Rev_10_June_2015-08-03_SLS_UpdatedHotelPWS.docx

AFRICA CENTER FOR STRATEGIC STUDIES (ACSS)

Performance Work Statement (PWS) for Lodging and Conference Services for Senior Leaders Seminar

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 31 July -16 August 2015.

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.

Senior Leaders Seminar. To assist ACSS in fulfilling its responsibilities, the Contractor will provide services to support approximately 50 individuals, including participants, facilitators, and guest speakers to be hosted in Washington, DC from 31 July -16 August 2015.

3. SCOPE. The contract requires lodging as well as support and services for the Senior Leaders Seminar. The requirements are outlined in Exhibits A, B, C and D.

4. APPROACH.

a. The selected venue, described in Contract Line Item Number (CLIN) A001, must be within the DC metropolitan area and located no further than ten (10) 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 A001.

c. Contractor shall provide conference facilities in accordance with the terms in A002.

d. Contractor shall provide banqueting in accordance with the terms listed in A003 and A003AA.

e. 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 and B and C.

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.

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.

Banqueting

Lunch, Coffee breaks

Manpower Reporting Requirement: The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for DSCA via secure data collection site. The Contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported anytime during FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractor may direct question to the help desk at http://www.ecmra.mil

Exhibit A A001 Lodging Requirements SLS A001AA Single Rooms 590 room nights Unit Price__________ Total Price _________ ***130 room nights requested for Self-Pay**** 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 ACSS accepts financial responsibility in writing for those self-pay reservations that have not reconfirmed. The hotel must have the option of early check-in and late checkout (up to 7pm) available due to the international travel of the guest.

Nights of:

Optional Item:

Option Item. 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.

A001AB Late Checkout 10 Each Unit Price__________ Total Price _________

Exhibit B

A002 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.

A002AA Plenary Room 14 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.) Room size should be a minimum of 2100 square feet. Plenary room should be available 31 July – 13 August, 2015.

A002AB 3 Breakout Rooms 14 Days Unit Price __________ Total Price __________

· 3 Breakout Rooms (UP TO 17 PAX 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 31July – 13 August, 2015.

A002AC Operations Center 14 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 be available 31 July - 13 August, 2015.

· 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.

A002AD Faculty Office 14 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 31 July – 13 August, 2015.

A002AE Leadership Office 14 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 31 July – 13 August, 2015.

A002AF Computer Training Lab 14 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 31 July – 13 August, 2015.

A002 Registration Room 5 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 be available from 31 July – 4 August, 2015.

Exhibit C

A003 Banqueting Requirements

A003AA 8 Lunches for 60 pax Each Unit Price Total Price Lunch shall be buffet style and shall consist of a bread roll or a salad, an entree consisting of fish and meat a serving of a vegetable, a starch, a dessert, coffee and tea, and one non-alcoholic drink per person. No pork shall be served. Lunch will start on Tuesday 4 – 13 August, 2015. Lunch will be served daily from 1230 – 1400 in a separate dining area excluding Saturday and Sunday.

A003AB 14 Coffee Breaks for 60 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 Tuesday 4 – 13 August, 2015. There will be 2 coffee breaks served daily in the morning and afternoon excluding Saturday and Sunday. Only one morning break on 11 August & 13 August.

Exhibit D Option Item. 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.

A003AA 1 Reception for 70 pax Each Unit Price Total Price Reception date is TBD, and requires a podium with microphone. Reception food and beverage shall consist of heavy hors d’oeuvres served by hotel staff on platters, to include 2 vegetables, a fish, a meat, a starch and a dessert at the minimum, with coffee / tea, and 2 non-alcoholic drinks per person. No pork shall be served. A cash-bar would be provided.

Grand Total ______________________