2014-05-28_AED__HotelPWS_Posted.pdf

AFRICA CENTER FOR STRATEGIC STUDIES (ACSS)

Performance Work Statement (PWS) for Lodging and Conference Services for

African Executive Dialogue

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 23-31 May, the conference taking place 27 – 30 May 2014.

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.

African Executive Dialogue. To assist ACSS in fulfilling its responsibilities, Contractor will provide services to support approximately 30 individuals, including participants, facilitators, and guest speakers to be hosted in Washington, DC from 27-30 May 2014.

3. SCOPE. The contract requires lodging as well as support and services for the African Executive Dialogue.

The requirements are outlined in Exhibits A, B, C, and D below.

4. APPROACH.

a. The selected venue, described in Contract Line Item Number (CLIN) 0001, must be within the DC metropolitan area and located within a ten (10) miles from Fort McNair. The venue must be within a .50 miles radius of 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. Contractor shall provide conference facilities in accordance with the terms in 0002.

d. Contractor shall provide catering in accordance with the terms listed in 0003.

e. Contractor shall provide parking passes in accordance with the terms listed in 0004.

f. Contractor shall provide optional items in accordance with the terms listed in 0005.

g. Contractor shall make every effort to reduce costs for all programmatic requirements in order to be considered competitive for this solicitation.

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

SPECIFIC REQUIREMENTS: See Exhibits A, B, C, and D.

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.

Amenities. Within five days of award of this contract, the hotel shall provide detailed information on amenities and discounts available to participants, faculty and staff attending the workshop.

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.

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

Conference Facilities – AED

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 of water.

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.

Services - AED Banqueting / Catering

Optional Services –

AED

Banqueting/Catering

Shuttle Service –

AED

Timeliness, availability, accommodates to guests departure and arrival time schedules.

Parking Passes

Exhibit A

0001 Lodging Requirements AED

0001AA Single Rooms 100 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. Note that proposed room rates should be the lowest possible rate and any rate which exceeds the U.S. Government lodging per diem rates will not be considered. For more information visit:

http://www.gsa.gov/portal/category/100120.

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 the contracting officer, acting on behalf or ACSS, accepts financial responsibility in writing for those self-pay reservations that have not reconfirmed. The room keys will be made available to the Africa Center at a minimum 2 hours prior to participants’ arrival. 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. A Welcome Table (with 4 chairs) will be required in the hotel lobby from 27-28 May 2014. The table will be used to facilitate participants’ welcome and check-in at the hotel.

The hotel must have the option of early check-in and late checkout (up to 7pm) available.

ACSS will be permitted to display welcome signs, directional signs, and room designation signs throughout the hotel. The front desk will hand out administrative materials to guests as they check-in, as needed. Guests will have access to recreation and laundry facilities on the premises.

Lodging will be required as follows:

Nights of: 26 May 27 May 28 May 29 May 30 May 31 May USG totals 10 20 20 20 20 10 Self-pay totals X 10 10 10 10 X

USG Total: 100 Self-Pay Total: 40

0001AB Late Check Out

The hotel must have the option of early check-in and late checkout (up to 7pm) available.

0001AB Single Rooms 20 room nights Unit Price__________ Total Price _________

Check out is at _________. The late check out charge will be charged beginning at ______________.

Exhibit B

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 4 Days Unit Price __________ Total Price _________

• 1 Plenary Room (25 in a hollow square with space for 2 interpretation booths. The interpretation booths will be contracted separately and shall not be priced under this contract.) Plenary room should be available 27 May – 30 May, 2014.

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

• 1 Operations Center (space for: estimated 20 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 have internet connectivity and be available 23 May – 30 May 2014.

• 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. Internet connectivity should start on Monday May 26 – 30, 2014.

0002AC Leadership Office 4 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 27- 30 May 2014.

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

• 1 registration room. Space should be able to accommodate a minimum of 15 PAX at time with 3 areas sectioned out with table and chairs. Registration room should have internet connectivity and be available 26-28 May 2014.

• 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. Internet connectivity should start on Monday May 26 – 30, 2014.

Exhibit C

0003 Banqueting Requirements

0003AA _2_ Lunches for 30 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 May 28– May 30 2014. Lunch will be served Wednesday – Friday in separate dining area.

0003AB _5_Coffee Breaks for 30 pax Each Unit Price Total Price

Coffee 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 breaks will start on May 28 – May 30 2014. There will be _2_ coffee breaks daily served Wednesday and Thursday in the morning and afternoon and 1 coffee break on Friday in the morning only.

Morning Coffee Breaks: should include coffee, tea and juice. Contractor shall have a server present at all times and shall include two stations for beverages.

Coffee Break Refresh: Refresh should be a refresh of beverages only. Contractor shall have a server present at all times and shall include two stations for beverages.

Water – Contractor will provide pitchers of fresh tap water available at all times for all breaks and lunches. No bottled water shall be provided.

Lunch: Shall be a buffet lunch consisting of a vegetable or salad, and hot entrée consisting of fish or meat, a serving of vegetable or starch entrée, a fresh fruit dessert, coffee and tea, and one non-alcoholic drinks per person. No pork shall be served. Rice shall be substituted for pasta where appropriate. Pitchers of ice water should be available and a server present at all times. Contractor shall have a server present at all times and shall include two stations for beverages. ACSS logistics personnel will review menu and make culturally appropriate substitutions for African participants where necessary.

Cleanup: Contractor shall be responsible for all trash removal from the premises. This includes cleaning the buffet and break areas after participants have finished their meals.

Exhibit D

0004 Parking Passes

0004 30 Parking Passes Each Unit Price ______ Total Price____

For use over the period of performance. The Government would look favorably upon parking passes that are complimentary. The Contractor will provide thirty (30) parking passes or reserved parking for on-site Africa Center staff – list of staff to be provided by ACSS no later than 22 May 2014. These parking spaces should be accessible 24 hours a day through the period of performance of this task order.

Exhibit E

0005 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.

0005AA _1_ Lunch for 30 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. Optional lunch will be for May 30, 2014.

0005AB_2_ Lunch for 10 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. Optional lunch will be for May 30, 2014.

0005AC _1_ Dinner for 35 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 date once confirmed.

0005AD_1_ Dinner for 10 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 date once confirmed.