PWS_NESA_Lodging_Revised.pdf

NEAR EAST SOUTH ASIA CENTER FOR STRATEGIC STUDIES

PERFORMANCE WORK STATEMENT

for Lodging Services

NSR-Senior National Representative Seminar 03-13 17 November – 22 November 2013

1. Purpose: This PWS details the tasks required for lodging services to support the Near East South Asia Center for Strategic Studies. The contractor will provide lodging services to support a one-week professional seminar to be hosted in the Washington, D.C. and Virginia area.

2. Scope: The contract requires expert lodging support and services for up to thirty three (33) NESA funded and non-funded participants. The NESA non-funded participants will be individual billed by the hotel. The contractor shall provide an experienced director of sales who has dealt with diverse lodgers.

3. Approach: The contractor shall provide each lodger (NESA participant) with the identical sleeping rooms of similar size and type (e.g. all studio suites for all one bed rooms), separate work space with desk, drawers, and lighting; high speed internet hook-up and regularly scheduled housekeeping service.

Participants shall have access to premises laundry.

Hotel should be capable of providing a full, hot American breakfast buffet for each lodger. Hotel manager should be aware of dietry requirement of participants. The participants cannot have any pork products or alcohol prepared/cooked in foods or located on their buffet. The Hotel will make every effort to keep pork products in separate area.

4. Tasks:

4.1 Task 1: Lodging (Deliverables)

4.1.1 The Contracting Officer is the only authorized Government Official that can make changes to 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 up to 30-suites for the seminar as requested and the Government shall provide a final list of attendees 2 weeks (14 calendar days) prior to the start of each seminar. 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 the remaining days will be cancelled and the Government will not be charged by the contractor for the remaining days of that reservation.

4.1.2 The NESA participants will be funded either by their country (unfunded) or funded by the US Government. The unfunded participants that will be paying their own lodging and incidentals. The US Government will pay for those participants funded by Government. Those participants funded by their host country will pay individually and the Government will pay for those participants funded by the Government. The hotel will provide the contractor a list of funded and non-funded individuals so that invoicing can occur accordingly. A copy of the invoice shall be provided to the Contracting Officer as well.

4.1.3 The NESA Center will require a total of 33-Studio Rooms blocked for the two-week Combating Terrorism Seminar for 33-funded. The unfunded participants are the responsible party for their individual billing under this block and will contact the Hotel directly to confirm their reservations.

Sunday, November 17, 2013 through Friday, 22 November 2013 – 33 studio rooms are needed each day.

The unfunded participants will contact the hotel directly to confirm their reservations.

*** NO AV requirements are needed.

5. Location of Performance:

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 NESA Center which is located in the US Coast Guard Headquarters, 2100 Second Street S.W., Washington, DC 20593. 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.

6. Period of Performance: The period of performance is 17 November -22 November 2013.

7. Security: The security classification of work to be performed under the task order is unclassified.

8. COR Representative: The COR is the Brooke Zitney, NESA, telephone: (202) 685-4994, fax: 202- 685-2565, email: brooke.zitney@ndu.edu.

All communication will occur between the contractor and the contracting officer. Any requirements from NESA must be addressed to the Contracting Officer, Ali Beshir, (703) 602-1341, Email:

ali.beshir@dsca.mil. Invoices are to be submitted electronically via the Internet through Wide Area Work Flow- Receipt and Acceptance (WAWF-RA) system at https://wawf.eb.mil. Contractors must create two documents (Invoice and Receiving Report; i.e. Combo Documents) with a single data entry session.

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 Factor 4 - Past Performance Factor 5 - Location

9.2 Factor 1 – Quality of Services and Amenities.

9.2.1 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.

mailto:ali.beshir@dsca.mil

9.3 Factor 2 – Price.

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

9.5 Factor 4 – Past Performance.

9.5.1 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 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 Factor 5 – Location

9.6.1 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 NESA Center which is located in the US Coast Guard Headquarters, 2100 Second Street S.W., Washington, DC 20593. 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.

9.7 Offers shall be submitted by 4 November 2013, no later than 2:00 PM EST. Offerors shall provide a quote using the pricing schedule provided in this statement of work.

9.8 Quotes shall be forwarded to Ali Beshir via email to: ali.beshir@dsca.mil. Facsimile submission will not be accepted.

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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

10.2.1 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

10.3.1 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 if any.

10.4 Factor 3 – Cancellation Policies

10.4.1 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.

10.5 Factor 4 – Past Performance

10.5.1 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.

10.6 Factor 5 – Location

10.6.1 The Government will evaluate the location of the hotel. 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 NESA Center which is located in the UAS Coast Guard Headquarters, 2100 Second Street S.W., Washington, DC 20593. 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.

NEAR EAST SOUTH ASIA CENTER FOR STRATEGIC STUDIES