2015-10_AMEP_PWS_CON_Revised.docx

AFRICA CENTER FOR STRATEGIC STUDIES (ACSS)

Performance Work Statement (PWS) for Lodging and Conference Services for Africa Military Education Program Workshop

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 04 to 08 October 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.

Africa Military Education Program Workshop. To assist ACSS in fulfilling its responsibilities, A Contractor will provide services to support approximately 100 individuals, including participants, facilitators, and guest speakers to be hosted in Washington, DC.

3. SCOPE. The contract requires lodging as well as support and services, as outlined in Exhibits A and B. Optional items, including conference facilities, are included in Exhibit C and D.

4. APPROACH.

a. The selected venue must be within the DC metropolitan area and located no further than seven (7) 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 requirements listed in A001.

c. Contractor shall provide facilities in accordance with the requirements in A002.

d. Contractor shall provide catering in accordance with the requirements listed in B001

e. Optional items are listed in Exhibit C and D.

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: See Exhibits A and B.

1. GENERAL REQUIREMENTS:

Amenities. Within five days of award of this contract, the hotel shall provide detailed information on amenities.

2. PERFORMANCE BASED MATRIX.

The Government will monitor the Contractor's performance under this contract using on-site inspections and customer feedback. .

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.

Exhibit A

Lodging Requirements Lodging Requirements: Single Rooms. The Government is not responisble for payment of local or international phone calls from participant’s rooms, pay per view programs, mini-bar consumption, room service, nor any alcoholic beverages under this contract. Therefore, request that all rooms have outgoing phones and pay-per-view TV turned off and mini-bars locked.

ACSS will provide detailed room lists identifying rooms reserved and paid for by this contract 10 days prior to the first planned arrival. The Government will only pay for rooms defined as “Master Account”. 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.

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

Master Account Total: 272

Self-pay Total: 34

Facilities Requirements

· 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 05 October, 2015 at 8am – 06 October, 2015 till 6pm.

· 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. Registration room should be available 05 October at 8am – 06 October, 2015 till 8pm.

Exhibit B B001 Banqueting Requirements Welcome Reception for 100 pax Welcome Reception would take place on 05 October 2015 from 1900-2100, 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.

Dinner for 100 pax Dinner shall be buffet style and shall consist of a vegetable, or fruit salad, an entree consisting of fish and a 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 on Tuesday October 06, 2015 from 1900 – 2100 in separate dining area. Estimated number of attendees is 100 per dinner.

Exhibit C (Optional items) Optional 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.

· The plenary room and all discussion group rooms shall be on the same floor. While other facilities rooms quoted are highly desired to be on the same floor as well, the Government shall consider space within close proximity in the same building and with stair access not to exceed one (1) floor above or below the plenary room location.

· Banqueting space for coffee breaks and lunches shall also be on the same floor as the plenary room and discussion group rooms.

Plenary Room 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 06 October at 8am –07 October, 2015 till 6pm.

· 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.

Breakout Rooms 4 Breakout Rooms (Up to 20 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 06 October at 8am – 07 October, 2015 till 8pm.

Operations Center 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 06 October at 8am – 07 October, 2015 till 8pm.

· 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.

Faculty Office 1 faculty office. Space for estimated 6 PAX workstations and a conference table with chairs. Faculty office should be available 06 October at 8am – 07 October, 2015 till 6pm.

· 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.

Exhibit D Banqueting Optional Requirements Lunch 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 Tuesday October 06 – Wednesday October 07, 2015. Lunch will be served Tuesday and Wednesday only from 1230 – 1330 in separate dining area.

Estimated number of attendees 100 per lunch Coffee Breaks 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 100 people standing, preferably located between plenary room and breakout rooms, with at least two stations for beverage service. Coffee breaks will start on Tuesday October 06– Wednesday October 07, 2015. There will be 2 coffee breaks daily served Tuesday and Wednesday in the morning 1100-1130 and in the afternoon 1530-1600.

Estimated number of attendees 100 per break