areas.

9.3 Factor 2 – Price.

9.3.1 Submission Requirements: Quoters shall fully complete the price schedule for all Contract Line Items and all Exhibit Line Items associated with this request for quote and return.

9.3.2 Quoters shall provide its hotel cancellation policy and associated fees with the price submission. Failure to provide the cancellation policy may permit the Government to cancel the requirement either in whole or in part at no cost to the Government.

9.4 Factor 3 – Cancellation Policies.

9.4.1 Subfactor 3.1. Lodging Cancellation Policy.

Submission Requirements. Quoters shall provide a detailed description of the quality features quoted to the Africa Center for Strategic Studies. Specifically, quoters shall provide information on proposed cancellation policies as they relate to the Africa Center’s desired cancellation policies related to lodging.

9.4.2 Subfactor 3.2. Banquet Cancellation Policy.

Submission Requirements. Quoters shall provide a detailed description of the quality features quoted to the Africa Center for Strategic Studies. Specifically, quoters shall provide information on proposed cancellation policies as they relate to the Africa Center’s desired cancellation policies related to banqueting.

9.5 Factor 4 – Past Performance.

Submission Requirements. Contractors shall provide past performance information (e.g. letters of recommendation, customer evaluations, etc.) indicating the quality of hotel performance and service during the past year. Additionally, quoters shall provide at least one reference for which the hotel provided services for a group similar in size to the ACSS group within the past year and a half. Contact information shall include the name, e-mail address and phone number of each reference. Past performance information greater than one year will not be considered.

9.6 Offers shall be submitted by 25 October 2013, no later than 2:00 PM EST. Offerors shall provide a quote using the pricing schedule provided in this statement of work.

9.7 Quotes shall be forwarded to Woodrow Bell via email to: woodrow.bell@dsca.mil. Facsimile submission will not be accepted.

10. EVALUATION FACTORS

10.1 This acquisition will use trade-off analysis to make a best value selection decision. The selection decision will incorporate trade-off techniques and will be made based on an integrated assessment of each contractor’s quote. As such, the Government may extend an offer to a contractor who has not quoted the lowest price or the highest rated technical submission. Quotes will be evaluated based on the stated evaluation factors. An offer will be extended to the responsible vendor quoting the best value to the Government, price and non-price factors considered. The evaluation factors are listed in descending order of importance.

10.2 Factor 1 – Quality of Services and Amenities

The Government will evaluate the quote to determine the extent to which the quoted services and amenities add to the comfort and convenience of our guests, to include the availability of air conditioning, a refrigerator, and a lockable safe in guest rooms and an on-site fitness center. The evaluation will also take into account the location of the hotel, shuttle availability and walking distance to full service restaurants.

10.3 Factor 2 – Price

All prices will be evaluated for reasonableness, including the hotel’s overall cancellation policy. Price reasonableness will be determined based on the price quoted for all contract line items, including options.

10.4 Factor 3 – Cancellation Policies

10.4.1 Subfactor 4.1. - Lodging Cancellation Policy: The desired cancellation policy allows no charge for up to 20% of cancellations or changes made 48 hours prior to planned arrival of individual guests.

10.4.2 Subfactor 4.2. – Banqueting Cancellation Policy: The desired cancellation policy allows no charge for up to 30% of cancellations or changes made 24 hours prior to planned meals service.

10.5 Factor 4 – Past Performance

The Government will evaluate the recency, relevancy, and quality of the hotel’s past performance. Relevant contracts are contracts involving services that are considered to be similar in scope, magnitude and complexity when compared to the requirements described in this solicitation. This evaluation is separate and distinct from the Contracting Officer’s responsibility determination. The assessment of the contractor’s past performance will be used to evaluate how well the hotel has performed similar services in the past. Contractors lacking relevant past performance history will not be evaluated favorably or unfavorably for past performance.