PWS_Lodging_MSD_course_June_2015.pdf

WILLIAM J. PERRY CENTER FOR HEMISPHERIC DEFENSE STUDIES

STATEMENT OF WORK

FOR

LODGING SERVICES

MANAGING SECURITY AND DEFENSE (MSD) COURSE

13 – 27 JUNE 2015

1. PURPOSE: This SOW delineates the tasks required for lodging services for the Center for Hemispheric Defense Studies. The period of performance will be from 13 – 27 June 2015.

2. BACKGROUND: The William J. Perry Center for Hemispheric Defense Studies (Perry Center) 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.

To assist the Perry Center in fulfilling its responsibilities, contractor will provide executive lodging services to support one (1) ministerial-level professional course with a total of approximately 30 participants total to be hosted in Washington, DC from 13-27 June 2015.

3. SCOPE: The contract requires expert lodging support and services on a requirements basis.

4. APPROACH: The contractor shall provide each lodger (Perry Center participant) with room accommodations to include high-speed internet hook-up and a work space with a desk.

Lunch and dinner options on the premises of the selected hotel are desirable but not essential.

The hotel must be within 1/4-mile walking distance of at least five (5) full-service restaurants.

All participant rooms must be of a similar size and type (e.g. all studio suites or all one-bedrooms). Participants should have access to on premises recreation and laundry facilities.

Shuttle bus/vans should be available to and from Ronald Reagan National Airport. Arrival and Departure days can expect 6-10 participants arriving/departing at the same time. Shuttle service should be able to accommodate this number of passengers plus 2-3 pieces of luggage for each participant. The lodging facility must be equipped to accommodate early arrivals based on availability. Where space is not immediately available, a holding room/welcome area shall be reserved to help make the check-in, check-out process smooth for all guests who might have to wait for clean rooms or check-out to make rooms available for other hotel guests.

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 does not occupy that room prior to 6:00 P.M. on the date of scheduled occupancy, the Government will be charged a 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.

GUEST NAME

NUMBER

OF

GUESTS

ARRIVAL

DATE

DEPARTURE

DATE

NUMBER

OF

NIGHTS

TOTAL

ROOM

NIGHTS

EARLY ARRIVALS 5 13 JUN 27 JUN 14 70

PARTICIPANTS 25 14 JUN 27 JUN 13 325

TOTALS 30 395

All rooms and related services should be tax exempt.

Task 2 – Welcome Reception (Optional Line Item):

Date: 15 June 2015 Time: 6 to 8 pm Configuration: Stand-up reception Capacity: 50 people Menu: Heavy hors d’oeuvres, exact menu TBD Additional requirements: Podium with microphone and sound system

Task 3 – Conference Room (Optional Line Item):

Only in cases of national emergencies/inclement weather, the Perry Center will inform the contractor if conference room space will be required to support a particular program or event, and will notify the contractor prior to the date for which on-site conference rooms are required.

Government needs are subject to change based on national emergency or budget constraints.

Lodging facility must be flexible in its scheduling for cancellation of course. In the case of a National emergency or inclement weather, classes may need to be conducted on site. In this case, short notification can be expected, and contractor will be asked to provide space to accommodate up to 50 persons comfortably.

6. LOCATION OF PERFORMANCE: Lodging provided under the contract will be performed at the contractor’s facilities. Location shall be no further than five (5) miles from Fort McNair, Washington, DC. The hotel shall be located in a zip code for which the Total Crime Risk Index is not higher than 95. The total crime risk index shall be dtermined with the use of CLR Search website, located at http://www.clrsearch.com/.

7. PERIOD OF PERFORMANCE: The period of performance is 13 – 27 June 2015.

http://www.clrsearch.com/

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

9. COR REPRESENTATIVE: The COR is Linda Denning, Perry Center, at DenningL@ndu.edu and 202-685-2248. All communication will occur between the contractor, contracting officer and the COR.

10. CHANGES:

The Contracting Officer is the only authorized Government Official that can make changes to any task order or order additional services under any task order issued by DSCA. Therefore, any requirement changes must be addressed to the Contracting Officer, Woodrow Bell, 703-602- 1464, email woodrow.bell@dsca.mil